Sending Itineraries
Travel itineraries consolidate all of a caregiver's travel information -- flight details, hotel assignment, ground transportation, and event reporting instructions -- into a single email. Coordinators review a preview before sending, and can resend updated itineraries whenever booking details change.
What Is Included in an Itinerary​
A travel itinerary email contains the following sections:
| Section | Contents |
|---|---|
| Caregiver Information | Name, BlueSky ID, assigned facility, and reporting date. |
| Flight Details | Airline, flight number, departure/arrival airports, departure/arrival date and time, and confirmation number. For multi-leg trips, each flight segment is listed in order. |
| Hotel Information | Hotel name, address, phone number, check-in/check-out dates, room type, confirmation number, and any special notes (shuttle info, parking, etc.). |
| Ground Transportation | Instructions for getting from the airport to the hotel or facility, including shuttle schedules, rideshare guidelines, or rental car information. |
| Reporting Instructions | Where and when the caregiver should report on their first day, including facility address, entrance to use, and check-in contact. |
| Emergency Contacts | Phone numbers and email addresses for the travel coordinator and on-site team lead. |
Previewing an Itinerary​
Before sending, always preview the itinerary to verify accuracy.
How to Preview​
- Navigate to the event's Travel tab.
- Find the caregiver in the travel dashboard (use search or the Ready to Send filter).
- Click the Preview icon next to the caregiver's name.
- The itinerary preview opens in a modal, showing exactly what the caregiver will receive.
What to Check​
- Flight details -- Verify airline, flight number, dates, and times are correct.
- Hotel details -- Confirm the hotel name, dates, and confirmation number.
- Reporting instructions -- Ensure the correct facility and check-in time are listed.
- Caregiver email -- Confirm the email address at the top of the preview is correct.
If any information is missing or incorrect, close the preview and update the relevant booking before sending. The preview always reflects the latest saved data.
Sending an Individual Itinerary​
After previewing and verifying the itinerary:
- Click Send Itinerary at the bottom of the preview modal.
- Confirm the send action in the dialog.
- The system sends the itinerary email to the caregiver's email address on file.
- The caregiver's travel status updates to Itinerary Sent, and the send date is recorded.
Bulk Sending Itineraries​
For large events, sending itineraries one at a time is impractical. The bulk send feature allows coordinators to send itineraries to multiple caregivers at once.
How to Bulk Send​
- Navigate to the event's Travel tab.
- Filter the travel dashboard to show caregivers who are Ready to Send (flight booked and hotel assigned but no itinerary sent yet).
- Select caregivers using the checkboxes. Use Select All to select all visible caregivers.
- Click Send Itineraries in the bulk action bar.
- A summary dialog shows the number of itineraries that will be sent. Review and click Confirm.
Bulk Send Requirements​
For a caregiver to be eligible for bulk sending, they must have:
- At least one flight booking.
- A hotel assignment.
- A valid email address on file.
Caregivers missing any of these requirements are excluded from bulk send and flagged with an icon indicating what is missing.
Bulk send cannot be undone. Once itineraries are sent, caregivers receive the email immediately. Always review the summary count and verify the filter is correct before confirming.
Updated Itineraries​
When booking details change after an itinerary has been sent, the itinerary becomes outdated. The system tracks this automatically.
How Outdated Itineraries Are Flagged​
- The caregiver's travel record shows an Outdated badge next to "Itinerary Sent."
- The travel dashboard highlights outdated itineraries with a warning icon.
- The Needs Update filter shows all caregivers with outdated itineraries.
Resending an Updated Itinerary​
- Filter the travel dashboard to show Needs Update caregivers.
- Preview the itinerary to verify the updated details are correct.
- Click Resend Itinerary.
- The outdated badge is cleared, and the send date is updated to the current date and time.
Resent itineraries include a note at the top of the email indicating: "This is an updated itinerary. Please discard any previous versions."
What Triggers an Outdated Flag​
The following changes cause an itinerary to be flagged as outdated:
| Change | Triggers Outdated |
|---|---|
| Flight details modified (airline, times, dates, confirmation) | Yes |
| Flight booking deleted | Yes |
| Hotel assignment changed | Yes |
| Hotel assignment removed | Yes |
| Caregiver facility assignment changed | Yes |
| Ground transportation instructions updated | Yes |
| Reporting instructions updated | Yes |
| Caregiver contact information changed | No |
Itinerary Send History​
Every itinerary send is logged for audit and reference purposes. To view the send history:
- Open the caregiver's travel detail by clicking their name in the travel dashboard.
- Scroll to the Itinerary History section.
- The history shows each send event with:
- Date/Time Sent -- When the itinerary was sent.
- Sent By -- The coordinator who triggered the send.
- Recipient Email -- The email address the itinerary was sent to.
- Status -- Delivered, Bounced, or Pending.
If an itinerary shows a Bounced status, verify the caregiver's email address in their profile and resend after correcting it.
Next Steps​
- Change Requests -- Handle caregiver requests to modify travel plans.
- Pre-Arrival Instructions -- Send pre-arrival information and checklists.
- Travel Management Overview -- Return to the travel management overview.