Online Air, Hotel & Car User Guide

Transcription

1 Online Air, Hotel & Car User Guide

2 Contents...1 Introduction.2 Assistance / Contact Details...2 Logging In...3 Home Page Travel Arranger.4 Traveller.5 Journey Search.6 Flight Displays a) Shop by Price. 7 b) Shop by schedule.. 8 Fare Rules.9 Policy Compliance 9 Seat Selection 10 Trip Review & Checkout.11 Booking Confirmation.12 Trips / Booking Administration.13 Webconnect / No Frill Airlines...14 Eurostar...16 Hotels Hotel Search Hotel Results...18 Hotel Selection..19 Car Hire 20 Templates 22 Appendix 1: Electronic Approvals GT User Guide (Jan16) Generic Page 1

3 Introduction The following guide provides outline information on how to make a booking on TMG s Corporate booking tool which is powered by Get There. The system accesses a full range of availability, fares and TMG discounted rates with a wide range of travel products including: Scheduled Flights No Frill / Low Cost Airlines Eurostar Hotels Car Rental System users benefit from the ability to easily manipulate search results and data in order to quickly identify the most appropriate travel options to meet the search parameters entered. Multiple search methods enable users to search by flight schedules or price order. Bookings can be completed in a simple five step process: 1. Journey Selection 2. Search result selection 3. Policy control 4. Trip Review / Checkout 5. Reservation Confirmation All bookings are securely managed with the relevant company travel policy, authorisation process (where required), payment and invoicing controls configured. Traveller preferences and information is profiled to ensure this is submitted in each and every booking. Any such profile changes are replicated into TMG s offline booking environment. All bookings made online will be fulfilled by your usual TMG team who can be contacted on Blue Team Green Team Red Team Amersham Team For assistance with making a reservation online or general technical query please contact online@tmguk.com or Additional video tutorial guides are available here GT User Guide (Jan16) Generic Page 2

4 Logging In The air booking system can be accessed via the TMG Corporate website or The Log In page requires you to enter your user name and password and then click the Log In button. If you cannot remember your password, you can click Forgot Password, and it will be ed to you. Should your password be entered incorrectly three times in succession your account will be locked and you will need to contact TMG on or New user IDs can be obtained by contacting or GT User Guide (Jan16) Generic Page 3

5 Home Page The page displayed once you have logged in will vary according to whether you are registered as a travel booker or a traveler. Travel Arranger Login The travel arranger login page is shown below. This screen enables the travel arranger to select the traveler which they wish to make a reservation for from the left hand side of the screen. Additional travelers which have been loaded into the system can be added using the Add/RemoveTravelers link beneath the list of names. If the traveler has not been pre-loaded by TMG, please contact online@tmguk.com or in order for the name to be added. Once the required traveler has been selected a new tab will be opened with the name of the traveler (see screen shot) and the process follows on as if the traveler themselves was booking. This is outlined on the next page. Please note that travel arrangers can book travel for one passenger only at a time. Once the first booking is confirmed, it is however possible to copy the booking to additional colleagues. GT User Guide (Jan16) Generic Page 4

6 Traveller Login From a traveler login, the following home page will be accessed. The Profile link on the left hand side of the page enables you to make changes to your profile. Within your profile you can make amendments to your personal details or add details like frequent flyer number, passport information or seat preferences. You password can also be changed to something more memorable from this profile section. The Manage Trips link enables you to view any trips that you have confirmed, cancelled or have on hold. The Templates link is particularly useful if you do the same trip frequently. Here you can save your itinerary and when you next go to book the trip, you click on template and simply select the dates and click on the Price Itinerary button. GT User Guide (Jan16) Generic Page 5

7 Journey Search Select those journey components you wish to book (e.g. Flight, Hotel, Rental Car). Please note that Eurostar options are loaded in the system and searchable as a Flight. If you re unsure of the city code start typing in the name and the details will come up for you to select. For travel options to include all London Airports, select LON as the city code to search from. Enter departure and destination cities, dates and times, and other flight availability options. The system has Economy and Lowest Available fares as the defaults, but these can be adjusted accordingly. There are two search options in the system, these being Shop by Price Shop by Schedule These search options will both provide the same results but provide a different flight and pricing selection experience. The differing results and booking process are outlined in the forthcoming pages. Click the Search button. GT User Guide (Jan16) Generic Page 6

