Travel Events

A Travel Event is a single travel related event. For example, if a staff member plans to attend only one High School Visit then a single Travel Event can be created. A Trip is not required to create a Travel Event and multiple Travel Events can be attached to one Trip.

Creating a new Travel Event

  1. In the Navigation Pane under Travel Management click on Travel Events.
  2. Click New in the Action Tool Bar.
  3. Enter the Event Name.
  4. Select an Event Type, Staff Assigned, Status*, Start Date and End Date. *A new Travel Event will default to a Tentative status. Once the event is updated to a Confirmed status and saved, an appointment for the assigned staff member is created.
  5. If the Travel Event is associated with a Trip click the Lookup button to search for the Trip record. Once you have found the trip, highlight it and click OK.
  6.  If the Travel Event is associated with an Organization click the Lookup button to search for the Organization record. Once you have found the organization, highlight it and click OK. The Organization address will populate in the Address field. If the event will take place at another location, the address field can be edited. The Mapping feature located on the Map tab will use the address in the Address field.
  7. Select an Activity Category and Activity Value.
  8. Enter Event Notes about the Travel Event. The contents of the Event Note field will be included in the Appointment Description field when an Appointment is automatically created.
  9. Click Save.

Appointments

When a Travel Event is saved with a status of 'Confirmed', an appointment is automatically created for the Staff person assigned to the event. This appointment will appear in their Activities and sync to Outlook if using the Outlook client. Additional appointments can also be created manually.

Manually creating a new Appointment

To manually create an appointment:

  1. Open the Travel Event record.
  2. Click New Activity in the Action Tool Bar under the Appointments section.
  3. Select Appointment and click OK.
  4. Subject is a required field for the activity. This will be populated automatically when the Activity Category and Activity Value are selected. The Subject can be updated after it has been automatically populated.
  5. The Regarding field is automatically populated with the Travel Event.
  6. Select the Activity Category and Activity Value to post related to this Appointment. These fields are required for the appointment.
  7. Select a Start Time and End Time under the Scheduling Information section. The Status will automatically populate with an Open status and will update to a status of Scheduled when the appointment has been saved.
  8. Click Save.
 
NOTE:  Manually created appointments will not include Event Note details from the Travel Event form.

Entering Travel Event Results

After a Travel Event is completed, the event results and/or statistics can be recorded within the Travel Event record. These results can later be used to determine whether the event is worth attending again.

  1. In the Navigation Pane under Travel Management click on Travel Events.
  2. Open the Travel Event record that was completed.
  3. Click on the Results tab.
  4. Click the Lookup button to search and select a value for Event Rating.
  5. If desired, click the Lookup button to search and select a value for Stat 1 Type. Enter a corresponding value in the Stat Value 1 field. Repeat this process for any additional stat values needed.

Tabs on the Travel Event form

The Event Details tab contains basic Travel Event information such as the staff assigned and the start and end date. It also contains a list of all appointments associated to the travel event.

The Results tab contains event ratings and other statistical results.

The Map tab displays a map of event location. This feature uses the address found in the Address field on the Event Details tab.

The Notes tab can be used to enter any additional information about the Event.

Additional Resources

Additional Person or Staff resources can be added to a Trip or Travel Event. Adding a Person Resource requires the resource to have a Person record. Adding a Staff Resource requires the resource to have a User record.

Adding Additional Person Resources

  1. Within the Trip or Travel Event click on Person Resources.
  2. Click Add Existing Person in the Action Tool Bar.
  3. In the new window, click the Lookup button to search for the Person record. Once you have found the person, highlight it and click OK. If the person does not appear in the lookup, you can add the person by clicking New and adding information to the Person record.

Adding Additional Staff Resources

  1. Within the Trip or Travel Event click on Staff Resources.
  2. Click Add Existing User in the Action Tool Bar
  3. In the new window, click the Lookup button to search for the User record. Once you have found the user, highlight it and click OK.
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