Travel Management Overview

AdminTravel Coordinator

Travel management in HCSS Events Platform handles the end-to-end logistics of getting caregivers from their home locations to the event site and back. From collecting travel preferences via surveys to booking flights, assigning hotels, sending itineraries, and tracking arrivals, the travel module ensures every caregiver has a smooth journey.

Travel Workflow

The travel process follows a defined sequence of stages. Each stage must be completed before the next becomes actionable.

Travel Survey --> Book Flight --> Book Hotel --> Send Itinerary --> Arrival

Stage Breakdown

Stage	Description	Who Acts
Travel Survey	Caregivers receive a survey collecting travel preferences -- home airport, preferred departure times, dietary restrictions, and special needs.	Caregiver (via survey link)
Book Flight	Travel coordinators book flights based on survey responses, event dates, and available airline options.	Travel Coordinator
Book Hotel	Coordinators assign caregivers to hotels near the event facility, selecting room types and confirming check-in/check-out dates.	Travel Coordinator
Send Itinerary	A consolidated travel itinerary is generated and emailed to the caregiver, including flight details, hotel information, and ground transportation instructions.	Travel Coordinator
Arrival	On the event start date (or the day before), arrivals are tracked in real time as caregivers land and check in at the hotel or facility.	Travel Coordinator / On-Site Team

tip

The travel workflow is event-specific. Each event has its own travel dashboard, bookings, and itineraries. Navigate to an event and select the Travel tab to begin.

The Travel Dashboard

The travel dashboard provides a real-time overview of travel logistics for the current event. It is the primary workspace for travel coordinators.

Dashboard Sections

Section	Description
Pending Bookings	Caregivers who have completed their travel survey but do not yet have a flight or hotel booked. This is the coordinator's primary action queue.
Booked Flights	Caregivers with confirmed flight reservations. Displays airline, flight number, departure/arrival times, and confirmation number.
Hotel Assignments	Caregivers assigned to a hotel. Shows hotel name, room type, check-in/check-out dates, and confirmation number.
Itineraries Sent	Caregivers who have been sent their complete travel itinerary. Includes the date the itinerary was last sent.
Arrival Schedule	A chronological view of expected arrivals, grouped by date and time. Shows flight landing times and the caregiver's current arrival status.

Dashboard Metrics

At the top of the travel dashboard, summary metrics provide an at-a-glance view of progress:

• Total Caregivers -- The total number of caregivers assigned to this event who require travel.
• Surveys Completed -- How many caregivers have submitted their travel survey.
• Flights Booked -- The number of caregivers with confirmed flight bookings.
• Hotels Assigned -- The number of caregivers with hotel assignments.
• Itineraries Sent -- The number of caregivers who have received their itinerary.
• Arrived -- The number of caregivers who have been marked as arrived.

info

Dashboard metrics update in real time. If another coordinator books a flight while you are viewing the dashboard, the count updates automatically.

Filtering and Searching

The travel dashboard supports filtering and searching to help coordinators manage large events:

• Search -- Search by caregiver name, BlueSky ID, or confirmation number.
• Status Filter -- Show only caregivers in a specific travel stage (e.g., Pending, Booked, Arrived).
• Facility Filter -- Filter by the facility the caregiver is assigned to, useful for multi-facility events.
• Date Filter -- Filter arrivals by expected arrival date.

Required Permissions

🔒Requires permission: Events.Travel

Access to the travel module requires the Events.Travel permission. Without this permission, the Travel tab will not appear in the event navigation.

Role	View Travel	Book Flights	Assign Hotels	Send Itineraries	Manage Changes
Admin	Yes	Yes	Yes	Yes	Yes
Travel Coordinator	Yes	Yes	Yes	Yes	Yes
Coordinator	Yes	No	No	No	No

Next Steps

• Flight Booking -- Learn how to book flights for caregivers.
• Hotel Assignments -- Assign caregivers to hotels.
• Sending Itineraries -- Generate and send travel itineraries.
• Change Requests -- Manage caregiver travel change requests.
• Pre-Arrival Instructions -- Configure and send pre-arrival information.