Travel
Manage flights and hotel stays for your event guests in Evencia.
Overview
The Travel feature lets you record and track the travel arrangements for guests attending your event. From one place you can log flight bookings and hotel stays, monitor live flight statuses, share a personal travel summary with each guest, and receive download logs whenever a guest accesses their travel documents.
You would use Travel when your event involves guests travelling from different locations and you want to keep all their transport and accommodation details organised in one place — rather than managing spreadsheets or separate booking systems.
Where to find Travel
- Open your event from the Evencia dashboard.
- In the event menu, select Travel.
The Travel section opens on the Summary view. Use the tab bar at the top to switch between:
| Tab | What it shows |
|---|---|
| Summary | An overview of all guest travel — flights and hotel stays together |
| Flights | All flight bookings for the event |
| Hotels | All hotel stays for the event |
| Download Logs | A record of every time a travel document was downloaded |
Before you start
- You need the travel.viewAny permission to view the Travel section.
- You need the travel.edit permission to add or update flights and hotel stays.
- You need the travel.delete permission to remove flights or hotel stays.
- Guests must already exist in the event before you can record travel for them.
If you cannot see the Travel section or certain buttons, contact your event administrator to check your permissions.
Travel Summary
The Summary page gives you an at-a-glance view of all travel arrangements for the event.
Stats at the top
Three summary cards show:
| Card | What it shows |
|---|---|
| Total Flights | The number of flight bookings recorded for the event |
| Total Hotel Stays | The number of hotel stays recorded for the event |
| Total Guests | The number of guests currently matching the applied filters |
Live flight ticker
Below the stats cards, a scrolling ticker shows flights that are active right now or departing within the next five days. Each entry shows:
- The guest's name
- The airline and flight number
- The departure and arrival airports
- The departure date and time
- The current status (Boarding, Departed, Landed, or Planned)
Hover over the ticker to pause it.
Guest table
The main table lists every guest with their travel summary:
| Column | What it shows |
|---|---|
| Guest ID | The guest's unique identifier |
| Guest | The guest's name |
| Tag | The guest's assigned category |
| Status | The guest's registration status |
| Registration | Whether the guest has completed registration |
| Travel | How many flights and hotel stays are recorded for this guest |
Actions available for each guest
- View (eye icon) — Opens a panel on the right showing all flight and hotel details for that guest.
- Copy public link (copy icon) — Copies a personal travel summary link to your clipboard. You can share this link with the guest so they can view their own itinerary without logging in to Evencia.
- Notify guest (bell icon) — Sends the guest a notification with their travel details (email and/or WhatsApp, depending on your event settings).
Filtering the list
Use the filters above the table to narrow down which guests are shown:
| Filter | What it does |
|---|---|
| Search | Finds guests by name or guest ID |
| Status | Shows only guests with a specific registration status |
| Tag | Shows only guests with a specific tag |
| Travel Info | Shows guests who have a flight, a hotel, no flight, no hotel, or no travel at all |
| Registration | Filters by whether registration is completed or pending |
| Flight Status | Shows only guests whose flights are currently Boarding, Departed, or Landed |
Select Clear to remove all active filters at once.
Guest travel panel
Selecting the eye icon for a guest opens their travel panel on the right side of the screen. This panel shows:
- The guest's name, photo, and tag
- All flights recorded for the guest, with each leg's details and status
- All hotel stays recorded for the guest
- Attachments (such as booking confirmations) attached to each flight or hotel stay
- Buttons to copy the public link, notify the guest, edit a flight or hotel, and delete a flight or hotel
Public travel summary
Each guest has a personal, shareable travel summary page that shows only their own flights and hotel stays. This page:
- Requires no login — the guest can open it directly from the link.
- Shows flight details, hotel check-in and check-out times, and any attached documents the guest can download.
- Is valid for a session of six hours once opened.
To share the link, select Copy public link from the Summary table or from the guest travel panel.
Sending travel notifications
To notify a guest about their travel arrangements:
- Find the guest in the Summary table.
- Select the bell (notify) icon.
Evencia sends the guest a notification through whichever channels are enabled in the event settings (email and/or WhatsApp). The notification includes a link to their personal travel summary.
If no notification channels are enabled for your event, you will see a message saying no channels are active. Contact your event administrator to enable travel notifications in the event settings.