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.

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

To add a travel permit, click on +Add on the left.

Complete the required fields:

• Teams*

• Event Name*

• 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*

• Host Province/State*

• Host City*

• Host Organization

• Host field

• Travel permit fee

  • If your branch has set up a travel permit fee, it will automatically appear when you apply for a travel permit. This fee cannot be removed or changed by a coach.

Once completed, click on Next.

Lineup

You must indicate which members will be participating in the tournament.

A window will appear by clicking on +Add a member, allowing you to add players and coaches to this team. 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 in 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.

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

• Submit later - If you submit later, it can not be approved until it has been submitted. 

• 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.

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.

General tab

The General tab displays information about the travel permit request. If the request status is Pending or Draft, you can make changes by clicking on the blue pencil. You can also add a note to the permit request.

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.

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.

Delete

Deleting a travel permit request is possible if its status is Pending or Draft. You will be asked to confirm the delete request.

PDF printer

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 PDF.

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.