== Overview ==
This page '''Itinerary''' tab thats is accessible to all team members and '''Profile''' tab that is only displayed to Owners and Admins.

=== Profile ===
This displays other team member personal information such as email, names, country and telephone.It is like viewing other team member profile page.

To allow other team members to view this page use the [[View users Profile Information Permission]].

=== Itinerary ===
This displays team members itinerary items grouped by sections by default.This gives Team members access to view other team members itinerary with a few restrictions;

* Team members can only view Team and Public visibility items that the other team member is part of.

* Private booking information belonging to another team member, such as booking references, is hidden.
* Private entries are hidden unless the viewing team member is an Owner, Admin, or shares the booking with the other team member.
* Team members with User role can also be given access to view other team member private entries using the '''[[Permissions Tab#Permissions Table|View Private entries Permission]]''' define on the Permissions Page in the coordinator.

[[File:Team Members page categories.png|thumb|430x430px|The Team Members page.|center]]
You can also enable viewing the team member page by date, in the settings (Settings -> Team -> "Show team member itinerary by date" on). This will allow you to see their itinerary day by day as if you were looking from the home page.[[File:Team Members view by date.png|thumb|403x403px|Enabling "Show team member itinerary by date" in Settings -> Team, and the result on the team page.|center]]
[[Category:3.5.0]]

Permissions Tab

2026-08-13T11:08:15Z

Judym: /* Permissions Table */

Permissions Tab

2026-08-13T11:07:42Z

Judym: /* Permissions Table */

View Private Entries Permission

2026-08-13T11:04:08Z

Judym: Judym moved page View Private Entries Permission to Permissions tbc

#REDIRECT [[Permissions tbc]]

EventR Team Guide

2026-08-13T11:01:40Z

Judym: /* Team Screen */

=== EventR Team is where it all starts! ===
The app can be downloaded for [https://l.softpauer.com/ios Apple iOS] or [https://l.softpauer.com/android Android] for free, and is a fully featured team collaboration tool.

We recommend and support the latest OS, currently iOS 26 and Android 16, though the app supports older versions.

EventR Team has many different ways into it. Largely they follow the "[[How to add a user to EventR|join a team]]" or "[[create new team]]" flows. Once a team is created, the person that originally created it is given the [[Roles and access|Owner]] role. There can only be one owner, though support can change this. You can only be owner of one team, however you can be a [[How to swap teams|member of many teams]].

A "Team" is made up of:

* Users
* Itineraries and associated data
* Chat (premium)
* Cost models (premium)

Each team is a separate privately encrypted database that holds all the team information.

Once the sign up flow is complete, you will be given the option to create your first Itinerary.

If you do that, you will then be asked for the Itinerary details. An Itinerary is a collection of activities and users needed to do an event.

EventR Team also supports a full [[Hotel Booker]], offering convenient and competitively priced accommodation for your team.

[[Creating an Itinerary in EventR Team]]

[[Editing an Expense]]

== App Screens ==

=== Home Page ===
[[File:Home screen.png|thumb]]The home screen covers most of the basic features of the app. At the top there is the current [[Itineraries|itinerary]] name, and the Team Name above it. The dates the Itinerary runs between are shown underneath, along with any tag colours assigned.

In the top left there is a button to select different itineraries (swiping this area will also swap itineraries). Below this there is a banknote button to open the [[EventR Expense Guide|Expense]] screen (Requires EventR Plus plan and up). The top right hand clock icon allows you to show all times in your local timezone - handy if you want to work out when something is happening where you are.

There are then 3 tabs:

==== Itinerary ====
This is a time ordered list showing you the next activity at the top (The image on the right shows a long stay parking for example). Each activity is shown as a [[Activity Card|card]] that shows the start times, along with other relevant information. Past activities can be shown by tapping on the text that appears at the bottom. Also [[Account]] -> [[EventR Team Settings|Settings]] -> [[Settings Home Page Options|Home]] contains an option to show recently past activities - this will show the past activities in a greyed out state at the top. Some users find this useful if they just have start times set.

The pen icon in bottom right gives you the [[Activity Edit page in App|edit page]].

In the itinerary there are little speech bubbles on the cards. These can be used to open a chat for that activity. The chat will be created with the people on the activity in question.

==== Summary ====
The Summary Screen begins with the General tab, containing general Event details - address, website, files attached to the itinerary, and the additional info field. This screen supports [https://markdownguide.org/ markdown], so you can make it look quite fancy!

The General tab also includes the [[calendar sync]], and a real time clock in sync with your local time and the event local time. A hidden feature is you can tap on this and reveal a screen showing the time in every timezone in the itinerary - this can be handy if you're spread around the world.

After that you have a list of items by type. This includes untimed "[[stands]]" that can be used to convey more information.

==== Map ====
The Map defaults to showing every future activity with a known location (this will be the GPS location, or address set). There are small numbers in red circles for each activity, displaying the order in which the user will be doing them. As a default anything beyond 3 is faded out, so you can focus on what's next. This can be adjusted using the cog Settings icon. Left hand side full screens the map. Bottom left allows the user to share their location on the map to every other team member. This has various times allowing the user control how long they are shown. Finally, the final bottom right cycles through different views of the map.