8 a) Flight Display Shop by Price The Shop by Price flight display will show all available flights from the lowest price first. Using the filtering sliders on the right hand side box, you can specify a time scale, number of flight stops and airline preference. The results section will then be updated according to the parameters entered into the filtering box highlighted in red below. GT User Guide (Jan16) Generic Page 7

9 b) Flight Display Shop by Schedule The Shop by Schedule flight display will show all available flights from the time specified on your search per leg with an indicative costs (excluding taxes). The filtering box remains on the left hand side of the screen to assist in the location and identification of the required flight times. Once the flights have been selected for all legs of the journey, the system will then return a price including appropriate taxes and fees. Additionally beneath the selected itinerary the system also outlines a range of alternative lower costs for the same routing to ensure that the booker has full visibility of flight options and choice. GT User Guide (Jan16) Generic Page 8

10 Fare rules Prior to continuing a reservation, please ensure that you have read and understood the fare rules for the ticket being purchased (highlighted in red) and any fare notes such as hand baggage details (highlighted in green) The fare rule information is supplied by each individual airline so can be lengthy to read and digest. However the penalty conditions for each ticket can always be found in section 16 of the fare rules. Policy Compliance If you choose flights that are out of policy or not the lowest, the following screen displays. You must choose a reason for non-compliance from the drop down list to continue. The system will then store this reason into the booking along with the three lowest fares not selected. GT User Guide (Jan16) Generic Page 9

11 Seat Selection For journeys where seat selection is permitted by the relevant airline a seat map displays for the each journey leg. You can scroll to the front and back of the plane if necessary to see more seats. To request a seat, click on an available seat using the legend below, then select the Reserve Seat Selection button to proceed. If the seat is chargeable the cost will be indicated when you hover over and select it and payment can be made for it in the checkout process and billed to your company. Please note that not all airlines currently provide the ability to purchase paid seating within Get There. For journeys where seat selection is not possible then the following screen will show. Click continue to proceed to check out. GT User Guide (Jan16) Generic Page 10

12 Add a hotel or car rental to the trip. The process is outlined further on in this guide. Ensure you have read and understood fare rules prior to purchase. Refunds and changes are outlined in section 16 of the rules. Traveller Details are taken from the profile. Information not contained within the profile can be entered at this point such as frequent traveller information Payment Options Please select the relevant payment options arranged for your account. These will usually be to bill to TMG Account or enter your own credit card. For the payment process on No frill / low cost airlines, please see the separate section of this guide. GT User Guide (Jan16) Generic Page 11

13 Trip Review & Checkout (Continued) Complete the additional trip data section which collected any applicable cost centre, purchase order or other accounting code cost control. It is then possible to hold the trip or purchase the trip. A held trip can be held for the period of time noted in the light yellow box at the bottom of the screen. The held fare is not guaranteed until tickets are issued. GT User Guide (Jan16) Generic Page 12

14 Reservation Complete The Reservation Complete screen will provide all the travel details. A copy of the itinerary will be ed to the travel booker. There are a number of itinerary management options including: ing the itinerary to a colleague Sending the itinerary to the Tripcase smartphone application Download to Outlook calendar Sharing via social media Copying the journey for a colleague (traveler arrangers only) GT User Guide (Jan16) Generic Page 13

15 Trips Administration of bookings Confirming bookings placed on hold. From your login screen / home page, select Trips on the left hand side. The system will show trips on hold which require confirmation or cancellation Active trips are reservations which have been confirmed and due to take place. Past trips are completed journeys. Cancelled trips are any which were placed on hold and subsequently cancelled. Please note that the system will show only bookings made online. Once a reservation had been confirmed amendments or cancellations will need to be managed by your usual TMG Team. GT User Guide (Jan16) Generic Page 14

16 WebFare / No Frill Airline bookings The process for booking WebFare / No frill airlines is slightly different due to their payment mechanisms in place. Such airlines are differentiated in the booking process using the WEBFARE tag: In the billing section of the trip review & checkout page, please select Web Fare Charge Card and not TMG Account as you would do for a normal / scheduled airline. By selecting the Web Fare Charge Card you will be required to enter the TMG Security / CID number. This can be securely provided to you as the credit card number is masked. If you were not provided with the security number at the time of account set up or you require this information to be refreshed, please contact online@tmguk.com to clarify. GT User Guide (Jan16) Generic Page 15

