Visa management

Visa management gathers the passport, visa and contact details of your attendees in one table, so you can check them, mark them as verified and download what a visa officer or travel agent needs. The people and most of the details come from the Attendee manager and from the answers attendees give in the Registration form setup. Planners use it.

Open Visa management#

1. 1
   Open your event in the event hub.
2. 2
   Choose Visa management in the event menu.

The table loads with a row for each attendee. If the event has no attendees yet, you see "No attendees for this event yet. Add them in the Attendee Manager."

Read the cards and the table#

Seven cards sit above the table. They show Attendees, POCs, Invited, Started, Submitted, Downloaded and New.

• Submitted counts everyone who has submitted their form, including people whose registration was later finalised or confirmed. The number does not drop as work moves on, so it can differ from the submitted count in the Attendee manager.
• Downloaded counts attendees whose details have been included in a download with the status update switched on.
• New counts submitted attendees who have not been downloaded yet. This is the work still to do.

app.thehapr.com/hub/…/visa-management

1. 1Review an attendee's passport and visa.
2. 2Download the list.
3. 3Choose columns and helper columns.
4. 4Filter the Attendee column.

Each row starts with the attendee's ID, name and email. Small badges under the name show more.

• A star marks the point of contact for a group.
• A seal marks a verified visa. A red seal marks a visa recorded as unverifiable.
• A stamp marks Visa required. It shows when the attendee's answers open the visa questions and they have not said they are visa-exempt.
• A paperclip marks an uploaded passport or ID image. Press it to open View passport / ID.

The table shows the team, role, registration status, Visa status, Download status and the passport, contact and address details. It shows 100 attendees a page. Use Prev and Next to move between pages, and the arrows at the sides to scroll sideways.

Find attendees#

1. 1
   Type in the search box. It looks at name, email, team, role, attendee ID, passport number, nationality, visa status and phone number.
2. 2
   To narrow the table by a column, press the funnel icon in its heading and tick the values you want. Press Clear in the menu to remove that filter.

You can filter by attendee, team or department, role or position, registration status, Visa status, Download status, Nationality and any helper column. Attendees with no value are listed under (Blank). When nobody matches, the table says "No attendees match your search."

Find passports that will expire soon#

1. 1
   Press the funnel icon in the Passport expiry heading.
2. 2
   Press Expiring within 6 months. The From and To dates fill in, from today to six months ahead.
3. 3
   Change the dates yourself if you want a different window.

Many countries refuse entry on a passport with less than six months left, so contact these attendees early. Attendees with no expiry date are left out of this list. Passport issue date has the same From and To filter. The column must be showing in the table. See Choose your columns below.

Check an attendee's passport and visa#

1. 1
   Press the identification icon (Review passport / visa) in the Actions column. A window opens with the passport or ID image on the left and the details on the right, in four groups. They are Passport / ID, Contact, Address and Visa.
2. 2
   Compare the details with the image. If the attendee has uploaded a 2×2 photo it shows next to the details.
3. 3
   Correct any typo. Every field saves as soon as you leave it.
4. 4
   Choose the visa status in the Visa group if it needs to change.

If no image was uploaded, the window says "No passport / ID image uploaded."

app.thehapr.com/hub/…/visa-management

1. 1Mark the visa as verified.
2. 2Mark the visa as unverifiable.

To change which fields the window shows, press the gear icon (Choose fields), tick or clear fields under Fields shown, then press Done. The choice is saved for this event.

Verify a visa#

1. 1
   Open the review window for the attendee.
2. 2
   Press Mark verified.
3. 3
   Press Verify to confirm.

The attendee now has a seal badge and the window shows Verified. Verifying also clears any unverifiable reason.

You can also press the seal icon in the Actions column. The tooltip reads Mark visa verified. Confirm with Mark verified.

To take a verification off, press the seal icon again and confirm with Remove verification. The platform asks you first, so it is never a one-click accident.

Mark a visa as unverifiable#

1. 1
   Open the review window for the attendee.
2. 2
   Press Mark unverifiable.
3. 3
   Choose a Reason. The choices are Incomplete, Insufficient data, Missing info, Pending details, Awaiting info, Invalid, Invalid details, Discrepancy, Mismatch and Other.
4. 4
   If you chose Other, type your reason in Specify.
5. 5
   Press Mark unverifiable.

The seal turns red. Marking a visa unverifiable removes any earlier verification. To verify it later, press the seal icon and confirm.

Change a visa status or any other detail#

The cells in the table can be edited in place, so you do not have to open the review window for a quick change.

• Press the Visa status cell and choose a value. The values depend on the attendee's role. You set them under attendee settings in the Attendee manager.
• Type in a passport, contact or address cell, or pick a date from the calendar. The change saves when you leave the cell.

