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.
Travel permit documents, fees and permission to enable submission of permits from My Account are set up in the Settings Menu.
Travel Permit Documents
To set up travel permit document type, go to Settings / Organizations / Documents, select the Document Types tab, then click +Add.
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.
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.
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.
Add a travel permit
To add a Travel Permit, go to the Tasks menu / Travel Permits. The list of travel permits from your organization (and all sub organization) will be displayed. To add a travel permit, click on +Add.
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.
Then you must enter the start and end dates of the event. You have the possibility to add a note or a document, then click Add.
Next, you have 2 options:
Submit the permit (will be available for approbation)
Submit later (you can make changes and submit the permit later)
Click Confirm.
Travel Permit Status
There can be 4 statuses to a travel permit application:
Draft: the travel permit has not yet been submitted
Approved: the travel permit has been approved by your branch or provincial organization
Declined: the travel permit has been declined by your branch or provincial organization
Pending: the travel permit is awaiting approved or declined by your Branch or Provincial Organization
Note: Only the provincial organization can Approve, Decline or Delete a travel permit application once it has been submitted by clicking on the Action button on the side panel.
The travel permit module will generate one of the email notifications when a travel permit status changes and will send an email to the creator and approvers.
If you have given your coaches permission to enter their travel permit requests, please ensure that they are rostered on a team otherwise they will not be able to make the request.