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Modifying Travel

  • 1.  Modifying Travel

    Posted 03-21-2022 15:32
    Looking for suggestions on how to delete air actuals now that the Modify Travel option is no longer available in Flex events.  I believe modifications can still be made by reimporting and overriding existing records, but still haven't figured out how to manage deletions.
    #Flex-Creating/ManagingEvents

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    Lisa Lipford
    Sr. Specialist, Meetings Technology Lead
    Merck & Co.
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  • 2.  RE: Modifying Travel

    Cvent Staff
    Posted 03-28-2022 15:26
    Hi Lisa,

    You are able to delete air actuals individually by going into the attendee record> Registration> Modify Registration> and clicking delete under the air actual that was submitted. At this time, we aren't able to delete air actuals in bulk. 

    Thank you!

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    Erica Wise
    Lead Client Success Advisor
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  • 3.  RE: Modifying Travel

    User Group Member
    Posted 21 days ago
    Is there a way to add air actuals to individual attendee records, on the backend in planner mode?
    I don't want the Air Actuals form to display during the registration process. I have the Air Request Form enabled. 
    Post-registration, I'd like to add the attendee's ticket information for tracking and reporting. Since time is short, I'd like to add that data in real-time, on an individual basis, and avoid the upload process when I have only one or two records to modify.

    Thanks!

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    Hallie Loeb, HMCC
    Event Operations
    CDW United States
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  • 4.  RE: Modifying Travel

    Cvent Staff
    Posted 21 days ago
    Hi Hallie,

    Hope you are well!

    We can absolutely add air actuals to individual attendee records, on the backend in planner mode. And since you only want to do it for few of your invitees it will be rather easy to accomplish. Please follow the steps below:

    Add the Air Actual widget in the site designer i.e. Event > Registration process > Open site designer > Add the 'Air Actual' widget on the registration page of your choice > Publish.

    Don't worry, the widget will not be visible to the invitees if the following setting is in place:

    Event > Travel > Air Travel > Air Actual Set-up > Basic Settings > Display air actuals to > Planners

    Now, to add the air actual details to an invitee record, follow the steps below:

    Event > Attendees > Attendee List > Click the name of respective invitee > Registration (to the top right) > Modify Registration > add the details and submit the registration. 

    I have attached a few screenshots for your reference. 

    Also, for instances where you want to upload this information for multiple invitee we also have an option to import Air Actuals. Please review the following article to get more insight on the same. 

    Importing Air Actuals
    https://support.cvent.com/s/communityarticle/Importing-Air-Actuals?is_article=true&lang=en_US&searchFor=air%20actual&page=1

    Hope this helps!

    Regards,
    Khushbu Gupta
    Associate Quality Lead - Quality Team


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    Khushbu Gupta
    CventUnited States
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  • 5.  RE: Modifying Travel

    Posted 19 days ago
    I have been doing this over and over, each time a delegate changes his/her flight, or whenever we issue a ticket. What is frustrating in this process, is that we have to run all the registration process/pages until we land on the travel page so we can modify. I wonder if Cvent can find a way for planners to go straight to what they need to change, instead of consuming all the time going through the entire registration.

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    Jorge Pratas
    Conference Manager
    World SportsUnited States
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  • 6.  RE: Modifying Travel

    Cvent Staff
    Posted 18 days ago
    Hi Jorge,

    Hope you are doing well!

    I understand your perspective and apologize for any inconvenience. But, it sounds like a great feedback. I suggest you to post this on the 'Ideas' tab of Cvent community. 

    We encourage you to always submit your ideas or any challenges you face while working with the product. As it also help our Product Development team to review the possibilities and if it works we may try to incorporate such changes in our future releases. 

    Regards,
    Khushbu Gupta
    Associate Quality Lead - Quality team


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    Khushbu Gupta
    CventUnited States
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  • 7.  RE: Modifying Travel

    Posted 18 days ago
    Yes, its on the Ideas tab since April, 2022. 

    https://community.cvent.com/ideas/viewidea?IdeationKey=8a25cf58-a7ef-4b86-b1bd-45f588275ca1



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    Jorge Pratas
    Conference Manager
    World SportsUnited States
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  • 8.  RE: Modifying Travel

    Posted 17 days ago
    Edited by Bryann Jackson 17 days ago
    In Classic, you could add & update air requests & air actuals individually without having to navigate through all the registration pages. I asked my account rep several times if Cvent is going to bring that option back.  You can modify hotel information (except the name) from the Manage Hotel Requests under the Attendee menu. It would be nice if we could do the same for Air Requests AND Air Actuals.

    It would also be nice if you could change hotels under the Manage Hotel Requests function instead of having to navigate through all the registration pages.

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    (Ms.) Bryann Jackson
    Advisor - Event Operations
    ALSAC/St. Jude Children's Research Hospital
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  • 9.  RE: Modifying Travel

    User Group Member
    Posted 14 days ago
    Hi Hallie, how are you also booking your flights?  The quickest way to update flight information is directly connecting your travel booking system to cvent so everything is added and updated automatically. This is how we manage our conferences, biggest time saver and never outdated data. It depends on how you are booking your travel for your events but highly recommend it.

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    Hayley Contegiacomo
    CTO
    Huddle Agency
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  • 10.  RE: Modifying Travel

    Posted 14 days ago
    Hayley, that's very interesting. Can you give a few more details on how to do that integration of your travel booking system with Cvent. Do you need a specific system/platform. In our case, that we outsource the travel portion to a travel agency, how would this look like? Apreciate your input.

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    Jorge Pratas
    Conference Manager
    World SportsUnited States
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  • 11.  RE: Modifying Travel

    User Group Member
    Posted 11 days ago
    Hi Jorge, 

    Of course! It really depends on your travel provider however I have listed out the basic steps 
    1. Your travel provider will most likely be using a GDS to book travel (Sabre, Amadeus etc) 
    2. They can connect their GDS to your cvent account using the travel integration 
    3. Every time they book a flight for your event, they can push the flight into your cvent 
    4. As long as they enter the required information, the flight will link up directly to the profile of the individual that requested the flight
    5. Every time something is changed, updated etc it goes back and updates the persons travel booking into their profile 

    We book travel for events so we are set up to do the above, however not every travel agent company acts the same way. It would have to be a conversation with your travel agent to see if it is something they can and are willing to do. 

    Happy to answer any other questions!

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    Hayley Contegiacomo
    CTO
    Huddle Agency
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