New Horizon Experience. This article describes the New Horizon Experience, which is currently available only in the Horizon WebRef mobile apps for Android and iOS. It is coming soon to desktop and laptop.
This article covers the Travel itinerary for a game in HorizonWebRef. Assignors open it from the Master Game Schedule. Officials open the same trip from My Schedule when travel has been entered for them.
Use it when officials are traveling for a game and need more than a venue address: a hotel confirmation, a flight or train, or a rental car. The itinerary belongs to that game. Everyone who is supposed to use a reservation can open it from their own schedule, copy the confirmation number, call the hotel, or get directions.
Both layouts are in use right now. In the Horizon WebRef mobile apps for Android and iOS you see the New Horizon Experience. On a computer or laptop in a web browser you still see the older legacy layout. Match the steps to the screen in front of you. When a control or rule exists on only one layout, this article says so. The steps below start with the New Horizon Experience in the apps, then cover that older desktop or laptop layout.
Watch the walkthrough, then use the steps below. You can follow it on a computer or in the Horizon WebRef apps.
Why organizations use it
Travel details used to live in inboxes, texts, and printouts. When a confirmation number changed, someone on the crew often still had the old one. The itinerary puts hotels, flights or trains, and rental cars on the game itself, with the confirmation number, times, address, and who the reservation is for.
That is useful when a crew is staying overnight, flying or taking a train to a distant venue, or sharing a rental car. Officials do not have to ask the assignor to resend an email just to copy a confirmation. Assignors can copy a trip from another game in the same season when the same hotel or route is used again.
Turn it on
Travel itineraries stay off until an organization administrator turns them on. Open System Settings, go to Features & Settings, and search for 48 or Travel Itinerary Manager. Feature #48 Travel Itinerary Manager is the switch. Turn it on. The row saves on its own. You should see a short confirmation such as All changes saved.
When the feature is off, assignors do not get a travel action on the game, and the itinerary explains that travel itineraries are turned off for this organization. Officials will not see a Travel badge or a Travel itinerary action until the feature is on and at least one reservation is entered for them.
You need settings access to change Feature #48. Everyday officials do not open System Settings. After it is on, assignors (and other roles that can change travel) enter the reservations. Officials assigned to the game can view the trip. An observer can look, but cannot change it.
Open the itinerary
From the Master Game Schedule, open the game's actions and choose Travel itinerary. In the New Horizon Experience that is the airplane control on the game, or Travel itinerary in the game actions. The trip opens over the schedule so you can return to the list when you close it.
The header says Travel itinerary. On a phone the short title is Trip. You see the game date, time, and matchup, then counts for Hotels, Rental cars, and Flights and trains.
If nothing has been entered yet, you see No travel arrangements yet and a short note to add a hotel, flight or train, or rental car. Empty hotel, car, and flight sections also say No hotels on this trip yet, No rental cars on this trip yet, or No flights or trains on this trip yet.
Officials open the same itinerary from My Schedule. On detailed cards and on the table, a blue Travel badge appears under the date when a reservation is for that official or for the whole crew. Compact cards do not show that badge. Open Actions and tap Travel itinerary. A small count on that action is how many reservations apply to you.
Add a hotel, flight or train, or rental car
Assignors add reservations from the trip. Use Add hotel, Add flight or train, or Add rental car. Those same actions also appear as Hotels, Cars, and Flights shortcuts at the top of the trip, and again inside an empty section.
Start with whoever the reservation is for. Who sleeps here, Who travels, and Who drives default to All officials scheduled to this game. Change that when only some of the crew should see the hotel, flight, or car. Empty who-for means the entire crew.
Hotel
Add hotel opens a form titled Add hotel. Set the Check-in date and Number of nights. Check-out is calculated for you. Under Property, search the hotel name. Horizon fills the street address when it finds a match. You can also reuse Previous hotels used by this organization. Enter the Confirmation #, phone, and any notes the crew should see at the desk.
Save with Add hotel reservation. The hotel card then shows a satellite map of the property, check-in and check-out, the confirmation number with Copy confirmation, Call, Hotel info, Find reservation, and Directions.
Flight or train
Add flight or train asks for Transportation type (Flight or Train), who travels, and the route. Type an airport code such as MCO, or a city or airport name, and choose the airport from the list. Type a flight number such as AA1234 and the airline name and number fill in. Enter the confirmation number, times, and an optional gate or terminal. Save with Add flight or train.
A flight card can open FlightAware, Flightradar24, and airline Check in when those links apply. Trains use Train status.
Rental car
Add rental car starts with the company and car class. Search the pickup counter or lot after you choose a company so the street address fills in. Enter pickup and drop-off dates and times, the confirmation number, and optional mileage or fuel for later tracking. Save with Add rental car. The car card can open Manage rental and Directions to the pickup location.
When a flight is already on the trip, adding a hotel or rental car can offer that airport so you are not starting from a blank search.
Notify the crew and copy a trip
Adding a reservation does not always send mail by itself in the New Horizon Experience. When the trip is ready, open Utilities and choose Notify crew. You will be asked Notify the crew? Assigned officials receive an email with the current reservation details. Confirm with Send email. If there is nothing to send, you will see There are no reservations to send.
The email subject is New travel accommodations or Updated travel accommodations. Officials are told to open the travel itinerary from their personal game schedule for maps, phone numbers, and the full trip.
Copy from another Game sits under Utilities. Choose a game in this season that already has travel, then Copy. Confirm with Copy reservations. Hotels, flights, trains, and rental cars from that game are added here so you can edit them. Print prepares a printable itinerary.
Change or remove a reservation
On a hotel, flight, or car card, use Edit or Delete. Editing uses Update hotel reservation, Update flight or train, or Update rental car. Deleting asks Delete this reservation? and explains that the crew will not be notified unless you notify them after. Confirm with Delete reservation.
Officials can copy a confirmation, call, and open directions. They cannot add or delete reservations unless their role allows changes.
If you still see the older legacy desktop or laptop layout
On a computer or laptop, open the game from the Master Game Schedule and choose the travel itinerary action. The page title is TRAVEL ITINERARY. Assignors use the toolbar Add Hotel, Add Flight / Train, and Add Rental Car. Those open the older hotel, flight, and car forms. Print is on that same toolbar.
Hotel blocks are labeled Hotel / Accommodation Information, with Hotel Name and Hotel Address. Use the edit and delete icons on a row when you can change travel. Saving a hotel, flight, or car on that older layout can send the crew the travel accommodations email as part of the save. Officials still open the itinerary from their personal schedule when they are assigned to the game.
Feature #48 Travel Itinerary Manager is the same switch on the older System Settings Features & Settings tab. Hover the question icon next to Travel Itinerary Manager for a short explanation, then turn the option on.