Creating Group Trips

Request Access

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

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

Trip Leaders

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.

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.

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.

Am I a Trip Leader or Trip Organizer?

Trip Leaders travel with the students and are prepared to respond to emergencies while abroad.

Trip Organizers help arrange the trip but generally do not travel with the students. If a Trip Organizer creates the trip, both the Trip Organizer and Trip Leader can help manage participant requirements.

What information do I need before I create a group trip?

Have the following information ready:

• Destination city and country
• Arrival and departure dates
• Accommodation name and location
• The ITR Group Spreadsheet each traveler's Northwestern email address, first name, and last name

What if I accidentally create a solo trip instead of a group trip?

You can convert a solo trip to a group trip. Go to the Trips page, find the trip under Upcoming Trips, and select the three vertical dots to the right of the trip. Select Convert to Group Trip, then click Continue.

What if I don't see the “Group Trip” option?

You may not have the permissions needed to create a group trip. Email globalsafety@northwestern.edu with your NetID to request access.

If you are a Trip Organizer, include the Trip Leader's name and NetID in your request.

How do I add travelers to my group trip?

For most group trips, use the ITR Group Spreadsheet to upload your travelers. This is the quickest and easiest way to add multiple travelers at once.

If your group is very small—fewer than five students—you may find it easier to add travelers manually using their Northwestern email addresses.

How do I know that all travelers have been added to the group trip?

After completing the Itinerary (hotel only) and Forms tabs, select Save and Create Member Trips and, when prompted, select Yes, apply to all. This step is important: if you do not select Save and Create Member Trips, only the Trip Leader's trip will be created.

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

Can I add or remove travelers after I create the group trip?

Yes. Trip Leaders and Trip Organizers can add or delete group members from the Group Travelers tab. You can also use this tab to monitor travelers' pre-departure requirements and send reminder emails.