Please note Activities can stack, tapping on them will show what is happening at that location. This also leads to discontinuities in the numbering, as various things through an itinerary can be happening on that spot.

Tapping on an address will take you out into Apple/Google Maps to that location. There is also a copy button to put the address on your clipboard.<div style="clear: both"></div>

== Chat Page ==
[[File:Chat Screen.png|thumb]]
EventR (premium and above) features a full channel based chat system. Channels are automatically created and populated with the people on any activity. You can send text messages, files, and photos to everyone in the group. Each [[Itineraries|Itinerary]] has its own separate chat channels, which are not reused. At the top you can search by name of the channel for messages. Most recent messages appear at the top - and are bold if unread.

The bottom right icon allows you to create a channel containing specific people. These groups persist across itineraries so can be used to collaborate on long running jobs, site wide communication or any manner of user groupings not directly covered by the automatically created channels.

Chats send notifications if enabled to all users in them, so are a good way to explain changes to the team.

<div style="clear: both"></div>

== Team Page ==
[[File:Team Screen.png|thumb|Team Screen in EventR Team]]
This page displays all itinerary items and activities for your team.

By default all itinerary items have ' [[Activity visibility levels|Team]]' visibility.Items with Public visibility are also displayed on this page.Items with Private visibility are shown only to the team members who have been assigned to them.

Owners and Admins can also view team members’ private entries on this page, as well as on the [[Team Members page|Team Member Page]].This allows them to view a team member’s itinerary as if they were that team member for confirmation or final checks.

Additional team member with User Role can be give access to Private entries using the [[View Private Entries Permission]].

The default activity categories are all grouped together, but if you assign a "[[Activity Category Tags|category tag]]" in the Enterprise Coordinator Hub you will also see them grouped by these. This allows for flexible grouping of activities, that have more relevance to the users tasks. Activities can have multiple categories so can appear in multiple places. Each Activity has a Details screen if you tap on it (like on the home screen).

There are some subtle differences for some of the sections - Hotel and Flights in particular do not show personal information not on the [[Booking sections in Activity input|booking section]]. This allows users in the same team to see which users are staying at a hotel, but won't show who is sharing with whom or what room type they have been given. Flights offer similar functionality - not showing the full booking references, and other information.

The team screen is searchable, and will filter based on what you type in the search box. Sub screens will show lists of activities in that section, and can be further searched.

Team members on the itinerary are also shown and their personal schedule can be seen - following the team/public/private visibility rules.

If using the Enterprise Coordinator Hub, only items marked as "[[Booking statuses|confirmed]]" appear on this screen, not pending or cancelled items.

With sufficient access (available by default) the bottom right green icon takes you to the [[Joining a Team Guide|add team member screen]].

Under the Team Members drop down, you can also view each members itinerary by tapping on their name and going to their corresponding [[Team Members page]].
<div style="clear: both"></div>

== Account Page ==
[[File:Account Screen.png|thumb]]
The Account page manages User details and preferences. It allows you to log out, swap teams, view all itineraries you're a part of, view access requests to teams you administrate, and change settings, like notification options and more.

You can also request account deletion here.

[[Category:EventR Team]] [[Category:Getting Started]]

Permissions Tab

2026-08-13T11:00:09Z

Judym:

Permissions Tab

2026-08-13T10:57:32Z

Judym:

== '''Roles''' ==
EventR includes four predefined roles.
{| class="wikitable"
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}
[[File:Roles with customs.png|alt=Default Roles Permissions Checkboxes|center|thumb|617x617px|Default Roles Permissions Checkboxes with a sample custom role 'External Editor']]

=== '''Custom Roles''' ===
Custom roles can be created to meet your specific requirements. For example, the '''External Editor''' role shown above allows members to add items to an itinerary, access the EventR Coordinator Hub (ECH) and the '''AI Inbox''' page, and interact with '''To-do''' checkboxes. However, members with this role do not have access to the '''Team''' page in the app.

Any permission that is not selected is not granted to users assigned to the role.

=== Checkbox States ===
[[File:Four_Available_Checkbox_Colours.png|thumb|Clockwise from top left: Black, Green, Grey, Locked.|left|416x416px]]
{| class="wikitable"
|+
!Unchecked/Black
|Permission Not Granted/Given
|-
!Checked/Green
|Permission Granted
|-
!Disabled/Greyed
|Permission not available or overridden
|-
!Locked
|Permission denied
|}

<div style="clear:both;">
In the image above the specific required for 'External Editor` include :

Edit Itinerary to be able to add items to the itinerary like flight,

=== Scope ===
Permissions are grouped into scopes that define where they apply within the organisation.By default all role have organisation scope.
{| class="wikitable"
|+
!Organisation
|By default all role have organisation scope.These permission apply to all itineraries and sections in the organisation
|-
!Itinerary
|This refers to setting permission for a selected itinerary and supports only User and Custom Role.
|-
!Sections
|This refers to setting permission for selected sections in an itinerary
|-
!Itinerary Tags
|This refers to setting permission for itineraries with a specified itinerary tag
|}

</div>

===== Itinerary Scope =====
[[File:No delete itinerary permission.png|thumb|845x845px|Members with External Editor role have can not delete the selected itinerary.On the app the delete itinerary button is disabled while in ECH it is completely hidden.|none]]

