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Flight Booking

AdminTravel Coordinator
🔒Requires permission: Events.Travel

Flight booking is the first logistics step after caregivers complete their travel surveys. Travel coordinators use the flight booking interface to enter airline details, assign flights to one or more caregivers, and track confirmation numbers.

Prerequisites​

Before booking a flight for a caregiver, the following conditions must be met:

  1. The caregiver must be assigned to the event -- Only caregivers in the event's candidate pool can have flights booked.
  2. The travel survey should be completed -- While not strictly required, the survey provides the caregiver's home airport, preferred departure times, and special travel needs. Booking without survey data may result in suboptimal arrangements.
  3. The event must be in Planning or Active status -- Flights cannot be booked for events in Draft, Completed, or Archived status.

Booking a Flight​

Step 1: Select Caregivers​

Navigate to the event's Travel tab and click Book Flight. The booking form opens with a caregiver selection panel.

  • Search -- Type a name or BlueSky ID to find specific caregivers.
  • Filter by status -- Use the "Pending Bookings" filter to show only caregivers without flights.
  • Select -- Check the box next to one or more caregivers. You can select multiple caregivers to assign them to the same flight.
tip

When booking a group of caregivers on the same flight, select them all before entering flight details. This saves time and ensures consistency.

Step 2: Enter Flight Details​

After selecting caregivers, fill in the flight information:

FieldDescriptionRequired
AirlineThe airline operating the flight (e.g., Delta, United, American). Select from the dropdown or type to search.Yes
Flight NumberThe airline's flight number (e.g., DL1234, UA567).Yes
Departure AirportThe three-letter IATA airport code for the origin (e.g., ORD, LAX, JFK).Yes
Arrival AirportThe three-letter IATA airport code for the destination.Yes
Departure DateThe date of departure.Yes
Departure TimeThe scheduled departure time in local time.Yes
Arrival DateThe date of arrival. May differ from departure date for red-eye flights.Yes
Arrival TimeThe scheduled arrival time in local time at the destination.Yes
Confirmation NumberThe airline booking confirmation number.Yes
NotesFree-text field for special instructions, seat assignments, or other relevant details.No

Step 3: Save the Booking​

Click Save to create the flight booking. The system will:

  1. Associate the flight record with each selected caregiver.
  2. Update each caregiver's travel status from Pending to Flight Booked.
  3. Display the new booking in the Booked Flights section of the travel dashboard.
caution

Double-check the confirmation number before saving. An incorrect confirmation number may prevent the caregiver from checking in at the airport.

Bulk Flight Booking​

For large events with many caregivers traveling on the same flight, bulk booking streamlines the process.

How Bulk Booking Works​

  1. Navigate to Travel > Book Flight.
  2. Select all caregivers who will be on the same flight using the checkboxes. You can use Select All on the current page or filter first to narrow the list.
  3. Enter the shared flight details once.
  4. Click Save. All selected caregivers receive the same flight booking.

Bulk Booking Tips​

  • Group by origin airport -- Filter caregivers by their home airport (from survey data) to identify groups traveling from the same city.
  • Review before saving -- The confirmation dialog shows the count of caregivers being booked. Verify this number matches your expectation.
  • Individual adjustments -- After a bulk booking, you can edit individual caregiver flight records if some details differ (e.g., different confirmation numbers for caregivers booked separately by the airline).

Editing a Flight Booking​

To modify an existing flight booking:

  1. Find the caregiver in the Booked Flights section of the travel dashboard.
  2. Click the caregiver's name or the Edit icon.
  3. Update the flight details as needed.
  4. Click Save.
info

If an itinerary has already been sent to the caregiver, editing the flight booking will flag the itinerary as outdated. You should resend the updated itinerary after making changes. See Sending Itineraries for details.

Deleting a Flight Booking​

To remove a flight booking:

  1. Find the caregiver in the Booked Flights section.
  2. Click the Delete icon (trash can).
  3. Confirm the deletion in the dialog.

Deleting a flight booking resets the caregiver's travel status to Pending. If an itinerary was previously sent, it will be marked as outdated.

Flight Booking Statuses​

Each flight booking progresses through the following statuses:

StatusDescription
BookedThe flight has been entered and saved.
Itinerary SentThe flight details have been included in a sent itinerary.
Change RequestedThe caregiver has submitted a change request for this flight.
ModifiedThe flight details were changed after the initial booking.
CancelledThe flight booking has been cancelled.

Common Scenarios​

Red-Eye Flights​

For overnight flights where the arrival date is the next day, set the Arrival Date to the day after the Departure Date. The system correctly handles cross-midnight flights.

Connecting Flights​

If a caregiver has a connecting flight, create two separate flight bookings -- one for each leg. Add a note to the first leg indicating the connection details.

Same-Day Return Flights​

For events requiring same-day return travel, book both the outbound and return flights. Use the Notes field to indicate which is the return leg, or create clearly labeled bookings.

Next Steps​