Welcome to You-Book. Diversity Travel s Online Booking Tool. About this User Guide & Contact Information 3. How to Log in 4. The Booking Process 5

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2 Welcome to You-Book Diversity Travel s Online Booking Tool Contents About this User Guide & Contact Information 3 How to Log in 4 The Booking Process 5 Arranger Tab 6 Home Page 8 Book Tab 9 Availability 10 Types of Fare 12 My Selection 13 Trip Summary 14 Confirming your Trip 15 Booking a Low Cost Carrier 16 Managing Profiles 17 Reviewing Travel 19 Page 2 Customer User Guide V1.1

3 About this User Guide Diversity s You-Book application has been tailored to meet the requirements of the charity market and allows you to log on remotely to view and secure your air fare without the need to contact a member of the Diversity team. This user guide contains step-by-step instructions on how to use You-Book and will guide you through the different fares that are available. Please read this document carefully when making your online reservation to ensure that you select the air fare that best suits your requirements and to ensure that your trip falls within your travel policy. All travel booked through You-Book will be invoiced to your organisation. Diversity Contact Information If you have any questions or queries about You-Book please contact our online helpdesk: Telephone: online@diversitytravel.co.uk Our online helpdesk is open Monday-Friday, 08.45am to 5.30pm. Page 3 Customer User Guide V1.1

4 How to Log In Client Portal When logging in to You-Book for the first time you will be required to complete the privacy statement and your profile information. Please keep this up to date. To access You-Book you will need to log on to Diversity s Client Portal with your allocated username and password. The portal can be accessed via the top right hand side of our website: The You-Book application can be found under the My Online Services tab. Within the portal you can also view details of the dedicated Reservations Team and Account Manager that have been allocated to your organisation and you can use our ESP (Emergency Support Plan) contact number to reach us in times of emergency. Page 4

5 The Booking Process There are 5 simple stages to complete when making an online booking on Diversity s You-Book application: Select your traveller/travellers Enter search criteria Select most suitable fare(s) View trip summary & read purchase conditions Confirm your trip Diversity s You-Book has been designed to make the online booking process quick and simple. There are 5 easy steps you will need to complete to make your booking and this document will guide you through each step and highlight what information is required at each stage. We recommend that you closely follow this user guide when making your first booking to ensure that you select the most relevant fare for your trip. Page 5 Customer User Guide V1.1

6 Arranger Tab 2 3 You can store passenger profiles to speed up the booking process for frequent travellers. 1 4 The first step of the booking process is to select the traveller(s). Your home page has been set to the Arranger tab as this allows you to easily enter information to search for domestic and international air fares on behalf of other travellers. If you wish to book travel for yourself, please click on the Home tab. Key Areas: 1. Search Travellers This section allows you to search for travellers for whom you have completed profiles, which helps speed up the booking process. All of their personal details (name, date of birth, meal/seat preference, gender etc.) are stored in their profile so you do not have to enter them every time you make a booking for that passenger. For further information on adding and maintaining profiles, please see Managing Profiles on page 18. You can search for a profile by entering the traveller s name, login name or address. A list of all profiles held on the system also appears under the search criteria and you can select your traveller from this list if you do not wish to search for their profile using the search criteria. To add or update a profile, click on the Admin tab or on the traveller s name in the search list. Please note that the Profile tab only allows you to update your own personal profile. 2. Guest Traveller This allows you to book on behalf of somebody who does not have a profile on the system. Any mandatory information (name etc.) that is required will be asked for at the end of the booking process. This option is designed for booking a one-off trip for a passenger. Page 6 Customer User Guide V1.1

7 Arranger Tab continued You can create templates of frequently booked trips to prepopulate the search criteria to save time. 3. My Selection To make a booking for a traveller (either a guest traveller or a saved traveller) click on the icon to add them to your selection. You can add up to 4 saved passengers at any one time to your selection, but you can only add 1 guest traveller. The star icon signifies that this passenger will be classed as the lead passenger. You can unselect a traveller by clicking on the x symbol. Press Arrange Trip to continue. 4. Templates You are able to create a trip template from the Summary or Review pages during the booking process to save the parameters of the trip that you are booking. You can then use the trip template here to save time when arranging similar trips. You can also view or search for existing trips by clicking on the top of the screen. at To search for an arranged trip you can either search by calendar view (date) or by table view (list). You can also specify whether to search for trips that are on hold, pending approval or confirmed trips. As an arranger, you are able to view trips for all travellers for whom you are able to arrange travel, even if the trip was booked by a different arranger. In the calendar view, click on the yellow bar to view the trip details. In the table view, click on the magnifying glass to view the trip details. Page 7 Customer User Guide V1.1

