Orders

Orders

Release version	3.4.1 (BETA)
Included in 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

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

When you have no existing orders, button is located bottom centre. Button moves into the header when you have existing orders.

Managing Orders

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 title. 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 title - 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 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 known users, 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 known users, 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: ops@company.com, travel@company.com 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 Pending Hotel Selects an existing pending 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 Only hotels currently marked as Pending are available. 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: - 1 = all guests must stay in the same hotel - 2 = 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.

Example: Draft order Multiple orders view with type tags