Operations

Travel

Travel is where you book and track how your people get to and stay at each show: flights and other travel legs, hotels and rooming, rental cars, shuttles and per diem. In the left menu, under Operations, choose Travel. You can also open a show and click Travel (or Open travel for this show) to jump straight to that show's travel.

Travel is in TourOps, FestivalOps, ActionOps and CoralOps (not VenueOps or PromoterOps). Company Admins and Company Users with the Manager, Ops or Coordinator role can edit it; Finance, Legal and View only seats can read it. Crew see their own travel in GigOps Crew.

How do I add travel info for a show?

Travel is organised per person. First put the person on the show's travel, then add their flights, hotel, car or shuttle.

1. In the left menu, choose Travel, then click One show and pick the show from the drop-down (or open the show and click Travel).
2. Click + Add crew next to the show name.
3. In Add crew to travel, click + Add next to a crew member, or next to a person under Company users.
4. On their travel card, click + Add next to Travel, Hotel, Rental car or Shuttle.

Each person's card shows their legs, hotel, car, shuttle and per diem, with edit and delete links on every item.

How do I add a flight?

1. On the person's travel card, click + Add next to Travel.
2. Choose the Direction (Inbound, Outbound or Internal) and keep Mode on Air.
3. Set the Departs date (the date field above the flight number), type the Flight number (for example UA88) and click Look up flight. GigOps fills in the airline, airports and times.
4. Check or type Airline, Dep airport, Arr airport, the departure and arrival dates and times, Confirmation # and Notes.
5. Click Add leg.

If the arrival date is after the departure date, the form shows "Arrives +1 day" and the leg shows a red +1. If flight lookup is not available, just type the details in.

What if a flight number has several stops?

Some flight numbers fly more than one segment (for example Sydney to Singapore, then on to London). Look up flight then shows a button for each segment above the airline, such as 1 · SYD → SIN and 2 · SIN → LHR. Click one to see or change that segment in the form. Add leg adds every segment, each as its own leg, linked to the one booking and sharing its Confirmation # and Notes; the legs show segment 1, segment 2 and so on. When you edit one of those legs and look the flight up again, the form fills the segment that leaves from the leg's airport.

How does GigOps check the arrival time?

When both airports' time zones are known (the lookup fills them in), the form compares the departure and arrival in UTC. It shows the time in the air, says "Arrives +1 day local time" for an overnight flight, and warns in red when the arrival is before the departure; GigOps will not save such a leg. A flight west across the date line can land on an earlier local date than it left, and that is fine. If you type the airports in by hand, or change an airport after a lookup, the time zones are not known, so GigOps only compares dates and never refuses the leg.

How do I read flights from a confirmation email?

1. On the person's travel card, click + Add next to Travel.
2. Click Paste email….
3. Paste the airline or travel agent confirmation into the box, or under Or read a file (PDF or photo) choose the confirmation as a PDF or photo, or pick one you already uploaded to Documents.
4. Click Extract flights.

If one flight is found, GigOps fills in the leg form for you to check, then you click Add leg. If several are found, you see the list of flights; click Add N legs to add them all at once. Nothing is saved until you click add. This needs AI features enabled for your workspace, and is not available to View only seats.

How do I add a train, drive or other ground leg?

1. On the person's travel card, click + Add next to Travel.
2. Set Mode to Drive, Train or Other.
3. Fill in From and To, the departure and arrival dates and times, Confirmation # and Notes.
4. Click Add leg.

How do I set up a hotel and put crew in it?

Start with the show's hotel, then room people in it.

1. In Travel, under the show, find Hotels & rooming and click + Add hotel.
2. Enter a Label (for example Crew or Talent), the Hotel name, Address, Phone, Website, Default check-in, Default check-out and Notes.
3. Under Room crew, tick the people staying there, or tick Add all crew.
4. Click Add hotel.

Each hotel card lists its guests, grouped into shared rooms where a room number is shared. Use Edit or Delete on the hotel card to change it.

How do I change one person's hotel, room type or roommate?

1. On the person's travel card, click + Add next to Hotel (or edit on their hotel).
2. Under Hotel, pick one of the show's hotels, or choose One-off / enter manually and type the Hotel name and Address.
3. Set Check-in, Check-out, Room type, Nightly rate $, Confirmation # and Notes.
4. To share a room, tick Has roommate and choose the person under Roommate.
5. Save.

How do I export a rooming list?

• For one show: under Hotels & rooming, click Export CSV or Export PDF.
• For the whole tour: at the top of Travel, click Export rooming CSV or Export rooming PDF.

The list has the hotel, address, name, role, check-in, check-out, room type, roommate and confirmation for each guest. Click Change log under Hotels & rooming to see who changed the rooming and when.

