GetThere Integration User Guide. Cvent, Inc 1765 Greensboro Station Place McLean, VA

Transcription

1 GetThere Integration User Guide 2018 Cvent, Inc 1765 Greensboro Station Place McLean, VA

2 Contents GetThere Integration User Guide... 3 Enabling GetThere Integration for Your Account... 4 Setting Up GetThere Integration... 4 Enabling Air Travel for an Event... 4 Setting Up Air Actuals for an Event... 5 Setting Up GetThere for an Event... 6 Enabling GetThere for a Registration Path... 8 Requesting Registrant Hotel Information... 9 Working with Reports

3 GetThere Integration User Guide Welcome to the GetThere Integration User Guide! In this user guide, you will learn the basic steps to setting up the GetThere integration in your account. GetThere is an online corporate travel reservation system that books air travel and reduces travel costs. With this integration, you can allow registrants to make travel reservations at the end of the Cvent registration process in GetThere. If a reservation is made in GetThere, the travel itinerary is automatically sent to Cvent to be saved and used for reporting purposes. For more information, please contact your account manager. 3

4 Enabling GetThere Integration for Your Account Before setting up the integration, you must first enable it for your Cvent account. To do this, contact your account manager. You must also have a GetThere account. If you need to create one, go to and contact a GetThere representative. Setting Up GetThere Integration To get started, you must enable the following settings in Cvent. This will allow registrants to make reservations through GetThere. To set up the integration in Cvent, you must have full access to the rights Event Planning & Administration and Registration Process & Travel. NOTE Enabling Air Travel for an Event Events > Event Details > General > Event Configuration Registrants can only make travel reservations if your event allows travel requests. To do this: 1. On the Event Features tab, click Edit. 2. Under Travel, turn on Air Travel and select GetThere s Travel System. Make sure Cvent s Air Actual Form is also turned on. 3. Click Save. You will now be able to access the Air Travel link in Event Details > Travel. 4

5 Setting Up Air Actuals for an Event Events > Event Details > Travel > Air Travel After enabling Air Travel, you must set up air actuals for your event to be able to display the itinerary information after travel has been booked in GetThere. Air Actuals can also be configured so registrants can manually add flight information if booked outside of GetThere. Air actuals can be configured so registrants can manually add flight information if booked outside of GetThere and to only capture travel itineraries from GetThere. To do this: 1. On the Air Actual Setup tab, click Edit. 2. Select whether to display air actuals to planners and invitees or planners only. If you display to planners and invitees, any booked flight information will display on the invitee s My Travel page. 3. If necessary, customize the text for the Add Air Actuals button. 4. Select which air actual information invitees can enter on the Air Actual Form: Total Price Passenger Note Confirmation Number Seat Ticket Class Add Another Flight Button 5. Select the default number of flights to be displayed. Invitees can always add more, if necessary. 6. Enter the default schedule information that will be displayed on the Air Actual Form: Departing from/returning to Arriving at/returning from Departure Date Return Date 5

6 Setting Up GetThere for an Event Events > Event Details > Travel > Air Travel Once you have set up Air Actuals, you can set up GetThere. To do this, fill out the following sections. Basic Settings 1. On the GetThere Setup tab, click Edit. 2. If necessary, customize the text for the Add GetThere Request button. 3. Select whether to hide the button from invitees who have air actuals. If you hide the button, you can prevent invitees from double-booking flights. 4. Select which Cvent field registrants will use as their GetThere username. This will appear when registrants arrive at GetThere. Flight Defaults You can set the flight defaults for invitees, but during registration they can change this information. To do this: 1. Select the departure and arrival airports. 2. Set the outbound and return schedules. 6

7 Field Mappings Field mappings determine how data is transferred between Cvent and GetThere. The following fields will be displayed: GetThere Field: The name of each GetThere field. Actions: The action that will occur. Mapping or Value: The Cvent field or value that the GetThere field is mapped to. Additional fields can be added and mapped. To do so, work with your GetThere and Cvent account managers to include additional fields. If a profile is not found in GetThere, only the registrant s First Name, Last Name, and Address will be transferred. If a GetThere field does not have a mapping or a value, it will not be sent to GetThere. NOTE After you have set up your field mappings, click Save. 7

8 Enabling GetThere for a Registration Path Events > Website & Registration > Registration > Registration Settings Once you have set up GetThere for your event, you must enable GetThere for a registration path. If you have multiple registration paths, you will need to enable GetThere for each one. To do this: 1. Select a registration path. 2. On the Travel tab, click Edit. 3. Enable GetThere for this registration path and then enter the following details from GetThere: Subsite Name: This is similar to a registration path in Cvent. You can have a subsite for each registration type and each subsite can have different travel policies and options. Meeting ID: This is used to make reservations at the end of the booking process and to differentiate meetings when reporting. 4. Click Save. NOTE If you do not enter the GetThere setup details, registrants will not be able to make reservations through the path. You have now finished setting up the integration. Once the event is launched, your registrants will be able to make travel reservations through GetThere. 8

9 Requesting Registrant Hotel Information Registrant hotel request information can be synced to GetThere for reporting if hotel bookings are managed with Cvent s Hotel Request Form. If a registrant has a hotel request at the time they book travel in GetThere, hotel request details will be sent if available for the hotel, including: Hotel Name Hotel Street Address 1 Hotel Street Address 2 Hotel City Hotel State/Province Name Hotel Zip Hotel Country Name Hotel Phone Hotel Rate and event currency Hotel Airport Code Hotel Chain Check-in date and time Check-out date and time Room Type 9

10 Working with Reports Events > Reporting > Reports > Standard Reports Once a booking is made in GetThere, invitee itineraries will be sent to Cvent and saved. You can use the following reports to view and analyze data related to your invitees air requests. Air Actual Reports Air Actual Reservations Air Actuals Arrival List Air Actuals Departure List Air Actuals Itinerary Air Actuals Changes Air Actuals and Hotel Discrepancy Report 10