Embed Size (px)
Citation preview
11
Instructions for Travel Arrangers
22
Travel assistants, or so called Travel Arrangers (e.g. secretaries, travel agents), benefit from additional possibilities.
The Travel Arranger can:
•Make bookings for all employees of his or her company.
•Use the profiles of already registered colleagues when making bookings.
•Create traveller profiles in the company application itself.
•Make use of all the invoicing addresses stored in the company application
•Use the stored (encrypted) credit card details of the traveller when making a booking.
•Generate a cost acceptance form (only with the permission of their Travel Management)
If you mainly book for others, please contact either your Travel Management or us on [email protected] in order to be registered as a Travel Arranger. You can see that you registered when you see the addition “Travel Arranger” at the end of your Login dates.
2
Travel Arranger
33
Log in as a Travel Arranger
Log in
The Travel Arranger function is only available to you once you have logged in.
The status will be automatically recognised on your first log in after registration.
You can see this by the addition of "Travel Arranger" after your login data.
If this does not occur, you are not registered. In this case, please contact your Travel Management or [email protected].
Am I a Travel Arranger?
3
44
Selecting the traveller
For whom do you wish to book?
If you wish to make a booking for a colleague, proceed as usual.
In the booking step "Your Choice", after you have decided on a hotel and rate, you can either enter the e-mail address directly or look for the traveller via "Select Traveller".
4
Enter the traveller's name in the text field and start the search function.
If you are booking for several people you will have the opportunity to do this at a later stage. Select your "customer" / principal traveller here.
Select/look for an employee
55
Select booking mode
The Travel Arranger booking mode is always pre-selected. Please only change this setting if you wish to book for yourself, otherwise the Travel Arranger function is not activated.
As a Travel Arranger you may select the language for the traveller's booking confirmation.
Selection of the booking mode and traveller
5
66
If the e-mail address entered is not recognised it means no participant profile exists.
In such cases, please use the one-off registrationin order to be able to use the profile again. This ensures that the correct data for the traveller will be transmitted to the hotel.
Create new participant profile
Selection of the booking mode and traveller
777
Travellers without an e-mail address
Book for external employees or guests
Proceed as follows with bookings for travellers who do not have an e-mail address or for whom you do not wish to create a profile:
Please choose booking „as Travel Arranger“ and select your profile in booking step 1.
Overwrite your details with those of the traveller.
At the end of the booking process, the confirmation of reservation will be sent to the e-mail address stored here. Thus you, as the Travel Arranger, always receive the confirmation.
Traveller's data
88
8
Traveller details
1
Booking details
Depending on the number of persons selected you may send details of additional travellers to the hotel.
Each person shown with their e-mail address will also receive a confirmation of the reservation.
Travel Arrangers also have the possibility to use their own stored credit card to guarantee bookings (e.g. the Company credit card).
Generally the traveller's credit card will be shown if it is stored in their profile. Other stored credit cards can also be shown and selected.
99
Booking confirmation
On completion of the booking
As a Travel Arranger you will always receive a copy of the booking confirmation by e-mail.
During the booking process you have the opportunity to generate a cost acceptance. The form will automatically be faxed to the hotel as soon as the booking has been finalised. This function has to be agreed by your Travel Management.
Please note:It is the hotel's decision as to whether or not they will honour the cost acceptance.
8
1010
1
0
Traveller details
1
Subsequent sending of the cost acceptance form
You can bring up the cost acceptance at any time to view or re-send. This can be done through your booking overview.
1111
11
Passive PNRs for travel agencies
1
Passenger Name Record
The passive PNR (Passenger Name Record) is shown for travel agencies. Itserves to connect a reservation in a GDS (e.g. Amadeus) with such things as flight reservations.
The PNR assists the travel agent to find the booking in their own system or to cancel, rebook or make analyses.
These PNRs are available to you.
1212
12
Reservation overview
Overview of Travel Arrangers' bookings
In your booking overview you have the choice between your personal and your Travel Arranger bookings.
In the Travel Arranger overview you can search for travellers, date or reservation number.
In order to call up all bookings, delete the date from the two selection fields.
For each booking you will also find time saving functions such as “Book again".
1313
13
Travel Arranger group
Everyone within a Travel Arranger group can access the bookings made by all members of that group. This function allows you to represent a colleague in their absence.
All members of the Travel Arranger group decide if they wish to have such an arrangement.
A Travel Arranger group is set up through your Travel Management and in agreement with HOTEL INFO.
Representative function
1414
Booking overview of a Travel Arranger group
All bookings that were made by a member of your Travel Arranger group or by yourself appear here.
You can make use of the filter option as usual.
You will find details as to which colleague made the reservation in the booking overview.
Travel Arranger group
12
1515
HOTEL DE GmbHc/o Hotel Reservation ServiceRobert Ragge GmbH
Breslauer Platz 450668 KölnGermany
Email [email protected]
www.hotel.de www.hotel.info
Contact
15