How do I add a rental car?

1. On the person's travel card, click + Add next to Rental car.
2. Fill in Vendor, Car class, Pickup date, Pickup time, Pickup location, Drop-off date, Drop-off time, Drop-off location, Daily rate $, Confirmation # and Notes.
3. Click Add.

How do I add a shuttle for one person?

1. On the person's travel card, click + Add next to Shuttle.
2. Fill in Date, Pickup time, From, To and Notes.
3. Click Add.

This records a single ride on that person's travel. To run a scheduled shuttle for many people with a driver and stops, use the Transport module (Schedule shuttle).

What does "Per diem" mean here, and how is it worked out?

Per diem is the daily meal allowance you pay each person: a rate for breakfast, lunch and dinner for each day they are on the road. GigOps works it out per person:

• Days: the person's own start and end dates, or the show's on-site days if you leave the dates blank.
• Rates: the person's own rates, or your company defaults if you leave them blank.
• Catering: any meal the show's catering schedule provides is deducted automatically.

The card shows the gross, the catering deduction and the net, which is what the Travel stat Per diem (net) adds up.

How do I change someone's per diem rates or dates?

1. On the person's travel card, in the Per diem section, click Edit rates & dates.
2. Set Start date and End date, or leave them blank to use the show's on-site days.
3. Set Breakfast $, Lunch $ and Dinner $, or leave them blank to use the company defaults.
4. Check the Preview table (meals crossed out are provided by catering), then click Save.

Company Admins set the default rates in Company settings (from the menu under your name), under Default per-diem rates.

How do I add per diem to the budget?

On the person's travel card, in the Per diem section, click Add to budget. GigOps adds their net per diem to the Budget as a line, or updates the same line if you click it again. This needs edit access to the Budget (Company Admins, Manager, Finance and Legal roles by default).

How do I see all travel across the tour?

1. In Travel, click Whole tour.
2. Choose By person to see each show with its people, or By mode to see everything grouped into Flights & travel, Hotels, Rental cars and Shuttles.

Use Collapse all and Expand all to tidy the list. The stat cards show Shows with travel, Unique crew, Per diem (net) and Hotel cost. The map above plots each show on the route, coloured by its status (Confirmed, 1st hold, 2nd hold, Want); click a pin to open the show.

Where is the flights board, and how do I get live flight status?

Above the travel list, the Flights board lists every flight by departure time, with the flight, route and traveller. Click Today, Tomorrow or All to change the day; "today" is the date at the departure airport.

Click Live status to fetch the current status (for example delayed, departed, landed) and gate for today's and tomorrow's flights. If live status is not available for your workspace, you see a message and the board still lists the flights.

How do I remove someone from travel or delete a booking?

• To delete one flight, hotel, car or shuttle: click delete on that item and confirm.
• To take a person off a show's travel: click Remove on their travel card and confirm. This deletes all their flights, hotel, car and shuttle entries for that show.

How does travel work for a festival or event?

In FestivalOps and ActionOps, people travel to the event as a whole, not to one day. Travel opens on Event travel ("Not tied to a day"):

1. Click + Add crew next to Event travel and add people.
2. Add their flights, hotel, rental car and shuttle on their cards as for a show.

The first stat reads Travel legs instead of shows. Older day-by-day travel stays listed below until it is emptied.

How do I manage hotel blocks for an event? (ActionOps)

At the top of Travel, open Hotel blocks and click Add hotel block.

1. Enter the Hotel (required), Block name, Address, Rooms held, Room type, Rate / night and who it is For (Everyone, Athletes, Crew or Judges).
2. Add Check in, Check out, Cutoff date, Contact, Email, Confirmation and Notes.
3. Click Add block.

Each block shows how many rooms are left of those held. Open Rooming list on a block to see who is in it, grouped by club, then crew and judges, and click Rooming CSV to download it. Click a block to edit or Delete it; rooms already booked from it keep their booking.

How do I see the whole event's travel roster? (ActionOps)

At the top of Travel, open Event roster. It lists every arrival and departure with date, who, group, leg, carrier, times and hotel. Filter with Everyone, Athletes, Crew or Judges.

How do I handle travel proposals from teams? (ActionOps)

Team Managers can propose travel for their athletes from their own workspace. Proposals waiting for you are counted on the Proposals button at the top of Travel.

1. Open Proposals.
2. Read the details (flight, hotel, route, date and note).
3. Click Accept & book to book it into the event's travel, or Decline and give an optional reason.

What do crew see of their travel?

Crew see their own flights, hotel, rental car, shuttles and per diem on the Travel tab of GigOps Crew, once they are booked. They cannot edit them; changes are made here.