Whether an event is in draft state or has already been published,
you can still edit the basic details such as the event name, description, payment sources, booking guidelines, and so on.
You can also send invites, add or remove travelers, and modify custom field responses during any step of the event creation workflow.
The following are some editing actions that can be performed on draft and published events:
Add the list of travelers (i.e., event attendees) to the event.URL path requires:eventId generated from step 1 of creating and publishing an event workflow.Request body requires: An array of userIds. The user details such as their userId, name, and email can be accessed using the the query user API.Response will contain:addedUserIds
Note: Adding a traveler will not trigger an email invite to them. The event coordinator must still send invites separately. Refer to sending an invite topic.
Remove travelers from an event. The event coordinator can remove up to 10 travelers per API call.URL path requires:eventId generated from step 1 of creating and publishing an event workflow.Request body requires: An array of userIds (maximum allowed is 10 userIds per API call). The userId can be accessed using the get travelers list workflow.Response will contain:removedUserIds
Note: Removing travelers from an event will not cancel their trip or any bookings they have already made for the event.
To cancel any of the bookings a removed traveler may have already made, use the cancel PNR endpoint.
Edit basic information of the event such as the event name, description, date and time, location, and contacts. You can also add or edit supporting documents for the event.URL path requires:eventId generated from step 1 of creating and publishing an event workflow.Request body requires:name, description, documents, startDateTime, endDateTime, location, and/or contacts.
Update the booking guidelines for a draft or a published event. The event coordinator can update booking guidelines such as maximum number of guests allowed, arrival and departure window for the event, payment methods, and allowed travel types.URL path requires:eventId generated from step 1 of creating and publishing an event workflow.Request body requires:bookingGuidelines, allowedBookingTypes, and paymentMappingsResponse will contain:eventId
Send event invites to the travelers. The invites can be sent to all travelers who have already been added to the event using a single API call, or you can send invites to specific travelers.URL path requires:eventId generated from step 1 of creating and publishing an event workflow.Request body requires:userIds (This is optional if the invites are being sent to all travelers).
Send a test event invite to the API caller. As an event coordinator, this endpoint is useful to preview an invite before sending it to the travelers.URL path requires:eventId generated from step 1 of creating and publishing an event workflow.
Update payment sources
Updating the payment sources for an event requires two steps as explained below:
Retrieve the payment sources that are mapped to the userId of the event coordinator.Request body requires:userId of the event coordinator.Response will contain: The list of paymentSources that are mapped to the requested userId.Other APIs will use:paymentSources > id
Update the booking guidelines for an event such as maximum number of guests allowed, arrival and departure window for the event, payment mapping to the type of travel, and allowed travel types.URL path requires:eventId generated from step 1 of creating and publishing an event workflow.Request body requires: The paymentMappings > id from step 1, bookingGuidelines, and allowedBookingTypes.
Update custom field responses
The event coordinator can access the custom field questions and provide responses to them using the steps below:
Retrieve all custom fields. A company administrator may have configured a set of questions when creating a travel policy. This API returns the list of all the questions for a companyId.URL path requires:companyId. The company ID can be accessed using the get company API.Response will contain: A list of elements which contains the question id and name displayed to the traveler (e.g., What is the purpose of your trip?).Other APIs will use:id. (Also referred to as questionId in step 2 and customFieldId in step 3)
Retrieve one specific question and its details.URL path requires:companyId from the get company API and questionId from step 1. Response will contain: The question id, its name, and matchConditions. The custom fields with matchConditions > tripUsageTypes field containing the value as EVENT (or of it's empty) can be added to the event in the next step.
Provide a response to a custom field question. The response to a question can be updated either by the traveler or the event coordinator on behalf of the traveler. In both cases, the response text has to be provided in the request responseItems > response field.URL path requires:eventId generated from step 1 of creating and publishing an event workflow.Request body requires: An array of eventCustomFieldResponses which contains the customFieldId from step 1 and responseItems.