Travel Registry simplifies the process of registering your institutional travel. This article provides a comprehensive guide to navigating the entire registration process, including logging in, completing your traveler profile, and submitting your trip.
This article discusses the following topics related to Registering a Trip:
- Access and Permissions
- Logging In
- Completing Your Profile
- AlertTraveler®
- Traveler Trips
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Registering a Trip
Logging In
If your travel registry site is integrated with your campus authentication system, as the traveler, you should be able to log in using your existing institution credentials by clicking the top login button option. Logging in internally (using your intuitional credentials) is the preferred way to create your account.
Note: This modal will appear differently depending on your institution's configurations, so it's best to defer to instructions provided by your institution.
If you do not have institutional credentials, enter your username and password, or use the “Start Here” link provided at the bottom of the page to create an account.
Note: This action creates an external account. External accounts should only be created by direction of your institution.
Completing Your Profile
The first time travelers log in, they will land on their profile page.
The profile page has a number of required fields including the traveler’s role within the school/institution, their department and title (if they are a faculty or staff member), their class level and school (if they are a student), their contact number, and at least one emergency contact.
Note: These fields may be populated by student information system or HR directory if the institution has integrated their Travel Registry site with their student information system. In any case, travelers will be able to update their profile information on this profile page.
Additional fields may be provided where travelers can enter details such as their home city, home airport, gender, date of birth, upload a copy of their passport, upload a profile photo, etc..
The home airport field will be used as the default departure airport of the first leg of any trip in which the traveler will travel by air (see “Traveler Trips” below).
AlertTraveler
The bottom of the profile page includes the “AlertTraveler mobile app” section which provides travelers with an activation key, revealed by clicking the eye icon, and an “Email me my password” link for the AlertTraveler app. The traveler can also choose whether or not they would like to receive SMS notifications when affected by an AlertTraveler alert and can provide an SMS phone number. At the very bottom of the page, inks to the App Store and Google Play are provided in order to download the AlertTraveler app. There is also a quick video about downloading and activating the app. For more information, refer to this knowledgebase article about the AlertTraveler mobile app.
Any changes on this page should be saved by clicking the “Save” button in the top right of the page.
You can return to their profile later by clicking the “My profile” link from the hamburger navigation menu in the top left corner.
Traveler Trips
The “My Trips” page can be accessed by clicking the “My trips” link in the top-left hamburger navigation menu. This will be the default landing page once a traveler has initially completed their profile.
This page will display all of your upcoming and past trips and provides a search bar in order to quickly find a trip. This is also where new trips can be created.
Registering a Trip
Manual Trip Registration
A new trip can be created in two ways. The first of these is by using the “Add New Trip” button on the My Trips page. This opens the “Create New Trip” popup.
On this page, a traveler will need to give their trip a title. They also have the option to add a description.
The traveler can then build their itinerary using the “Destination” field, the “By” dropdown menu (for mode of transportation), and the calendar widgets to set their trip dates. Additional destinations can be added by clicking the “Add Destination” button.
For example, this traveler is planning to take part in a Volunteer Project in Costa Rica, traveling by flight to San Jose, by car to Heredia, and traveling back to San Jose before departing the country.
Once all of the destinations have been added, the trip can be saved by clicking “Continue".
On the details page, some information will have already been entered automatically.
- The system has entered the traveler’s default departure airport for the first leg based on his profile setting listing ORD as her home airport. The system has also assumed the departure and arrival airport for both of the flights based on the destination and the location of the previous leg. The time zone for each location and the expected checkout date for any lodging have also been pre-populated.
- Each leg has an icon to show the type of travel. The travel leg can be deleted using the garbage icon on the far right.
Clicking the transportation icon for each leg will display a dropdown menu that can be used to change the means of transportation. For example, if this traveler realizes that the last leg will be by car instead of flying, she can change this detail by clicking on the plane icon and selecting “Change to Car.”
The itinerary leg then updates to display an area to enter details for driving rather than flying.
Additional transit legs and lodging details can be added by selecting the appropriate item from the “Add Transit/Lodging Type” drop-down.
Unneeded details sections can be deleted using the delete icon on the right side of that row. An entire destination and associated details can be deleted using the delete icon in the top right corner of that destination section.
Additional destinations can be added from this page using the “Add Destination” button in the bottom left.
Any changes made on the details page must be saved using the “Save” button in the top right corner of the page.
Once saved, the trip will appear in the traveler’s Upcoming Trips section. Upcoming trips can be edited, merged, or deleted by clicking on the three dots at the right of the trip name.
Registration by Forwarding a Travel Confirmation Email
The second method by which a trip can be created is through an automated import process called “email scraping.” This method is designed to make the travel registry process as simple as possible, offering travelers the convenience of pulling data directly from their trip confirmation emails into an admin's travel registry site. Travel Registry supports email scraping for emails from all major airlines, hotel chains, car rental companies, travel websites, and other travel-related vendors.
To use this feature, the traveler will need the “forward email” address for an admin's site (such as trips@university.edu). For travelers that have not yet registered on the site, forwarding a travel confirmation email will not only create the traveler's profile based on the information provided in the nightly provisioned SIS/HR data file, but it will also create the trip using the details in the confirmation email.
Note: in order for a profile to be created via email scraping, the email must be sent directly from the traveler.
Travelers that already have registered and have a profile on the site can copy the forward email by clicking the “Copy forward email to create trips” link at the top of the “My Trips” page.
Let’s import our traveler’s trip to Spain as an example. This is the flight confirmation email directly from the airline, listing departure and arrival airports, departure and arrival times and flight numbers. The traveler can forward this confirmation to the “forward email” address from the site.
If the trip is imported successfully, the traveler will receive an email acknowledgement. If the traveler has not already created an account on the travel registry site, they will be prompted to create one to access their trip. If the traveler already has an account, the trip will be available on the My Trips page.
All of the details included in the email have been included in the trip in the travel registry site just by forwarding the confirmation email. This trip can now be edited in the same way as a manually-created trip.
A traveler can also add to an existing trip with an import. For instance, let’s add our traveler’s hotel information for his trip to Spain by forwarding the reservation confirmation:
Now we can see that the hotel information has been added to the existing trip. The system added it to this trip based on the existing trip dates.