PENDING — FUTURE FEATURE. This SOP documents the Conference Travel → "Who's Out" workflow. The integration is built and live, but this is not yet the officially adopted, all-staff process — do not broadly roll out until leadership sign-off. Until then, staff should continue the existing out@alta.org flow for travel unless directed otherwise.
Purpose
Let ALTA staff record conference and work travel once, in ALTA Cadence, and have it automatically appear on the Team Hub "Who's Out" — so the team can see who is traveling without anyone emailing out@alta.org, and so leave (PTO) and travel are visibly distinct.
Scope
Applies to work travel and conference attendance only. PTO, sick, and other leave remain on the existing HR process and are out of scope here.
Procedure — Staff
- Go to cadence.alta.org/travel and sign in with your ALTA account.
- Enter the conference / event name, location (optional), and your start and end dates (blank end date = single day).
- Click Add my travel.
- You will appear as Traveling on the Team Hub "Who's Out" for those dates (a teal badge, distinct from the red "Out" used for PTO). View or remove your trips on the same page.
If the conference is already published at cadence.alta.org/events, registering/RSVPing there has the same effect.
Procedure — Events / Admins
- Post conferences in Cadence as Conferences events with a date range, and enable "Counts as out-of-office (traveling)."
- Anyone who RSVPs "going" then surfaces as Traveling for those dates — so a single posted conference (e.g. ALTA ONE) shows every attendee automatically.
How it works (system)
- Cadence stores the trip as a conference event flagged
marks_ooo, with the staffer as a "going" invitee, spanningdate … end_date. - A secret-gated feed (
/api/public/whos-traveling) exposes who is traveling on a given day. - A Team Hub cron (every 30 minutes) reads the feed and writes the travelers into
pto_entriesaspto_type = Conference(its own namespace; never touches PTO rows), where the "Who's Out" widget renders them as Traveling.
ALTA Cadence is the system of record for conferences; the Hub only mirrors it.
What this does NOT change
- PTO / sick still follow the HR flow: request in Insperity → supervisor approval → email out@alta.org on the day(s). That process is unchanged.
Owner & review
- Owner: IT / Cadence. Review when the feature is formally adopted (remove the PENDING stamp) or if the Cadence travel model changes.