==== Section Scope ====
[[File:Screenshot 2026-07-15 at 15.40.56.png|thumb|881x881px|Image displaying section scope.This means member with this role have no access to selected sections|none]]
[[File:Screenshot 2026-07-15 at 15.35.51.png|alt=Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope for a certain role|thumb|891x891px|Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope.|none]]

==== Itinerary Tags Scope ====
Itinerary tags can be attached on the event information page.
[[File:Itinerary tags.png|none|thumb|907x907px|Itinerary tags]]

On the '''Permissions''' page, under the '''Itinerary Tag''' scope, select the itinerary tags and configure the permissions for the specified role. Check the box to grant access, set a lock to deny access, or leave it unchecked to inherit the default permission which is access granted.This means that any member assigned to a role with this configuration will have access to '''all checked, unchecked, and untagged itineraries.''' However, they will not have access to any itineraries that are locked.

'''Best practice:''' Tag all itineraries and explicitly configure each tag by either checking it to grant access or locking it to deny access. This ensures permissions are applied consistently and produces the expected access results.

[[File:Locked itinerary tag.png|left|thumb|927x927px|Selected Itinerary with the lock will not be displayed on the app or ech]]
[[File:Itinerary tags scope.png|thumb|874x874px|Image displaying permission granted via the itinerary tag scope on the hub and on the app.Excluded locked itinerary tags|center]]

==== Permissions Table ====
{| class="wikitable"
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}

See [[How to restrict visibility of sections to different user roles|External Editor]] example

Permissions Tab

2026-08-13T10:57:03Z

Judym:

== '''Roles''' ==
EventR includes four predefined roles.
{| class="wikitable"
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}
[[File:Roles with customs.png|alt=Default Roles Permissions Checkboxes|center|thumb|617x617px|Default Roles Permissions Checkboxes with a sample custom role 'External Editor']]

=== '''Custom Roles''' ===
Custom roles can be created to meet your specific requirements. For example, the '''External Editor''' role shown above allows members to add items to an itinerary, access the EventR Coordinator Hub (ECH) and the '''AI Inbox''' page, and interact with '''To-do''' checkboxes. However, members with this role do not have access to the '''Team''' page in the app.

Any permission that is not selected is not granted to users assigned to the role.

=== Checkbox States ===
[[File:Four_Available_Checkbox_Colours.png|thumb|Clockwise from top left: Black, Green, Grey, Locked.|left|416x416px]]
{| class="wikitable"
|+
!Unchecked/Black
|Permission Not Granted/Given
|-
!Checked/Green
|Permission Granted
|-
!Disabled/Greyed
|Permission not available or overridden
|-
!Locked
|Permission denied
|}

<div style="clear:both;">
In the image above the specific required for 'External Editor` include :

Edit Itinerary to be able to add items to the itinerary like flight,

=== Scope ===
Permissions are grouped into scopes that define where they apply within the organisation.By default all role have organisation scope.
{| class="wikitable"
|+
!Organisation
|By default all role have organisation scope.These permission apply to all itineraries and sections in the organisation
|-
!Itinerary
|This refers to setting permission for a selected itinerary and supports only User and Custom Role.
|-
!Sections
|This refers to setting permission for selected sections in an itinerary
|-
!Itinerary Tags
|This refers to setting permission for itineraries with a specified itinerary tag
|}

</div>

===== Itinerary Scope =====
[[File:No delete itinerary permission.png|thumb|845x845px|Members with External Editor role have can not delete the selected itinerary.On the app the delete itinerary button is disabled while in ECH it is completely hidden.|none]]

==== Section Scope ====
[[File:Screenshot 2026-07-15 at 15.40.56.png|thumb|881x881px|Image displaying section scope.This means member with this role have no access to selected sections|none]]
[[File:Screenshot 2026-07-15 at 15.35.51.png|alt=Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope for a certain role|thumb|891x891px|Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope.|none]]

==== Itinerary Tags Scope ====
Itinerary tags can be attached on the event information page.
[[File:Itinerary tags.png|none|thumb|907x907px|Itinerary tags]]

On the '''Permissions''' page, under the '''Itinerary Tag''' scope, select the itinerary tags and configure the permissions for the specified role. Check the box to grant access, set a lock to deny access, or leave it unchecked to inherit the default permission which is access granted.This means that any member assigned to a role with this configuration will have access to '''all checked, unchecked, and untagged itineraries.''' However, they will not have access to any itineraries that are locked.

'''Best practice:''' Tag all itineraries and explicitly configure each tag by either checking it to grant access or locking it to deny access. This ensures permissions are applied consistently and produces the expected access results.

