2 Content GENERAL 3 1. USE ACCESS START SCREEN INDIVIDUAL SETTINGS (PER PC) HOTELS SELECTION SCREEN RESULTS SCREEN GUEST INFORMATION SCREEN CONFIRMATION SCREEN BOOKING INFORMATION SCREEN GROUP REQUESTS ADMIN: MANAGE YOUR BOOKINGS ADMIN: CHANGE YOUR CONFIGURATIONS ADMIN: DEFINE YOUR SALES AND CANCELLATION POLICIES ADMIN: STATISTICS ADMIN: SEARCH FOR INVOICES AND CREDIT NOTES TRANSFERS SEARCH SCREEN RESULT SCREEN PASSENGER INFORMATION SCREEN CONFIRMATION SCREEN
3 This manual will guide you through the hotel module of Gateway2Travel. General The hotel module is part of Gateway2Travel. It is an Internet application. Therefore, you can apply the usual Internet options. The most important options are listed here: Ajax technology: in certain empty fields, if you type a few letters then a list appears that corresponds to these letters. By clicking on the right name, the entire name is immediately entered. Printing: all Gateway2Travel screens can be printed by right-mouse clicking on the page in question and selecting the print option. Navigation: You can navigate between pages by using the Back and Forward buttons in the menu bar. It s best to use Gateway2Travel s navigation bar (see below). Large font: the font can be enlarged or reduced by clicking on View in the menu bar. Then go to Text Size to change the size. If you have any questions about the program or your bookings, you can contact the Gateway Service Desk via or on weekdays from 4:00 till 18:00 CET, on Saturday from 05:00 till 15:00 CET and on Sunday from 07:00 till 15:00 CET. 3
4 1. Use 1.1 Access Our Support department has given you a username and password. With these data you can connect to our application via the link: Start screen Tools icon: change your configuration settings. icon: send an to the support department. Phone icon: find all contact information of Gateway. 1.3 Individual settings (per PC) Identification: You can enter your company s personal details here. These details will automatically be adjusted in the Gateway s general database. You can enter several addresses; separate them with a ; and a space. Language settings: 4
5 2. Hotels 2.1 Selection screen The Admin button gives you access to your personal management module. It manages all your reservations and settings. Select a city from the list. Enter the check-in and check-out dates. You can use the calendar. Choose the number of adults and children and indicate the room type. Enter the number of rooms. Please note: if 2 rooms are entered for 1 adult then two rooms will be charged. You can enter a maximum price, the hotel s name or part of its name. If you select the price in ascending order, you ll receive all hotels listed from cheap to expensive. The standard setting is to search for On Request hotels too. If desired you can choose the minimum number of stars. 5
6 If you wish to search for a hotel near certain points of interest - such as an airport, a city area, a train station or an exhibition centre you can use the Location Search functionality. When a City has been selected, the Location Search button is activated. If you wish to refine your search query, click this button. Subsequently, click on a category and select one or more location points. Use the slider to indicate the maximum allowed distance between the selected location(s) and the hotel. When a City has been selected, the Address Search button is activated. If you wish to refine your search query, click this button. Subsequently, fill in a street name and (optionally) number. Use the slider to indicate the maximum allowed distance between the selected address and the hotel. When done, click check to search the address in the database. For certain destinations it is necessary to select the passport nationality of the traveller. 6
7 2.2 Results screen The total amount of hotels found at the destination of your search query. A map shows the location of the hotels. The colour of the price tag indicates the price category. Click the price tag to see the hotel details. Select the hotels for which you want to print or an offer. Hotel name and number of stars. The overview shows a picture and short description of the hotel. Cheapest price per night and total price for all requested nights. Check the rating and reviews of the community of TripAdvisor travellers. Select the desired room type. Hover with your mouse over the Board icon to see the type of meal. Check the distance from the hotel to the city centre. The price per room per night. Click Book it to continue your booking. 7
8 Click Show policy to visualize the cancellation policy of that room type. Hover with your cursor over the price to see the agent net, your commission and the commission percentage. If the Super Deal icon appears, the hotel offers a special promotion. Hover with your mouse over the image to see more details. If you book a hotel on request you ll receive an answer within 48 hours. The status of the hotel automatically changes in your hotel Admin. You ll also receive an from the hotel supplier when the status of your booking changes. 8
9 Click on the Pictures tab to visualize more pictures on the hotel. Hover over the images or use the arrows to browse between the images. Click on the Map tab to see the address of the hotel and its location on a map. Click on the Details tab to get a full description of the hotel. Click on the Facilities tab to get a full list of all available facilities in the hotel. 9
