instructions for travel arrangers - hotel de · 5 the travel arranger booking mode is always...
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Instructions for Travel Arrangers
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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.
• Generate a cost acceptance form (only with the permission of their Travel Management)
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.
Travel Arranger
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Log in as a Travel Arranger
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 [email protected].
Log in
Am I a Travel Arranger?
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Selecting the traveller
If you wish to make a booking for a colleague,
proceed as usual.
In the booking step "Your Choice", 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 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.
For whom do you wish to book?
Select/look for an employee
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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.
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.
Selection of the booking mode and traveller
Select booking mode
Create new participant profile
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Travellers without an e-mail address
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.
Book for external employees or guests
Traveller's data
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Traveller details
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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 (e.g.
the Company credit card).
Generally the traveller's credit card will be shown if it
is stored in their profile. Other stored credit cards can
also be shown and selected.
Booking details
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Booking confirmation
As a Travel Arranger you will always receive a copy of
the booking confirmation by e-mail.
Cost Acceptance Function for Travel Arrangers.
On completion of the booking you will have the
opportunity to create and send the form. You can send
a fax to the hotel with a simple click. This function has
to be agreed by your Travel Management.
Please note:
It is up to the hotels whether they will honour the cost
acceptance or not.
You can bring up the cost acceptance at any time to
view or re-send. This can be done through your
booking overview.
On completion of the booking
Subsequent sending of the cost acceptance form
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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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Reservation overview
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 "Rebook".
Overview of Travel Arrangers' bookings
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Travel Arranger group
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
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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
Booking overview of a Travel Arranger group
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Contact
HOTEL DE Corporate Sales
Hugo-Junkers-Strasse 15-1790411 Nuremberg
Phone +49 (0) 9 11-59 832-1068Fax +49 (0) 9 11-59 698-805E-Mail [email protected]
www.hotel.de www.hotel.info