The transportation validation module is a separate section in the form - allowing guests to fill in their transportation requirements, and then, in a 2nd step, to validate the proposal issued by the organizer.
The transport validation module is designed to provide the best possible response to the guest's request.
Module steps :
- Step 1 : Set up the elements requested from the participant on the form.
To add the module, click on Configuration > Modify registration form, then add the following predefined template to the form.
Here are the different parameters you can set in your form :
- Step 2 : Send invitations. Ask guests whether or not they would like their transport to be paid for.
If the guest ticks :
- No : He/she is asked “Would you like to take your car?”
- Yes : New fields are displayed for the guest to fill in the details of their trip. It will then be up to the organizer to manage the transport and make proposals.
- Step 3 : Booking management
The transport status is automatically updated in the back office - on the Participants tab.
When the guest manages his own transport, the Transport Status column shows No Transport. When the guest has requested transport, the column shows Transport to be filled in.
If the participant is in Transports à renseigner, the organizer must click on the guest's name to access his registration form.
Several transport statuses are available in the guest's file, and can be selected from a drop-down menu. The organizer must manage the different transport statuses of his guests to keep track of their evolution.
In the guest's file, the organizer will be able to find all the details of the registration form, as well as any wishes regarding their transportation requirements.
Depending on guest requests, the organizer can add a new reservation.
When adding a reservation, the organizer must assign a transport plan to a guest. After validation, a new window opens.
The organizer will then have 3 possibilities for assigning a transport :
Option 1 : Search among existing transport plans. The organizer can select transport plans already in the database.
Option 2 : Creation of a new transport plan. You will need to fill in all the required information to validate the transport plan.
Option 3 : Use GDS (for flights only). This automatic flight search tool allows you to find flight schedules from national airlines.
Once the reservation has been made, the organizer must remember to change the guest's status to To be validated by the guest.
Once this status has been selected, a checkbox will appear Sending e-mail automatically. By ticking this box, the Transportation proposal e-mail will be sent as soon as the participant's file has been validated.
- Step 4: Guest submits transportation plan
The e-mail sent to the guest will contain a link redirecting him/her to his/her registration form, where he/she will see his/her transportation proposal with the option of accepting - or refusing.
If he refuses, the guest must indicate the reasons for his refusal - in the Comments section concerning your transport.
- Step 5: Status in the back office
If the transport plan is confirmed:
If the guest accepts the proposal, he/she receives a confirmation e-mail and changes status to Ticket to be issued.
The organizer can then make the reservation and download the guest's tickets. He must then set the guest's status to Ticket issued and click on Send email automatically, then on Transport - Tickets sent, so that the guest receives his tickets as email attachments.
In the back office, remember to change the transport status to Ticket issued and check Send email automatically in the Tickets sent status.
In the event of refusal of the transport plan:
If the guest refuses the proposal, he receives an e-mail confirming that his refusal has been taken into account. The guest's status then changes to Refused Guest.
In the guest's file, the reservation status will be Do not attend. The organizer must then propose a new transportation plan.
A new transportation proposal can be made by restarting the process from the beginning, by clicking on Add a reservation.
Using the Logistics - Transportation tab, the organizer can view the transportation reserved for guests, line by line.