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TRAVEL AGENT USER GUIDE

FOR

GROUP BOOKING TOOL

2015

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Table of Contents Login and registration .................................................................................................................................................................................... 3

Sign in form ................................................................................................................................................................................................... 4

Registration ................................................................................................................................................................................................... 5

Registration form ........................................................................................................................................................................................... 6

Agency user responsibilities ........................................................................................................................................................................... 7

Functional flow .............................................................................................................................................................................................. 9

Group request module .................................................................................................................................................................................. 9

Group acceptance module .......................................................................................................................................................................... 10

Travel agency user functionalities .............................................................................................................................................................. 11

New booking ............................................................................................................................................................................................... 12

Raising request ....................................................................................................................................................................................... 12

Adhoc requests ....................................................................................................................................................................................... 12

Series requests ....................................................................................................................................................................................... 16

View request .............................................................................................................................................................................................. 19

Decline request ........................................................................................................................................................................................... 24

Make payment ............................................................................................................................................................................................. 26

Update name list ......................................................................................................................................................................................... 30

Request group re-size ................................................................................................................................................................................. 33

User Guide .................................................................................................................................................................................................. 37

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Login and registration

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Sign in form

1. Enter the login credentials and click Sign in. You can also sign in with your Facebook account.

2. If you have forgotten your password, click on the Forgot password link to generate a new one.

3. Provide the Email address and click on Send button. An E-mail will be sent to your registered E-mail Id with the link to reset your password.

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Registration

To register, click on the Sign up link.

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Registration form

If you are a travel agent, click on Get started here link to get the

travel agent sign up form. Once registered, airline will review the

registration details and will activate the agency after which

registered user can login to the groups portal.

Fill in all the details and click Create account for registering.

Airline user roles and

responsibilities

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Agency user responsibilities

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The following are the various agency user responsibilities / access in the application.

Raise request

o Adhoc

o Series

View the request

o Accept

o Negotiate

o Decline

Make payment

Update name list

Booking analytics

Request resize

o Upsize

o Downsize

Support

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Functional flow

The following is the travel agency functional flow of the application.

Group request module

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Group acceptance module

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Travel agency user functionalities

Agency User

Functionalities

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New booking

Raising request

Travel agents can raise two kinds of group requests - Adhoc and Series.

Adhoc requests

These are one-time group travel requests. To raise / create an Adhoc request, follow the steps listed below: Step 1 Select Adhoc group request from the New booking menu.

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Step 2

Select the travel type (One way or Roundtrip or Multi-City).

Step 3 Select the Origin, Destination, Departure date from the drop down menu of the corresponding fields. Step 4 Click on Preference Flight to view and select your preferred available flight in the sector.

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Step 5 Select the flight and click on Ok

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Step 6 Enter No of passengers and Expected fare (per adult) in the provided corresponding fields.

Step 7 Enter Remarks in a free text format if you want to communicate to airlines on this group request Step 8 Click on Submit button to forward your request for airline to review and respond. The system will generate a request ID, which you can use to track your request in future. The submitted new request will be reviewed by airline and the fare will be quoted.

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Series requests

Series groups are multiple trips undertaken by groups over a period of time following the same request patterns for which they have requested bookings. To make a Series group request, follow the steps listed below: Step 1 Select Series group Request from the New booking menu

Step 2 Select the Series type (Date range or selected date). If Date range is selected, Day preferences tab would be opened to select the preferred days

Step 3 Select the Trip type as One-way, Roundtrip or Multi-City.

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Step 4 Select the Origin, Destination, Start Date, End date, No. of passengers and expected fare if series type is chosen as Date range.

Step 5 Click on Day preference and choose the preferred option from the drop down list. Step 6 Click on Add details to add the request in the series list before final submission.

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Step 7 Once series list is created, you will have option to Edit, Delete selections for specific travel date.