10 Click on Important Locations to open this filter. Use the slider to define the maximum distance between the hotel and the selected location. Click on the category to view the available points of interest. Select one or more locations near which you wish to find a hotel. Click on more to get more categories. Click on reset to clear your selection. Use the slider to define the minimum and maximum price of your hotel selection. Select if you want to include the On Request hotels in your results and/or the already available hotels. Click on Rating to open this filter. By default, hotels with all ratings are shown. If you wish to only see hotels with a certain rating, select the amount of stars you desire. Between brackets, you can find the number of hotels with that amount of stars available at the selected destination. 10
11 By default, hotels with all TripAdvisor ratings are shown. If you wish to only see hotels with a certain rating, select the rating(s) you desire. Between brackets, you can find the number of hotels with that rating available at the selected destination. This filter only appears when there are promotions available at the selected destination. Select Discounted rates to see only hotels with a promotion. Select Non Refundable to see only hotels with a no refund special price. Use this filter to view only hotels with a certain board type. Between brackets, you can see how many hotels offer this board type. Select one or more of these options to filter on accommodation type. Select one or more of these options to filter on hotel chains. Fill in (part of) the hotel name and click on filter. Fill in (part of) the hotel address and click on filter. 11
12 Modify your search criteria: city, check-in date, check-out date, number of rooms, etc. Click on Search to start the new search query. Click on Advanced Options to select required facilities. 12
13 2.3 Guest information screen Once you selected a hotel and clicked Book it, you arrive on the Guest Information screen. At the top, you can find details on your reservation, the hotel and the selected room. For each guest, select the title and fill in first and last name. These fields are mandatory. Fill in the address of the traveller to allow him to write a review of his stay afterwards. As a travel agent, you receive an to confirm the hotel reservation. The address that is used comes from the configuration settings of your Gateway2Travel module. 13
14 Enter any remark for the hotel here, for example the preference for a room with sea view. Attention: this is only a request, not a guarantee! If desired you can give the booking your own reference number. Once all is filled in, click on Continue to continue your booking. Terms and Conditions must be accepted to continue. In your Admin, you can determine whether this option is checked by default or not. The cancellation policy is mentioned here as well. 14
15 2.4 Confirmation screen The customer s details are summarized on this screen, with the cancellation conditions and the hotel details. Click on Confirm Booking to continue. 15
16 2.5 Booking information screen In the last step, all booking details are summarized on the screen. this reservation to the customer. Print this reservation. this voucher to the customer. The address that was entered earlier will be used automatically. Click here to book a new hotel for the same customer. The customer s details do not need to be re-entered. 16
17 2.6 Group requests You can make group requests in the hotel module. Click on the following button on the selection screen: The screen below will appear; enter all the details like the city, dates, number of people, etc. To send the request, click on SEND at the bottom. 17
18 2.7 Admin: Manage your bookings Click on the Admin button to access your Admin management tool Booking overview In the first screen of your Admin, you can see a summary of all the hotel reservations that you have made. The bookings are sorted chronologically, with the most recent booking listed first. Click on a booking to see all details. If an icon appears in this column, it is possible to modify this booking. Use the page numbers to browse your booking history. Print or the booking confirmation. Print or the invoice. Print or the voucher. 18
19 Booking details If you click on a reservation in the booking overview, you ll see all the necessary details for this reservation. For each booked room, you receive a Confirmation Id. For each booking, you receive a Booking Id. Print or the booking confirmation. Print or the hotel voucher. Once the booking is invoiced, icons appear here to print or the invoice. To cancel a room, click the cancel booking button. ATTENTION: EACH ROOM must be cancelled separately! The cancellation conditions are clearly stated at the bottom of the page. Guest : this is the cancellation cost that your customer (= traveller) must pay to you (= travel agent) if you have defined your own cancellation policy (see further how to define these cancellation conditions). Supplier : this is the cancellation cost that you (= travel agent) must pay to the supplier of this hotel. 19
