Accommodation and Dietary Requirements - Article

What Accommodation and diet helps you achieve

Use Accommodation and diet when a Training Activity requires the delivery team to prepare practical services around individual participants.

Depending on the options enabled for the activity, participants can request:

• Assistance with a visa application
• Assistance with booking a hotel
• Transfer support to or from the activity location
• Support for dietary requirements

These are requests for assistance and booking preferences. Selecting an option does not itself:

• Issue a visa
• Reserve or pay for a hotel
• Book transport
• Confirm that a dietary request can be met
• Notify every external supplier
• Add an Additional Product or charge

Define who reviews each request, what deadlines apply, how services and costs are confirmed, and how the participant is told what can actually be provided.

Understand the predefined booking questions

Accommodation and diet is not a form builder. Administrators select from a predefined set of assistance options at activity level, and Eurekos displays the corresponding questions during enrollment.

The administrator cannot add, remove, reorder, or redesign the individual fields from the Training Activity. The displayed wording and translations can be maintained through the platform’s normal language and taxonomy configuration, but this does not create a different question structure for each activity.

If the business process requires additional or activity-specific questions, use an appropriate questionnaire or another approved intake process and test how it fits into enrollment, reporting, and privacy handling.

Confirm feature availability

Accommodation and diet is an activity-level feature used during self-enrollment. It is not available when Storefront is disabled in General settings.

Before enabling it, confirm:

• Storefront and the intended self-enrollment route are active.
• The activity genuinely needs participant-specific booking information.
• Every selected request type has an operational owner.
• Commerce Automation has a monitored new-enrollment email receiver.
• Authorized administrators know how to obtain Signup details.
• Privacy, access, sharing, and retention rules are approved.
• Registration closes early enough for the team to act on the requests.

Do not enable every option simply because it is available. Irrelevant questions add friction and collect information that the delivery team may not need.

Configure Accommodation and diet

1. Open Course Administration → Activities.
2. Create or edit the Training Activity.
3. Enable Self enrollment and configure its complete Storefront route.
4. Add or enable Accommodation and diet at activity level.
5. Select only the assistance options required for this delivery.
6. Save the activity.
7. Explain scope, deadlines, costs, and confirmation in the Activity Description.
8. Test every enrollment route that the intended audience will use.
9. Verify the new-enrollment email and Signup details output.

The activity-level options are:

Explain the service on the Activity Description

The participant should understand what will happen before selecting Enroll. Explain:

• Which forms of assistance may be requested
• Whether a request remains subject to review and confirmation
• The deadline for submitting information
• Which costs, if any, the provider covers
• Who will contact the participant
• Where the applicable privacy information is available

Avoid promising that accommodation, transport, or another service is included when the feature only records a request for assistance.

Understand where the questions appear

The presentation depends on the activity price, enrollment route, and platform Commerce configuration.

The questions are part of the enrollment journey, but they collect operational information rather than creating a separate service order.

Free simple-enrollment flow

When the activity is free and Simple enrollment flow for free courses is enabled in Commerce settings:

1. The authenticated participant selects Enroll.
2. Eurekos opens the Accommodation and diet popup.
3. The popup shows the sections enabled for the Training Activity.
4. Selecting a service inside the popup reveals its related questions where applicable.
5. The participant enters the relevant information and selects Enroll.
6. Enrollment is completed through the simple flow.
7. The Activity Description displays Go to training when the participant is registered.

For example, selecting visa assistance can reveal travel and passport fields. Selecting hotel-booking assistance can reveal room occupancy, transfer, and flight questions when those activity-level options are enabled. Selecting dietary support reveals the field for the participant’s dietary request.

Understand hotel and transfer behavior

Transfer assistance is dependent on hotel-booking assistance at activity level.

• Support transfer to/from your activity location appears as a configuration option only when Assist in booking hotel is enabled.
• During enrollment, hotel-related questions appear when the participant selects hotel-booking assistance.
• When transfer support is also enabled for the activity, the hotel section can include travel arrangements to and from the activity location.
• The participant can also provide relevant flight details for the operational team.

This dependency means that Accommodation and diet is not suitable for collecting a standalone local-transport request when hotel assistance is not part of the activity’s configuration. Use another approved process if transport must be collected independently.

Anonymous visitor in the simple flow

An anonymous visitor must authenticate before submitting preferences as an identified participant.

When the visitor selects Enroll:

1. They are taken to login.
2. After successful login, they return to the Activity Description.
3. They can open and complete the Accommodation and diet popup.

Test both an existing account and account creation where public registration is allowed. The return URL, organization alias, Storefront audience, and session context should lead back to the same activity.

Do not place essential booking instructions only before login. Ensure that the authenticated Activity Description still explains the service and deadlines.