17 Baggage and other air extra items can be added to the booking from trip review & checkout page. For no frill airlines, the transaction cost must be updated to take into account air extras and credit card costs. This final price will be shown prior to the booking being confirmed. GT User Guide (Jan16) Generic Page 16

18 Eurostar Reservations can be made for Eurostar trains using the booking system and will be shown alongside airline options. However we would recommend that the following process be followed to specifically make a Eurostar booking: The Eurostar international terminals need to be entered into the search screen in their IATA code format. These being: London St Pancras - QQS Paris Gare Du Nord - XPG Brussels Midi - ZYR For the differing Eurostar fare classes select the corresponding class of travel from the search screen. Please note that services which make a stop en-route such as Ebbsfleet will be classed as a stopping service, even though there is no change of train required. The booking process then follows in the same way as for scheduled flights. Eurostar seats cannot be booked online but you can request them with your TMG Team after your reservation has been made. GT User Guide (Jan16) Generic Page 17

19 Hotels If you are making a hotel only booking, select Hotel from the search screen and enter the details. If you have booked a flight already and require a hotel, the dates default to match your flights. GT User Guide (Jan16) Generic Page 18

20 Hotel Results For cities like London you put in London but for a specific area then enter in the post code or part of address e.g. Westminster to narrow the search down and then click search again. You can also view on a map of the area by clicking on Show Map View and zooming in or search for a specific hotel as per the screen shot below. GT User Guide (Jan16) Generic Page 19

21 Select a Hotel To select a hotel, click on View All Rates where a list of available rates will be displayed. These will include any preferred company rates and travel agency discounted rates (displayed as WIN or Worldwide Independent Network rates). All rates are live rates generated from the hotels reservations system. Additional hotel information can also be accessed from the More rate details link under Rate Rules. Select the room rate you require to confirm. Once you have done this all the details of the rate you have selected including the cancellation policy and this is where you can select any special requirements. GT User Guide (Jan16) Generic Page 20

22 Hotels are automatically guaranteed to the credit card set up in the system. If you select a hotel or rate that is out of policy, it will be displayed. You can still select the rate but you have to select from a choice of reasons that comply with your travel policy. Please check the rate rules prior to confirming these rules will advise of cancellation policies. Many of the lowest rates are not refundable once booked. If your company permits charges to be billed back, then the following options are available on the Trip Review and checkout pages: Please note that the booking.com option is applicable when the hotel being booked is using a booking.com cost which is clearly referenced as being such. GT User Guide (Jan16) Generic Page 21

23 Car Hire The pickup location defaults to your flight destination airport and the return dates and times also default to the dates and times of the flights you booked. If you want to book car rental only then select Rental Car from the search screen. The following are options when booking a car: Car size Transmission type and number of doors Special Requests GT User Guide (Jan16) Generic Page 22

24 A preferred car rental company is marked with stars. Three stars indicate the most preferred vendor. Select your preferred car option by clicking on the rate link. If the car type is out of policy a red circle symbol is displayed. This car can still be selected but you have to choose from a selection of reasons that comply to your travel policy. GT User Guide (Jan16) Generic Page 23

25 Templates Regular journeys can be saved as a template. Templates remove the need for specific flights and hotel to be search and selected. The traveler / booker therefore only needs to enter the required travel dates and the system will then automatically price the template. A template can be saved from the booking Trip Review or Confirmation pages. Template Selection: GT User Guide (Jan16) Generic Page 24

26 Template Details: From the pricing search results for the selected template, the system automatically returns and stores any applicable lower cost travel options. This ensures that best value and choice is always returned. GT User Guide (Jan16) Generic Page 25

27 Appendix 1: Approval Process (Option functionality) The triggers which launch the approval process will vary according to company travel policy and requirements. The following information however provides outline information on the process from an approvers perspective. The process is as follows: 1. Approval request sent to approver 2. Approver chooses to action the request from the using the decision links or link to a secure website. 3. The approver decision is communicated to the booker 4. Confirmed booking with approvals will be ticketed by TMG. Approval request to approver: Approvals website should the approver wish to action via the web service GT User Guide (Jan16) Generic Page 26