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, hotel stays, and visas, monitor live flight statuses, share a personal travel summary with each guest, customize how the public travel pages look, 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, hotel stays, and visas together |
| Flights | All flight bookings for the event |
| Hotels | All hotel stays for the event |
| Visas | All visa / entry permit records for the event |
| Branding | Customize the look of the public travel pages guests see |
| 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
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 Visas | The number of visa records 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 | Whether the guest's flights, hotel stays, and visa are confirmed |
| Notification Status | Which travel notifications have already been sent to this guest, and when |
Actions available for each guest
- View (eye icon) — Opens a panel on the right showing all flight, hotel, and visa 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 full 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, a visa, no flight, no hotel, no visa, 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 |
| Confirmation | Shows guests by confirmation state — all confirmed, not confirmed, flights confirmed, hotels confirmed, or visa confirmed |
| Notification Status | Shows guests who have (or have not) already received a visa, flight, hotel, or summary notification |
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
- The guest's visa, if one is recorded
- Attachments (such as booking confirmations) attached to each flight, hotel stay, or visa
- Buttons to copy the public link, notify the guest, edit a flight, hotel, or visa, and delete a flight, hotel, or visa
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 updates
Evencia gives you several ways to let guests know about their travel arrangements, depending on whether you want to notify about everything at once, about a single travel type, or about several guests in bulk.
Notify a single guest about all their travel details
- 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.
Send a specific update (visa, flight, or hotel) to one guest
Use this when you only want to resend one part of a guest's travel details — for example, after updating just their flight.
- In the Summary table, select the guest's Notification Status cell (it shows "None" or a list of previously sent updates).
- In the popover that opens, select Send Visa Email, Send Flight Email, Send Hotel Email, or Notify (full summary).
- Confirm the send.
Guests without an email address on file are skipped, and you'll see a message listing who was skipped and why.
Send an update to multiple guests at once
- Select the checkbox next to each guest you want to notify, or select the checkbox in the table header to select every guest currently shown.
- A bulk action bar appears above the table with buttons for Send Visa Email, Send Flight Email, Send Hotel Email, and Notify.
- Select the update you want to send, then confirm.
The same skipped-guest reporting applies — any selected guest without an email address is skipped and reported after sending.
Automatic prompt after saving a flight, hotel, or visa
When you save a new or updated flight, hotel stay, or visa (and your event has an automatic notification channel enabled in event settings), Evencia asks whether you'd like to notify that guest about the update right away. Select Notify to send it immediately, or Not now to skip and notify later from the Summary table.