The Travel permit module is now accessible to all branches. - Branches may request it to be turned off for their region.By default, all branch super users
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Note: If your region requires a 2 (or more) personal approval process, please get in touch with the CS team, and we will have this feature turned on for your area. |
All branch superusers now have access to the travel permit module by default. Two new additional roles are now available: Travel permit creation and travel Travel permit approbation. Those roles can be added to anyone that needs to add or approve a travel permit inside HCR.
Travel permit documents, fees, and permission to enable submission of permits from My Account are set up in the Settings Menu and Organization.
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Travel Permit Documents
To set up travel permit document type, go to Settings / Organizations / Documents, select the Document Types tab, then click +Add.
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Enter the name of the travel permit document, a description (optional) and set the status of the document to Active or Inactive, then click Add.
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Next, apply the travel permit document - go to Settings / Organizations / Documents, select the Settings tab, then click Edit. Use the dropdown and select the travel permit document, then click Save.
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Travel Permit Fees and Enable My Account Access
Fees for travel permits, and enabling access for bench staff to allow them to submit travel permits from My Account can be set up in Settings / Organizations / Travel permit. This is not enabled by default for any of the branches.
Click edit, next, set Display travel permit in My Account to Yes or No. Then add a Organization Travel Permit Fee (optional), click Save.
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Please refer to the documentation Settings - Organization - Document and the documentation Settings - Organization - Travel Permit.
If you have allowed your coaches to enter their travel permit requests from My Account, be sure to add them to a team roster; otherwise, they will not be able to make requests.
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Add a Travel Permit
To add a Travel Permit, go to theTasks menu / and Travel Permits. The Travel permit dashboard will display the list of travel permits from your organization (and all sub organization-organizations) will be displayed.
To add a travel permit, click on +Add.
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Complete the required fields:
Fields marked with an * are mandatory
Teams for which the permit is requestedEven Name*
Event Name*
Reference Number (optional)Type of travel
Travel type* (multiple choices are available)
Event Type of event (Home, Away, n/a)
Host website (optional)
Host team name (optional)
Number of games (optional)
Host Division*
Host class (optional)
Host category (optional)
Host Country*
Host Province/State*
Host City*
Host Organization (optional)
Host Arena
Travel permit fee
If your branch has set up a travel permit fee, it will automatically appear when you apply for a travel permit. This fee cannot be removed or changed by a coach.
Once completed, click on Next.
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Then you You must then enter the start and end dates of the event.
You have the possibility to can add a note or a document, then click Add.
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and attachments (receipt and any additional attachments required) if your branch or the organization needs them. In the example below, the organization requests that the tournament receipt be attached to the travel permit application.
Click on Add
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Next, you have 2 two options:
Submit the permit (will be available for approbation)
Submit later (you can make changes and submit the permit later)
Click Confirm.
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- If you submit later, it can not be approved until it has been submitted.
Click Confirm.
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The travel permit module will generate an email notification when the travel permit status changes and send an email to the creator and approvers.
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Travel Permit Management
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Note: Only the provincial organization canchange the status of a travel permit. |
Management of travel permits can be found in Tasks / Travel Permits menu.
On the travel permit display page, you will find all travel permits submitted. You can use the search to find the travel permit you are looking for or the filter option to narrow the search by the status of the permit. You can sort by clicking on the directional arrows beside each column title.
On the display, you will see the name of the team that the permit is for, the event name, the location and the start and end dates. You will also see the status of the permit.
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Note: Action required is only used by associations requiring two person approvals for travel permits. Branches that only require one approval will need to uncheck the box. |
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Travel Permit Status
There can be 4 four statuses to a travel permit application:
Draft: the travel permit has not yet been submitted.
Approved: the travel permit has been approved by your Your branch or provincial organization has approved the travel permit.
Declined: the travel permit has been declined by your Your branch or provincial organization has declined the travel permit.
Pending: the travel permit is awaiting approved or declined by your Branch or Provincial Organization
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Note: Only the provincial organization can Approve, Decline or Delete a travel permit application once it has been submitted by clicking on the Action button on the side panel. |
The travel permit module will generate one of the email notifications when a travel permit status changes and will send an email to the creator and approvers.
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. If there are multiple approvers in the workflow, the status will be PENDING until all approvals are successful.
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To view the details of the travel permit, click on the line item so the side panel will open. You will find two tabs - general and host - both contain information for the permit. The status must either be in draft or pending to update the information. Click on the blue pencil to edit the information.
If you have added a document type to the travel permit setup, the document type will be shown here.
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Remember, if the status is currently in draft, it will need to be submitted before it can be approved, click on the Action button.
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Click on the Action button to change the status, delete or print a permit.
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To print a travel permit, click on Print (PDF). Then go to the Reports menu, and click on Exports.
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To delete a travel permit, click on Delete. Next, click on Delete or Cancel on the warning message.
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Note: Deleting a permit is permission based. |
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To update a travel permit status, click on Approve or Decline. Applying a status update will give you a warning message to confirm that you want to make this change.
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Once the status change is made, an email will be sent to the member who submitted the permit.