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Admin User hotels user-guide with pg
 

Admin User hotels user-guide with pg

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Admin User hotels user-guide with pg

Admin User hotels user-guide with pg

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    Admin User hotels user-guide with pg Admin User hotels user-guide with pg Document Transcript

    • [ Hotel Booking Flow ] USER MANUAL Document Revision 001 Business Confidential, Copyright @2013 1
    • Table of Contents Using This Manual....................................................................................................................................................2 Introduction.............................................................................................................................................................2 Hotel Booking Flow.................................................................................................................................................2 Hotel Search – Normal & Quick Search.................................................................................................................3 Pay By Balance............................................................................................................................................13 Pay By Payment Gateway............................................................................................................................14 Hotel Booking Queue...........................................................................................................................................19 Hotel Change Request Queue.............................................................................................................................21 Hotel Credit Note Queue......................................................................................................................................24 Hotel Pending Booking Queue.............................................................................................................................26 Import Hotel Bookings..........................................................................................................................................28 Hotel Sales Report......................................................................................................................................... .….30 Admin Staff User Roles.........................................................................................................................................31 Hotel Supplier Selection Agency Wise................................................................................................................. 32 Using This Manual You may read the manual from start to finish, performing those tasks that are applicable to your work, or you may look up only those tasks for which you require assistance. Introduction This document will give information to understand complete Hotel Booking flow, hotel cancellation, etc along with their screen shots from Main Agent (Admin) login. Hotel Booking Flow Hotel booking can be made by 2 waysa) Hotel Normal Search b) Hotel Quick Search Search and search results page will be different in both the ways. After that booking flow is same for both the Normal & Quick Search, ie, from Hotel PaxDetails page onwards. Business Confidential, Copyright @2013 2
    • Hotel (Normal) Search After login into system, Admin can make hotel booking from hotel search page. Go to Hotels tab and click on Search link. Business Confidential, Copyright @2013 3
    • On making a hotel search below screen will come- Business Confidential, Copyright @2013 4
    • Search Results Below search results page will appear on making a hotel search- Business Confidential, Copyright @2013 5
    • Click on Book Now, different room types available will be shown as below- Business Confidential, Copyright @2013 6
    • b) Hotel (Quick) Search In Quick Search hotel results will be loaded faster as compared to Normal Search. Room selection and rest of the Hotel booking flow would remain as it is in normal Hotel booking flow. Business Confidential, Copyright @2013 7
    • Quick Search Results On click on Quick Search button, search will be made like below screen. Results will be displayed on the same page but will be loaded faster as compared to Normal search. Business Confidential, Copyright @2013 8
    • Quick search results have been displayed as shown in the below screen- Business Confidential, Copyright @2013 9
    • Hotel Details Click on any hotel name to view Hotel Description, Photos, Amenities as shown below- Business Confidential, Copyright @2013 10
    • On click on Select Room button from results page, room types will be displayed in a pop up as shown below - Business Confidential, Copyright @2013 11
    • Hotel Pax Details After Search results page, further booking flow is same for both Normal & Quick search till hotel confirmation. On click on Book Now button, it will redirect to HotelPax details page as shown below- Business Confidential, Copyright @2013 12
    • Hotel Review Booking After entering all guest details, confirm the booking from Hotel Review Booking page as shown below Booking payment can be made either through agent's account balance or through payment gateway. 1. Pay by balance option is shown below- Business Confidential, Copyright @2013 13
    • If the last cancellation date of any hotel being booked is already passed, that booking will get Vouchered directly. Otherwise there is an option to confirm the hotel booking first and then voucher it later as per requirement. On click on Confirm Booking button, a pop up will come to confirm the booking as shown below- Business Confidential, Copyright @2013 14
    • 2. Pay with credit card option is shown belowWhen Pay with credit card option is selected, convenience charge set in admin profile will get applied on payment gateway. Business Confidential, Copyright @2013 15
    • Payment Gateway details page Enter payment gateway credit card details and make the payment to proceed with the booking. Business Confidential, Copyright @2013 16
    • Hotel Booking page Once booking is confirmed/vouchered, it will redirect to Hotel Booking page as shown below- Business Confidential, Copyright @2013 17
    • Payment Gateway Pending QueueEntries of all the bookings created through payment gateway will come in Queues> Payment Gateway> Pending Queue as shown below. Admin can also select particular agent to view their bookings created through payment gateway. Business Confidential, Copyright @2013 18
    • Hotel Booking Queue Go to Queues> Hotels> Hotel Bookings to see all the hotel bookings created by different agents under admin. Click on Request Change link to send cancellation/amendment request. Request Sent message will be displayed on booking queue. Business Confidential, Copyright @2013 19
