instructions for travel arranger
TRANSCRIPT
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Instructions for Travel Arranger
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General information
Log-in as a Travel Arranger
Selecting the traveller
Selecting the booking mode and traveler
Register a new traveller
Traveller details
Booking confirmation/cost acceptance
Cost acceptance
Booking overview
Travel Arranger group
Contact
p. 3
p. 4
p. 5
p. 6
p. 7
p. 8 - 9
p. 10
p. 11
p. 12
p. 13 - 14
p. 15
Overview
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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.
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.
Travel Arranger
General information
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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.
This will be visible by the addition "Travel Arranger"
behind your login data.
If “Travel Arranger” is not displayed behind your
customer number, you are not registered. In this case,
please contact your Travel Management or
Am I a Travel Arranger?
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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 details", 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 employee".
Enter the traveller's last 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
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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
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If the e-mail address entered is not recognised it means
no participant profile exists.
In such cases, please use the one-off registration
in 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
Register a new traveller
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Traveller details
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
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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.
Generally the travellers credit card will be shown if it is
stored in their profile. Other stored credit cards can also
be shown and selected.
Traveller details
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Cost Acceptance
As Travel Arranger you will always receive a copy of
the booking confirmation per e-mail.
Cost acceptance:
While booking the room(s), you will have the
opportunity to create an assumption of costs, which
will be sent to the hotel automatically.
Please note:
It is the hotel's decision as to whether or not they will
honor the assumption of costs.
The assumption of costs does not substitute entering
credit card details, should they be needed to secure
the booking.
Cost acceptance
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Passive PNRs for travel agencies
The passive PNR (Passenger Name Record) is
shown for travel agencies. It serves 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.
Passenger Name Record
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Booking 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".
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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
Travel Arranger group
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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.
In the booking overview you will find details about
which colleague made the reservation.
Travel Arranger group
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Contact
HOTEL DE AGCorporate Sales
Hugo-Junkers-Straße 15-1790411 Nürnberg
Telefon +49 (0) 9 11-59 832-1074Fax +49 (0) 9 11-59 698-805E-Mail [email protected]
www.hotel.de www.hotel.info