Predefined events on the worktrips.com platform

Remember your last attempt to coordinate a business trip for 30 people from four locations? Lots of emails with questions, endless Excel spreadsheets, manual searches for connections, and trying to stick to a budget… Organizing a board meeting for three people was easy. But when I had to plan the participation of 27 employees in a trade fair in Berlin, a real logistical nightmare began, admits Joanna, an office manager from a technology company. The predefined events function on the worktrips.com platform was created for situations like this. It is a thoroughly thought-out solution that transforms the chaos of organizing group trips into an orderly and transparent process.

In this guide, you will read about:

1. What are predefined events?
2. Practical applications of predefined event functionality
3. How do predefined events work on the worktrips.com platform?
4. The most important benefits of using the predefined events function
5. Control over the budget for organizing corporate events
6. Simplifying the process of booking employee group trips
7. Transparent reporting and analysis of business travel arrangements
8. Practical case: managing group participation in international trade fairs
9. Efficient organization of group trips

What are predefined events?

Predefined events are a functionality of the worktrips.com platform that allows you to create a dedicated travel “template” for group employee trips, where participants are heading to the same place but starting from different locations. Let’s imagine a situation: a company organizes a business trip, an integration event, or participation in a fair, and employees commute from different cities in Poland. Everyone needs individual transport, but they all have one goal in common — reaching the same company event.

Practical applications of predefined event functionality

Predefined events on the worktrips.com platform are perfect for many corporate event organization scenarios:

• trade fairs and industry conferences - employees from different branches can independently plan a business trip to the city where the business event is taking place, while maintaining compliance with company policy,
• corporate training - when employees are from different locations, each of them can book transport tailored to their individual needs,
• integration events - participants can flexibly plan their arrival and entire stay, which is especially important for longer organized group trips,
• board meetings - when board members arrive from different cities or countries, predefined events ensure organizational consistency and control of business travel costs.

How do predefined events work on the worktrips.com platform?

The process of organizing predefined events on the worktrips.com platform is extremely simple and intuitive. It can be described in a few points:

1. Create an event corporate – the administrator can define the name, date, destination, and specify the total budget for the business trip. He can also add a photo for the dedicated event, which makes it easier to identify on the dashboard.
2. Creating a group of participants - you can assign specific employees to the event who will have access to a given event.
3. Determining the details - the worktrips.com system allows you to specify which elements of the trip can be edited by employees — only transport, only hotel, or all elements of the business trip.
4. Assigning a dedicated travel policy - for each corporate event, you can create a separate travel policy with individual limits for travelers. This is especially useful for organized group travel to conferences or fairs, where the price standard may be higher than usual.

The most important benefits of using the predefined events function

1. Control over the budget for organizing corporate events

When planning group employee trips, it is easy to lose control over expenses. Predefined events on the worktrips.com platform solve this problem. How? Mainly through automatic expense monitoring. The approval panel clearly shows information about the user exceeding the budget and the budget status of the entire corporate event. The worktrips.com system directs such cases to manual verification by the administrator.

2. Simplifying the process of booking employee group trips

For employees, using predefined events when planning business trips means exceptional simplicity:

• most of the group travel details are already filled in (destination, dates, destination city),
• the employee only chooses a means of transport from a location convenient for him,
• the booking process for employees is in line with the established travel policy,
• no need to settle the costs of a business trip yourself.

3. Transparent reporting and analysis of the business travel organization

The biggest advantages of predefined events on the worktrips.com platform include:

• the ability to filter and sort data in reports by business event name,
• access to detailed information on arrival times of group trip participants,
• easy identification of people who have canceled their participation in a corporate event,
• ability to export data for further cost analysis.

Practical case: managing group participation in international trade fairs

A technology company with offices in Warsaw, Poznań, Gdańsk, and Kraków is planning a group business trip for 30 employees to an international technology fair. Before implementing the worktrips.com platform, the organization’s process looked like this:

1. The administration department collected information by email from all participants of the company event.
2. Each person provided their transportation preferences for business trips.
3. The administrator manually booked tickets or reimbursed business travel expenses for employees.
4. The settlement of an employee group trip was time-consuming and full of errors.

After implementing predefined events available on the worktrips.com platform, the organization of group trips began to look as follows:

1. The administrator creates an event on the business travel organization platform.
2. Establishes the total group travel budget and per-person limits.
3. Specifies the dates and destination of the trip.
4. Employees themselves book transport for business trips that meets their needs.
5. The system automatically ensures compliance with business travel policies and limits.
6. After a corporate event, the administrator generates a report on business travel expenses with one click.

The result? Savings in administrative time, greater participant satisfaction with the ability to adapt the business trip to their needs, transparent settlement, and control over the total costs.

Efficient organization of group trips

Predefined events are a function that significantly simplifies the organization of group trips and corporate events. Thanks to the effective management of business trips:

• you save a lot of time on coordinating individual business trips,
• you have full control over the budget of the entire corporate event and limits for individual travelers,
• you gain transparent reporting that previously required manual analysis,
• you give employees the flexibility to plan their stay while maintaining compliance with company policy,
• you gain valuable data on the arrival times of participants in a work group trip,
• you eliminate errors in settlements and problems with different names for the same business event,
• you can apply a special travel policy dedicated only to a specific predefined event.

The worktrips.com platform with the predefined events function is a modern solution for managing business trips, which makes even the most logistically complex trips for employees easy to organize and manage.

Want to see how predefined events can streamline the organization of corporate events in your company? Schedule a free presentation of the worktrips.com platform and see how intuitive business travel management can be!

 
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