8 Home Page 3 1 If you are travelling Premium Economy or Business class you must specify this here. 4 2 Tip: You can either type the city name or the airport code in the from and to fields. Your home page is an alternative to the Arranger tab where you can easily enter information to search for domestic and international air fares for your own travel. Key Areas: 1. Quick Start The main screen within your home page allows you to enter the search criteria for your journey. You can select whether to search for a one-way or a return journey, enter your departure and destination points, amend your travel dates and amend your travel times. You also have the option to search for direct trips only and you can specify more advanced search criteria (such as airline or cabin class) by clicking on Detailed Search. If you wish to book Premium Economy or Business class then you will need to specify the cabin class here. For more information please see page Pending Trips This section will display any trips that you have pending approval and whether they have been approved or not. 3. Service Tools The service tools section provides you with access to useful content such as maps, weather updates, health and visa information and currency conversions. 4. Travel Components This section allows you to quickly navigate your way around the system at the click of a button. You can create a brand new trip, view existing trips or manage your personal details within your profile. Page 8 Customer User Guide V1.1

9 Book Tab Tip: If you are unsure of flight times, keep the time window as wide open as possible If you are travelling Premium Economy or Business class you must specify this here. The Book tab is where you enter the search criteria for the trip that you are booking. Here you can select: - Whether your trip is one-way or return - Your departure and destination points - Your dates and times - Your time window (this is how many hours either side of your selected time the system will search for available flights) - Direct or non-stop itineraries - The number of passengers - Cabin class (if the traveller is eligible to travel in an upgraded cabin this must be specified here) - Preferred airlines All mandatory fields are highlighted in yellow. You may automatically be directed to this page if you pressed the Detailed Search link from the home page. If you would like some assistance with your search, you can click to submit the request to Diversity Travel at the bottom of the screen. Once you are satisfied with your criteria, click on search to see what fares are available for your itinerary. Page 9 Customer User Guide V1.1

10 Availability Any important reminders or prompts are highlighted in yellow. On this example, the prompt highlights that you arrive a day after the specified date. Understanding the Available Fares All available fares for your itinerary are displayed in the fares matrix. The matrix will display your outbound fare first and once you have clicked on the fare that you would like to purchase, the matrix will collapse and prompt you to select your inbound fare. You can see the flight times, dates, airlines, duration and amount of connections for each flight and you can sort these by clicking on the relevant column heading. This means you can filter by shortest duration, by a particular airline or by departure or arrival times. The and postcard symbol signifies that this fare is only available exclusively through Diversity Travel and forms part of our negotiated contract with the airline. The symbol signifies that this fare is likely to fall within your organisation s travel policy. The symbol signifies that this fare may fall outside of your travel policy. To view the full itinerary details (including stop-overs and connections) click on the tab and the itinerary information will expand. The lowest fare in each group is highlighted with a border around the fare and the box states that this is the Lowest fare that is available in that particular fare group. Please note that the lowest fare may not always be the most feasible the lowest available fare may be double the duration of a more expensive fare. For more information on types of fares and their restrictions, please see Types of Fares on page 12. It is good practice to compare the lowest fare with the departure time, arrival time and the flight duration to ensure that you purchase a ticket that meets your requirements. Page 10

11 Availability continued Applying Filters to Results If you feel that there are too many results for your search and would like to be more specific, you can click on the icon at the top right hand side of the matrix. This allows you to filter the returned fares according to different criteria, including airlines, departure time, price or number of connections. Once you select one of these filters, the matrix will automatically re-load below the filter setting box. Click on the minus sign at the top right hand side of the matrix to close the filter setting box. Conducting a New Search If you wish to begin a new search or wish to search for a different airport/destination you can use the Modify Search section on the left hand side of the screen. Using this facility will discard your existing search criteria and the matrix will populate with availability and fares according to your new search. Remember, if you wish to search for an upgraded cabin you will need to specify these under More Options. Page 11 Customer User Guide V1.1

12 Types of Fare It is important to understand the different types of fare that are available through Diversity Travel to ensure that you select a fare that best suits your requirements. Charity Bucket The Charity Bucket displays our online charity fares that are exclusively available to charities. They can generally be changed or cancelled for a small fee. An additional baggage allowance may also be available if this is required please contact Diversity Travel to see if your selected fare qualifies for this. Please check the full purchase conditions when you select your fare for full refund/cancellation terms. Negotiated Bucket The Negotiated Bucket displays our online negotiated fares that are exclusively available to Diversity Travel customers. They are generally more restricted than our charity fares. Please check the full purchase conditions when you select your fare for full refund/cancellation terms. Published Bucket The Published Bucket displays the lowest published fares that are available on your selected flight. They can generally be more restricted than our charity fares and penalties to change or cancel the flight can sometimes be up to the full value of the ticket. Please check the full purchase conditions when you select your fare for full refund/cancellation terms. Flexible Bucket The Flexible Bucket displays the lowest most unrestricted fare that is available on your selected flight. These are generally more expensive than our other fares due to the flexibility that they offer. Please check the full purchase conditions when you select your fare for full refund/cancellation terms. These descriptions act as a guideline only and each individual airline imposes different restrictions on their air fares. To view the full purchase conditions attached to your selected fare, click on Purchase Conditions in the My Selection box once you have selected your fare(s). Page 12 Customer User Guide V1.1

