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Welcome to HAPR

Learn what HAPR does, who it is for, and where to start in this guide.

For everyone 4 min read Updated

HAPR is one platform for planning events and managing business travel. You can choose where an event should be, find venues and hotels, and ask them for offers. Then you run the event itself, from the first invitation to the day people arrive. If your company books travel through an agency, HAPR also shows where the travel money goes.

What you see depends on your organisation's plan and on your role, so you may not have every part below. See Finding your way around and Roles and page access.

What you can do with HAPR

Choose where to hold an event

Compare cities and estimate hotel and travel costs before you commit. See Planning and choosing a location.

Find venues and hotels

Search venues and hotels, send requests for proposals, compare the offers and choose. You can source a venue, a block of hotel rooms for an event, or yearly hotel rates for business travel. See Explore venues and hotels, then Venue sourcing, Room block sourcing or Hotel transient rate programme. When you have chosen, see Handover to your event.

Run the event

Each event has its own workspace on the hub. Inside it you will find these pages.

  • Event overview shows booking progress by team and role, and what the travel has cost. See Event overview.
  • Attendee manager holds your attendees with their statuses, travel, rooms and trips. See Attendee manager.
  • Registration configuration builds and publishes the registration forms. See Registration form setup.
  • Rooming list and Room block manage the hotel rooms and who shares them. See Rooming list and Room block management.
  • Visa management tracks visa needs and progress. See Visa management.
  • Shuttle report plans ground transport by airport and date. See Shuttle report.
  • Email templates sets up the emails and automatic messages attendees receive. See Email templates.
  • Event website lets you pick a template, change it and publish a site to share. See Event website.
  • Event mobile app sets the colours, logo, welcome message and cover of the attendee app. See Designing the attendee app.

The event hub shows how these fit together.

Look after your account and plan

Invite colleagues and give them roles. Check your plan, what you have used and your credits. See Managing users and Billing, plans and credits. Your own account has a few more options.

Who uses HAPR

  • Planners and organisers plan events, source venues and hotels, and run the event hub.
  • Organisation admins invite colleagues, set roles and look after the plan and billing.
  • Travel managers and finance users read the travel dashboards.
  • Venues and hotels answer a request for proposals through their own link, and do not need a HAPR account. See Answering a request for proposal.
  • Attendees register through a link and use the attendee app during the event. They never open HAPR itself. See Registering for an event and The attendee app.

Where to start

  1. 1
    Read Your first steps for a first session, from signing in to setting up your first event or sourcing project.
  2. 2
    Sign in using Signing in and creating an account.
  3. 3
    Learn the frame around every page in Finding your way around.
  4. 4
    Look up a word you do not know in the Glossary.

How this guide works

Most pages start with what the screen is for and who can use it. Then come the tasks you can do there, in the order people do them, and "Good to know" notes on the rules behind them.

At the end of many pages there is a Screen reference. It lists every screen of the feature with the exact words on it, taken from the platform itself. Use it to find a button or a column by name.

Getting help

If something does not work as this guide says, use the help button in the platform. You can ask the help assistant, or report the problem to the HAPR team. See Help chat and support, Reporting a problem and Troubleshooting.