The Travel permit module is now accessible to all branches. - Branches may request it to be turned off for their region.
Note: The branch approval process is defined in the system. |
All branch superusers now have access to the travel permit module by default. Two additional roles are available: Travel permit creation and Travel permit approbation. Those roles can be added to anyone who needs to add or approve a travel permit inside HCR.
Travel permit documents, fees, and permission to enable submission of permits from My Account are set up in the Settings Menu and Organization.
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, add them to a team roster; otherwise, they cannot make requests.
If you have allowed your coaches to enter their travel permit requests from My Account, add them to a team roster; otherwise, they cannot make requests.
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.
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.
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
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.
Complete the required fields:
Fields marked with an * are mandatory
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.
Host Arena: 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.
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.
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.
Click on Add
Next, you have two options:
Submit permit (will be sent for approval to your provincial or regional organization or the approval level above yours)
If you select this option, you cannot make any further changes to your request. |
Submit later
If you select this option, changes can be made, and you can submit the permit application later. |
Click on Confirm.
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
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.
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.
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.
Note: Changes cannot be made to an approved permit application. |
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.
Note: Changes cannot be made to an approved permit application. |
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.
The Travel Permit module will generate an email notification when a travel permit request status changes and will email the creator and approvers.
When you approve a travel permit request, a pop-up window will appear to confirm your action.
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.
Note: The approval process will be the same for all if there are multiple approval levels. |
Deleting a travel permit application is possible if its status is Pending or Draft. You will be prompted to confirm deletion.
You can print the travel permit in PDF format by clicking the Action button on the side panel of a permit request.
The status of the permit will be shown at the top of the page. When the permit application is approved, the approval section at the bottom of the page will display the name of the approver, the name of his organization, and the date of approval.
The 2nd page of the travel permit will only appear if your organization has added a questionnaire to your travel permit request. The answers to the questionnaires will be displayed here.
If the request status is Pending or Draft, the status is Pending will be displayed at the top of the page.
The 2nd page of the travel permit will only appear if your organization has added a questionnaire to your travel permit request. The answers to the questionnaires will be displayed here.
