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

Transcription

1 Concur Travel Integration User Guide 2017 Cvent, Inc 1765 Greensboro Station Place McLean, VA

2 Contents Concur Travel Integration User Guide... 3 Enabling Concur Travel Integration in Your Account... 4 Setting Up Concur Travel Integration... 4 Enabling Concur Travel for an Event... 4 Setting Up Concur Travel for an Event... 5 Enabling Concur Travel for a Registration Path... 6 Booking Concur Travel Requests...7 Viewing Invitee Travel Requests...7 Working with Reports... 8 Air Actual Reports... 8 Cross Event Reports... 8 Cross Event Custom Reports... 8 Event Level Custom Reports

3 Concur Travel Integration User Guide Welcome to the Concur Travel Integration User Guide! In this user guide, you will learn the basic steps to setting up Concur Travel within your account. Using the Concur Travel integration, you can accomplish a variety of goals, including the following: Enabling your invitees to book travel in Concur Retrieving travel information from Concur and storing it in Cvent Setting up Concur for certain registration paths in your event Running reports to track air requests in Cvent For more information, please contact your account manager. 3

4 Enabling Concur Travel Integration in Your Account To enable the Concur Travel integration for your account, please contact your account manager. Setting Up Concur Travel Integration Before your invitees can make bookings in Concur, you must enable settings in other sections of your event. Enabling Concur Travel for an Event Events > Event Details > General > Event Configuration To do this: 1. On the Event Features tab, click Edit. 2. Under Travel, turn on Air Travel and select Concur s Travel System. 3. Click Save. To enable the integration to flow both ways between Cvent and Concur Travel, turn on Air Actuals. To do this, select Cvent s Air Actual Form under Air Travel. NOTE Before setting up Concur Travel, make sure the logged-in user is an administrator or has full access to Account Integrations and Survey & Event Integrations. You can update these permissions for a user role in Admin > Users > Manage > Account User Roles. 4

5 Setting Up Concur Travel for an Event Events > Event Details > Travel > Concur Travel To do this: 1. Click Edit. 2. Select whether to send new registrants to Concur Travel. This allows you to automatically send registrants to Concur after they register. 3. Select which Cvent Field to use as the Concur Travel login name. You can choose one of the following: Source ID Custom Contact Field If your login name is not your address, than you will need to create a custom contact field. NOTE 4. If applicable, enter the Allowed Domains. Registrants with allowed domains will be sent to Concur at registration. In Concur, registrants with other domains will be assigned a new login name that has an allowed domain. This will make it easier for the Concur administrator to delete multiple registrants at once after the event. NOTE 5. Click Save. 5

6 Enabling Concur Travel for a Registration Path Events > Website & Registration > Registration > Registration Settings Once you have set up Concur Travel for your event, you must enable Concur Travel for each of your registration paths. To do this: 1. Select a registration path. 2. On the Travel tab, click Edit. 3. Under the Concur section, enable Concur. 4. Under the Concur Setup section, add the custom fields you would like to send to Concur Travel. Each custom field must be mapped to a Cvent field or have a value. 5. Click Save. Meeting ID: This is used to identify a meeting in Concur. Company ID: This is used to identify a client in Concur. The Meeting ID, Company ID, and Meeting Password are all from Concur. Any additional fields mapped in this section will be placed in a hidden table within Concur. You can then work with your Concur representative to have these fields placed within any booked PNR. These fields do not update the Concur Traveler Profile. NOTE 6

7 Booking Concur Travel Requests For this integration, your invitees can use Concur to book an air request. To test this yourself, make sure your event is in Test Mode. Then, you can use the following instructions to perform a test registration. When booking a travel request, registrants may be required to click a button at the end of the registration process to access Concur. If not, they will automatically be sent to Concur after a successful registration depending upon your settings in Events > Event Details > Travel > Concur Travel. Once your invitees have booked and saved their travel requests in Concur, their air request information will be sent to Cvent, stored, and made available for reporting. Viewing Invitee Travel Requests Events > Invitee Management > Manage > Invitees & Registrants To do this: 1. Search for an invitee. 2. Select the name of an invitee. 3. Click Registration and select Add or Modify Travel. To modify travel information, the invitee must be in Accepted status. The invitee s itinerary will be displayed. 7

8 Working with Reports On the Standard Reports page, you can use the following reports to view and analyze data related to your invitees Concur Travel 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 Cross Event Reports Air Requests Cross Event Custom Reports Registrants with Air Requests Registrants with Air Actuals Registrants with Air Actual Details Event Level Custom Reports Registrants with Air Requests Registrants with Air Actuals Registrants with Air Actual Details 8