13 My Selection Make sure that you read the Purchase Conditions to ensure that you have selected a fare that meets your requirements. Once you have selected your fare(s), your basket will be displayed with details of your itinerary. At this stage of the booking process you can see how much your trip will cost, what type of fare you have chosen and what cabin class you have selected. If you have selected an upgraded cabin you will see the icon in this box. Click on Purchase Conditions to read the full terms and conditions of your selected fares. If you are not satisfied with the terms and conditions of your selected fare, click on and the full availability grid will redisplay. Once you are satisfied with your selection, click Continue to progress to the next part of the booking process. Page 13 Customer User Guide V1.1

14 Trip Summary If permitted, you can reserve your seat on the flight by clicking on Seat(s) within the trip summary The Trip Summary page requires you to conduct a final check of your itinerary and agree to the purchase conditions of your selected ticket(s). For comparison purposes, you are also able to see the lowest possible fare available against the total trip price that you are booking. The trip C02 emissions are also displayed. If you plan on placing your trip on hold, you will also be advised of the ticketing deadline. Your trip will need to be confirmed by this date so that we can issue your tickets. Certain airlines allow you to select your seat at this stage of the booking process. If permitted, click on to view the seat map availability of your flight and add a seat of your choice. You can also save this trip as a template for future use at this stage of the booking process. Your template will be stored on your Home Page and pre-populate the trip details for future bookings. This is particularly useful if you frequently book the same trip. Once you have agreed to the Purchase Conditions, please click Finalise Trip. Page 14 Customer User Guide V1.1

15 Confirming your Trip This is the final stage of the booking process. If requested by your organisation, you may need to enter a trip reason at this stage and you can optionally add a note to be sent with your booking to Diversity Travel. If you are booking using a saved traveller s profile, any information from their profile will automatically be populated at this section. If you are booking as a Guest Traveller then you will be required to enter all mandatory information at this stage. The Method of Payment will be set to Invoice the Corporation which means that Diversity Travel will invoice your organisation for this trip. If you are booking a low cost carrier, you will be required to pay by credit card please see Booking a Low Cost Carrier on page 16. If you would like to confirm your booking and would like it to be sent to our Ticketing Department, press Confirm Trip. You will then be sent a confirmation. From here you can add the trip to your diary/calendar. Page 15

16 Booking a Low Cost Carrier Web Fares: - Cannot be held - Must be paid for by credit card - Are booked immediately online It is possible to book a Low Cost Carrier through the system, but there are several important points to remember: - All low cost carriers are displayed with a Web Fare tag in the system - You cannot hold any web fare on the system and as soon as you press Confirm the request is sent directly to the airline s website and is booked immediately, therefore bypassing any approval process. - All Low Cost Carriers must be paid for by credit card. We have added Diversity s credit card to the system so that you can pay with our card and we can invoice your organisation. - You can select the number of bags that you wish to check-in, but this may increase the cost of your fare in line with the airline s baggage policy. For further information on baggage allowances please contact a member of the Diversity team. Page 16 Customer User Guide V1.1

17 Managing Profiles To manage your own profile for your own travel requirements, click on the Profile tab. To manage a profile on behalf of another passenger, use the Admin tab. Managing My Profile If your organisation is set up on a Corporate Frequent Flyer Scheme, Diversity Travel will add these to your bookings when they are processed. All mandatory information is marked with an asterisk (*). Click on the different tags within the profile to complete the relevant information. This information is entered into any booking that you make for yourself. Page 17 Customer User Guide V1.1

18 Managing Profiles continued Managing Another Traveller s Profile If you require any assistance when creating a profile for another traveller please contact the Diversity Travel Online Helpdesk on or online@diversitytravel.co.uk To complete a profile for another traveller, click on the Admin tab and use the tool at the left hand side of the screen to create or modify a user profile. If creating a profile for another traveller, you will first need to select what type of profile the traveller requires: - Traveller: Allows you to book travel on their behalf - Profile Manager: Allows them to create and modify user profiles - Principal Arranger: Allows them to arrange in and out of policy trips for other people - Appointed Arranger: Allows them to arrange in-policy trips for other people only - Approver: Allows them to approve trips for other people - Fallback Approver: Allows them to approve trips for other people in Approver s absence You will then need to enter all of their personal details. You can select the people who can arrange trips for this traveller by clicking on and you can select who the traveller s approver is by clicking on You will need to create a username and login for the traveller, even if they will not be accessing the system themselves. If you just wish to set a profile up so that you can book travel on behalf of this user, you will only need to allocate a traveller role and you will not need to provide the username and password to the traveller. Please do not amend any of the Method of Payment options as these are already built into the system. Page 18 Customer User Guide V1.1

19 Reviewing Travel You can keep track of all past and present travel by using the Review tab. Here you can see all trips that are planned and all those that have already travelled. You can also search directly by entering the trip reservation number. Page 19 Customer User Guide V1.1