The Travel travel permit module is now accessible to all branches. - Branches may request it to be turned off for their region.
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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 permit approbation. Those roles can be added to anyone that needs to add or approve a travel permit inside HCRaccessible from the Tasks menu.
Travel permit documents, fees, and permission to enable submission of permits submit a permit from My Account are set up configured in the Settings Menu and Organization Organizations menu.
Please refer to the documentation Settings - Organization - Document and the documentation Settings Parameter - 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-organizations).permits.
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List of travel permit
You can view all travel permit requests on the Travel Permit home page of the Task menu. Uncheck the Action Required box, and you'll be able to see all travel permit requests made.
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Filter travel permit request
You can search for a specific travel permit request by entering the team name in the Search box.
You can also filter your travel permit requests by status:
Select all
Draft
Pending
Approved
Rejected
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Travel permit requests
Add a Travel Permit
To add a travel permit, click on +Add on the left.
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Complete the required fields:
Fields marked with an * are mandatory
Teams*
Event Name*
Reference Number
Travel type* (multiple choices are available)
Event Type (Home, Away, n/a)
Host website
Host team name
Number of games
Host Division*
Host class
Host category team category*
Host Country*
Host Province/State*
Host City*
Host Organization
Host Arenafield
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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Lineup
You must indicate which members will be participating in the tournament.
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A window will appear by clicking on +Add a member, allowing you to add players and coaches to this team. Two options are available.
Member Search: allows you to search for members by first name, last name, date of birth, or by Spordle member's number.
Team members: this allows you to select the players registered in the team.
Click on Add.
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Then confirm the players and coaches who will be taking part and their positions. If you wish to remove a member, click on the red garbage at the participant's right.
Click on Continue at the bottom of the page.
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Tournament date
You must then enter the start and end dates of the event.
Vous avez la possibilité d’ajouter une remarque et des pièces jointes (reçu ou toute autre pièce jointe additionnelle requise) si votre organisation provinciale ou régionale le requiert.
You can add a note 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 applicationrequest.
Click on Add
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Submit the permit or not
Next, you have two options:
Submit the permit
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If you select this option, you cannotmake any further changes to your request. |
Submit later - 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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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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If you select this option, changes can be made, and you can submit the permit request later. |
Click Confirm.
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Travel Permit Status
There can be four statuses to a travel permit applicationrequest:
Draft: the travel permit has not yet been submitted.
Approved: Your branch or provincial organization has approved the travel permit.
Declined: 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. If there are multiple approvers are in the workflow, the status will be PENDING until all approvals are successful.
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Panneau latéral d’une demande de permis de voyage
To view the details of the travel permit, click on the line item so the side panel will open. You will find two three tabs - general and host General, Host, and Lineup. - both contain information for the permit.
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General tab
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.General tab displays information about the travel permit request. If the request status is Pending or Draft, you can make changes by clicking on the blue pencil. You can also add a note to the permit request.
Host tab
The host tab displays host and event information. If the request status is Pending or Draft, you can make changes by clicking on the blue pencil.
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Note: Changes cannot be made to an approved permit request. |
Lineup tab
The lineup tab displays the lineup of players and coaches who will be taking part in the tournament.
Action Bouton
Note: Depending on the user role granted by your provincial or regional organization, you can Approve, Decline, or Delete a travel permit once a travel permit request has been submitted by clicking on the Action button on the side panel.
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Notifications
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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Approbation
When you approve a travel permit request, a pop-up window will open to confirm your Action.
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Decline
When you refuse a travel permit request, a pop-up window will open to confirm your Action. We suggest that you add a note in the side panel to record the reason for the applicant's refusal.
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Note: The process will be the same for all if there are several approval levels. |
Delete
Deleting a travel permit request is possible if its status is Pending or Draft. You will be asked to confirm the delete request.
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PDF printer
You can print out the travel permit as a PDF. The status of the permit will be shown at the top of the page.
To print the travel permit, click the Action button and Print PDF.
If the permit request is Approved, the approval section at the bottom of the page will show the name of the approver, the name of his organization, and the date of approval.
If the request status is Pending or Draft, the Approved section will be empty.
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