    • On click on Request change link from hotel booking queue, a popup will come. Admin needs to select Cancel hotel booking and send request for it. If amendment request is to be sent, select Amend hotel booking and send its request. Business Confidential, Copyright @2013 20
    • Hotel Change Request Queue Once hotel cancellation/amendment request is sent, booking can be cancelled/amended through Hotel Change Request Queue. Hotel Cancellation/Amendment process- 1. Refund- From Hotel change request queue, Admin/staff user needs to enter admin fee/ supplier fee and click on Refund button to cancel the booking. After this booking will be cancelled at our portal and also at source end. On click on Refund button, 'Refund in Process' message will be shown. Once refunded, 'Refund Succeeded' message will be displayed. 2. Manual Refund- Manual Refund is done in below 2 casesa) When last cancellation date has passed/ check-in date is less than today's date; booking needs to be cancelled by clicking on Manual Refund option. b) If booking is cancelled at source end directly and needs to be cancelled on our portal. On click on Manual Refund, a popup will appear with message as 'This will Cancel your booking at Our End not at Supplier End! Click Ok To Continue'. 3. Reject- If Admin/staff user doesn't want to cancel the booking, reject functionality is used to reject the cancellation request and that booking fall under hotelbel bookj 4. Amend- When Admin/staff user has sent Amend hotel booking request, Amend option will come in hotel change request queue. Click on Amend button to make its hotel amendment. Business Confidential, Copyright @2013 21
    • Business Confidential, Copyright @2013 22
    • Hotel Change Request Queue for Amend request- Business Confidential, Copyright @2013 23
    • Hotel Credit Note Queue Once booking is cancelled, agent's account balance will be updated accordingly. Hotel Credit Note will be generated and can be seen in Hotel Credit Note Queue. Business Confidential, Copyright @2013 24
    • Hotel Credit NoteHotel Credit note can also be edited through Edit Credit note if the feature is applicable for particular Admin. Business Confidential, Copyright @2013 25
    • Hotel Pending Queue Hotel pending booking queue will have entries of all the failed hotel bookings. All those bookings which gets confirmed at source end and are not saved on our portal due to any failure, will be shown in Hotel Pending Bookings Queue. Admin's account invoice will be raised at supplier end but agent's account is not updated on our portal. Customer should keep track of this queue if any booking is not made or if any booking failure occurs. Business Confidential, Copyright @2013 26
    • On click on Details link, another page ImportHotelInfo will open. Booking status is showing as Confirmed as it is confirmed at source end. But in order to save booking on the portal, admin needs to agree to terms & conditions and click on Confirm Booking. On click on Confirm Booking button, message will come as 'Booking Successfully Saved.' Business Confidential, Copyright @2013 27
    • Import Hotel Booking Import hotel booking is used to import any hotel booking created at source end or from outside the portal. Admin can select any source from the list of active sources and then enter its respective booking ref no or confirmation no to retrieve the details. Business Confidential, Copyright @2013 28
    • On click on Retrieve information, booking details of confirmation no entered will populate. Admin should verify all the details and then confirm the booking to save it in the system. Business Confidential, Copyright @2013 29
    • Hotel Sales Report Hotel Sales Report can be used to see sales report in Excel file for today or for a particular period covered. Go to Reports tab and open Sales Report link. Below page will open- Admin can select a particular agent or all agents for which sales report is to be extracted. Report can be extracted for today or for a specific time from period covered option. Report can be filtered by using Source, Status and Check In- Check Out filters. Click on Export to Excel button and report will be extracted in Excel format. Business Confidential, Copyright @2013 30
    • Admin (Main Agent) Staff User Roles Admin Staff user can also perform all these above activities based on assigned Roles for a particular user type. There are 4 different types of Users which can be created under Admin - 1. Sales – Sales type user can make hotel search, hotel booking, send cancellation request, see all the queues, extract Sales Report. Sales type user can not see Accounts and Admin Tabs. 2. Accounts – Account type user can make payment on behalf of Agent, collect payment, reverse payment, view Accounts (Ledger), see all the queues. Account type user can make hotel search and go till review booking page but can not make the booking. Accounts type user can not see Reports and Admin Tabs. 3. Operations – Operations type user can make hotel search, hotel booking, send cancellation request, cancel booking, make payment, collect payment, reverse payment, view Accounts(Ledger), extract sales report & see all queues. Operation type user can not see Admin Tab. 4. All – All type of user have all the roles and responsibilities like Admin (Main Agent). Business Confidential, Copyright @2013 31
    • Hotel Supplier Selection Agency Wise A feature is implemented where Admin can select particular hotel supplier for a specific agency in the system. Under Admin tab goto 'Edit Hotel Sources Agency Wise' link, below page will open- Select the Agent from All Agents drop down list, and then choose the supplier that admin would like to apply/customize for that Agent. Click on Save Changes to apply the changes. Business Confidential, Copyright @2013 32
    • This customized agent will come under 'Select from Customized Agents' drop down. Under this drop down only those agents will be shown that have been applied specific suppliers. When this selected agent will make hotel search, he will get results and can make booking from the selected suppliers only. Also by default all suppliers will come as selected for any agent until he has been customized. Business Confidential, Copyright @2013 33
    • To edit / apply particular suppliers to multiple agents together, 'Edit for Multiple Agencies' link is used as below- All the agents under Admin will be populated. Select multiple agencies for which suppliers needs to be activated/ deactivated and click on Save Changes. Previous settings for those agencies will not be affected. Agencies will get results from the activated suppliers only along with previous settings. If any supplier has been deactivated for any agency from this page, results will be not be shown from that supplier but will come from other activated suppliers (if any). Edit Supplier Agency Wise link is used to edit suppliers for a particular agency. Business Confidential, Copyright @2013 34