DAT-020 · Send travel onboarding form and track responses

Travel & housing · master data

Status: Concept – not built yet

Collects all travel- and accommodation-related information in a structured way, once, directly from the person concerned, instead of gathering it via phone, trade lists, and word of mouth.

Trigger: Person record reaches status “Onboarding due” (DAT-010, step 8).

Rule (automatable) Judgment (human decides)

Decision rules

• R1 IF flag "minor" THEN select form variant "child actor" and address it to the legal guardian, not to the person themselves.
• R2 IF flag "self-employed" THEN hide sections on per diem and payroll, show section invoicing.
• R3 IF no response after {{ONBOARDING_ERINNERUNG_TAGE}} THEN first reminder; IF no response after {{ONBOARDING_FRIST_TAGE}} THEN escalation to GWL; IF first work day − today < 7 days AND no response THEN escalation to PL and note "booking based on incomplete data" in DAT-120.
• R4 IF travel need per PLN-030 exists AND form unanswered THEN booking only after approval F2, because preference and special-needs data is missing.
• R5 IF an entry contradicts the contract (example: departure location differs from the arrival agreed in the Deal Memo) THEN clarification by THK, contract takes precedence until written change.

Common pitfalls

1. Form is forwarded through trade management instead of directly to the person → responses arrive collected secondhand, individual consent can no longer be verified. 2. Form asks for fields that no process uses (for example, passport number for a purely domestic assignment) → unnecessary Art. 9 and ID data end up in the system, which then has to be deleted again in CLS-040. 3. Responses end up in a personal inbox instead of in the system → data exists twice, and the travel profile stays incomplete. 4. Guests receive the team form → the agency backs out, and the terms from the deal memo are disregarded.

Impact H × Effort S → Do-first · VOLL · RACI **R** THK · **A** PL · **C** DSB (form content), GWL (escalation) · **I** PA · Manual effort: Estimate: 3–5 min for sending and follow-up per person, plus 10–20 min per clarification case

Request this workflow