Orbitz for Business Travel Arranger Guide. Release Date 01/24/14

Transcription

1 Orbitz for Business Travel Arranger Guide Release Date 01/24/14

2 Orbitz for Business, Inc. 500 West Madison Street Suite 1000 Chicago, IL USA Orbitz for Business, Inc. provides these materials on an as is and as available basis, and makes no representations or warranties as to the accuracy, completeness, or quality of these materials, nor that they will meet any of your particular needs or objectives. Orbitz for Business disclaims any warranties implied by law, and reserves the right to change these materials without notice. Your use of these materials is at your own risk, and is governed by the terms of your Service Agreement with Orbitz for Business. Orbitz for Business and the Orbitz for Business logo are registered trademarks or trademarks of Orbitz for Business, Inc. Adobe and Adobe Acrobat Reader are trademarks of Adobe Systems Incorporated. Apollo, Galileo, Galileo ViewTrip, and XML Select are registered trademarks or trademarks of Galileo International. Excel, Internet Explorer, Microsoft, Outlook, and Windows are trademarks of Microsoft Corporation. Blackberry is a registered trademark of Research In Motion Limited. Hirefone is a trademark of Hirefone USA, Inc. Infuzer is a trademark of Trondent Development Corp. MapQuest is a trademark of MapQuest.com, Inc. Netscape and Netscape Navigator are trademarks of Netscape Communications Corporation. Sabre is a trademark of Sabre Holdings. seeuthere is a trademark and seeuthere Registration is a trademark of seeuthere.com, Inc. TRAVELfusion is a trademark of TRAVELfusion Limited. XX1 is a trademark of PASS Consulting Corporation. All other trademarks mentioned herein are the property of their respective owners Orbitz for Business, Inc. All rights reserved.

3 Table of Contents Table of Contents Chapter 1 Working as a Travel Arranger Travel Arranger Overview About Orbitz for Business Role Types About Orbitz for Business Guides Finding Information Formatting Conventions Note and Warning Conventions Signing In Signing Out Chapter 2 Managing Traveler Accounts Traveler Account Management Overview Assigning Travelers to You Adding Travelers to your Travel Arranger s List Removing Travelers from a Travel Arranger s List Working with Traveler Information Specifying a Traveler s Credit Card Information Credit Card Overview Adding New Credit Cards to a Traveler s Profile Changing Credit Card Information Deleting Credit Cards from a Traveler s Profile Specifying Membership Program Information Working with Airline Membership Programs Adding Airline Membership Programs Changing Airline Membership Program Information Deleting Airline Membership Programs Working with Rental Car Membership Programs Adding Rental Car Membership Programs Changing Rental Car Membership Program Information Deleting Rental Car Membership Programs Working with Hotel Membership Programs Adding Hotel Membership Programs Changing Hotel Membership Program Information Deleting Hotel Membership Programs i

4 Table of Contents Specifying Preferences Opening Preference Pages Specifying Flight Preferences Specifying Car Preferences Specifying Hotel Preferences Adding Additional Care Alert Contacts Traveler Account Management Interface Reference Chapter 3 Managing Guest Traveler Accounts Guest Traveler Overview Invite Guest Travelers Invite guest permission Inviting guests Customizing Trip Reference Fields for Guests Uploading guests Guests on Orbitz for Business invitation Guest registers Guest searches for and books travel Managing Guest Travelers Travel notification Managing guests Guest Traveler Interface Reference Chapter 4 Searching and Booking for Travelers Searching and Booking Overview Travelers and Travel Arrangers About the Booking Process Booking Travel on Behalf of Other Travelers Saving Traveler Preferences, Billing Information and Secure Flight Information Travelers on Your List or in Your Company Free-form Travelers Secure Flight Information Selecting a Traveler Booking from a Trip Template Saving a Trip Template ii

5 Table of Contents Cloning an Itinerary Booking Travel Searching for Travel Reserving Itineraries Reserving Flight Itineraries Reserving Hotel Itineraries Reserving Car Rental Itineraries Reserving Car Service Itineraries Changing Notifications Changing Billing Information Book and Search Web Page Reference Chapter 5 Working with Traveler Itineraries Itinerary Overview Locating Existing Itineraries Viewing Travelers My Trips Lists Adding New Reservations to Existing Itineraries Adding Reservations to a Traveler s Calendar Calendar Appointments Adding Reservations Adding Reservations to TripIt Sending reservations to TripIt Creating Trip Templates Flight Templates Hotel Templates Car Templates Trip Templates Canceling Reservations Notifications Canceling Air Reservations Canceling Hotel or Car Reservations Canceling Car Service Reservations Cancelling Reserved Reservations Changing Meeting Associations Itinerary Web Page Reference iii

