Nomads Booking System Agent Training

www.nomads.com.au

Nomads Agent Online Reservation System

1. MAKE A NEW ACCOMMODATION BOOKING
Option 1: BOOK ACCOM navigation
(blue menu at top of page)

This button takes you straight to a new
TIP!
accommodation booking page
Download
rate guide
Option 2: BOOK ACCOMMODATION ICON by clicking
(Red Camel Box on homepage): the ‘View
Resources’
This button allows you to search availability and link on
rates for a given date and/or city homepage!

Example:

Search all accommodation in Cairns, Nov 17, 1
passenger

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Accommodation Results Page:

• Results show cheapest dorm & private rooms
for each property.

• Each property shows star rating.

• Price for entire stay is shown, along with nightly
rates.

• Status:
o ‘On Request’= Reply received within 24
hours
o ‘Available’ = Instantly confirmed
o ‘Unavailable’ = Sold out

Click the button next to each hostel name
for full property details, including:

• Name & address

• Property description

• Room types & rates

• Property features

• Child policy or other special notes

• Cancellation policy

• Images

Click ‘Book Now’ from Accommodation Results page or ‘Book’ from Property Information page

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New Accommodation Booking form:

Complete all fields:
• Consultant name
• Agent Reference
• Pax surname and first name
• Phone & email (if known)
• Arrival details (if known)
• Check in date

Choose supplier and product name, number of
passengers, and number of nights.

Check out date will be automatically updated
based on the number of nights entered.

Rates and Specials:

• Stay/pay offers will be displayed in a
dropdown menu next to the product.

• Stay/pay offers have a minimum and a
maximum stay. For example, a 4th night
free special rate is applied only if a minimum
of 4 nights is booked, and only 4 nights will
receive the special rate.

• Additional nights can be booked at the
normal rate by clicking ‘Add New Row’.

• In this example, 4 nights are booked at the
special rate, and 1 night at the normal rate.

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Overlapping Rates:

• Some products contain rate changes from
season to season. This will be shown in the
product row by a message stating:

This booking contains overlapping rate periods

This will account for the total price not equalling the
price per night x the number of nights. In this
example, 10 nights at $28 would total $280, but the
price drops on April 1, 2010, resulting in a price of
$271.

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Making Special Requests:

Use COMMENTS (top) box to make special
requests/notes. These will be visible to your Pax requests female dorm

customer.

INTERNAL COMMENTS field will not be shown to
the hostel or to your customer.

SUPPLIER ONLY COMMENTS will be shown to
the hostel, but not to your customer.

Confirming a booking:

Click the payment authorisation box at the
bottom of the page, which will display the agent
nett cost and the total retail booking cost.

Then, click ‘Send to Hostel’. Agent is liable for
any applicable cancellation penalties and
all terms & conditions once the booking is TIP! Making multiple
sent. bookings for the same
guest? Choose ‘New
Accommodation Booking
for this customer’ in the
‘Show this page next:’ list
at the bottom of the
screen!

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Confirmations & vouchers:

Agent will receive confirmation with the following details:
Nomads Booking Number: 109648
Customer name: Garza, Carissa
Agent Reference: 1234
Pax: 1
Supplier: TEST HOSTEL
Product: [1 x person] TEST DORM
Supplier Phone: 9280 4110
Supplier Address: 123 Main Street
Total Retail Cost: $20.00
Total Nett Cost: $16.00
Check In: 25 Mar 2010
Check Out: 26 Mar 2010
Additional Includes breakfast
Information/Extras:
Cancellation Policy: Within 48 hours, 1 night
How to get to the hostel
Arrival Details:

This email confirmation includes a pdf voucher attachment. Please give your customer the attached
voucher or your own voucher with all relevant booking details. This will be required on checkin.

Find a booking:

• Click ‘Find Booking’ in top menu bar

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Cancelling an accommodation booking:

• Click ‘canx’ button in the product row

• If cancellation falls within penalty period, a
penalty will be applied

• The user must accept the cancellation in the
bottom row, prior to clicking ‘Save booking
& Send Request’
Booking was 4 nights, amending to 3 nights
Changing an accommodation booking:
Note: This procedure is to change dates,
pax numbers, or room types ONLY. To
change property, please cancel old
booking and create a new booking.

• In an existing booking, simply change the
dates and/or room type and/or passengers.

• In ‘Supplier Only Comments’, include the
previous booking details, e.g.:
o ‘Booking previously for 2 pax, now
only 1’
o ‘Previous arrival date 1/12, now 2/12’

• Click ‘Send to Hostel’

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2. MAKE A NEW PACKAGE BOOKING
Option 1: BOOK PACKAGE navigation
(blue menu at top of page)

or

Option 2: BOOK PACKAGE ICON
(Red Camel Box on homepage):

Search packages:

• Choose agent booking location

• Choose package location – this will filter the
available packages in the next dropdown menu

• Choose package name

• Choose Travel Date & Number of pax

• A ‘snapshot’ lists inclusions for your selected
package

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STEP 1: Select date for tour/package
components (excluding accommodation)

• Some package components do not need to be
confirmed ahead of time, such as transfers,
meals, and open dated entry tickets.

These can be left ‘Open’

• Some tour components can have the date
confirmed now or left ‘Open’, such as full day
tours to the Blue Mountains, dive trips, etc.

If the date is green, it is available to confirm
immediately. Selecting a date will book a
seat.
Selecting the ‘Open’ button does not book a
seat. The customer must book this tour
anytime prior to, or on, arrival. Availability
is not guaranteed.

• Choose your accommodation type in the last
step and click the ‘Next’ button

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STEP 2: Book your accommodation

• If the date is green it is available to confirm
immediately

• If a date is selected in this step, the supplier
will be advised of the booking

Alternatively….

• Leaving the Open button ticked means the
customer must book the accommodation at a
later time.
Note: Open dated bookings do not
guarantee availability and should be
booked at least 7 days in advance.
Closeouts apply in some locations – be
sure to advise customer!

Click ‘Next’ to proceed.

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STEP 3: Complete passenger details

Complete all mandatory fields
• Pax Surname
• Pax First Name
• Phone & email & country (optional unless
booking a Working Holiday packages)

This page also reviews the price and number
of passengers.

Then, click ‘Next’.

STEP 4: Confirm the booking

• In Package Details section, enter Agent
Reference & consultant name

• Each component shows as ‘Open Dated’ or
the date that will be confirmed

• Confirm the nett and retail cost of the
package in order to confirm the booking.

Check this payment authorisation box and click
‘Send Booking’ to complete the booking.

Penalties may apply to cancel a booking
once this is done.

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Confirmations & vouchers:

Agent will receive confirmation email with the following details:

Nomads Booking Number: 110878
Agent ref: 1234
Customer name: booking Test
Pax: 1
Package: Test Package One
Total Retail Cost: $400.00
Total Nett Cost: $320.00
Additional Information:

This email confirmation includes a pdf voucher attachment. Please give your customer the attached
voucher or your own voucher with all relevant booking details. This will be required on checkin and
includes important transfer and tour information and all change and cancellation conditions.

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Cancelling a package booking:

• Click ‘cancelled booking’ button in the top
row

• If cancellation falls within penalty period, a
penalty will be applied
Note: Most packages are fully
refundable with more than 7 days
notice. 7 to 4 days: 50% penalty. 3
days or fewer and all Working Holiday
packages: no refunds. OTHER
EXCEPTIONS MAY APPLY.

User must accept the cancellation in the
bottom row, then click ‘Send Booking’.

Amending a package booking:

• Please contact Nomads in Sydney on
bookings@nomadsworld.com

Nomads Booking System Agent Training

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