If a change cannot be saved, a red message says "Could not save change" and the table reloads.

Add your own tracking columns#

Helper columns let you track your own work, such as which batch someone is in or who is handling them. Values are saved for each attendee and appear in the download.

1. 1
   Press the gear icon (Column settings) and open the Helper columns tab.
2. 2
   Press Add helper column.
3. 3
   Type a column name. It can be up to 60 characters.
4. 4
   Choose how it is filled in, Single dropdown, Multiselect list, Date or Text box.
5. 5
   For a dropdown or list, type the options, one per line.
6. 6
   Tick Show to put it in the table.
7. 7
   Press Save for this event.

Press the cross on a helper column to remove it. You can have up to 30. An event that has never been set up starts with two example dropdowns, Batch and Assigned to. Change or remove them as you need.

Choose your columns#

1. 1
   Press the gear icon (Column settings). The Columns tab opens.
2. 2
   Tick the fields you want in the table. They are grouped as Identity, Visa, Passport, Contact, Address, Social, Custom questions and Helper columns.
3. 3
   Press Save for this event.

app.thehapr.com/hub/…/visa-management

1. 1Save your choice for this event.

The attendee and the Actions column are always shown. Social media, most address parts, the passport middle and other names and the visa questions start hidden. Questions you added in the registration form are listed under Custom questions, also hidden until you tick them.

Download the list and passport files#

1. 1
   Press the download icon (Download). The download panel opens.
2. 2
   Under Presets, choose Default or one of your saved presets.
3. 3
   Under Filters, narrow who is included. You can filter by Download status, Visa status, Registration status, Role, Nationality, Entity/Game and any helper column. To send only people you have not sent before, choose New under Download status. These filters work separately from the filters on the table.
4. 4
   Switch on Enable download status update if you want the people in this file to move from New to Downloaded. Read the next section first.
5. 5
   Under Columns in export, drag the columns into the order you want, or use the arrows. Add more from Available fields, which has a Select all option.
6. 6
   To include passport files, tick Passport (PDF) or 2×2 picture under Files. The panel tells you how many of the attendees have a file.
7. 7
   Press Download. The button shows the number of rows, or Download .zip when you chose files.

app.thehapr.com/hub/…/visa-management

1. 1Download the rows you chose.
2. 2Keep these filters and columns as a preset.

Without files you get a spreadsheet file. With files you get one .zip holding the spreadsheet and one file for each attendee, named after them. Passport images are saved as PDFs. A progress line shows while the files are gathered.

Press Save as preset, give it a name, and the filters and columns are kept for next time. Press the star on a preset to make it your default. Press the bin to delete it. See Downloads and PDFs for how downloads work across HAPR.

Work through the visa queue#

Use this routine when you send documents in batches.

1. 1
   Read the New card to see how many attendees are waiting.
2. 2
   Open the download panel and choose New under Download status.
3. 3
   Switch on Enable download status update. A message reminds you that it marks each exported attendee as downloaded.
4. 4
   Choose your columns and files, then press Download.

Once the file has saved, the attendees in it change to Downloaded. The Download status column shows the date and time, and the Downloaded and New cards update. The next batch then holds only new people. Without the status update, the file is still made but nobody leaves the queue.

The switch is off each time you open the download panel, so turn it on every time. Attendees on hold under your plan are skipped.

Talk to an attendee#

Press the speech bubble icon in the Actions column to open the attendee communication panel. A red number on the icon shows messages and action items that need attention.

Delete attendees#

1. 1
   Tick the box next to each attendee, or tick the box in the Attendee heading to select everyone who matches the current filters.
2. 2
   Press Delete in the bar that shows the number selected.
3. 3
   Confirm with Delete.

This permanently removes their profile and linked records. Press Clear in the bar to unselect instead.

Good to know#

• Attendees come from the Attendee manager. Add or import them there first.
• Download status is read only. It changes only through a download with the status update switched on.
• If your plan limits the number of attendees, some attendees are on hold. They are left out of this screen until you unlock them, and the notice at the top of the table says how. A billing admin unlocks them in the Attendee manager. See Quotas and credits.
• Save for this event changes only this event. Use it to keep your column settings. Set as default for all events is not available to your organisation and shows Could not save default.
• When two people use the page at once, it refreshes by itself to show the other person's changes.

If something looks wrong#

• Could not save change means an edit did not go through. The table reloads. Try again.
• Export is restricted for your access level. means your role cannot download from this event. Ask an organisation admin about your access.
• Could not update download status or Downloaded, but the status update failed. means the file saved but the attendees were not moved to Downloaded. Do not send the same batch again. Open the download panel, filter to New, and check who is still listed before you download.
• Could not build the download. means the .zip failed. Try again with fewer attendees or without files.
• Could not save settings means the column settings were not saved. Press Save for this event again.