The Travel permit module is now accessible to all branches. - Branches may request it to be turned off for their region.

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.

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.

Open

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

Open

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-organizations).

To add a travel permit, click on +Add.

Complete the required fields:

• 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.

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.

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.

Click on Add

Submit the permit or not

Next, you have two options:

• Submit permit (will be sent for approval to your provincial or regional organization or the approval level above yours)

• Submit later

Click on Confirm.

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

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.

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.

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.

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.

Notifications

The Travel Permit module will generate an email notification when a travel permit request status changes and will email the creator and approvers.

Approbation

When you approve a travel permit request, a pop-up window will appear to confirm your action.

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.

Delete

Deleting a travel permit application is possible if its status is Pending or Draft. You will be prompted to confirm deletion.

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.

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.