[[File:Locked itinerary tag.png|left|thumb|927x927px|Selected Itinerary with the lock will not be displayed on the app or ech]]
[[File:Itinerary tags scope.png|thumb|874x874px|Image displaying permission granted via the itinerary tag scope on the hub and on the app.Excluded locked itinerary tags|center]]

Permissions Table
{| class="wikitable"
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}

See [[How to restrict visibility of sections to different user roles|External Editor]] example

Permissions Tab

2026-08-13T10:55:59Z

Judym:

== '''Roles''' ==
EventR includes four predefined roles.
{| class="wikitable"
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}
[[File:Roles with customs.png|alt=Default Roles Permissions Checkboxes|center|thumb|617x617px|Default Roles Permissions Checkboxes with a sample custom role 'External Editor']]

=== '''Custom Roles''' ===
Custom roles can be created to meet your specific requirements. For example, the '''External Editor''' role shown above allows members to add items to an itinerary, access the EventR Coordinator Hub (ECH) and the '''AI Inbox''' page, and interact with '''To-do''' checkboxes. However, members with this role do not have access to the '''Team''' page in the app.

Any permission that is not selected is not granted to users assigned to the role.

=== Checkbox States ===
[[File:Four_Available_Checkbox_Colours.png|thumb|Clockwise from top left: Black, Green, Grey, Locked.|left|416x416px]]
{| class="wikitable"
|+
!Unchecked/Black
|Permission Not Granted/Given
|-
!Checked/Green
|Permission Granted
|-
!Disabled/Greyed
|Permission not available or overridden
|-
!Locked
|Permission denied
|}

<div style="clear:both;">
In the image above the specific required for 'External Editor` include :

Edit Itinerary to be able to add items to the itinerary like flight,

=== Scope ===
Permissions are grouped into scopes that define where they apply within the organisation.By default all role have organisation scope.
{| class="wikitable"
|+
!Organisation
|By default all role have organisation scope.These permission apply to all itineraries and sections in the organisation
|-
!Itinerary
|This refers to setting permission for a selected itinerary and supports only User and Custom Role.
|-
!Sections
|This refers to setting permission for selected sections in an itinerary
|-
!Itinerary Tags
|This refers to setting permission for itineraries with a specified itinerary tag
|}

</div>

===== Itinerary Scope =====
[[File:No delete itinerary permission.png|thumb|845x845px|Members with External Editor role have can not delete the selected itinerary.On the app the delete itinerary button is disabled while in ECH it is completely hidden.|none]]

==== Section Scope ====
[[File:Screenshot 2026-07-15 at 15.40.56.png|thumb|881x881px|Image displaying section scope.This means member with this role have no access to selected sections|none]]
[[File:Screenshot 2026-07-15 at 15.35.51.png|alt=Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope for a certain role|thumb|891x891px|Image displaying the Event Information, Flights, and Accommodation tabs hidden on the ECH when they are locked in the section scope.|none]]

==== Itinerary Tags Scope ====
Itinerary tags can be attached on the event information page.
[[File:Itinerary tags.png|none|thumb|907x907px|Itinerary tags]]

On the '''Permissions''' page, under the '''Itinerary Tag''' scope, select the itinerary tags and configure the permissions for the specified role. Check the box to grant access, set a lock to deny access, or leave it unchecked to inherit the default permission which is access granted.This means that any member assigned to a role with this configuration will have access to '''all checked, unchecked, and untagged itineraries.''' However, they will not have access to any itineraries that are locked.

'''Best practice:''' Tag all itineraries and explicitly configure each tag by either checking it to grant access or locking it to deny access. This ensures permissions are applied consistently and produces the expected access results.

[[File:Locked itinerary tag.png|left|thumb|927x927px|Selected Itinerary with the lock will not be displayed on the app or ech]]
[[File:Itinerary tags scope.png|thumb|874x874px|Image displaying permission granted via the itinerary tag scope on the hub and on the app.Excluded locked itinerary tags|center]]

Permissions Table
|+
!Owner
|This role is assigned to the creator of the team/organisation and has full control.This role can be transferred to another member of the team.See [[Transfer Ownership]] .There can be only one owner at a time.
|-
!Admin
|This role is equivalent to the Owner role and has full control.There can be multiple admin members
|-
!Guest
|Members with this role do not have access to the '''Chat''' and '''Team''' tabs in the app. Only items that they are part of are displayed on the '''Home''' page, and only their name is listed.
|-
!User
|This role is assigned to all members invited to the team. They do not have access to the Hub or other administrative features.
|}

See [[How to restrict visibility of sections to different user roles|External Editor]] example

2026-08-11T13:34:21Z

Judym:

Itinerary Section Import Guidelines

2026-08-11T13:30:44Z

Judym:

==== Accommodation Import ====
Imports hotel details, guest room assignments, check-in/check-out dates, room types, and booking references. Creates a new hotel in the itinerary and associates it with the imported order. Validates guest names against current itinerary members, date formats, and room date logic.

==== Flight Import ====
Imports flight details including airline, cabin class, flight number, departure/arrival airports and dates, and passenger list. Creates a new flight in the itinerary and associates it with the imported order. Validates passenger names against current itinerary members, airport codes, date formats, and cabin class values.If validation errors are found during import, they are displayed in a dialog showing a spreadsheet preview of the imported data with errors highlighted, allowing the user to identify and fix issues before re-importing.