Checkout flow

The questions appear during checkout when:

• The activity has a price; or
• The platform does not use the simple enrollment flow for free courses.

Test:

• Every applicable buyer or customer type
• Free standard checkout and paid checkout
• Currency and tax variants
• Payment success, pending, cancellation, and failure
• Whether entered preferences remain available when the participant returns to a previous checkout step
• The resulting signup, Transaction, email, and Signup details

A participant’s request does not prove that the related service has been booked. In particular, do not treat preferences entered during an abandoned or unsuccessful payment journey as a confirmed operational commitment.

Do not enter payment-card details or other financial secrets in free-text booking fields.

Manager and Immediate Manager enrollment

When a Manager or Immediate Manager enrolls another person, the manager does not provide that participant’s personal booking preferences during enrollment.

Instead:

1. The target participant receives an email titled Enter your booking preferences.
2. The email contains a link to a dedicated booking-preferences page.
3. The participant enters and submits their own information.
4. After submission, they return to the Activity Description with Go to training.

This avoids asking a manager to guess or disclose another person’s practical or sensitive needs.

The enrollment can exist before the participant completes the booking preferences. Establish a process for monitoring incomplete responses and reminding participants before travel, hotel, or catering deadlines.

Find and handle saved booking preferences

Saved preferences are available through:

• The new-enrollment email sent to the receiver configured under Settings → Commerce → Automation → Email receiver. It includes the applicable accommodation and dietary information.
• Signup details for the activity, available from the activity’s More menu when participant data and the feature are present.

The participant list alone is not a substitute for Signup details when the booking information is needed.

Treat both the email and downloaded details as potentially sensitive:

• Limit mailbox, activity, and report access.
• Avoid forwarding complete messages or exports to broad groups.
• Share only the information each hotel, caterer, travel provider, or colleague needs.
• Use an approved secure transfer method.
• Delete local exports and emails according to the retention schedule.
• Record operational confirmation separately when the organization needs ownership, status, service levels, or an audit history.

Protect sensitive information

Accommodation, dietary, travel, and accessibility responses can reveal health, disability, religion, passport details, or other sensitive personal information. Before using the standard Accommodation and diet questions, consider when the information is genuinely needed, who should receive it, and how long it should remain identifiable.

A questionnaire can provide a more suitable alternative when you need configurable questions, controlled timing, or automatic anonymisation. Questionnaire privacy settings and anonymisation rules can help limit how long responses remain connected to an identifiable person.

Questionnaires also allow the organization to ask only the questions relevant to its process instead of relying on the fixed Accommodation and diet question set. However, using a questionnaire does not make the information safe automatically. Configure its privacy and anonymisation rules deliberately, restrict access to responses and reports, and test what registered and anonymous users are asked to provide.

Whichever method is used:

• Explain why the information is collected and who will receive it.
• Collect the information at the latest practical point in the participant journey.
• Avoid collecting detailed information before enrollment when it is needed only for confirmed participants.
• Share only the minimum information required by each hotel, caterer, travel provider, or colleague.
• Provide a secure route for complex or confidential requirements.
• Define when responses, emails, reports, and local exports must be anonymised or deleted.
• Do not reuse the information for unrelated profiling, eligibility decisions, or learning assessment.

Align deadlines and operations

Booking preferences are useful only while the responsible team can act on them.

Coordinate:

• Latest registration with visa, hotel, transport, and catering lead times
• Latest cancellation with supplier cancellation terms
• Activity and Event Schedules with travel arrival and departure
• Location details with transfer planning
• Seats and minimum attendance with group reservations
• Participant communication with changes to the date or venue
• The booking-preferences email with a clear response deadline

If information arrives after a supplier cutoff, do not silently accept the request. Contact the participant, explain what can still be provided, and record the agreed outcome through the approved process.

Keep booking preferences separate from other controls

Accommodation and diet supports attendance; it does not control eligibility or create a commercial product.

• Use Self-enrollment requirements for prerequisites such as a certificate or completed Course.
• Use Access Restrictions for access to modules after enrollment.
• Use Registration Details for capacity and registration deadlines.
• Use Additional Products for separately offered or sold items.
• Use Questionnaires when the business process requires configurable questions beyond the predefined Accommodation and diet fields.
• Use Accommodation and diet for the supported visa, hotel, transfer, and dietary requests.

Do not make disclosure of a sensitive condition a learning prerequisite. Where information is needed to arrange an in-person service, provide an appropriate way to state that no assistance is required or offer a confidential alternative according to organizational policy.

Practical configuration patterns

Verify the configuration

Use representative accounts and the routes enabled for your delivery. Check the relevant outcomes before launch and after a material change; an administrator preview alone does not verify the participant experience.

Troubleshooting