Creating a Trip

A recruiter creates a trip to plan and conduct student recruitment for an institution. A trip is essentially a framework or container to store a series of multiple subsidiary trips or events (referred to as trip activities).

Creating a trip record is basically a three-step process where you, as the recruiter, are required to:

  1. Create a trip record
  2. Create trip activities for the trip
  3. Seek approval for the trip (Optional)

Creating a Trip Record

On specifying values in mandatory and other fields, when you save a trip record, the value in the Trip Status field is set to New. You can then add staff members and volunteers to the record.

Notes:

  • Only the user set in the Owner field can update a trip record. The record will be displayed in read-only mode to other users.
  • When you create a trip record, the Trip ID field is automatically generated in the format TR-Counter-Suffix. The counter is a 5-digit number and increases sequentially as you create trip records. The 4-characters suffix is updated with randomly generated alphanumeric text.
  • If the value in the Owner field is changed, the value in the Department field is also updated automatically. The department of the new owner is displayed.
  • Values in the Estimated Expense and Actual Expense fields are automatically updated from trip activity records created for the trip.
  • Staff members and volunteers added to a trip activity are also automatically added to the parent trip as staff members or volunteers. However, you can delete staff members and volunteers from a parent trip only if they are not included in any child trip.
  • Bing map information of saved trip activities is displayed in the Map area. It serves as a visual indicator to help review and optimize your travel plans. Click a trip activity's location to view its name, location, and start and end time details.
  • The Ratings field displays the rating for a trip, which is calculated by taking the average of the ratings provided for its trip activities. Ratings given for a canceled trip activity and ratings not provided for a trip activity in a parent trip are excluded while calculating the average.
    Further, if the average for a trip rating is in decimals, the final rating is rounded off to a single digit. For example, if the rating for trip is 3.3 or 3.8, the final rating will be rounded off to 3.