Orders

2026-08-11T13:30:02Z

Judym:

{{Infobox Feature
| name = Orders
| version = [[Release 3.4.1|3.4.1]] (BETA)
| tier = Standard, Premium and Enterprise
}}

= Overview =
The '''Orders''' feature allows users to create, manage, save, and generate request documents for both '''Accommodation''' and '''Flight''' bookings. It acts as a central workspace for collecting booking requirements, guest preferences, and order details related to an itinerary. Users can generate PDFs for sharing with suppliers, export order data to spreadsheets, and import existing booking data from exported files.

= Accessing Orders =
{| style="width:100%; margin:auto;"
|-
| style="width:60%; vertical-align:top;" |
To find the Orders functionality, select '''Create Order''' from the itinerary section in the ECH. This opens the Orders workspace in a full-screen modal.

On opening, users can select the type of order to create using the '''Order Type''' dropdown in the top bar:

- '''Accommodation''' - For hotel and accommodation requests

- '''Flight''' - For flight booking requests

| style="width:40%; vertical-align:top;" |[[File:Screenshot 2026-08-04 at 11.07.33.png|thumb|When you have no existing orders, button is located bottom centre.]][[File:Screenshot 2026-08-04 at 11.08.41.png|thumb|Button moves into the header when you have existing orders.]]
|}

= Managing Orders =
{| style="width:100%; margin:auto;"
|-
| style="width:60%; vertical-align:top;" |New orders begin as unsaved drafts until they are saved.
When creating a new order, the form is automatically pre-filled using information from the selected itinerary, including dates, location, and lead booker details where available. The agent notes field is pre-populated with a template relevant to the selected order type.

=== Layout Overview ===
The Orders workspace is divided into four main sections:

- Top Bar

- Sidebar

- Main Form

- Bottom Bar

== Top Bar ==

=== Order Type Selector ===
Dropdown to select the type of order to create when clicking "Create New":

- '''Accommodation''' - Hotel and accommodation booking requests

- '''Flight''' - Flight booking requests

Changing the selector does not affect the currently open order. The selected type applies to the next new order created.

=== Reset ===
Restores the currently selected order back to its last saved state.

If editing a new unsaved draft, the form will revert to its original pre-filled itinerary values.

=== Create New ===
Creates a new unsaved order draft of the type selected in the Order Type dropdown, while keeping the current modal open.

If unsaved changes exist, the user will be prompted to save or discard them before continuing.

The new order is automatically given a unique title based on the itinerary name.

=== Close ===
Closes the Orders modal.

If there are unsaved changes, the user will be prompted to save or discard the draft before closing.

== Sidebar ==
The sidebar contains all saved orders (both Accommodation and Flight) for the currently selected itinerary.

=== Search ===
Filters saved orders by order name.

=== Refresh ===
Reloads the latest orders from the server without closing the modal.

=== Order Entries ===
Displays all saved orders ordered by most recently updated first.

Each entry displays:

- Order name

- Order type tag ('''Accommodation''' or '''Flight''')

- Last modified date and time

Selecting a different order will load its saved data into the form and automatically switch the form to the correct type.

If unsaved changes exist, the user will be prompted to save or discard them before switching.

When no order is selected, the sidebar shows a '''Draft''' entry indicating an unsaved draft is being edited.

== Bottom Bar ==

=== Save ===
Saves the current order.

Once saved:

- The order becomes persistent

- It appears in the sidebar with the appropriate type tag

- Future edits can be restored using Reset

=== Delete / Discard Draft ===
Deletes the currently selected saved order. This action cannot be undone and requires confirmation.

If working on an unsaved draft, this button instead discards the draft and requires confirmation.

=== Generate PDF ===
Generates a PDF version of the current order using all entered form data. The PDF format adapts to the order type:

- '''Accommodation PDF''' - Includes hotel details, guest rooming assignments, check-in/check-out times, and contact information. Designed for sharing with hotels, accommodation providers, or booking agents.

- '''Flight PDF''' - Includes flight details, passenger list, airline information, departure and arrival details, and special requests. Designed for sharing with airlines, flight providers, or booking agents.

=== Export Format ===
Optional dropdown to select the export file format:

- '''XLSX''' (default)

- '''CSV'''

=== Export ===
Generates a downloadable spreadsheet of the current order's details. The exported file format adapts to the order type:

==== Accommodation Export ====
Includes:

- Team Name, Itinerary Name, Order Name

- Selected Hotel details (Name, Address, Check-In/Out Times, Telephone)

- Guest table with: Guest Names, Check-In Date/Time, Check-Out Date/Time, Room Type, Booking Reference

==== Flight Export ====
Includes:

- Team Name, Itinerary Name, Order Name

- Flight details (Airline, Cabin Class, Flight Number, Departure Date/Time & Airport, Arrival Date/Time & Airport)

- Passenger table with: Passenger Names, Booking Reference

=== [[Itinerary Section Template Import|Import]] ===
Imports order data from a previously exported XLSX or CSV file. The system automatically detects whether the file contains Accommodation or Flight data and populates the corresponding section form.

==== Accommodation Import ====
Imports hotel details, guest room assignments, check-in/check-out dates, room types, and booking references. Creates a new hotel in the itinerary and associates it with the imported order. Validates guest names against current itinerary members, date formats, and room date logic.

