What is an Organizer? #

Organizers can be Reps, Teachers, Fraternity President’s, Students Council, etc… They are a special traveler (Organizer) or group of travelers (Many Organizers) who are in charge of the group and have a special role of bringing their friends and others on the trip. Normally they are a paid traveler with the group, not a staff.

How Can I tell who is an Organizer? #

Via a Trip Record #

1. Open the Trip Record

2. Scroll to the Contacts module

3. Contacts with a ☆ next to their name are Organizers for this trip

4. If there are bookings on the trip, the Organizer ☆ will also appear next to the booking name

Via a Booking Record #

1. Open the Booking Record

2. Scroll to the Overview panel

3. The bottom field will read: “Is An Organizer?” Yes/No

Via a Contact Record #

1. Open the Contact Record

2. In the Bookings module under Contact there will be a ☆ next to the Booking’s Contact name if the contact IS an Organizer

3. If the Contact has NO Booking Records, click on the Trip Record in the Trips module and follow the “Via a Trip Record” steps above

On the Traveler Interface: #

Via Trip Page #

Under Travel Details in the ” Your Campus Rep/School Organizer” section.

Via My Profile #

Under My Trips under ” Campus Rep/School Organizer ” section

Edit a Contact to Make them an Organizer #

1. Open the Trip Record this Organizer is on

2. Under the Contacts module, find the contact you want to add an Organizer association to

3. Click edit in the contacts row

4. Click the Association + button (your Organizer will be a Lead and an Organizer, or a Traveler and an Organizer)

5. Choose Organizer from the Association dropdown

6. Click Update

Update Traveler Who Signed Up Under the Wrong Organizer #

One by One #

1. Open the Booking Record of the traveler you want to update

2. Click Edit in the Overview panel

3. Add or Edit the Referred By Field

4. Type in the correct Organizer (contact)

5. Click Update

Many at once #

1. Begin a Bookings Search

   1. Open the advanced search (click the down arrow on the right of the search bar)

      1. Filter: Choose: Referred by

      2. Matches

      3. Field: First Name OR Last Name OR Emails

   2. In the Query Area

      1. Operator: Contains

      2. Value: [This is where you add in the first name, last name, or email]

   3. Click Search

2. Groupdesk will refresh and show you all applicable results

3. Use the Checkbox on the Left side to select any or all bookings

4. Once you have checked the bookings, a box called Edit will appear in the top right of the page (near Export)

5. Click Edit

6. In the pop up modal

   1. Check the Referred By check box

   2. Search for the correct Organizer (contact)

   3. Click Mass Update

Organizer Tab – Invite List #

Organizers are able to monitor a traveler’s status using their Organizer tab. This gives Organizers the ability to see who has and hasn’t signed up yet, what room travelers are in, their status on the trip and other traveler contact information. It helps to minimize the need for communication between the Organizer and the Trip Planner.

Referral Travelers #

Any travellers who have made a booking on the trip and selected the Organizer using the Referred By field when booking will appear under the Referral Travelers module.

Travelers #

All bookings on the trip will appear under the Travelers module.

Invite List #

Organizers can view all contacts added to the trip and add any potential travelers to the list.

Traveler Information #

Organizers can view the following Traveler information from the Referral Travelers and Travelers modules.

• Number (#) of Travelers

• Name

• Phone Number

• Email Address

• ​Booking Status​

• ​Room Number​

• ​Room Type​

• ​Room Occupancy​

• Additional Details (such as Booking Code)

Organizers Can Add Travelers to the Trip Invite List #

For an Organizer to add prospective travelers to an Invite List they will follow these steps:

1. Login to My Profile

2. Under My Trips Click on View & Upload Interest List under the Organizer section

3. Click on Add a Contact (Next to Invite List)

4. Complete the form with the contact details and click Add Contact