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Creating Group Trips

Trip Leaders and Trip Organizers use Northwestern's International Travel Registry (ITR) to create and manage international group travel. After a trip is created, students receive an email with instructions for logging in to the ITR and completing their pre-departure requirements.

Prepare to Create a Group Trip

Request Access

Decide whether the Trip Leader or Trip Organizer will create the trip. If a Trip Organizer creates the trip, both the Trip Organizer and Trip Leader can help manage participant requirements.

  • Trip Leaders: Email your NetID to OGSS to request access. If you have previously led a student trip, you already have access and can begin immediately.
  • Trip Organizers: Email your NetID and the Trip Leader's name and NetID to OGSS to request access.
  • Kellogg KWEST Trip Leaders: You already have access and can begin immediately.

OGSS will notify you when access has been granted.

Gather Trip Information

Before creating your trip, have the following information ready:

  • Destination city and country
  • Arrival and departure dates
  • Accommodation name and location

Prepare the ITR Group Spreadsheet

  1. Download the ITR Group Spreadsheet.
  2. Enter each traveler's:
    • Northwestern email address ONLY
    • First name
    • Last name
  3. Do not add the trip leader to the spreadsheet

Create a Group Trip

 Log in to the International Travel Registry using your Northwestern NetID and password.

Choose the instructions below based on your role. Trip Leaders create and manage their own group trips. Trip Organizers create trips on behalf of a designated trip leader.
 
Trip Leaders
  1. Select Add New Trip.
  2. Select Group Trip in the upper-right corner.
  3. If you are traveling with the group, select I am traveling on this trip.
  4. Complete the required trip information.
  5. Select Continue.

Screenshot of Travel Registry showing new group trip window

Trip Organizers
  1. Select the menu icon (three horizontal lines) in the upper-left corner of the screen.
  2. Select Delegate Trips.
  3. Click Add New Trip.
  4. Select Group Trip in the upper-right corner.
  5. Under Select Trip Leader, choose your trip leader.
  6. Complete the required trip information.
  7. Click Continue.
how to find the delegate trips tab

Add Group Members

Select Add Group Now to open the Group Members window.

Group members can be added by:

  • uploading the completed ITR Group Spreadsheet, or
  • entering group members manually.

Screenshot of Travel Registry's Add Group Members window

Review Traveler Matches

The ITR uses nightly data from CAESAR to match traveler records.

  • Green or yellow icon
    = confirmed or acceptable match; no action needed.
  • Red icon
    = no exact match found. Click the red icon to review possible matches and select the correct traveler. If no match is found, click “I did not find the traveler” and manually search for the traveler. If the traveler still cannot be located, delete traveler using trash can icon and send the traveler's name and email to globalsafety@northwestern.edu for investigation. 
  • No icon displayed
    = no match found. Double-check the traveler’s email address and re-enter it.

Before continuing, confirm that all group members are correctly matched and that no red icons remain.

Screenshot of Travel Registry adding group members window, with icons displaying status of travelers

Create Member Trips

After completing the Itinerary (hotel only) and Forms tabs:
  1. Click Save and Create Member Trips.
  2. When prompted, select Yes, apply to all.

Important: If you do not click Save and Create Member Trips, only the Trip Leader's trip will be created and group members will not be added.

Save and create member trips

Once completed:

  • Individual trips will be created for all group members.
  • Group members will receive an email prompting them to log in to the ITR and complete their pre-departure requirements.

To verify that all group members were added successfully, open the Group Travelers tab within the Trip Leader's trip.

Monitor Trip Requirements

Trip leaders and trip organizers can monitor group members progress through their Group Travelers tab.

Within this tab, you can:

Screenshot of Travel Registry Group Travelers requirements tab

Need help? 

Watch this short video from the platform host on creating a group trip.

If you or your travelers have trouble accessing the travel registry, consult the Travel Registry FAQs.

For help with technical issues creating group trips, email globalsafety@northwestern.edu. If possible, include screenshots of any error messages. OGSS will respond during normal business hours.