Magic Link: Simplifying Event Travel Management

At AllFly, we're committed to making event travel management as seamless and efficient as possible. That's why we're excited to introduce Magic Link, a powerful new feature in our Quest platform designed to simplify the process of inviting attendees to events and booking their travel.

What is Magic Link?

Magic Link is a unique URL that streamlines the entire event invitation and booking process. 

When attendees click on the Magic Link, they are instantly invited to your company's Quest workspace, attached to the specific event, and ready to book their travel—all within your company's travel policy. This feature takes the hassle out of managing large groups, making the entire process more efficient and user-friendly.

Inviting Attendees to Your Event

While there are several ways to add attendees to your event, the Magic Link feature is by far the most popular and seamless option.

After completing the necessary steps, you can share the Magic Link in a registration confirmation or welcome email. This allows meeting planners and event administrators to control the messaging and timing of when attendees can access Quest.

Alternatively, you can add attendees manually by clicking the "Add Attendees" button. However, it's important to note that Quest does not automatically send out invitation links when someone is added manually, so using the Magic Link is recommended for a smoother process.

How to Use Magic Link

Getting started with Magic Link is simple: 

1. Go to the Event Details in Quest.
2. Navigate to the "Attendees" tab to manage your invitees.
3. Click "Copy Event Link" to generate your Magic Link.
4. Share the Magic Link in a welcome email or through your registration platform.

When attendees click the Magic Link, they'll be connected to your event and can book their flights within your company's travel guidelines, ensuring everything runs smoothly.

Pro Tips for Making Your Event a Success

With years of experience in booking and managing events, we've gathered some best practices to help you make the most of your event:

• Avoid Launching Events on Thursdays or Fridays: While AllFly offers 24/7 support, coverage is lighter on weekends, which could lead to delays in addressing any issues.

• Plan Arrival Activities After 6 PM: To avoid budget overruns and logistical nightmares, it's best to schedule activities after 6 PM on arrival day. Restrictive travel times can lead to significantly higher airfare costs—up to 20-30% more if requiring arrivals between 11 AM and 3 PM.

• Communicate Booking Rules Clearly: Before launching travel, ensure all attendees understand the booking rules and expectations. This clarity will enhance the attendee experience and reduce support issues.

• Choose Venues Near Major International Airports: For larger events, proximity to major airports like New York, Los Angeles, Dallas, Chicago, Atlanta, or Miami is crucial. For events with over 300 attendees, smaller regional airports may not be practical.

• Stay on Top of Approvals: Travel agencies can only hold fares for 24 hours. Assign someone to monitor approvals closely, as reservations not addressed within this timeframe will cancel, forcing travelers to re-shop for flights at potentially higher prices.

Getting Support

AllFly is committed to providing a high-touch customer service experience from start to finish. Before your trip is set up in Quest, your dedicated sales manager will guide you through the process. Once your trip is live, our customer success and account management teams are ready to handle any support issues that may arise.

We hope Magic Link will become an essential feature in your event planning arsenal, making event travel management more efficient and stress-free!