The travel permit module is accessible from the Tasks menu.
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Please refer to the documentation Parameter - Organization - Travel 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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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.
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Select all
Draft
Pending
Approved
DeclinedRejected
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Travel permit
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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-organizations).
To add a travel permit, click on +Add on the left.
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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 team 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 field
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 by a coach.
Once completedyou've finished, click on Next.
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Lineup
You must indicate which the members who will be participating in the tournament.
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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 appear be displayed by clicking on +Add a member, allowing you to add players and coaches to this teamorganization. Two options are available.
Member Search Members: allows you to You can search for members by first name, last name, date of birth, or by Spordle member 's number.
Team membersMembers: this This allows you to select the players registered in 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 wish 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.
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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.
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 request.
Click on Add
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Submit the permit or not
Next, you have two options:
Submit the permit 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 - If you submit later, it can not be approved until it has been submitted.
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If you select this option, changes can be made, and you can submit the permit request application later. |
Click on Confirm.
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Travel
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permit status
There can be are four possible statuses to for a travel permit requestapplication:
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 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 three tabs - General, Host, and Lineup. - both contain information for the permit.
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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 displays information about general tab will display the approval process for the travel permit request . If the request status is Pending or Draft, you can make changes 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 . You can also add 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 displays 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 requestapplication. |
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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 granted by your provincial or regional organizationyour branch granted, you can Approve, Decline, or Delete a travel permit once a travel permit request 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 an email notification when the a travel permit request status changes and send an will email to the creator and approvers.
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Approbation
When you approve a travel permit request, a pop-up window will open appear to confirm your Actionaction.
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Decline
When you refuse decline a travel permit request, a pop-up window will open 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 |
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multiple approval levels. |
Delete
Deleting a travel permit request application is possible if its status is Pending or Draft. You will be asked prompted to confirm the delete requestdeletion.
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Print travel permit
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 PDFin 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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