In some cases, however, you may be dealing with people (or groups of people) where it's not useful to record their travel individually - in particular if you have one-off individuals (like workshop participants) or large groups travelling together (like an orchestra). You can now configure "Generic Passengers" for your organisation to allow quick entry of these kinds of journeys.
Configuring generic passengers for your organisation
Before you can record travel for a generic passenger, you will need to create them for your organisation. This requires administrator permissions.
- Use the cog icon in the top right to access your settings menu
- Select the "Generic Passengers" tab
- You can add as many different types of generic passenger as you wish
- You can also remove generic passenger types - this will not affect existing claims but will prevent new trips being created with that passenger type
Recording travel for a generic passenger
Once you have created the generic passenger types, you can link them as a passenger on any trip in exactly the same way as adding a user.
- Start adding a travel item to an expenses claim
- In the "Passengers" field, start typing the name of a generic passenger type - you will see the passenger appear as an option
- If you select a generic passenger, you will be prompted to enter the number of people. For example, if you are recording a bus trip for 25 Orchestra members, select "Orchestra" and enter a quantity of 25.
- You will see that the passengers field now shows "Orchestra x 25" as a passenger.
- If you want to edit the quantity, just remove the "Orchestra x 25" passenger and add the correct number of Orchestra members in the same way as before.
- When the carbon calculation is complete, you will see that the total passenger mileage and carbon impact takes account of the total number of passengers on the trip.