Travel Registry: Finding Trips and Travelers
This article details how a risk officer or travel administrator is able to search for specific trips and travelers using the software's search functions. Several search functions are available from the top-level navigation menu named “Search”:
The Trip Search functionality (Search > Trip Search) allows a risk officer to search for travelers based on their trip details, including the destinations of the trip and the start and end dates. A user can filter the results shown on this screen by
- date (including date range or "none" for no limit on dates)
- risk rating (based on the AlertTraveler® Country Intelligence risk rating for the country/city)
- reason for travel
- approval status
- trip type (single/group)
- requirement completion status
- a keyword search
- placeholder end date (all, with flag, without flag)
By default, the traveler’s name, role, destination(s), start and end dates, and emergency contact information are shown on this page. More columns can be added or disabled using the “Hide/Show” dropdown menu.
A person icon to the right of a traveler's name denotes that person is an external user (someone that registered using an email address and password, not credentials for your institution).
Clicking the name of a traveler will open their profile in a pop-up window. Their profile will also display their preferred name:
Clicking a destination will open the traveler’s trip information:
Trip Search > Options
The “Options” menu provides tools for creating an AlertTraveler alert for a group of selected travelers, sending an email to travelers, and creating an Excel export of the information displayed.
Create Alert: Create an AlertTraveler® alert for the traveler(s) of your choice.
Send Email: Send a custom email to the traveler(s) of your choice.
Excel Export: Export trip details for all trips based on the search criteria.
Edit Export Status: Edit the CISI insurance export status of trips. This is only available for those with the CISI configured.
Export Trips: Export trips that are ready to be sent to CISI.
Requirement Reminder email: Using the 'Requirements' filter, send an email to travelers who have outstanding trip requirements.
Approval Reminder email: Using the 'Approval' filter, send a reminder email to all approvers who have yet to submit a decision.
The Transit Search functionality (Search > Transit Search) displays a list of your travelers based on their transit details. By default, it will display a list of travelers in transit on the current calendar date. The page can be filtered by date, by transit type, by transit number (e.g. flight and rail numbers), airport/rail codes, and by a keyword search. The “Hide/Show” and “Options” menus provide the same functionality as on the Trips Search page.
Travelers will be displayed along with their trip name, airline or railway, flight or rail number, departure time, arrival time, and emergency contact information by default.
The Profile Search functionality (Search > Profile Search) allows a user to search for travelers based on role, location, date range, and keyword search. Click on the filter icon to reveal the option to filter for travelers who are active or inactive in this current license year.
By default, the page will display the traveler’s name, role, their travel status, their last known GPS location (based on their AlertTraveler® app), and their emergency contact information. The “Hide/Show” and “Options” menus provide the same functionality as on the Trips Search and Transit Search pages.
Clicking on a name will open the profile. Fields marked with an * are pulled from the Student Information System/HR file. Note: Any edits to fields that sync will override any future automatic updates from the SIS/HR field. Save changes by clicking on the "Update Profile" button.
Clicking on the "View Current/Future Trips" will open the Trip Search page with a view filtered to show any trips for this user that are currently happening or within the next 365 days. These filtered can then be edited, if you'd like to see a wider date range or to limit the search, such as seeing all of the users trips to a specific location.
Here are other resources that may interest you: