Articles on: Travel & Hospitality

How to Create a Route

Creating a Route in Parcy is a simple and straightforward process. In this guide, we will walk you through the steps needed to create a new travel route. A Route is a fundamental unit that comprises one or more resource types. These resource include travel and accommodation options.

A Route, therefore, can be thought of as a composite itinerary that you design for your event attendees. You can mix and match different travel and accommodation resources into steps to create a complete travel route that aligns with your event's schedule and requirements.

Each step in a Route can be assigned a single resource of travel or accommodation. Moreover, the steps are flexible and can be reordered or reorganized as needed to ensure the most logical and convenient sequence for your attendees.

For example, a Route might contain a step for a flight from a specific location to the event city, followed by a step for transfers from the airport to a designated hotel, and then a step for the hotel stay for the duration of the event.

By creating a Route, you're able to assign a pre-configured travel and accommodation plan to your attendees, thereby simplifying the process of coordinating logistics for your event. This feature also ensures that your attendees have a clear understanding of their travel arrangements and stay during the event, with each step guiding them through their journey.

In summary, Routes in Parcy are a powerful tool to manage and organize the travel and accommodation details for your events effectively. They provide a structured yet flexible framework to ensure a smooth and enjoyable experience for your attendees.

To create your routes you need to navigate to the Route tab on the Parcy platform. and click on the "**Add Route**" button.

You will then be prompted to insert a name for the route. This is the public Route Name and will be the name that is displayed to all attendees.

In the 'Notes' field, you can add additional information for internal use. This could be any helpful reminders or extra information that your team needs to be aware of but isn't necessary for the attendees to see.

Associate the Route to a Travel Plan
Simply select one of your existing Travel Plans in which to include the new route. It's important to note that a single route can only be associated with one Travel Plan.

If you find that you want to use the same route in more than one Travel Plan, the best way to do this is to create a copy of the route. This way, you can maintain the same route details and simply assign the copy to a different Travel Plan as needed.

In order to create a route, you need to add a Travel Plan. This will serve as the basis for your route and needs to be completed before you can proceed.

Define Starting Location and Date
You'll then need to specify the Starting Location and Starting Date for the route. For the date, please follow the format DD/MM/YYYY. For example, if you're starting on the 17th of May, 2023, you would input "17/05/2023".

Moreover, you can use the Starting Date and Starting Location into your registration form to facilitate a pre-selection of possible selectable routes based on the attendee's preferred starting date and location. This feature can be extremely beneficial if you wish to guide the attendees' route selections from a set of different options.

By setting up the form this way, when attendees input their preferences, they will only be presented with routes that match their indicated starting date and location. This helps streamline the registration process and ensures that each attendee is matched with the most suitable route options for their needs.

Specify Maximum Number of Extra Guests
In the 'Max Number of Extra Guests for each registration' field, you will need to specify the maximum number of extra guests that are allowed for each registration. If you do not want to enable extra guests for this route, simply enter "0".

It's important to note that any extra guests will be assigned the same route selected by the main attendee. This means that they will follow the same travel and accommodation plan as the main attendee.

If the route contains accommodation resources, such as a hotel room, the room associated with the resource will be shared between the main attendee and their extra guests. The assignment of guests to rooms is based on the number of sleeps available for the single room unit.

For example, if a room has two beds, and the main attendee has one extra guest, both the attendee and the guest will be assigned to that room. This feature enables efficient utilization of accommodation resources and ensures that all attendees and their extra guests have a place to stay. Moreover, while the default setting aligns the route of the extra guest(s) with the main attendee, Parcy also offers flexibility for event planners. If required, you can assign different routes or rooms to the extra guests.

This can be done from your list management within Parcy, allowing you to customize travel and accommodation arrangements according to specific needs or requests. Whether it's due to different arrival/departure times, preferences, or any other logistical reason, Parcy gives you the tools to handle these variations efficiently.

Hide Route on Registration (Optional)
If you want the route to be hidden during the registration process, you can enable the 'Hide Route on Registration' option. This can be useful if you want to keep the route private until certain criteria are met.

Allow Attendee to Request Route Changes (Optional)
Parcy gives you the option to allow attendees to request changes to their assigned route during registration. This flexibility can be valuable to accommodate individual attendee's needs or special circumstances. To enable this feature, simply check the 'Allow Attendee to request route changes during registration' option.

When an attendee makes such a request, their registration status will automatically be set to a "**PENDING**" state. This status signifies that the attendee's registration is awaiting review due to their route change request. As an event organizer, you can then review these pending requests at your convenience and make the necessary adjustments to finalize the registration.

Additionally, you can customize the message that attendees see when they request route changes. This can be a great opportunity to guide attendees on what kind of changes are possible, how to make their request, or to set expectations about the review and confirmation process.

In summary, enabling this feature and setting up a custom message can provide a more personalized and responsive registration experience for your attendees while giving you control and visibility over any requested changes.

And there you have it! You've successfully created a travel route in Parcy. Remember that you can always go back and edit these details as necessary. Happy planning!

Updated on: 17/05/2023

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