==== Flight Import ====
Imports flight details including airline, cabin class, flight number, departure/arrival airports and dates, and passenger list. Creates a new flight in the itinerary and associates it with the imported order. Validates passenger names against current itinerary members, airport codes, date formats, and cabin class values.If validation errors are found during import, they are displayed in a dialog showing a spreadsheet preview of the imported data with errors highlighted, allowing the user to identify and fix issues before re-importing.

== General Form Fields ==
These fields are shared across both Accommodation and Flight order types.

=== Order Name * ===
The title of the order.

This is used:

- In the sidebar list

- As the PDF title

- To help identify booking requests

Examples:

- "Trip to Milan"

- "Barcelona Conference Accommodation"

- "London Team Flight Bookings"

=== Lead Booker Contact Name ===
The primary contact person responsible for the booking request. Typically pre-filled using the current user profile.

=== Lead Booker Phone Number ===
The primary contact phone number for suppliers to use when responding to the request.

=== Lead Booker Contact Email ===
The main email address suppliers should use for communication. Usually pre-filled from the logged-in user profile.

=== Additional Emails ===
Optional comma-separated email addresses that should also receive communications or copies of the generated PDF.

Example: <code>ops@company.com, travel@company.com</code>

=== Event Location ===
The destination, venue, or event location related to the booking request. Uses an interactive map address selector.

=== Stay Dates * ===
The date range for the booking. Typically pre-filled from the itinerary dates.

=== Response Due Date ===
The deadline by which suppliers or agents should respond to the request.

=== Additional Information for Agent ===
Free-text notes intended for suppliers or booking agents. Character limit of 1024 with a remaining character counter.

This content is included in the generated PDF. The field is pre-populated with a template based on the order type:

==== Accommodation template ====

- Desired room type

- Required services (wifi, parking, breakfast etc)

- Additional requests

==== Flight template ====

- Special meal requirements

- Seat preferences

- Additional requests

=== Team Internal Comments ===
Internal-only notes visible to EventR users. Intended for operational or planning purposes and not shared with suppliers.

Examples:

- Internal approval notes

- Supplier preferences

- Budget discussions

- Booking reminders

== Accommodation-Specific Fields ==

=== Select Accommodations ===
Selects an existing hotel/accommodation item from the itinerary.

When selected:

- Related guest information can be used

- Room counts may auto-populate based on assigned guests

- Guest data can be included in the generated PDF

=== Number of Rooms Required ===
The total number of rooms required for the stay. May automatically populate based on the selected hotel's guest assignments, but can also be edited manually.

=== Maximum Number of Hotels to Split \* ===
Defines how many separate hotels the booking can be split across. Options: 1, 2, 3, or 4.

Examples:

- <code>1</code> = all guests must stay in the same hotel
- <code>2</code> = guests may be split between two hotels

=== Maximum Distance from Event ===
Optional distance limit between the accommodation and the event location.

# Examples: "5km", "15 minute walk"

=== Minimum Cost per Night per Room ===
Optional minimum nightly room budget. Useful when requesting accommodation within a preferred pricing range.

=== Maximum Cost per Night per Room ===
Optional maximum nightly room budget. Helps suppliers avoid quoting accommodation outside budget requirements.

== Flight-Specific Fields ==

=== Select Pending Flight ===
Selects an existing pending flight from the itinerary.

When selected, the form is automatically pre-populated with:

- Flight number/booking reference

- Airline name

- Departure airport

- Arrival airport

- Departure date and time

- Arrival date and time

- Number of passengers

Only flights currently marked as '''Pending''' are available.

=== Flight Number ===
The flight booking reference number. May be pre-filled from the selected flight.

=== Airline ===
The airline operating the flight. May be pre-filled from the selected flight.

=== Number of Passengers ===
The total number of passengers for the flight. May automatically populate based on the selected flight's passenger list, but can also be edited manually.

=== Cabin Class ===
The requested cabin class for the flight. Options:

- Economy

- Premium Economy

- Business

- First

=== Departure Airport ===
The departure airport for the flight. Uses an interactive airport selector with search functionality. May be pre-filled from the selected flight.

=== Arrival Airport ===
The arrival airport for the flight. Uses an interactive airport selector with search functionality. May be pre-filled from the selected flight.

=== Departure Date ===
The departure date and time for the flight. Uses a date/time picker with warning indicators for dates outside the event range. May be pre-filled from the selected flight.

=== Arrival Date ===
The arrival date and time for the flight. Uses a date/time picker with warning indicators for dates outside the event range. May be pre-filled from the selected flight.

== Draft Handling ==
Orders support unsaved drafts.

If the user attempts to:

- Close the modal

- Switch orders

- Refresh data

- Create a new draft

- Change the order type (while in unsaved draft mode)

while unsaved changes exist, EventR will prompt the user to:

- Save changes

- Discard changes

This helps prevent accidental data loss.
| style="width:40%; vertical-align:top;" |[[File:Screenshot 2026-08-04 at 11.11.05.png|thumb|Example: Draft order]][[File:Screenshot 2026-08-04 at 11.19.48.png|thumb|Multiple orders view with type tags]]
|}
[[Category:3.4.1]]

Itinerary Section Import Guidelines

2026-08-11T13:28:15Z

Judym: Created page with "update this"

update this

Orders

2026-08-11T13:25:39Z

Judym: /* Select Accommodations */

{{Infobox Feature
| name = Orders
| version = [[Release 3.4.1|3.4.1]] (BETA)
| tier = Standard, Premium and Enterprise
}}

= Overview =
The '''Orders''' feature allows users to create, manage, save, and generate request documents for both '''Accommodation''' and '''Flight''' bookings. It acts as a central workspace for collecting booking requirements, guest preferences, and order details related to an itinerary. Users can generate PDFs for sharing with suppliers, export order data to spreadsheets, and import existing booking data from exported files.