6 Table of Contents Chapter 6 Finding Travelers Finding Travelers Overview Working with Traveler Locator Viewing a List of Today's Travelers Finding Travelers and Trips Sorting Traveler Locator Results Lists Viewing or Downloading Copies of Travel Locator Results Opening Existing Trip Itineraries ing Travelers Checking the Status of a Flight Finding Travelers Web Page Reference iv

7 List of Figures List of Figures Figure 2-1 Travel Arranger menu Figure 2-2 Travel Arranger area on the home page Figure 2-3 My Travelers: Traveler list page Figure 2-4 Edit My Travelers List page Figure 2-5 Edit My Travelers List page showing all Travelers Figure 2-6 My Account page viewed by a Travel Arranger Figure 2-7 Billing Information page Figure 2-8 Add a new card page Figure 2-9 Edit billing information page Figure 2-10 My Flight frequent-flier programs page Figure 2-11 Car frequent-renter programs page Figure 2-12 Hotel frequent-guest programs page Figure 2-13 Flight special requests page Figure 2-14 Car special request page Figure 2-15 Hotel: frequent-guest programs page Figure 2-16 My Orbitz Care Alerts address book page Figure 2-17 Add an Orbitz Care contact page Figure 3-1 My Travelers: Guest Traveler list page with no guests Figure 3-2 My Travelers: Guest Traveler list page with guests Figure 3-3 Invite guest traveler page Figure 3-4 Customize guest trip reference fields page Figure 3-5 Guest traveler s invitation Figure 3-6 Member registration page for guests Figure 3-7 Thank you page Figure 3-8 Traveler locator results page Figure 3-9 Edit guest traveler page Figure 3-10 Re-enable guest traveler page Figure 4-1 Select myself as traveler option for Travel Arrangers Figure 4-2 Select from my traveler list option for Travel Arrangers Figure 4-3 Select from the company directory option for Travel Arrangers Figure 4-4 Type in the name option for Travel Arrangers Figure 4-5 Add billing profile page Figure 4-6 Edit Billing Profile page Figure 4-7 Reservation request confirmation page for car and hotels Figure 4-8 My Trips page for hotel Figure 4-9 Book trip page from a trip template Figure 4-10 Book trip page to clone a car itinerary Figure 4-11 Book trip page to clone a trip Figure 5-1 Save trip template box when added by a Travel Arranger Figure 5-2 My Trips page viewed by a Travel Arranger Figure 5-3 My Stuff menu Figure 5-4 Add to calendar popup Figure 6-1 Traveler locator results page Figure 6-2 traveler window Figure 6-3 Top of the Traveler locator page Figure 6-4 Bottom of the Traveler locator page v

8 List of Figures Figure 6-5 A sample file download window Figure 6-6 Flight Status page Figure 6-7 Flight Status results page vi

9 List of Tables List of Tables Table 1-1 Role types Table 1-2 Formatting conventions in the guides Table 1-3 Notes and warnings in Orbitz for Business user guides Table 4-1 Summary of Orbitz for Business roles Table 6-1 Traveler Locator search result table vii

10 Chapter 1 Working as a Travel Arranger This chapter describes the Orbitz for Business responsibilities that Travel Arrangers have. In this chapter: Travel Arranger Overview About Orbitz for Business Role Types About Orbitz for Business Guides Signing In Signing Out

11 Chapter 1 Travel Arranger Overview Travel Arranger Overview If you need to book travel on behalf of someone else or to modify someone s profile, you must be assigned to work as a Travel Arranger a specific role type in Orbitz for Business. After you receive approval to work as a Travel Arranger, you can book travel for all of the Travelers that you are authorized to work with, as well as make updates to their profile information. Travel Arranger authorizations can be granted in a few different ways: Your implementation of Orbitz for Business has been deployed with all of the appropriate authorizations and associations in place. A Travel Administrator can authorize Travel Arranger permissions that enable those in that role to book on behalf of other Travelers. Travelers themselves can authorize another person to work as a Travel Arranger on their behalf. Also, if the Travel Administrator has enabled the option, Travel Arrangers can edit their own Traveler lists without having to receive prior permission from Travelers or additional permission from the Travel Administrator. Note This is the least common approach taken by companies since it provides the lowest amount of security for Travelers personal and confidential information. As a Travel Arranger, it is important that you sign in to Orbitz for Business using your own account credentials when you book on behalf of Travelers. Do not sign in using the Traveler s user ID and password. Once you are authorized to book on behalf of a specific Traveler, the process for booking on behalf of a Traveler is as simple as selecting that person s name from a list of Travelers when you begin the reservation process. To modify a Traveler s profile information, you must select that person s name from a list of authorized Travelers and then access their account information using the My Account tab. This guide covers information and tasks specific to Travel Arrangers. It includes topics on: Finding Travelers Managing Traveler Accounts Searching and Booking for Travelers Working with Meetings Working with Traveler Itineraries For general information about searching for and booking travel, as well as other information about Orbitz for Business, see the Orbitz for Business Traveler Guide. 1-2

