Travel Registry: Settings
The Travel Admin > Settings tab allows administrators to access and configure settings that impact their public-facing travel registry site.
This article provides information on the following Travel Registry settings topics:
- Profile Mappings
- Site Settings
- Site Details
There are four tabs on the Settings page that house individual settings: Profile Mappings, Site Settings, Site Details, and Other.
The Travel Registry Mappings page (Travel Admin > Settings > Profile Mappings tab) allows you to map travel registry information fields to the appropriate applicant parameters, select a default role for users, and map up to 25 custom parameters for your travel registry site and decide which type of user should see them.
When shown, core fields must be completed by travelers on their profile before being granted access to other parts of the travel registry site. The “Travel Registry” label is the language a user will see for that field while the “Custom Applicant Parameter” value should be what the field is titled on your admin site and in your SIS/HR directory. Travelers can edit any profile fields they see, even when it's provided via the SIS/HR data file. Important Note: Once manually edited, the value will not be refreshed from the SIS/HR data file.
The Role section will allow you to designate a user’s type by choosing which values indicate which type of user. The "Student" and "Staff/Faculty" roles are for travelers from your institution (internal) and "Other" is for travelers not from your institution (external), such as volunteers, alumni or spouses. If your system is SIS-mapped, this section will reflect the student or faculty/staff designation as listed in the data file.
You can set a default user type for travelers from your institution using the dropdown menu. Any new profile created will be automatically assigned the given role unless changed by a SIS feed or an administrator.
If you wish to enable the "Other" role, simply select other from the dropdown on the right, "(Select default role for External users)".
These settings will also determine which fields are made available and must be completed by a user and on their profile (e.g. a student would see “Major” where a faculty member would instead see “Department).”
Up to 25 custom parameters can be configured at the bottom of the page. You can designate whether Students, Staff/Faculty or Other can see and edit each field using the checkboxes. When "Show" is not selected for any traveler types, only admins and approvers will see that value when viewing profiles. When "Show" is selected for at least one traveler type, those travelers, as well as admins and approvers, will be able to see that field.
Note: Having a value show on a profile will allow the traveler to manually edit the value, even if it's originally provided from the SIS/HR data file. Admins will always be able to edit a value, even if it is not shown to the traveler(s). Important Note: Once manually edited, the value will not be refreshed from the SIS/HR data file.
The Site Settings page (Travel Admin > Settings > Site Settings tab) allows you to brand your Enterprise Travel Registry site with logo, colors and institution-specific text. There are two logo options available: the "Login Button Logo", which also acts as the site’s favicon (the tiny icon on the browser’s menu bar), and the "Logo", which is what is seen at the top of the registration login page.
Note: The "Login Button Image" cannot be removed once set.
You also have greater control over who can access the registry by limiting login and registration options. This is accomplished by enabling or disabling:
- your institution login button (to use your institution's credentials to log in)
- the non-institutional login button (showing as login option to enter an email and password on the login page)
- the user registration option (for those without institutional credentials, showing as "New to Travel Registry? Start Here" on the login page)
The "Approver Passcode Verification" allows you to set up require approvers to submit a verification code in order to view the full approval request and submit a decision. If “Approver Passcode Verification” is enabled, the approver will be directed to a security screen to enter a verification code before being able to access the approval screen. A separate email will be sent to the approver’s email address containing the verification code. If Approver Passcode Verification is disabled, clicking the “HERE” link from the email takes the approver directly to the approval screen.
At the bottom of the "Settings" page is the "Help" text configuration, where you can provide help prompts for your travelers as they progress through the travel registration process. Specifics on the Help Prompts can be found in the article Travel Registry: Help Prompts.
Email Customization - The Email Customization section is a global setting that allows you to add a header and/or a footer to all Travel Registry system-generated emails. Use the WYSIWYG editors to create and configure. Clicking on "Send me an Email Preview" sends a sample email to the logged in admin.
Note: Custom headers and footers are not applied to trip receipts because the content of those emails can be edited directly. See Travel Registration Receipt Email below for more information on customizing trip receipts.
