Booking instructions

Booking instructions

Overview Login My profile Hotel search Booking overview Cancellation Rebooking Booking representative Contact P. 3-4 P. 5-7 P. 8-17 P. 18 P. 19 P. 20 P. 21-24 P. 25 2

Log in Internet/URL In order to benefit from your company's individual settings you have to use the correct URL. The usual log in is: www.schaeffler-hotels.com. Homepage You will be able to access your corporate homepage. Click on Log in (top right) to start. The log in window will appear in the next step. 3

Log in Log in To register, please enter your e-mail address and password. If no customer profile exists, please register using the link "Registration". Registration Complete the necessary one-off registration. At the first registration the obligatory fields are marked with an asterisk. Your credit card details can be stored here. It is also possible to create your profile after the hotel search and completion of the booking. By clicking on the appropriate field you can save all your details for future bookings. 4

My profile Profile If you need to change your profile, for example if you switch to a different department, please click the "My profile" link and go to "Manage profile". You can change the usual address information, e-mail address, password, etc., as well as your membership of bonus programmes. 5

My profile Credit cards You may store several credit cards in your profile, which also includes a pre-select function. The credit cards can be selected during the booking process. After entering the card number only the last 4 numbers will be shown. The rest is encoded to protect your data. 6

My profile Changing the e-mail address Has your e-mail address changed? Please only make updates in your current profile - do not create a new profile Using the field My profile e-mail address you can enter your new e-mail address. You will receive a message prompting you to activate the new address. 7

Hotel search Preferred destinations Your Travel Management team has set up your preferred destinations (e.g. your company locations), these are displayed on the homepage. Click on Locations" and an overview opens. There you can choose the appropriate location. For a search without a date, all hotels in a specific destination will be shown. For a search with a specific date, only hotels that have rooms available on that date will be shown. 8

Hotel search Direct hotel search Search for a hotel in your destination or, alternatively, enter the name of the destination and hotel. The autosuggest function supports you to find correct destination. Additional entry possibilities are available (e.g. train stations, fairs). 9

Hotel search Advanced search Filter your hotel results according to your needs using the Advanced search. Entry of min./max. price per room/night Select min./max. category Rating Selection of the vicinity search Hotel facilities, etc. 10

Hotel search Compare hotels Bookmark the desired hotels and use the comparison function in order to find the ideal hotel. Benefit from the wide and varied comparative criteria. 11

Hotel search Hotel results list Your Travel Management negotiated net rates with hotels, these will be highlighted with your company logo. In any case, the special hotel.de corporate discounts, with savings of up to 30%, are always available to you. These are also marked with an icon. 12

Hotel search Interactive map The interactive map helps you to make the right hotel choice. If you click on list you can switch your sight easily. Your destination (company location, exact address, etc.) is marked by a grey flag on the map. = Contracted hotel = Hotel = Destination 13

Selecting rates Rate overview and selection In the hotel description you may also find special benefits for HOTEL INFO guests. Here you will find all the details about the hotel, such as detailed ratings, pictures and a full description. The hotel is solely responsible for its own description. If you wish to book this hotel for other colleagues as well, select the number of travellers and rooms. The best rate will automatically be shown above. This icon identifies the HOTEL INFO corporate discounts. Your company logo identifies contracted hotels. 14

Selecting rates Overview of the selected rate Pay particular attention to the booking, payment and cancellation conditions for the selected rate. These are determined by the hotel. 15

Relevant information for the hotel Booking confirmation/requests to the hotel The booking confirmation is sent to your e-mail address and any other e-mail addresses that you have stored. Employees who work outside the office can receive a booking confirmation by mobile phone (SMS). Similarly, they are able to transmit requests to the hotel. These requests are sent to the hotel, but they are not binding. Please take note of any possible extra costs! Tip: If you are only booking for other people, please do not overwrite your own information with that of the people who are travelling. This would cause incorrect information to be sent to the hotel. The HOTEL INFO Travel Arranger function should be used for such bookings. More information about the Travel Arranger function can be found here: http://www.hotel.de/information/schaeffler/redesign/schaeffler_ta_guide_en.pdf 16

Complete booking Booking confirmation When you complete the reservation process, the booking confirmation is displayed on the screen and sent to you in an e-mail at the same time. This message contains the booking number and the cancellation code. The booking confirmation that you receive by e-mail contains a direct link to your company application so you have quick access to your bookings. 17

Booking overview My bookings All the bookings you have made are listed in your booking overview. Here you are able to book, rebook or cancel hotel rooms. By clicking on the booking number you can view all details of the booking. Using the booking number you can search directly for your bookings or, alternatively, you can use the practical drop-down function. 18

Cancellation Cancelling a booking It is easy to cancel a booking through the booking overview. If the cancellation button does not appear it can be because of the following reasons: the time limit for cancellations has already passed the rate booked cannot be cancelled Our Service Centre is always ready to help! E-mail: info@schaeffler-hotels.com or find all free of charge numbers here If it is a non-cancellable rate, please contact the hotel directly. 19

Rebooking Rebooking You can easily rebook by using the booking overview. Please verify the prices and conditions as these may be altered due to a change in the booking. If the rebooking button does not appear it could be for one of the following reasons: the time limit for changing bookings has already passed the hotel is fully booked the function that allows bookings to be changed may not be technically possible in the hotel, or the hotel will not accept changes to the system Our Service Centre is always ready to help! E-mail: info@schaeffler-hotels.com or find all free of charge numbers here 20

Booking representatives Booking representative HOTEL INFO recommends that you appoint a booking representative in case of absence. Booking representatives can be nominated by the travellers themselves. There is no limit to the number of booking representatives. You may also receive an e-mail request from a colleague who wishes to represent you. 21

Booking representatives Appointing a booking representative Enter the e-mail address of your colleague here to appoint them as a representative. You may also add comments. In the next step you can determine whether your booking representative is authorised to use your credit card for hotel bookings. Delete the representative as required. The booking representative is able to decide during the booking whether they are booking for you or themselves. 22

Booking representatives Becoming a booking representative Send a request to the traveller for whom you wish to make hotel bookings. Your traveller will receive an e-mail which informs him/her that you would like to be authorised as a booking representative. This has to be confirmed by simply clicking on the link and logging on to the application. If this process is completed you will receive a confirmation e-mail. 23

Booking representatives Booking representative bookings overview Your booking overview allows you to select bookings made for others using the drop-down menu. These bookings can be selected and changed if necessary. An example of a representative group: Both booking representatives have access to the bookings of the traveller, including those made by the traveller themselves. Traveller's representative Representative function Booking 24

Contact For questions concerning your bookings, complaints, rebooking or cancellations please contact the HOTEL INFO service team: Find all free of charge numbers here e-mail: info@schaeffler-hotels.com To be released as a Travel Arranger please contact keyaccount@hotel.de 25