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Creating Group Trips

Trip leaders and organizers use Northwestern’s International Travel Registry (ITR) to create and manage international group travel. After a group trip is created, travelers receive an email prompting them to log in to the ITR and complete any required pre-departure steps.

Prepare to Create a Group Trip

Request Trip Leader Access

Trip Leaders:  email your name and NetID to the Office of Global Safety and Security (OGSS) to request trip leader access in the ITR.  You will be notified when access has been granted. If you have led a trip before, you already have access and may begin immediately.

Trip Organizers: email your name and NetID and your trip leader(s) name and NedID to the Office of Global Safety and Security (OGSS) to request trip access in the ITR.  You will be notified when access has been granted.

KWEST trip leaders already have access and can begin creating trips immediately.

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
    • First name
    • Last name
  3. Do not add the trip leader to the spreadsheet

Create a Group Trip

Log in using your Northwestern SSO credentials:

International Travel Registry

From the Trips page:

  1. Click 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. Click Continue.

Screenshot of Travel Registry showing new group trip window

Add Group Members

Select Add Group Now to open the Group Members window.

Travelers can be added by:

  • uploading the completed ITR Group Spreadsheet, or
  • entering travelers 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.
  • No icon displayed
    = no match found. Double-check the traveler’s email address and re-enter it.

Before continuing, confirm that all travelers 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

Complete the Itinerary (hotel only) and Forms tabs:

  1. Click Save and Create Member Trips.
  2. Select Yes, apply to all when prompted.

Screenshot of Travel Registry Group Travelers Tab

Once completed:

  • member trips will be created for all travelers, and
  • travelers will receive a confirmation email prompting them to log in to the ITR and complete their requirements.

After creating member trips, trip leaders should open the Group Travelers tab within their own trip to confirm that all travelers were successfully added to the group trip.

Monitor Trip Requirements

Trip leaders can monitor traveler progress through their Group Travelers tab.

Within this tab, you can:

Screenshot of Travel Registry Group Travelers requirements tab

Need help? 

Review this short video produced by Terra Dotta 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 problems uploading group trips, email globalsafety@northwestern.edu and, if possible, include sscreenshots of any error messages. OGSS will respond during normal business hours.