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 HCR.
Travel permit 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 and Organization Organizations menu.
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 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 Permit dashboard will display the list of travel permits from your organization (and all sub-organizations).
To add a travel permit, click on +Add.
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Complete Complete the required fields:
Fields marked with an * are mandatory
Teams* 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* (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*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
Host Arena
Travel permit fee
If your branch: 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 a travel permit feefees, it these will be automatically appear displayed when you apply for request a travel permit. This fee 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
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Once completed, click on Next.
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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 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 application.
Click on Add
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Submit the permit or not
Next, you have two options:
Submit the permit
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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Travel Permit Status
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permit (will be 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.
Declined: Your branch or provincial organization has declined the travel permit.
Pending: the The travel permit is awaiting approved approval or declined by your Branch or Provincial Organization. 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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decline from 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 module will generate an email notification when a travel permit request status changes and will email 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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