Copyright © 2007-2015 CWT
Instructions
CWT Portal & Portrait
Travel desktop CWT Portal
Travel profile CWT Portrait
Carlson Wagonlit Travel
Online Helpdesk
Telephone: +358 (0)205 615 531
E-mail: [email protected]
Place | Date
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
2 (13)
TABLE OF CONTENTS
1 Registration ................................................................................................................ 3 2 Login ......................................................................................................................... 3 3 Travel desktop CWT Portal ........................................................................................... 4 4 Travel profile CWT Portrait ........................................................................................... 5
4.1 Important information concerning the submission of profile information ................. 6 4.2 Basic information – Traveller Details .................................................................. 7 4.3 Travel arrangers – Communication .................................................................... 8 4.4 Credit card and reporting details – Payment/Reporting ......................................... 9 4.5 Travel-related preferences – Air, Car, Hotel ...................................................... 10
5 Travel Arranger’s Functionalities ................................................................................. 11 5.1 Traveller Search ............................................................................................ 11 5.2 Updating Traveller’s Profile Data ...................................................................... 11 5.3 Changing Traveller’s Subunit .......................................................................... 12 5.4 Creating New Traveller ................................................................................... 13 5.5 Deleting Traveller (Deactivation) ..................................................................... 13
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
3 (13)
1 Registration
You have received two separate e-mail messages for the purposes of registration and your
first login. These messages contain a temporary login address (URL) as well as your temporary
password and Personal Identification Number (PIN).
Once you have completed the registration, your e-mail address will become your future login ID.
You will also have the chance to change your password.
Please follow the instructions provided by the system closely. When necessary, further
information is found in the separate Introductory Guide and provided by CWT Online Helpdesk.
2 Login
After your first login, you can always access CWT Portal at http://portal.carlsonwagonlit.com with
the user ID and password you determined in connection to the registration.
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
4 (13)
3 Travel desktop CWT Portal
CWT Portal is an electronic travel desktop that gives you easy access to all important travel-
related information and tools with a single login.
News and Alerts contains current travel-related news which can be filtered by topics Company Travel News contains CWT contact information Travel Documents here you can find user manuals, links to videos and FAQ
My Travel gives you access to online booking tools and the details of your reservation
Update your profile through the My Travel Profile link
Quick Links Current business travel news and useful links (including visa instructions)
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
5 (13)
4 Travel profile CWT Portrait
When you first access the system, it will require you to enter any possible information that is
missing from your profile.
Complete the required fields
to give CWT travel
counselors the possibility
to make bookings
and
to ensure that your
company's purchases are
recorded accurately in the
travel expense and
purchase reports.
If you don’t have all of the required information immediately
available, you can also submit the details later. However, this
page will continue to display until the required information has
been submitted.
Your travel profile comprises
various aspects, which include
further section titles.
The most important of these
are accessible through the
menu on the left and the
toolbar at the top of the page.
Traveller Details
= basic information
Payment/Reporting
= essential reference data
(such as cost units)
Air, Car, Hotel
= travel preferences
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
6 (13)
4.1 Important information concerning the submission of profile information
The various aspects of your
profile are displayed in the
menu on the left.
Aspects which have been
changed are marked with
Changed (in red).
If you want to cancel any
changes, select Cancel.
When you want to save
the changes you made,
click Submit Changes.
The changes are visible in
real-time in both the online
systems as well as at the travel agency.
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
7 (13)
4.2 Basic information – Traveller Details
Traveller Information
Check your details for any
possible errors and update as
necessary.
N.B.
Title: select either Mr. or Ms.
Names are entered as in the
passport (names with
hyphens together, e.g. Ann-
Marie AnnMarie).
Date of birth and gender are
displayed in encrypted form
(as xxx characters).
Your language selection will
also change the languages
used in the online systems.
Remember to save any
changes you make by
clicking Submit
Changes
Phone Number
You should submit your
mobile/cell phone number so
that the travel agency and
airlines can reach you when
necessary in relation to, for
instance, changes.
N.B.
Type: Mobile Voice =
mobile/cell phone
The country code +358 is
added automatically when
you select the country.
Enter your phone number
without the initial zero.
Remember to save any
changes you make by
clicking Submit
Changes
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
8 (13)
E-mail Address
Check that your e-mail
address is correct to ensure
that you can log on to the
Portal without trouble.
This will also ensure that your
confirmations and tickets are
sent to the correct address.
