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 now have access to the travel permit module. 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 HCR
The travel permit module is accessible 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.
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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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Add a travel permit
To add a Travel Permit, go to theTasks menu / Travel Permits. The and Organizations menu.
Please refer to the documentation Parameter - Organization - Travel permits.
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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Action Required
When you uncheck the Action Required box, all travel permit requests, regardless of status, will be displayed, including those that do not require any action on your part.
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
Declined
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Travel permit Request
Add a Travel Permit
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 organization-organizations) will be displayed.
To add a travel permit, click on +Add.
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Complete Complete the required fields:
Teams for which the permit is requested
Even Name
Reference Number (optional)
Type of travel (multiple choices are available)
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
Once completed click on Next.
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Then you must
Fields marked with an * are mandatory
Team*: you must select a team; players do not need to be added.
Event Name*: name of the tournament you are taking part in.
Reference Number: if you wish, you can add a reference number.
Travel Type*: select a choice from the drop-down list.
Event Type: select the type of event from the drop-down list.
Host Website: enter the name of your tournament website.
Host Team Name: if necessary, enter the host team's name.
Number of games: enter the games your team will play in your tournament.
Host Team Category*: you can select the category from the drop-down list or enter the category in text.
Host Country*: use the drop-down list to indicate the country where the tournament will take place.
Host Province/State*: use the drop-down list to enter the province or state.
Host City*: enter the host city for your event.
Host Organization: enter the organization hosting your event.
Location: indicate the location where the tournament will be held.
Travel Permit Fees
If your provincial or regional organization has set up travel permit fees, these will be automatically displayed when you request a travel permit. These fees cannot be removed or changed.
Once you've finished, click Next.
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Lineup
You must indicate the members who will be participating in the tournament. It is not mandatory to enter the team roster when applying for a travel permit.
It is possible to proceed with the travel permit request and return later to add the team roster.
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A window will be displayed by clicking on +Add a member, allowing you to add players and coaches to this organization. Two options are available.
Search Members: You can search for members by first name, last name, date of birth, or Spordle member number.
Team Members: This allows you to select the players registered for 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 want 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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Questionnaire
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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Tournament date
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.
Click on Add
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Submit the permit or not
Next, you have 2 two options:
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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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Travel Permit Status
sent for approval to your provincial or regional organization or the approval level above yours)
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If you select this option, you cannot make any further changes to your request. |
Submit later
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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 has been approved by your .
Declined: Your branch or provincial organization Declined: the travel permit has been declined by has declined the travel permit.
Pending: The travel permit is awaiting approval or decline from your branch or provincial organization
Pending: the travel permit is awaiting approved or declined by your Branch or Provincial Organization
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Process to approve or decline a permit 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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Lineup tab
The lineup tab displays the lineup of players and coaches who will be taking part in the tournament.
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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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Notifications
The travel permit Travel Permit module will generate one of the an email notifications notification when a travel permit request 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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Members' profile photos will be displayed on team alignment pages.
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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