= Accessing Orders =
{| style="width:100%; margin:auto;"
|-
| style="width:60%; vertical-align:top;" |
To find the Orders functionality, select '''Create Order''' from the itinerary section in the ECH. This opens the Orders workspace in a full-screen modal.

On opening, users can select the type of order to create using the '''Order Type''' dropdown in the top bar:

- '''Accommodation''' - For hotel and accommodation requests

- '''Flight''' - For flight booking requests

| style="width:40%; vertical-align:top;" |[[File:Screenshot 2026-08-04 at 11.07.33.png|thumb|When you have no existing orders, button is located bottom centre.]][[File:Screenshot 2026-08-04 at 11.08.41.png|thumb|Button moves into the header when you have existing orders.]]
|}

= Managing Orders =
{| style="width:100%; margin:auto;"
|-
| style="width:60%; vertical-align:top;" |New orders begin as unsaved drafts until they are saved.
When creating a new order, the form is automatically pre-filled using information from the selected itinerary, including dates, location, and lead booker details where available. The agent notes field is pre-populated with a template relevant to the selected order type.

=== Layout Overview ===
The Orders workspace is divided into four main sections:

- Top Bar

- Sidebar

- Main Form

- Bottom Bar

== Top Bar ==

=== Order Type Selector ===
Dropdown to select the type of order to create when clicking "Create New":

- '''Accommodation''' - Hotel and accommodation booking requests

- '''Flight''' - Flight booking requests

Changing the selector does not affect the currently open order. The selected type applies to the next new order created.

=== Reset ===
Restores the currently selected order back to its last saved state.

If editing a new unsaved draft, the form will revert to its original pre-filled itinerary values.

=== Create New ===
Creates a new unsaved order draft of the type selected in the Order Type dropdown, while keeping the current modal open.

If unsaved changes exist, the user will be prompted to save or discard them before continuing.

The new order is automatically given a unique title based on the itinerary name.

=== Close ===
Closes the Orders modal.

If there are unsaved changes, the user will be prompted to save or discard the draft before closing.

== Sidebar ==
The sidebar contains all saved orders (both Accommodation and Flight) for the currently selected itinerary.

=== Search ===
Filters saved orders by order name.

=== Refresh ===
Reloads the latest orders from the server without closing the modal.

=== Order Entries ===
Displays all saved orders ordered by most recently updated first.

Each entry displays:

- Order name

- Order type tag ('''Accommodation''' or '''Flight''')

- Last modified date and time

Selecting a different order will load its saved data into the form and automatically switch the form to the correct type.

If unsaved changes exist, the user will be prompted to save or discard them before switching.

When no order is selected, the sidebar shows a '''Draft''' entry indicating an unsaved draft is being edited.

== Bottom Bar ==

=== Save ===
Saves the current order.

Once saved:

- The order becomes persistent

- It appears in the sidebar with the appropriate type tag

- Future edits can be restored using Reset

=== Delete / Discard Draft ===
Deletes the currently selected saved order. This action cannot be undone and requires confirmation.

If working on an unsaved draft, this button instead discards the draft and requires confirmation.

=== Generate PDF ===
Generates a PDF version of the current order using all entered form data. The PDF format adapts to the order type:

- '''Accommodation PDF''' - Includes hotel details, guest rooming assignments, check-in/check-out times, and contact information. Designed for sharing with hotels, accommodation providers, or booking agents.

- '''Flight PDF''' - Includes flight details, passenger list, airline information, departure and arrival details, and special requests. Designed for sharing with airlines, flight providers, or booking agents.

=== Export Format ===
Optional dropdown to select the export file format:

- '''XLSX''' (default)

- '''CSV'''

=== Export ===
Generates a downloadable spreadsheet of the current order's details. The exported file format adapts to the order type:

==== Accommodation Export ====
Includes:

- Team Name, Itinerary Name, Order Name

- Selected Hotel details (Name, Address, Check-In/Out Times, Telephone)

- Guest table with: Guest Names, Check-In Date/Time, Check-Out Date/Time, Room Type, Booking Reference

==== Flight Export ====
Includes:

- Team Name, Itinerary Name, Order Name

- Flight details (Airline, Cabin Class, Flight Number, Departure Date/Time & Airport, Arrival Date/Time & Airport)

- Passenger table with: Passenger Names, Booking Reference

=== Import ===
Imports order data from a previously exported XLSX or CSV file. The system automatically detects whether the file contains Accommodation or Flight data and populates the corresponding section form.

==== Accommodation Import ====
Imports hotel details, guest room assignments, check-in/check-out dates, room types, and booking references. Creates a new hotel in the itinerary and associates it with the imported order. Validates guest names against current itinerary members, date formats, and room date logic.

