For That Ad Hoc Group—When You Need to Know
Are you coordinating a corporate meeting, incentive trip, association program, customer event, or an ad hoc group traveling to any city in the world?
Knowing when everyone is arriving and departing can become complicated very quickly. LET US KNOW by ONCORR gives you one organized, accurate arrival and departure list that you can review, sort, download, and distribute whenever you need it.
Setting up the meeting
The corporate meeting planner can:
- Enter the company, client, association, or organization name
- Enter the meeting, program, incentive trip, or event name
- Enter the destination city and country
- Enter the primary meeting or program dates
- Allow for early arrivals and late departures
- Enter the hotel, venue, cruise, private residence, or other event location
- Add important meeting dates, times, and locations
- Add transportation, airport-transfer, and meet-and-greet requirements
- Enter the planner's name and contact information
- Add additional authorized users, if needed
- Select reporting and notification preferences
- Add reimbursement requirements, when applicable
- Generate a secure participant link and dedicated event email address
- Send the secure link or email address to attendees
- View, sort, update, download, and distribute arrival and departure reports
Optional travel reimbursement
If airfare or other travel expenses will be reimbursed, the meeting planner can activate a reimbursement section and indicate whether airfare will be:
- Reimbursed in full
- Reimbursed up to a specified limit
- Reimbursed according to another stated policy
- Not reimbursed
When reimbursement applies, the allowable amount or reimbursement limit appears clearly in the attendee's instructions, and the attendee is asked to upload the complete airline or travel-agency itinerary and receipt showing the traveler's name, airline and flight information, ticket number, complete fare and tax information, total amount paid, form of payment, proof that the ticket has been paid, and only the last four digits of the credit card used. ONCORR extracts the airfare and payment information and shows both the amount paid and the applicable limit, so the organizer can determine the reimbursable amount. The reimbursement amount and supporting documentation are available only to authorized users.
What your attendees will see
These instructions appear in the email you send and at the top of the page each attendee opens from your secure link.
It's Simple. It's Easy to Keep Everyone Informed About When You Arrive and Depart.
We only need the basics. Upload or forward what you already have, and artificial intelligence will identify the important travel information and place it into the correct format for the organizer to review.
There is no need to copy and paste individual details or complete a complicated form.
If your airline, flight, dates, or other travel arrangements change, simply upload or forward the updated information the same way. LET US KNOW by ONCORR will replace the outdated information and keep the organizer's arrival and departure list accurate and up to date.
What the attendee does
After opening the secure link:
- Confirm or enter the traveler's name and email address.
- Include the names of accompanying travelers covered by the same itinerary.
- Provide both arrival and departure information.
- Upload the itinerary, forward the confirmation email, enter the information manually, or dictate it using a microphone.
- Review the information ONCORR extracts from the submission.
- Correct anything that is incomplete or inaccurate.
- Submit the information to the organizer.
- Save the link and use it again if the itinerary changes.
If the attendee is driving, traveling by train, arriving independently, or does not yet have confirmed travel arrangements, the attendee should still use the link and provide whatever information is currently available. No special upload format is required: as long as the information is included and readable, artificial intelligence identifies the traveler's name, accompanying travelers, email address, arrival city and airport, arrival date and time, airline and flight number, departure city and airport, departure date and time, and other relevant travel information, and places it on your arrival and departure list for review.
Try It for Free
Your first 30 traveler registrations are free. After that, each additional traveler registration costs just $1.
There is no advance registration charge. The final total is calculated and billed after the event.
Updates or changes to an existing traveler's itinerary are included at no additional charge.