The Travel permit module is now accessible to all branches. - Branches may request it to be turned off for their region.
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Go to the Tasks menu and Travel Permits to add a Travel Permit. The Travel Permit dashboard will display the list of travel permits from your organization (and all sub-organizations).
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Complete the required fields:
Fields marked with an * are mandatory
Team* for which permit is requested
Event Names* (tournament 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
Host Country
Province/State*
Host City*
Host Organization
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 you've finished, click Next.
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Your organization may include questions in your travel permit application. If a questionnaire has been added, the questions will be displayed at this stage. Questions marked with a red asterisk * are mandatory.
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Submit the permit or not
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If you select this option, changes can be made, and you can submit the permit application later. |
Click on Confirm.
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Travel permit status
There are four possible statuses for a travel permit application:
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 approval or decline from your branch or provincial organization
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Process
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to approve or
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decline a permit
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request
The side panel displays the approval process for a travel permit application, i.e., all organizations that must approve or decline a request will be displayed in order of approval. The approver's name and the date and time of approval or refusal will be displayed for each organization.
In addition, a notification will be sent to each approver advising them that a travel permit application is to be processed.
Side panel of a travel permit application
By clicking on a travel permit request, a side panel will open to your right. Two tabs will be available: General and Host.
At the top of the side panel page, the event's name and the sequential number of the travel permit will be displayed. The name of the team and the link to the team profile.
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General tab
The general tab will display the approval process for the travel permit request so you can view all the approvers of your request. In addition, all travel permit request information and status will be displayed. You can change it by clicking on the blue pencil and adding a note to the permit request.
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Note: Changes cannot be made to an approved permit application. |
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Host tab
The host tab will display 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 application. |
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Action button
Note: Depending on the user role your branch granted, you can Approve, Decline, or Delete a travel permit once a travel permit application has been submitted by clicking on the Action button on the side panel.
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The Travel Permit module will generate an email notification when a travel permit application status changes and will 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 appear to confirm your Action.
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Decline
When you decline a travel permit request, a pop-up window will appear 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 approval process will be the same for all if there are multiple approval levels. |
Delete
Deleting a travel permit application is possible if its status is Pending or Draft. You will be prompted to confirm deletion.
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Print travel permit
You can print the travel permit in PDF format by clicking the Action button on the side panel of a permit request.
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