==== Flight Import ====
Imports flight details including airline, cabin class, flight number, departure/arrival airports and dates, and passenger list. Creates a new flight in the itinerary and associates it with the imported order. Validates passenger names against current itinerary members, airport codes, date formats, and cabin class values.If validation errors are found during import, they are displayed in a dialog showing a spreadsheet preview of the imported data with errors highlighted, allowing the user to identify and fix issues before re-importing.

== General Form Fields ==
These fields are shared across both Accommodation and Flight order types.

=== Order Name * ===
The title of the order.

This is used:

- In the sidebar list

- As the PDF title

- To help identify booking requests

Examples:

- "Trip to Milan"

- "Barcelona Conference Accommodation"

- "London Team Flight Bookings"

=== Lead Booker Contact Name ===
The primary contact person responsible for the booking request. Typically pre-filled using the current user profile.

=== Lead Booker Phone Number ===
The primary contact phone number for suppliers to use when responding to the request.

=== Lead Booker Contact Email ===
The main email address suppliers should use for communication. Usually pre-filled from the logged-in user profile.

=== Additional Emails ===
Optional comma-separated email addresses that should also receive communications or copies of the generated PDF.

Example: <code>ops@company.com, travel@company.com</code>

=== Event Location ===
The destination, venue, or event location related to the booking request. Uses an interactive map address selector.

=== Stay Dates * ===
The date range for the booking. Typically pre-filled from the itinerary dates.

=== Response Due Date ===
The deadline by which suppliers or agents should respond to the request.

=== Additional Information for Agent ===
Free-text notes intended for suppliers or booking agents. Character limit of 1024 with a remaining character counter.

This content is included in the generated PDF. The field is pre-populated with a template based on the order type:

==== Accommodation template ====

- Desired room type

- Required services (wifi, parking, breakfast etc)

- Additional requests

==== Flight template ====

- Special meal requirements

- Seat preferences

- Additional requests

=== Team Internal Comments ===
Internal-only notes visible to EventR users. Intended for operational or planning purposes and not shared with suppliers.

Examples:

- Internal approval notes

- Supplier preferences

- Budget discussions

- Booking reminders

== Accommodation-Specific Fields ==

=== Select Accommodations ===
Selects an existing hotel/accommodation item from the itinerary.

When selected:

- Related guest information can be used

- Room counts may auto-populate based on assigned guests

- Guest data can be included in the generated PDF

=== Number of Rooms Required ===
The total number of rooms required for the stay. May automatically populate based on the selected hotel's guest assignments, but can also be edited manually.

=== Maximum Number of Hotels to Split \* ===
Defines how many separate hotels the booking can be split across. Options: 1, 2, 3, or 4.

Examples:

- <code>1</code> = all guests must stay in the same hotel
- <code>2</code> = guests may be split between two hotels

=== Maximum Distance from Event ===
Optional distance limit between the accommodation and the event location.

# Examples: "5km", "15 minute walk"

=== Minimum Cost per Night per Room ===
Optional minimum nightly room budget. Useful when requesting accommodation within a preferred pricing range.

=== Maximum Cost per Night per Room ===
Optional maximum nightly room budget. Helps suppliers avoid quoting accommodation outside budget requirements.

== Flight-Specific Fields ==

=== Select Pending Flight ===
Selects an existing pending flight from the itinerary.

When selected, the form is automatically pre-populated with:

- Flight number/booking reference

- Airline name

- Departure airport

- Arrival airport

- Departure date and time

- Arrival date and time

- Number of passengers

Only flights currently marked as '''Pending''' are available.

=== Flight Number ===
The flight booking reference number. May be pre-filled from the selected flight.

=== Airline ===
The airline operating the flight. May be pre-filled from the selected flight.

=== Number of Passengers ===
The total number of passengers for the flight. May automatically populate based on the selected flight's passenger list, but can also be edited manually.

=== Cabin Class ===
The requested cabin class for the flight. Options:

- Economy

- Premium Economy

- Business

- First

=== Departure Airport ===
The departure airport for the flight. Uses an interactive airport selector with search functionality. May be pre-filled from the selected flight.

=== Arrival Airport ===
The arrival airport for the flight. Uses an interactive airport selector with search functionality. May be pre-filled from the selected flight.

=== Departure Date ===
The departure date and time for the flight. Uses a date/time picker with warning indicators for dates outside the event range. May be pre-filled from the selected flight.

=== Arrival Date ===
The arrival date and time for the flight. Uses a date/time picker with warning indicators for dates outside the event range. May be pre-filled from the selected flight.

== Draft Handling ==
Orders support unsaved drafts.

If the user attempts to:

- Close the modal

- Switch orders

- Refresh data

- Create a new draft

- Change the order type (while in unsaved draft mode)

while unsaved changes exist, EventR will prompt the user to:

- Save changes

- Discard changes

This helps prevent accidental data loss.
| style="width:40%; vertical-align:top;" |[[File:Screenshot 2026-08-04 at 11.11.05.png|thumb|Example: Draft order]][[File:Screenshot 2026-08-04 at 11.19.48.png|thumb|Multiple orders view with type tags]]
|}
[[Category:3.4.1]]