Travel Registry: Documentation of Trip Registration Follow

Travel Registry: Documentation of Trip Registration

Travel Registry provides two options when travelers need documentation about a trip registration:

1. PDF Travel Summaries
2. Travel Registration Receipt Email

Both features can be accessed by the admin and traveler by clicking the 3 vertical dots in the upper right while viewing trip details.

PDF Travel Summaries
The Travel Registry now makes it easy to generate a PDF copy of important trip details. Two versions are available for travelers, approvers, and admins when attempting to export the PDF:

1. Full PDF summary
2. Brief PDF summary

Both versions contain

• basic profile and contact information about the traveler
• trip details (name, reason, status, itinerary, risk ratings)
• registration requirements (including responses)
• approval history with log

The full summary also contains all custom profile fields configured on your site.

Travel Registration Receipt Email
The Travel Registration Receipt Email allows you to provide travelers with a trip registration receipt email automatically upon a trip being registered for trips that do not require approval as well as automatically upon a trip being approved. Custom receipts can be created based on the needs of your institution, such as a receipt with a particular message for high risk travel and another receipt with a different message for travel to non-high risk locations

To configure, navigate to Travel Admin > Settings > Other tab. 

After enabling the setting, receipts can be created by clicking "Create New Receipt". Provide a name for the receipt and add a custom message in the content box, clicking "Save Receipt" when the changes are complete.

Once receipts are created, one must be selected in the bottom configuration option, "Receipt for 'No Approval Required'. Be sure to save the page to save the receipt selected here.

Deploying Custom Receipts

Custom receipts, such as those for a particular type of travel, can be deployed using the "On Trip Approval" workflow. On the 'Then deploy' step, choose "Receipt Email" as the type and select the desired receipt template. In the example below, once a trip is approved that meets the criteria in the "If" step, the "High Risk Travel - Student" receipt will be sent to the traveler.

Travelers and admins are able to manually send the receipt email as well by clicking the three vertical dots in the upper right corner when viewing trip information.

The following is a copy of the email (subject: Travel Receipt for [TRIP NAME]). The list of requirements will vary based on your process.

Additional Resources

Here are other resources that may interest you: