Organizers can be Reps, Teachers, Fraternity President's, Students Council, etc... They are a special traveler (Organizer) or group of travelers (Many Organizers) who are in charge of the group and have a special role of bringing their friends and others on the trip. Normally they are a paid traveler with the group, not a staff.
Open the Trip Record
Scroll to the Contacts
module
Contacts with a ☆ next to their name are Organizers for this trip
If there are bookings on the trip, the Organizer ☆ will also appear next to the booking name
Open the Booking Record
Scroll to the Overview
panel
The bottom field will read: "Is An Organizer?" Yes/No
Open the Contact Record
In the Bookings
module under Contact
there will be a ☆ next to the Booking's Contact name if the contact IS an Organizer
If the Contact has NO Booking Records, click on the Trip Record in the Trips
module and follow the "Via a Trip Record" steps above
Under Travel Details
in the " Your Campus Rep/School Organizer
" section.
Under My Trips
under " Campus Rep/School Organizer
" section
The only way to see an organizer is to physically look for the organizer star beside the bookings/contacts and on the Traveller Interface. Organizers do not appear in search exports.
Open the Trip Record this Organizer is on
Under the Contacts
module, find the contact you want to add an Organizer association to
Click edit
in the contacts row
Click the Association +
button
(your Organizer will be a Lead and an Organizer, or a Traveler and an Organizer)
Choose Organizer
from the Association dropdown
Click Update
Open the Booking Record of the traveler you want to update
Click Edit
in the Overview
panel
Add or Edit the Referred By
Field
Type in the correct Organizer (contact)
Click Update
Begin a Bookings
Search
Open the advanced search (click the down arrow on the right of the search bar)
Filter: Choose: Referred by
Matches
Field: First Name OR Last Name OR Emails
In the Query Area
Operator: Contains
Value: [This is where you add in the first name, last name, or email]
Click Search
Groupdesk will refresh and show you all applicable results
Use the Checkbox on the Left side to select any or all bookings
Once you have checked the bookings, a box called Edit
will appear in the top right of the page (near Export
)
Click Edit
In the pop up modal
Check the Referred By
check box
Search for the correct Organizer (contact)
Click Mass Update
Organizers are able to monitor a traveler's status using their Organizer tab. This gives Organizers the ability to see who has and hasn't signed up yet, what room travelers are in, their status on the trip and other traveler contact information. It helps to minimize the need for communication between the Organizer and the Trip Planner.
Any travellers who have made a booking on the trip and selected the Organizer using the Referred By
field when booking will appear under the Referral Travelers module.
All bookings on the trip will appear under the Travelers module.
Organizers can view all contacts added to the trip and add any potential travelers to the list.
Organizers can view the following Traveler information from the Referral Travelers and Travelers modules.
Number (#) of Travelers
Name
Phone Number
Email Address
Additional Details (such as Booking Code)
For an Organizer to add prospective travelers to an Invite List they will follow these steps:
Login to My Profile
Under My Trips
Click on View & Upload Interest List
under the Organizer
section
Click on Add a Contact
(Next to Invite List
)
Complete the form with the contact details and click Add Contact