This article details Travel Registry Profiles, their setup, and the functionality they support. Along with this, this article explains how Travel Registry integrates with your campus Student Information System, (SIS) to populate and refresh Traveler Registry user profile parameters.
- Travel Registry Profiles
- Admin View
- User View
- Access & Settings
- Profile Functionality
- SIS/HR Refresh
- Manual Profile Refresh
Travel Registry Profiles house key information about your Travel Registry users. Profiles will appear differently depending on the viewer (Admin or User). For example, the following screenshot shows the Admin View of the Travel Registry Profile:
When admins view a user's profile, they have access to the full list of parameters configured under Travel Admin>Settings>Profile Mappings.
Conversely, your institution may determine it is necessary to restrict the Travel Registry user's view of their profile parameters. Below you can see the user's view of their Travel Registry Profile displays only the parameters that they have been granted access to:
Note: Configuring a parameter and its value to show on the user profile will allow the user to manually edit the value, even if it's originally provided from your SIS/HR data file. Admins will always be able to edit a value, even if it is not configured to show to the traveler(s). Note: Once manually edited, the value will not be refreshed from the SIS/HR data file.
Though Travel Registry users may be restricted from seeing some of their associated parameters, the user profile view does provide access to the following profile panels, which are not present in the admin view:
- Contact information:
The Contact information panel requires the user to provide their home-country mobile number, as well as their emergency contact information. Users are encouraged to provide their abroad mobile number as well, though this is not required.
- AlertTraveler mobile app:
The AlertTraveler mobile app section provides the user with their uniquely-generated AlertTraveler App Activation passcode. Additionally, this panel allows the traveler to indicate if they would like to be notified by SMS if they are impacted by Alerts.
Note: Travelers cannot use their university credentials to log in to the AlertTraveler App; they must use their uniquely-generated passcode.
Users can view their profile by clicking the person icon in the top right of their Trips homepage. From the dropdown, they should select their name:
Travel Registry Admins with Search Permissions can access user profiles by navigating to Search>Profile Search:
To learn more about Profile Search functionality, click here: Travel Registry: Finding Trips and Travelers>Profile Search
The Profile Mappings tab of the Settings page allows users with Travel Admin permissions to map travel registry information fields to the appropriate applicant parameters, select a default role for users, and map up to 25 custom parameters to their travel registry site. Additionally, this tab allows admins to configure which type of user should see which parameters in their Travel Registry Profile. Click here to learn more about Profile Mappings: Travel Registry: Profile Mappings
Accurate and up-to-date profile parameter values are essential, as these values support the following features:
Understanding the SIS Refresh
The SIS (Student Information System) integration with Travel Registry is set up by a Terra Dotta Integration Specialist with the support of the client's Primary Admin and IT office during the client's Travel Registry implementation. As part of the SIS integration, all parties collaborate to determine what essential data from the client's SIS should be included in a SIS file that will be shared nightly with Terra Dotta. The client's finalized SIS file contains user profile information for all active campus users of your Travel Registry site. To learn who is considered an active campus user in terms of the SIS Refresh, see the section below entitled "Active Status."
After the SIS integration is complete, a nightly transfer process will occur in which the client's IT office will securely send an updated SIS file to Terra Dotta. The data from this file is loaded into a temporary table. Next, the SIS Refresh takes place: the active user profile parameter values in Travel Registry are "refreshed", or updated, with the latest information from the SIS table. The SIS Refresh process is the communication that keeps profile parameter data values in Travel Registry updated and in sync with data values in the institution's SIS.
It is important to note that not all user's profile information will be refreshed nightly. For a user's profile information to be refreshed nightly, meaning the values of their parameters are updated to match the information in the SIS/HR file, they must be considered an 'active' user.
Active users are:
- Travelers that have a current or future trip
- Members of any permission group in Travel Admin>Staff Management
Note: Users are considered active if they meet one or both of the above conditions; they do not need to meet both conditions.
If data was present for the user at the time they became active but is not provided in later files, the previous data will remain in the user's profile. This is because the refresh process does not allow null data to replace existing data.
Profiles are refreshed:
- Nightly (for active users)
- Upon user creation
- When an active traveler navigates to their profile
- When a new trip is created (if the traveler's profile has not been refreshed in the last 24 hours)
Individual profiles can be refreshed manually on the Travel Registy Admin site by opening the user's profile in the admin view (Search>Profile Search) and selecting Refresh Profile:
Manually refreshing the profile will apply any updates available in the most recently-provided SIS/HR data file.