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Travel Coordinator Training Path

Travel Coordinator

Estimated Duration: ~45 minutes | Modules: 5 | Difficulty: Intermediate

Your Role​

As a Travel Coordinator, you manage all travel logistics for caregivers assigned to events. You are the link between assignment confirmation and the caregiver physically arriving at the facility.

What you can do:

  • Book and manage flights for assigned caregivers
  • Assign hotel rooms and manage hotel blocks
  • Create and update travel itineraries
  • Process change requests (rebookings, cancellations, schedule adjustments)
  • Send pre-arrival instructions to caregivers

What you cannot do:

  • Access tabs outside of Travel on the Event Detail page (Staffing, Surveys, Candidates, etc.)
  • Create or modify assignments (managed by Schedulers)
  • Edit event details or event status (managed by Admins)
  • Access system settings or user management (managed by Admins)

Your workflow begins after Schedulers confirm assignments and ends when caregivers arrive on-site. You work within the Travel tab on the Event Detail page and related travel management screens.

Before You Begin

This training path can be completed in a single 45-minute session. Use the checkboxes to track your progress through each module.

Training Modules​

Module 1: Platform Overview​

Estimated Time: ~5 minutes

Get a quick orientation of the platform and locate your primary workspace.

  • Read the Quick Start Guide for a brief introduction to HCSS Events Platform
  • Review Navigating the App to understand the layout
  • Log in and navigate to an event's Travel tab to confirm access
  • Note which areas of the platform are visible vs. hidden for your role

Best Practices:

  • The Travel tab on the Event Detail page is your home base. Bookmark frequently used events for quick access.
  • If you cannot see the Travel tab for a specific event, verify with your Admin that you have been granted access to that event.

Module 2: Flight Booking​

Estimated Time: ~15 minutes

Flight booking is your most time-sensitive responsibility. Learn the end-to-end process for booking, confirming, and managing caregiver flights.

  • Read the Travel Overview to understand the full travel workflow
  • Review the Flight Booking Guide for detailed instructions
  • Understand the flight booking statuses (Pending, Booked, Confirmed, Cancelled)
  • Practice entering flight details for a caregiver
  • Learn how to handle group bookings when multiple caregivers share the same itinerary
  • Understand how flight data connects to itineraries and pre-arrival instructions
caution

Always double-check caregiver names against their official identification before booking flights. Name mismatches cause delays at the airport and may require costly rebooking.

Best Practices:

  • Book flights as soon as assignments are confirmed by Schedulers -- airfares increase as departure dates approach.
  • Maintain a buffer of at least 2 hours between connecting flights to account for delays.
  • Record confirmation numbers immediately after booking. Do not rely on email confirmations alone.

Module 3: Hotel Assignments​

Estimated Time: ~10 minutes

Manage hotel room blocks and assign caregivers to specific rooms for the duration of their event.

  • Read the Hotel Assignments Guide
  • Understand how hotel blocks are set up and how room inventory is tracked
  • Practice assigning a caregiver to a hotel room
  • Learn how to handle room changes, early departures, and extended stays
  • Understand the relationship between hotel assignments and the caregiver's itinerary

Best Practices:

  • Assign rooms in batches as groups of caregivers are confirmed, rather than one at a time.
  • Keep a buffer of unassigned rooms for last-minute arrivals or changes.
  • Coordinate with the hotel directly for any special requirements (accessibility, proximity to facility, etc.) and note these in the system.

Module 4: Itineraries & Change Requests​

Estimated Time: ~10 minutes

Itineraries consolidate flight and hotel information into a single view for each caregiver. Change requests handle the inevitable adjustments that arise.

  • Read the Itineraries Guide to understand how itineraries are assembled
  • Review the Change Requests Guide for handling modifications
  • Understand the change request workflow: who can submit, how to approve/deny, and how changes propagate
  • Practice processing a change request from submission to resolution
  • Learn how itinerary updates trigger notifications to affected caregivers
tip

When processing change requests, always check for downstream impacts. A flight change may require a hotel adjustment, and vice versa. Handle all related changes together to avoid sending multiple confusing notifications.

Best Practices:

  • Process change requests within 24 hours of submission. Delayed responses lead to frustrated caregivers and potential no-shows.
  • Document the reason for each change in the notes field for audit trail purposes.
  • When denying a change request, always provide a clear explanation to the requester.

Module 5: Pre-Arrival Instructions​

Estimated Time: ~5 minutes

Pre-arrival instructions are the final communication before a caregiver travels to the facility. They ensure caregivers know what to expect and where to go.

  • Read the Pre-Arrival Instructions Guide
  • Understand what information is included in pre-arrival communications (travel details, facility address, check-in process, contact numbers)
  • Learn how to customize instructions for specific events or facilities
  • Practice sending pre-arrival instructions to a test caregiver
  • Understand the timing -- when to send relative to the travel date

Best Practices:

  • Send pre-arrival instructions 3-5 days before the caregiver's travel date. Too early and they may forget the details; too late and they may not have time to prepare.
  • Include emergency contact information in every pre-arrival communication.
  • Verify that the facility address and check-in instructions are current before sending. Outdated information causes confusion on arrival day.

What's Next?​

You have completed the Travel Coordinator Training Path. Here are your recommended next steps:

  1. Establish your booking workflow -- Create a daily routine: check for newly confirmed assignments needing travel, process pending change requests, and send pre-arrival instructions for upcoming departures.
  2. Coordinate with Schedulers -- Build a communication cadence with your Scheduler team so you are notified promptly when new assignments are confirmed. The sooner you know about an assignment, the better the travel options and pricing.
  3. Prepare templates -- If your organization uses standard hotels or airlines for specific facilities, document these preferences for consistent booking.
  4. Understand the full workflow -- While you focus on travel, knowing the context helps you work more effectively:
    • Scheduler Path -- Understand how assignments are created before they reach you
    • On-Site Admin Path -- Understand what happens when caregivers arrive at the facility
tip

During peak staffing periods with many simultaneous events, prioritize travel bookings by departure date. Caregivers departing soonest need their travel confirmed first.