Setting Up Air Actuals

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Make booking further travel arrangements and reimbursements easier by adding a customizable air actuals form to the registration process that collects pre-booked flight information. Air actuals should not be confused with air requests, which are used to collect personal information from registrants to book air travel on their behalf.

This is only an option if your attendees will be registering from their personal computers. Anyone registering in the mobile version will not see this form.



In a Classic Event

1 Activate Air Travel. Begin by selecting your event. If you've already activated Air Travel, skip to Step 2. If you haven't, hover over Event Details and, under General, click Event Configuration.

Click Edit, then scroll down to the Travel section. Check Air Travel. Ensure the box for "Cvent's Air Actual Form" is checked.

Cvent's Air Actual Form

Click Save.
 
 
 2 Set up the Air Actual Form. Hover over Event Details and, under Travel, click Air Travel. The Air Travel tab opens by default, unless you’ve also enabled Air Requests. If so, that tab will open by default instead, and you’ll need to click into the neighboring Air Actual Setup tab.

Click Edit. If you want your invitees to enter their flight details during registration, ensure "Display air actuals to" is set to Planners and invitees. Edit the button that invitees will see while registering.

Specify which fields you want to include on the Air Actuals form.

 
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NOTE: Need to know more? Create questions that will appear right after an invitee enters their flight information.

3 Choose the flight defaults. Make registration quicker by designating default airports and arrival and departure times. Don't worry if these don't apply to everyone, since invitees can change flight defaults during registration.

Scroll down to the Default Schedule section. Begin entering the airport in the Departing From/Returning to or the Arriving at/Leaving from textboxes and select your airport from the list that appears below each field. Enter the default departing and returning dates as well.

 
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Click Save.

4 Adjust the options for each registration path. Hover over Website & Registration and, under Registration, click Registration Settings. If applicable, select the registration path. The Basic Settings tab will open by default. Click the tab to the right, Travel, then Edit.

Decide if the forms should be is Step Mode or List Mode. Step Mode gives each form its own page, while List Mode displays them on the same page.

Scroll down to the Air Actuals section, and select one of the Yes options. Set a deadline for new air actuals
by entering a date. Determine if invitees will be able to make modifications after registering, then set a deadline for them.

Click Save. If your event has multiple paths, you will need to repeat this process for each one.

 
NOTE: Want to change the question displayed during registration? Go to Language Management, search for the text displayed during registration, and edit the text.

5 Add custom content. If you feel the default form needs additional details or instructions, you can add content by hovering over Website & Registration and, under Registration, clicking Registration Pages. If applicable, select a path from the dropdown. Click Air Actual Form.
 
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Change any of the section headers by clicking Edit Section and typing in the Section Header Text field. To remove the header entirely, switch "Display section header" to No. Add content in the HTML Editor. Once you're done, click OK.

Don't forget to Save on the original page as well. If your event has multiple paths, repeat this process for each one.

6 Send your registrants their info, if necessary.
To ensure your registrants are reminded of their air actual info after registration, add the {[C-MY AIR ACTUALS]} data tag to their confirmation email.


In a Flex Event

1 Access the Air Travel page. Begin by selecting your Flex event. Hover over Event Details and, under Travel, click Air Travel.
 
NOTE: If this section link does not appear, make sure Air Travel is checked in Event Details > General > Event Configuration, then select "Cvent's Air Actual Form."

2 Determine your Air Actual settings. The Air Travel tab opens by default, unless you’ve also enabled Air Requests. If so, that tab will open by default instead, and you’ll need to click into the neighboring Air Actual Setup tab.

Click Edit. If you want your invitees to enter their flight details during registration, switch "Display air actuals to" to Planners and invitees.
 
3 Choose the flight defaults. Make registration quicker by designating default airports and arrival and departure times. Don't worry if these don't apply to everyone, since invitees can change flight defaults during registration.

In the Default Schedule section, begin entering the airport in the "Departing from/Returning to"
or the "Arriving at/Returning from" textboxes and select your airport from the list that appears below each field. Enter the default departing and returning dates as well.
 
User-added image
 
Click Save.

 
4 Adjust the options for each registration path. Hover over Website & Registration and, under Registration, click Registration Process. If applicable, choose a registration path. To the right of the page you would like to add air actuals, click Customize.
 
NOTE: Don't see the page you want to add air actuals to or want to create a new one? Click Open Site Designer instead and add a new webpage.

To the right of the canvas, click Build. In the Travel section, drag and drop the Air Actual widget onto the canvas.
 
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In the Configuration Options section to the right of the canvas, establish how the text for each filed will display, including the headers, instructional text, and buttons.

Flight settings can be established by clicking Edit in the Registration Settings section to the right of the canvas. Choose whether you want to require registrants to add pre-booked flight information, establish a cutoff date for when you want to allow new air actuals, whether you want to allow registrants to modify their pre-booked flight information, and if you want to establish a cutoff date for allowing modifications. To return back, click the arrow in the top left of the editor.

Reservation settings can be established by clicking Customize in the Display Settings section to the right of the canvas. Determine which fields you want to display, and whether or not you want these fields to be required. To return back, click the arrow in the top left of the editor.

 
NOTE: In Flex events, primary registrants can submit their flight information and apply the same schedule to their guests.

If you have multiple paths, click the Registration Page dropdown in the top left of the designer. In the Registration Paths section, select a new path from the dropdown. Click on the canvas and repeat this step for each path.
 
Once you're done, click Save to preserve the draft, or click Publish to make it visible to invitees.


5 Send your registrants their info, if necessary. To ensure your registrants are reminded of their air request info after registration, add the {[C-MY AIR]} data tag to their confirmation email.

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