Travel Documents
When you add your passport
and visa details in your profile,
they are available for the
travel agency.
Remember to save any
changes you make by
clicking Submit
Changes
4.3 Travel arrangers – Communication
Arranger
Please note that any
arranger rights are granted
in Portrait maintenance in
accordance with your
company's request, so please
do not enter any information
about your travel arranger
here.
In case your company employs Portrait's reminder feature, you will also receive e-mail reminders on any documents about to expire.
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
9 (13)
4.4 Credit card and reporting details – Payment/Reporting
Credit Cards
Enter your credit card
details for the purposes of
guaranteeing future hotel
and rental car reservations. You can include the details of
more than one card by re-selecting Add Credit Card.
Credit card details can be changed by clicking on the detail that requires changing.
Credit cards can be removed by clicking the delete (trashcan) icon next to the name of the card in question.
N.B.
Only check the boxes of
products that require
guaranteeing, i.e.,
Preferred – Car and
Preferred – Hotel.
Do not check the Air and
Rail boxes if these bookings
are paid for with your
company's normal method
of payment, such as a travel
account.
Reporting Information
This section contains
information that is
important for your
company's purchase
reporting.
Some of the information
may be required, some
fields may include drop-
down menus, and some
fields may have values that
do not allow changes.
N.B.
Please ensure that the reference details of reporting are correct,
to allow the travel agency to make bookings and
to ensure that your company's purchases are recorded accurately in the travel expense and
purchase reports
Remember to save any changes you make by clicking Submit Changes.
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
10 (13)
4.5 Travel-related preferences – Air, Car, Hotel
Air – Frequent Flyer
We recommend adding the
details of airlines' frequent
flyer cards to your Portrait
profile.
Add new cards with the
Add button, and enter the
airline's name in the
Vendor field. Portrait will
offer you the correct
alternatives.
N.B.
The name on the mileage
card should be the same as
in your Portrait profile.
Remember to save
any changes you
make by clicking
Submit Changes.
Air Preferences
This section allows you to
add any preferences related
to air travel (including
meals and seating
preferences).
Remember to save
any changes you
make by clicking
Submit Changes.
Preferences Car, Hotel
Preferences related to hotel and rental car reservations can be added in the same way as
air preferences.
Finnair Plus: enter the card number without the AY letter combination and without spaces.
SAS/Blue1 EuroBonus: always enter the card numbers with the accompanying letters (EBB, EBS, EBG), but without spaces.
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
11 (13)
5 Travel Arranger’s Functionalities
Travel Arrangers and Travel Managers in the company can have more rights in the Master Profile
System (ie. super user), and they can
update traveller information for one or several subunits or even for the whole company
add new travellers
delete / inactivate travellers
5.1 Traveller Search
Select by which criterion you will search the traveller
(eg. name, email address)
Enter the value (e.g. name of the person)
o Enter the names in format:
Last name COMMA First name
(e.g. Matkailija, Matti)
o No Scandinavian letters nor hyphens
Click on the Search button
5.2 Updating Traveller’s
Profile Data
Select person from the list by
clicking on the row
The system displays traveller’s
profile data; make all necessary
changes and Submit Changes
On the top of the window you
see which profile are opened and
which profile you are updating;
your personal profile is always
first on the left
After saving changes you may
close the profile by clicking on
the ‘X’ on the right hand corner
of the window
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
12 (13)
5.3 Changing Traveller’s Subunit
Select person from the list by
clicking on the row
The system displays
traveller’s profile data
Select new subunit for the
traveller from the Subunit
drop-down list
In addition you need to select
a Traveller Type (usually
General-AM-FI)
Submit Changes
After saving changes you may
close the profile by clicking on
the ‘X’ on the right hand
corner of the window
CWT Portal & Portrait
May 25th, 2015 Instructions
ONLINE HELPDESK
Tel. +358 (0)205 615 531
13 (13)
5.4 Creating New Traveller
Click on Add Traveller button
Enter mandatory basic information and click on Save and Edit button
o Save and Add = saves basic information and lets you to add next traveller
o Save and Exit = saves only the basic information
Add all necessary information regarding travel preferences and reporting
Submit Changes
Note. When a new profile is created, login credentials will automatically be sent to the person on
the time of the first save, if your company has agreed with CWT on the functionality to be turned
on.
5.5 Deleting Traveller (Deactivation)
Search the traveller
Click on the status button to deactivate (green)
Confirm the deactivation
Status changes to red
(expired)