Modifying Travel Requests in a Classic Event

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Travel plans, like fashion, have the bad habit of changing. Though we can't tell you how to deal with all your scrunchies, follow the steps below to individually modify a registrant’s hotel or travel request or update multiple registrants' hotel requests at the same time. You can change details, question responses, request status, room type, and payment info, or make them do it for you. If you're creating a Flex event, reference this article instead.
 
NOTE: Question responses can only be individually modified. Any travel updates made by you will not trigger the Travel Modification Confirmation email.
 
Individually Modifying Your Registrants' Travel Requests
 

1 Access the Invitees & Registrants Travel page. Begin by selecting your event. Hover over Invitee Management and, under Manage, click Invitees & Registrants.

Ho
ver over the User-added image to the right of the registrant's name and click Add or Modify Travel from the dropdown.

2 Edit the registrant's information. Find the travel reservation you want to update, then click Edit.

User-added image

Update their request details and questions. Then select their request status from the dropdown. For hotel requests, you'll need to click Next before selecting the request status.

Or change their request. To select another room for your registrant, you'll first need to cancel their previous request by clicking Cancel.

User-added image

Scroll down to the bottom of the page, click OK.

Click the Add Request button below or to the right of the travel accommodation they're requesting. Enter their request details and answers.
 
If you're adding a hotel request or group flight, Click Next, then, enter the information, such as the passenger info, request status, and confirmation number. Click Next or Submit.


If a fee is associated to the accommodation, select a payment method. Your choices include:
  • No Payment finalizes modification without processing a payment or refund.
  • Offline Payment records an offline payment immediately upon clicking Submit Payment.
  • Online Payment processes a credit card transaction immediately upon clicking Submit Payment.
 
Don't forget to click Submit Payment. Return to the invitee's record by clicking Back.

3 Record an offline refund, if necessary. If the amount due is less than the original price, the registrant's credit card on record will be automatically refunded. If the registrant did not pay online, you should still record the offline refund to ensure accurate reports.

Click the neighboring tab, Orders & Payments, then continue refunding their request.


Modifying Multiple Registrants' Hotel Requests
 
1 Access the Hotel Request page. Begin by selecting your event. Hover over Invitee Management and, under Manage, click Hotel Requests.
 
NOTE: Air requests, air actuals, group flights, and car requests cannot be updated in bulk.
 
Determine how registrants will be grouped in the Group by: dropdown.

2 Edit some registrants' information. Edit multiple requests by checking the boxes to the left of the registrant's name, then hover over Actions and click Edit.

Hover over Select Fields, and check which fields you want to edit. You can select up to eight.

User-added image

The selected fields will replace the columns on the page. Make the necessary changes.
 
NOTE: Need to update everyone with the same info? Click Apply to All..., check the box to the left of the fields you want to edit, make the necessary changes, then click OK.
 
Click Save when you finish.

 

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