Travel details, tracked with the rooms
Every reservation in Blocks has a Travel tab — flights and times, ground transport, a contact number, ticket cost, and per-diem dates. Your coordinator fills it in, or the guest submits it on their own personal page.
Travel lives on the reservation itself, not in a second spreadsheet. Each guest's flights, ground transport, ticket cost, and per-diem dates sit beside their room; guests can submit their own details on their personal page, itineraries parse into flights you confirm, and travel rides along in the full event export.
“Flights live in a second spreadsheet that never quite matches the rooming list.”
Same guest, same record — travel sits on the reservation beside the room. When a guest moves rooms or drops off the block, their flights move with them, because there is no second list to fall out of date.
“The transport vendor needs a rideshare list and I build it by hand every time.”
One click exports the rideshare list — the guests set to ride, each with the phone number their ride code goes to — formatted to hand straight to your transport vendor.
“Someone forwards me a fourteen-page itinerary and I re-type the flights.”
Paste or upload the itinerary and Blocks extracts the flights — airline, flight number, times — ready to add from the itinerary in one step. Nothing lands on the reservation until you confirm it.
“I never know who still owes me travel details.”
Ask Blocks. It answers from the Travel tab, and when you want to chase, it drafts the requests and shows you exactly who it will email — sending only when you confirm.
How do you track flights and ground transport for event staff?
Every reservation in Blocks carries a Travel tab, so travel is a property of the room record rather than a parallel system. For each guest in the room it holds their flights and times, ground transport arrangements, a contact number, ticket cost, and per-diem dates — the full picture of how someone gets to the event and what it costs, sitting beside the nights they are staying. There are two ways it gets filled in. Your coordinator can enter details directly, the way they would anything else on the reservation. Or, when guest pages are on for the event, each guest submits their own travel on their personal page and it lands on the Travel tab of their reservation. Either way there is one record per guest — so the person whose room changed yesterday is the same person whose arrival time you are reading today, and nothing has to be reconciled between a rooming list and a travel sheet.
Can Blocks read a travel itinerary?
Yes. When travel details arrive as an itinerary — a booking confirmation forwarded from a travel agent, a PDF from an airline — you do not have to re-type the flights. Paste the text or upload the file, and Blocks uses AI to extract the flights it finds: airline, flight number, departure and arrival times. Each extracted flight is shown to you as a proposal; you add the ones that belong from the itinerary, and anything the extraction got wrong simply never gets confirmed. Nothing is written to the reservation automatically — the Travel tab only ever holds details a person entered or approved. In practice this turns the fourteen-page itinerary someone forwarded you into a thirty-second review: check the flights Blocks found against what you expected, confirm them, and move on to the guests whose travel you are still waiting for.
How do I get travel data out for vendors and finance?
Two ways, depending on who is asking. For your transport vendor, one click exports the rideshare list: the guests set to ride, each with the phone number their ride code should go to, in a format you can hand over as-is. No rebuilding it by hand the morning the vendor asks, and no scanning the guest list for who flagged ground transport. For finance and for your own records, travel rides along in the full event export beside the rooms, rates, and room nights — flights, ground transport, ticket costs, and per-diem dates included. Per-diem dates in particular matter at closeout: they are captured per guest, so the daily-allowance math is a column in the export rather than a separate reconstruction. The principle is the same as everywhere else in Blocks: the data you tracked during the event is the data you hand out at the end of it.
How do I chase missing travel details?
Start by asking. Ask Blocks answers travel questions from the Travel tab directly — "when does she arrive, and what's her flight number?" gets the flight, not a suggestion to go look. "Who still owes me travel details?" returns the actual gaps: the guests on the block whose Travel tab is still empty or incomplete. When it is time to chase, Ask Blocks can send the requests for you — it drafts a travel-details request to each guest who owes one, then shows you exactly who it is about to email before anything goes out. You confirm, and the requests send as Blocks-branded mail pointing each guest at their own personal page, where what they enter lands straight back on their reservation. Nothing sends without that confirmation, and nothing a guest submits changes the reservation record you have not approved — the chase gets easier, but you stay the one deciding what happens.
Frequently asked questions
Every reservation in Blocks has a Travel tab — flights and times, ground transport, a contact number, ticket cost, and per-diem dates. Your coordinator fills it in, or the guest submits it on their own personal page.
What travel details does Blocks track for each guest?
Can guests submit their own travel details?
Does Blocks add flights from an itinerary automatically?
Can Ask Blocks email guests for missing travel details?
Does travel come along in exports?
Have more questions? Check our glossary of terms or get in touch.
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