Audience: Admin In this article, you will learn how to create an Event. Events are the first step of managing guests travel and expenses. They let you to define key parameters such as dates and locations to enable travel and expense automation and setup.
Overview
Budget and Payment Configuration
Basic Event Information
Accessing the Event menu and creating your event.
Step 1: Navigating the Event menu.
On your homepage, click Event in the Create section at the top
Step 2: event details.
In this first form, enter event basic details:
- Event Name: create a name that's easy to identify as this will be used as a purpose for all related expenses.
- Event description (optional): Add internal notes or details about the event for your team's reference. This helps you stay organized but remains hidden from guests
- Event location: establish the destination for all travel arrangements.
Tip: Use descriptive event names that will make sense in expense reports. Key Timeline Management
Set up automated workflow triggers with five essential dates. The platform uses these dates to send targeted email and SMS reminders, ensuring guests complete their bookings on time and arrive/depart as planned.
Step 3: Event schedule.
Click on each field and pick dates from the calendar that opens. Also select times by clicking the clockâby default the current time will be applied.
Define key dates for your users to take action:
- Event Dates: The start and end dates of your event.
- Registration deadline: when guest accounts should be ready for booking.
- End Time: When your event concludes and guests can depart.
Tip: set realistic deadlines with enough time for booking completion.
Step 4: Event timeline.
Key dates are automatically set based on your event dates, but you can adjust them as needed:
- RSVP by: When guests should confirm their attendance.
- Book trip by: Final date for guests to complete their travel reservations.
- Guest access expiry date: When guest access to the platform ends.
Tip: set your arrival time earlier than the time your training session, presentation or event's key activity actually starts at. Guests always need a bit more time to find location and seat or grab a coffee before the session. Step 5: Guest Notifications (Optional)
These key dates will trigger automated reminders so your guests can take action on time. Select which channels to enable for notifications.
Budget and Payment Configuration
Define your payment methods.
Step 6: Budgets and payment methods.
Select the payment method and expense process that you want guests to use for this event.
- Issue virtual Cards to guests for all expenses.
- Let guests use personal cash and request reimbursement.
- Use a lodge or shared card for travel bookings.
Step 7 (optional) : Budget setting.
We recommend issuing virtual Cards to guests to simplify expense tracking and eliminate the need for manual reimbursements.
1. Define a budget - this is the maximum spending limit for each virtual Card. Then enter the virtual Card end date.
2. Tick the first box to confirm you authorize virtual Cards creation for your guests.
3. Tick the second box to allow budget flexibility for unexpected travel disruptions.
Tip: you can allow 30-40% budget flexibility for complex itineraries with connection risks.
Tip: set budget closure dates 5-7 days after the event end date to cover return travel, expenses and transactions processing.
Next Steps: review SMS notifications guests will receive.