The Site Details tab (Travel Admin > Settings > Site Details tab) displays important information about your travel registry site. The only setting here that you’ll typically need to use is the “Account Name” field which allows you to configure the institution name that will appear on the travel registry site. Please consult with Terra Dotta before changing the other settings here.
The Other tab (Travel Admin > Settings > Other tab) allows you to configure other miscellaneous settings. By default these settings are all disabled and must be enabled to use (as seen in the images).
Force Completion (on trip entry)
Enabling "Force completion (on trip entry)" will require the traveler/delegate to complete all required items in order for the trip to be registered in the system.
Admins will be given the option to determine the number of days before incomplete trips are deleted. If this is set at "0", then incomplete trips will be deleted within 24 hrs of attempting to be submitted. Admins with permissions can review these trips at Travel Admin > Admin Action > Deleted Trips.
- The first will send an initial reminder email the designated number of days prior to itinerary start to any traveler who has not completed all of their required items as set in Travel Admin > Workflows.
- The second is the interval on which the system should sent subsequent reminders to the traveler until all requirements are complete.
In the example below, the initial email reminder will be sent 30 days prior to the trip start and subsequent reminders will be sent every 3 days until all requirements are submitted.
- The first will send an initial reminder email the designated number of days after a trip was submitted for approval.
- The second is the interval on which the system should sent subsequent reminders to the approver until a decision is submitted.
In the example below, the initial email reminder will be sent 3 days after the trip is submitted for approval and then subsequent reminders will be sent every 3 days until all an approval decision is submitted.
"Unpaired Reminder" will deliver reminder emails to the selected administrators every [number of days] prompting them to check the Unpaired Reservations page. This helps ensure that timely action is taken to resolve discrepancies with trips that have been created on the travel registry site.
Group Leader Access
A group of staff members can be selected to be your designated group leaders using the “Group Leader Access” option. The list here is populated by the staff groups created in Travel Admin > Staff Management.
Members of the group selected here will not only be able to create group trips but they will be able to see and communicate with their travelers when logged into the admin site as well as the AlertTraveler® app.
An alternate approver (or group of alternate approvers) can be set here. This functionality allows you to designate staff members who should fill in as an approver if there is ever a gap in one of your existing approval workflows. For example, if a traveler whose department is “Music” requires approval from an approver in their department but no approvers are designated as being in the Music department exist, that step in the workflow will instead be sent to your alternate approver. Designating multiple users as alternate approvers will create a simple approval group where any alternate approver can grant approval.
Travel Registration Receipt Email
Provide travelers with a trip registration receipt email automatically upon a trip being approved. Travelers and admins are able to manually send the receipt email when viewing trip information as well by clicking the three vertical dots in the upper right corner.
When creating a new receipt (by clicking "Create a new Receipt"), you are prompted to name the receipt and add content in the space with the text "Receipt Text". The content entered in this space will fill in sent emails at the beginning of the email before the receipt details.
Note: The email header and footer content set in the Email Customization setting is not included in travel receipts. The text entered in this "Receipt Text" space appears in the same location as the header text set by the Email Customization setting.
The receipt selected here will be sent whenever a trip is created that does not require approval.
The receipt selected here will be sent once all requirements have been completed, in addition to any other receipts that may apply. Requirement completion is determined based on items that are designated as "Required" within workflows, with the following notes:
- The items shown on the "completed requirements" section of the email only show if the item itself is marked as required in the workflow.
- Signature forms are required by default and cannot be optional.
- If a form isn't required but questions within it are required, the "completed requirements" receipt will not be sent until the form is submitted.
Risk Level Change Monitoring
The risk information provider selected here determines which type of risk level will be monitored for risk level changes. Monitoring choices include:
- US Department of State (DOS)
- US Centers for Disease Control (CDC)
- Intelligence Provider
If your institution uses Multi-Campus functionality, the parent location will determine the monitored risk information provider for all child locations.
Once you have configured this setting, you will see the selected risk provider information in the Current Risk Rating column on your Trip Search page.
Here are other resources that may interest you: