Guided Itinerary Create

Overview

EventR provides a guided itinerary creation process to help users plan and organise trips, business travel and events. The workflow takes users through the key stages of itinerary creation, from selecting a destination and date to arranging travel, accommodation and other activities.

The guided process is designed to simplify planning, help users discover available options and bring relevant travel arrangements together in one place.

The guided workflow is entirely optional. Users can skip any individual stage and proceed directly to the next step without completing it. The workflow can also be disabled completely by an administrator through Admin Settings, allowing organisations to tailor the itinerary creation experience to their preferences.

Step-by-step guide

1. Choose a location

Select the location for the itinerary. This establishes the destination around which the trip or event will be organised and can help identify relevant accommodation and travel options.

This step can be skipped if the destination has not yet been decided or if the user prefers to add it later.

2. Set a date

Choose the date associated with the itinerary to establish the planned timing of the trip or event.

Setting a date can help users organise flights, accommodation and scheduled activities. Users can skip this stage if the date is not yet confirmed or is not required at this point.

3. Name the itinerary

Give the itinerary a clear, descriptive name to make it easier to identify and distinguish from other trips or events.

Names might include an event title, destination, project name or the purpose of the trip. This stage can be skipped if the user prefers to provide a name later.

4. Invite users from your organisation

Invite relevant users within your organisation to participate in or collaborate on the itinerary.

This can help teams coordinate their plans and keep colleagues informed of the arrangements associated with a trip or event. Users can skip this step if they are planning independently or intend to invite colleagues at a later stage.

5. Review nearby hotel offerings

Explore hotel options near the selected destination.

This stage helps users discover potential accommodation options in a convenient location, which can be particularly useful for business trips, conferences and team events.

Hotel selection is optional, and users can skip this stage if accommodation is not required or has already been arranged.

6. Add a flight

Add flight details to the itinerary where air travel is required.

Including flights helps bring travel arrangements together with the rest of the itinerary, making it easier to review the planned journey.

Users can skip this stage if they are not travelling by air, have not booked their flights or intend to add flight details later.

7. Add additional itinerary items

Users can continue building their itinerary by adding any additional arrangements relevant to their trip or event.

Available item types may include:

• Accommodation — add details of accommodation arrangements.
• Hire cars — include vehicle hire information.
• Transport — record transfers and other ground transportation.
• Flights — add additional flights or journey legs.
• Activities — include meetings, events and planned activities.
• Parking — record relevant parking arrangements.
• Team members — add people involved in the trip or event.

Users only need to add the items relevant to their plans. This stage can be skipped if no additional items are required or if the user wishes to complete the itinerary later.

Skipping stages and workflow flexibility

The guided itinerary creation process is designed to assist users rather than enforce a fixed set of requirements.

• Every stage is skippable. Users can bypass any step without having to provide information or complete an action at that stage.

  

• Users can progress at their own pace. Information can be added when it becomes available or when it is relevant to the itinerary.
• Not every itinerary needs every item. Users can choose the travel arrangements, activities and participants appropriate to their plans.
• The guided workflow can be disabled entirely. Administrators can turn off the guided itinerary creation flow through Admin Settings, allowing their organisation to opt out of the guided experience.

Skipping a stage does not mean that the corresponding information can never be added. Users can continue developing their itinerary with the relevant details as their plans take shape.

Disabling the guided workflow

Organisations that prefer not to use the guided itinerary creation experience can disable it through EventR's administrative configuration.

To disable the workflow:

1. Open Admin Settings in the EventR Coordinator Hub.
2. Locate the setting that controls the guided itinerary creation flow.
3. Turn off the guided workflow.

Once disabled, users will no longer be guided through the staged creation process. The organisation can therefore choose whether to use the guided experience or rely on its preferred itinerary creation approach.

Note: The exact setting name and navigation path may vary depending on the EventR configuration.

Reviewing your itinerary

Once the relevant information has been added, users can review their itinerary to ensure that it reflects their plans.

Depending on the trip, this may include checking the destination, dates, itinerary name, invited colleagues, accommodation, flights, transport, activities, parking and team members.

Users do not need to complete every category for an itinerary to be useful. The aim is to capture the information relevant to the specific trip or event.

Benefits of the guided creation process

The guided workflow provides a structured starting point for planning, helping users identify the key information and arrangements that may be needed. It can make itinerary creation more approachable, particularly for users who are unfamiliar with EventR or organising a complex trip.

At the same time, the ability to skip individual stages and disable the entire workflow gives organisations flexibility. Users can avoid unnecessary steps, work with incomplete plans and tailor each itinerary to their requirements, while administrators retain control over whether the guided experience is enabled for their organisation.

Summary

EventR's guided itinerary creation process helps users organise trips and events through a sequence of optional stages, covering destination, dates, naming, colleagues, hotels, flights and additional itinerary items.

All stages can be skipped, and the entire guided workflow can be switched off in Admin Settings. This ensures that the feature supports users who want step-by-step guidance without restricting those who prefer a faster or more flexible approach to itinerary creation.