Overview

Travel Registry's Cancel Trips feature allows for admins, delegates, and travelers to indicate their trip has been canceled. Canceling a trip is generally preferable to deleting the trip, in order to maintain accurate records.

This article will discuss the following topics: 

• Access and Permissions
  • Admins
  • Delegates
  • Travelers
• Canceling a Trip
• Viewing Canceled Trips
  • Admin View
  • Delegate and Traveler View
• Canceled Trip Workflows
• FAQ
  • Which users can cancel a trip?
  • Who is notified when a trip is canceled?
  • Can a canceled trip be restored?
  • How can I exclude canceled trips from my Analytics report of all Active trips?

 

Access and Permissions

Admins, delegates, and travelers can cancel trips. However, a user's role will determine the method in which a trip can be canceled. 

 

Admins:

Trips can be canceled in the Travel Registry administrative site by navigating to Search>Trip Search>[trip name]

In order to access Trip Search admins must be in the following permission group:

• Travel Admin

Delegates: 

Delegates can cancel trips for their travelers in their public trip registration site homepage by navigating to the hamburger menu in the top left corner >Delegate Trips. 

In order to access Delegate trips, delegates must be assigned as the user's delegate, and they must have created the trip for user in question.  To learn more about delegate trips, see the following article: Travel Registry: Delegate Center

Travelers: 

Travelers can cancel their own trips in their public trip registration site homepage, or by navigating to the hamburger menu in the top left corner >Trips. 

 

 

Canceling a Trip

Once a trip is selected, click on the three-dot kebob menu in the top right of the trip modal and select the Cancel Trip option.

 

This opens the Trip Confirmation modal window, asking the user to select the reason for the trip's cancelation. Users can either click "Cancel" to retain the status of the trip, or "Cancel Trip" to change the status to Canceled.

Note: Canceling a trip is irreversible. A trip's canceled status cannot be revoked. Additionally, a canceled trip cannot be restored if it is deleted. 

 

Viewing Canceled Trips

There are two different interfaces for viewing canceled trips based on the user. One interface for admin users on the Travel Registry administrative site and another interface for delegates and travelers on the public trip registration site.

Admin View

On Trip Search, the canceled status of a trip is indicated in the Type column by the Trip Canceled icon :

 

In the expanded filters, there is an Approval Status field, allowing the administrator to filter for canceled trips. Once Canceled  is selected, click on the Apply Filters button:

 

Hovering over the canceled icon to the left of the trip name displays more information about the status, including the reason that was selected for the cancelation. 

 

Delegate and Traveler View

For delegates, navigate to the Delegate trips tab. For travelers, navigate to the Trips tab. While delegates and travelers navigate to different tabs, their trip information will appear in a similar format, with only slight variations in the displayed details.  Within the trip modal, the Status drop down menu allows the user to filter for canceled trips:

Delegate Trips:

 

Trips:

 

Canceled Trip Workflows

Admins can set up workflows in the event a trip is canceled. These workflows can be set up by navigating to Travel Admin>Workflows>On Trip Cancel. The workflow could be set up to deploy to any canceled trip or canceled trips that meet certain conditions, such as location or risk level.  To learn more about workflows, see Travel Registry: Workflow Configurations:  

Note: Workflows are only available to admins on the administrative Travel Registry site.

 

 

FAQ/Troubleshooting

• Q: Which users can cancel a trip?
  • A: Admins who are able to access the Trip Search page can cancel trips. Delegates can cancel cancel their own trips, and the trips they created for their associated travelers. Travelers can cancel their own trips, regardless of the trip's approval status. 

• Q: Who is notified when a trip is canceled?
  • A: A traveler is notified when an admin or delegate cancels their trip. Users will also be notified if they are specified in the "Then Notify" section of an "On Trip Cancel" workflow trigger. 

• Q: Can a canceled trip be restored?
  • A: No, once a trip is canceled, they can not be restored.

• Q: How can I exclude canceled trips from my Analytics report of all Active trips?
  • A: This could be done in one of the following ways:
    1. Setting "Trip Status" to "Does not equal", "Canceled" when applying a filter to a query.

 

2. Setting "Trip Status" to "Equal" all statuses other than "Canceled" when applying a filter.