The travel permit module is accessible from the Tasks menu.
Travel permit documents, fees, and permission to submit a permit from My Account are configured in the Settings and Organizations menu.
Please refer to the documentation 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.
Action required
When you uncheck the Action Required box, all travel permit requests, no matter what their 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
Rejected
Travel permit requests
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:
Fields marked with an * are mandatory
Team* for which permit is requested
Event Names* (tournament name)
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
Province/State*
Host City*
Host Organization
Host arena
Travel permit fee
If your provincial or regional organization has set up travel permit fees, these will be automatically displayed when you apply for a travel permit. These fees cannot be removed or modified.
Once you've finished, click Next.
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.
A window will appear by clicking on +Add a member, allowing you to add players and coaches to this organization. Two options are available.
Member Search: allows you to search for members by first name, last name, date of birth, or by Spordle member's number.
Team members: This allows you to select the players registered for the team.
Click on Add.
Then confirm the players and coaches who will be taking part and their positions. If you wish to remove a member, click on the red garbage at the participant's right.
Click on Continue at the bottom of the page.
Questionnaire
Your organization may include questions in your travel permit request. If a questionnaire has been added, the questions will be displayed at this step. Questions marked with a red asterisk * are mandatory.
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
Submit the permit or not
Next, you have two options:
Submit the permit
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.
If you select this option, changes can be made, and you can submit the permit request later.
Click Confirm.
Travel Permit Status
There can be four statuses to a travel permit request:
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 approved 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.
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. Three tabs will be available: General, Host, and Lineup.
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.
Note: Changes cannot be made to an approved permit application.
Host tab
The host tab displays 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 request.
Lineup tab
The lineup tab displays the lineup of players and coaches who will be taking part in the tournament.
Action Bouton
Note: Depending on the user role granted by your provincial or regional organization, you can Approve, Decline, or Delete a travel permit once a travel permit request has been submitted by clicking on the Action button on the side panel.
Notifications
The travel permit module will generate an email notification when the travel permit status changes and send an email to the creator and approvers.
Approbation
When you approve a travel permit request, a pop-up window will open to confirm your Action.
Decline
When you refuse a travel permit request, a pop-up window will open 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 process will be the same for all if there are several approval levels.
Delete
Deleting a travel permit request is possible if its status is Pending or Draft. You will be asked to confirm the delete request.
Print travel permit
You can print the travel permit in PDF by clicking the Action button on the side panel of a permit request.
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.
