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Organizations can use groups to manage control over travel spend= ing for meetings. If your organization uses meeting provider Cvent, as= the site administrator you can set up groups to have rules for meeting tra= vel in the Partner Dashboard. As a result, meeting participants can bo= ok travel with travel policies, preferences, and messages th= at are either consistent with their regular business travel, or specific fo= r a meeting type.
If your organization is a travel management company (TMC) servicing mult= iple company clients on a single site, you can define groups of users = for each company client with different policies, preferences, and message r= equirements. You can even share group of users across company clients = who have similar policies, preferences, and message requirements.
Note: Meeting integration is a premium service. Enablem= ent and additional transaction fees apply. Deem must configure the in= tegration with the meeting provider before any meeting-related travel = can take place. If you are interested in setting up Meeting Integratio= n for your site, please enter a support case to request integration wi= th a meeting provider. See Entering a Support Case= a> for instructions. The organization for the site, and the trave= l agency or travel management company, must already have a licensing agreem= ent with the meeting provider (Cvent). Only one provider can be set up= for a site.
To link the meeting provider with the site, you set up a dynamic group n= ame that matches the meeting type defined in the meeting provider. The= dynamic group names are entered into the Cvent tool, and the meeting plann= er can select a dynamic group name to invite participants when creating a s= pecific meeting. Participants see options for travel to the meeting that ar= e consistent with rules you have already configured in the Partner Dashboar= d.
Assuming that you have already defined groups of users (see Groups Tab for Managing Groups for details) = or are using the Everyone group, decide which method you want to use for tr= avel rules (policies, preferences, and messages):
If users invited to meetings can use the same travel rules for meet= ing travel as for normal business travel, you can add a dynamic group name = and then specify your groups (or the Everyone group) as a parameter for it,= so that the dynamic group name links to one or more of your predefined gro= ups.
If users invited to meetings should be governed by different travel= rules for meeting travel, you can add one or more dynamic group names, spe= cify parameters for them to include members, and then modify the trave= l rules for each dynamic group.
Note: The dynamic group name must match exactly the nam= e for the meeting type in the meeting provider tool.
To add a dynamic group name, follow the instructions for adding a new gr= oup in Groups Tab for Managing Groups, keeping in mind the following:
Be sure to select the Service Rules and Display Options Rules check= boxes so that the dynamic group name will appear when assigning those rules= , as described in Groups Tab for Managing Grou= ps. For details about Service Rules and Display Options Rules, see = ;Rules Tab for Managing Rules.
When selecting the group parameters, be sure to:
Choose User from the first dropdown menu unde= r "And..." to add the first parameter, and then choose Dynamic= Group Name from the second dropdown menu.
Choose Equals from the third dropdown menu, and&nb= sp;enter the text in the box that matches exactly the text in the= meetings tool that identifies the meeting type. Dynamic group names m= ay not contain spaces or special characters (other than "_" or "-" which ar= e allowed).
If you administer a site for multiple clients, you can choose one of the= following methods:
Define a different dynamic group name for each client that would have it= s own travel rules.
Define a set of dynamic group names to share across clients that would h= ave its own travel rules. Note that different forms of payment, such as cli= ent-held corporate credit cards, may make this option inappropriate. <= /p>
Define a single dynamic group name for all clients, which uses the same = travel rules for all clients.
The meeting planner will be able to select the meeting type using the me= eting provider's tool when creating a meeting, and the invited participants= will see travel options that are consistent the rules already defined for = them for normal business travel (as described in Rules Tab for Managing Rules).
To assign travel rules for the meeting groups, follow the instructions i= n Rules Tab for Managing Rules, keeping= in mind the following:
The dynamic group names appear in the top rows of the list of groups for= assigning rules. For example, on the Service Rules page and the Display Op= tion Rules page, the dynamic group names would appear in rows at the top of= the page above the other groups.
See Service Rules for details on adding a set of = travel rules to the group, and see Display Option = Rules for details on adding display option rules to the group.
If you defined dynamic group names for each meeting traveler group,= be sure to add the service rules and display option rules for each dynamic= group name.
If you need to add users specifically for meeting travel, you can add th= em manually by following the instructions in Add= ing a User Profile, which also describes other methods of on-board= ing users including agency profile uploads and Human Resources (HR) feeds. = If you plan on enabling open enrollment for visitors, see Open Enrollment.
To enable guest users so that guests can create user accounts when regis= tering for a meeting, see Setting Up a Gues= t Traveler.
If you inviting guests to participate in a meeting, keep in mind the fol= lowing if you manage multiple clients on your site:
Disable access to the Address Book on a shared site. See General Settings for details.
Disable delegation on a shared site. See Gene= ral Settings for details.
Activation and password-reset emails should be generic. See Email Settings for details.
Remember that messages that appear on the Home page appear to all users.= See Home Page Options for details.
Dynamic group name(s): The dynamic group names are ente= red into the Cvent tool to be made available to the meeting planner for sel= ection when creating a specific event. Participants in the event will be pr= esented with options for travel to the event consistent with rules pre-conf= igured in the Partner Dashboard.
Meeting mode: User has access to the site to book = meeting-only travel plans, following the meeting-specific parameters establ= ished by the meeting planner.
Meeting planning team: Those who plan and configure mee= tings within Cvent.
Meeting provider: Vendor of the meeting tool. The = site currently supports Cvent.
Meeting provider contact: Person at Cvent who will enab= le integration with the site.
Meeting types: Event categories that are not speci= fic to a one time occurrence of a meeting, but to a more generic, recurring= event. They can include but are not limited to conventions, user group mee= tings, or visits to the home office by groups of employees. They can be gro= uped into a =E2=80=9Cpalette=E2=80=9D by either the meeting type, or type o= f travel that is allowed, such as first class, business class, etc.
Participant groups / types: A collection of travel= ers defined within the meeting (Cvent) tool.
Post back: Itinerary details sent back to the meeting p= rovider used to generate departure and arrival manifest.