20 Modify a booking Some bookings cannot be changed because some hotel suppliers do not offer this service or cannot process this in their workflow. It is only possible if the Modify booking icon is listed in a booking. Steps to change a booking: 1. If the Modify Booking icon ( ) appears in the modify booking column of the booking overview (and the booking detail), it is possible to modify certain booking details. 2. Once you ve clicked the button, you will receive a screen that shows which details can be modified for this booking. In the example below you can change the customer s name, the remarks, duration & number of people for this booking. 3. Choose which field you want to change, then click on the Modify button. A summary of the current booking details are shown on this screen. 4. If you wish to have a modification that is not available on the screen, please contact Example: Change name 1) Select the field Name and click the Modify button. You now see the fields that can be changed, the current value and the new value. Enter the new details under "New Value. Click on the Confirm button to continue. 20
21 2) The confirmation screen will open and state that the change has been carried out. If a change could not be carried it for some reason, a message will appear on the screen. It is also possible that an Administrative fee is charged by the supplier for this modification. 3) If you check the summary of the booking, you ll see the changed fields. Per room there is a Changes to this booking button where you can verify which changes have been made, on which date and time. 4) This screen shows you the details after you clicked on the Changes to this booking button. 21
22 Cancel a booking To cancel a booking, you need to open the Booking Details. For each booked room, there is a Cancel Booking button. ATTENTION: if you want to cancel a booking with multiple rooms, you must cancel each room separately! If you cancel only one room, the other booked rooms remain confirmed! To cancel a room, click the cancel booking button. ATTENTION: EACH ROOM must be cancelled separately! When you click the button, you need to confirm your cancellation. 22
23 Search a booking To find the correct reservation in a long list, you can search in different ways: View List : general summary of all reservations View by Confirmation Id : search by confirmation number View by Customer : search by first name or last name of the guest, or by check-in date Advanced search : You do not have to fill in all the fields to find a specific reservation. For example, if you only enter the customer s name (or part of their name) or address, the correct reservations will be shown on the screen. Search via your own reference number. Check-in next days : To find all reservations with check-in in the next few days, click on this link. If you wish to search for more or less days, change the number, and then click on the link. 23
24 2.8 Admin: Change your configurations Basic details Send mail to customer You determine whether the customer automatically receives a confirmation . The address provided in step 3 Guest Information is the address that will be used. Search on request hotels You determine whether the option in the search screen to include On Request hotels in the search query is selected by default. Accepting the general conditions You determine whether the general terms and conditions are by default accepted. Automatic entry of the address You determine whether the customer s address is entered automatically when you the confirmation or voucher. Send Cancellation notification You determine the amount of days before receiving an with the notifications when the first cancellation period starts. Default number of days before check-in You determine the default number for the functionality Check-in next days in the Admin menu. Logo file The logo of your travel agency can be uploaded here. This logo appears on the offer and the voucher. The logo must be in.jpg or.gif format. Width must be maximum 150 pixels. TripAdvisor functionality You determine whether TripAdvisor reviews are visible in your hotel results. format On this page you can determine what the confirmation will look like. Activate what you consider important. In the Thanking message box you can type a message to thank the customer for his reservation. In Policy you type your own text about cancellation conditions. This is an essential part of your . In Sign off message you can add a supplementary text to the
25 2.9 Admin: Define your sales and cancellation policies Sales Policy The sales policy allows you to define how much commission is calculated on top of the net rates of your hotel booking engine. In the example below, a default rule of 10% commission is calculated for every hotel booking. If you wish to create a new or an additional rule, click on the "Add new rule button. The following screen appears: Give the rule a Name and a Description. The Title field is optional, if you wish to add details under the Name. Click on the arrow ( ) to continue. The following screen appears: Percent : enter the percentage that must be added. Fixed : if you wish, you can set a supplementary fixed amount that will be added to the percentage. You can calculate this percentage/fixed amount either on the total price, either per room. Min : set a minimum amount that you wish to earn per booking. Max : set a maximum amount that you wish to earn per booking. Click on the arrow ( ) to continue (or on the back arrow to go back to the previous step). The following screen appears: 25