Step 8 Enter Remarks in a free text format if you want to communicate to airlines on this group request. Click on Submit button to forward your request for airline to review and respond. The system will generate a request ID, which you can use to track your request.

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View request

It allows the user to view group travel and payment requests and act on them.

To View request, follow the steps listed below:

Step 1 Select Bookings option from the menu

Step 2 Enter any one of the search fields and click on Search if you are looking for a specific request. The system displays the most recent requests by default.

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Step 3 Click on View request/View Response to view the complete details of the request. Until airline quotes the fare, the status of request will be “New Request”

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Step 4 Select the flight from the airline suggested flights.

Step 5 Read and agree to terms and conditions and click on Accept. Click Decline to reject the offer.

Note: If the airline provides the Negotiation option, then you will get a Negotiation button for negotiating the fares with the airlines.

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Step 6 Once the offer is accepted, it would be redirected to the below shown payment page where agency user can verify the details and make payment through the payment options available.

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Step 7 Either you can make the payment now and click on Submit to submit the payment of the request.

Step 8 Or you can click Pay later. You can then come back and select Make payment and complete the payment for the percentage of amount requested by airlines for each request.

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Decline request

It allows the user to decline group travel request.

To Decline request, follow the steps listed below:

Step 1 If you would like to reject the offer quoted by airline, click on Decline

Step 2 A pop-up will appear on the screen asking, “Help us to do better! Tell us why”

Step 3 Select the reason from drop down list

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Step 4 Click on Submit and then ensure the decline by clicking on OK button appearing on the pop-up.

Step 5 Another pop-up will appear with a confirmation message. Click on the Ok to finish the process.

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Make payment

Payment can be done for the accepted group requests For making payment for a group request, follow the steps listed below:

Step 1 Select the Make payment option from the menu.

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Step 2 Enter any one of the search fields if you are looking for a specific request and click on the Search. The system displays the most recent requests by default.

Step 3

Click on View history icon to view the Payment history.

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Step 4

Click on Make Payment icon to make the payment of the group requests with the status of “Payment Pending”.

Step 5 Select Payment type either Credit Card or Agency payment.

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Step 6 Select Card type, enter Card number, Cw no, Expiry mon/year, Card holder name if Payment type is chosen as Credit card. Now, click Submit button.

Step 7

Enter Agent id if the “Payment type” is selected as Agency payment and click on Submit.

Note: If the agency user doesn’t have the authority to make the payment, then the admin for that agency will make the payment.

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Update name list

Once the payment is completed, agents will be able to update the name list either by uploading a excel file or entering the details manually. Follow the steps listed below to update Name list. Step 1 Click on Name list from the menu.

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Step2 Enter any one of the search fields if you are looking for a specific request. The system displays the requests in the ascending order of Passenger validity date by default.

Step 3

Click on passenger details icon in the corresponding request list.

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Step 3 Adding passengers can be done by uploading XLS/CSV file by clicking on Browse button of File to upload area. Click on Upload after selecting the file from your system. Passenger details can also be updated manually by entering the details provided in the Submit passenger details area. The XLS/XLSX template for the same can also be downloaded.

Step 4 After entering passenger details Click on Save in the tool after which the name list will be submitted automatically. The passenger’s details will get updated to the PNR and ticket gets generated.

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Request group re-size

Agents have option to edit the size of the group travelling after the request is raised and the steps are detailed below. Step 1 Select Booking group resize from menu.

Step 2 Enter any one of the search fields and click on Search if you are looking for a specific request. The system displays the most recent requests by default.

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Step 3 Click on Raise Request link based on your resize need to add or remove passenger count from the request.

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Step 3 Click on the Down size or Up size option

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Step 4 Increase or decrease Number of passengers. Enter Remarks field with free text. Click on Send request

Step 5 A pop-up will appear with the message “Request sent successfully”. Click on OK

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User Guide

The user can get the complete user guide by selecting User guide from the menu.

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THANK YOU

Thank You!