26 Filter the commission by: Total price : the commission is added if the total price of the reservation is more than or equal to, or less than the amount entered. Check-in date : the commission is added if the check-in date falls between the entered From and Until dates. Booking date : the commission is added if the reservation falls between the entered entered From and Until dates, or after the entered number of workdays or calendar days before booking date. Please note! If you want the commission to come into effect if the total price is NOT more than or equal to a certain amount then you must activate the NOT box. This option reverses the rule. For example: A commission of 12% plus a supplementary fixed amount of 5 Euros will be added to the total price. Click the disk icon ( ) to save the rule. If you wish to remove a rule from the list, click the red cross ( ) at the end of the line. Cancellation conditions By default, there are only cancellation conditions defined by the suppliers (type: Supplier ). If you wish to earn a commission for each cancellation, you can define your own cancellation conditions in the Admin (type: Guest ). In the following example, there are three Guest cancellation rules defined. To add a new rule, click on the The following screen appears: button. Give the rule a name and a description. Click on the arrow ( The following screen appears: ) to continue. 26
27 Percent : enter the percentage that must be calculated Fixed : if you wish, you can set a supplementary fixed amount that must be added to the percentage. You can calculate this percentage/fixed amount either on the total price, either per night. Min : set a minimum amount that you wish to earn per cancellation. Max : set a maximum amount that you wish to earn per cancellation. Click on the arrow ( ) to continue (or on the back arrow to go back). The following screen appears: Filter the cancellation condition by: Total price : the cancellation conditions are applicable if the total price of the reservation is more than or equal to, or less than the amount entered. Check-in date : the cancellation conditions are applicable if the check-in date falls in between the entered from and until dates. Booking date : the cancellation conditions are applicable if the cancellation falls in between the entered from and until dates, if the cancellation occurs after the entered number of workdays, or calendar days before check-in. Cancellation date : the cancellation conditions are applicable if the cancellation occurs after the entered calendar dates after reservation or more than the entered number of days/hours before checkin. Please note! It is logical that cancellation conditions become stricter the closer you are to check-in time. If you want the cancellation conditions to be applicable if the cancellation occurs less than a number of hours or days before check-in, you must activate the "NOT" box. This will reverse the rule. For example: When activating the "NOT" box, the rule will be applicable for cancellations less than or equal to 7 days before check-in. Click on the disk icon ( ) to save the rule (or on the back arrow to go back). The most strict cancellation conditions are always shown. If, for example, you didn t set any cancellation conditions or if the hotel s conditions are stricter than your conditions, then the most strict conditions will always be mentioned in your Admin and on the voucher. 27
28 2.10 Admin: Statistics You can view statistics of all your hotel bookings by clicking the link Basic Statistics. Filter on booking date or check-in date to receive the statistics of a certain period. This includes the total number of bookings made in this period, with the net price, selling price and margin Admin: Search for invoices and credit notes Click the link Invoices to search an invoice or credit note by filling in their number. You will be able to print the invoice/credit note or send it by
29 3. Transfers 3.1 Search screen Select Round Trip if you want to book transfers for a return trip. In Category you can determine if the transfer leaves at the airport or at the hotel. Fill in the first letters of the city and select from the list. Fill in the first letters of the airport or hotel name and select from the list. Select date and time of your transfer. The time is when the transfer is supposed to leave, so keep in mind the time you need before or after a flight. 29
30 3.2 Result screen In the left column you can adjust the search criteria. In case of a round trip, you have two separate tabs. Click on More Details' to see the conditions of the transfers. The type of transportation. The maximum allowed amount of luggage. The maximum allowed number of passengers. Click on Add to roundtrip to select the transfer. As soon as the first transfer is selected, click on the next tab to select a transfer for the return trip. As soon as both transfers are selected, scroll down and click on Book it. 30
31 3.3 Passenger Information screen The details of the transfer(s). Fill in the coordinates of the passenger(s). Fill in the flight coordinates. Make sure there is enough time between the drop off time and the departure time. Cancellation conditions of the transfer(s). 31
32 3.4 Confirmation screen Check all the data and click on Confirm Booking. 32
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