12 Chapter 1 About Orbitz for Business Role Types About Orbitz for Business Role Types Orbitz for Business members are divided into several predefined role types, each with specific responsibilities and access rights on the web site. In general, travelers in lower case refers to everyone who has registered as an Orbitz for Business member with your company. All business travelers are considered travelers. In some cases, Travelers is capitalized. Here, Travelers refers to a specific member role type. This capitalization is often used to distinguish Travelers from Travel Arrangers. Check the table below for an explanation of all the role types in Orbitz for Business. Table 1-1 Role types Role Traveler Travel Arranger Description Travelers can book travel for themselves and edit their own travel accounts. They can view their own trips on the Orbitz for Business home page. Travel Arrangers can book travel on behalf of Travelers. They can: Add and remove Travelers from their My Travelers list. This option also controls other settings, such as company-wide member searches and the ability to view member information. Book for Travelers who select them as their Travel Arranger. Book for Travelers that an Administrator added to their Travel Arranger list. Book travel for unregistered, guest Travelers. By default, guest Travelers book like their Travel Arranger. Orbitz for Business gives the guest Traveler the same group membership, trip reference fields, and other settings as the Travel Arranger booking on their behalf. They may have permission to edit certain portions of Travelers accounts. Travel Arrangers can book travel for themselves and edit their own accounts. Note: A Travel Arranger's own trips or their Travelers' trips do not appear on the Orbitz for Business home page. Travel Administrator Travel Administrators handle the overall management of their company s travel program. They can set up access rights for the role types described above and configure travel policy. They can also edit certain portions of Travelers travel accounts and assign Travel Arrangers to Travelers. Travel Administrators can book travel for themselves and edit their own travel accounts. Their own trips do not appear on the Orbitz for Business home page. 1-3

13 Chapter 1 About Orbitz for Business Role Types Table 1-1 Role types Role Executive Traveler Description Executive Traveler status gives members access to the Executive Desk for help with travel arrangements. The Executive Desk phone number must be provided to executive travelers by their Travel Administrator. This number does not appear anywhere on the web site. Executive Traveler status gives members access to seat and class upgrades like Premier Travelers. Customer service-assisted upgrades require a one-time high-touch fee that is applied when the request is made. Executive Travelers can book travel for themselves and edit their own personal travel accounts. Their trips appear on the home page. Executive Travelers do not receive travel itinerary (s) if a Travel Arranger books on their behalf. Premier Traveler Premier Traveler status gives members access to seat and class upgrades. Customer service-assisted upgrades require a onetime high-touch fee that is applied when the request is made. The preferred seat upgrade enables qualified Travelers or their Travel Arrangers working on their behalf to request better seats within the same cabin class, if available. Premier travelers are prompted in the booking path to request upgrades. Upgrades depend on availability. Travelers are responsible for using certificates or miles to secure the requested upgrade. Upgrades are confirmed after the initial ticket is booked, if the upgrade is available, and if the Traveler qualifies for the upgrade within the rules of their frequent flier program. Upgrades and preferred seats depend on an airline's availability. Premier Travelers can book travel for themselves and edit their own travel accounts. Their own trips appear on the home page. Premier Travelers receive travel itinerary (s) if a Travel Arranger books on their behalf. 1-4

14 Chapter 1 About Orbitz for Business Guides About Orbitz for Business Guides Orbitz for Business provides downloadable, printable PDF guides, typically available through your company s Travel Administrator or travel service provider. The guides are also available for download. The current URL is: Finding Information To make finding information easy, Orbitz for Business user guides include a Table of Contents and a List of Figures. Each chapter is organized with basic information at the beginning and a section containing screen shots referenced in that chapter at the end, so you ll always know where to look for certain types of information. Formatting Conventions Orbitz for Business uses specific formatting conventions to identify the type of information that appears in the guides. The following table describes each formatting convention: Table 1-2 Formatting conventions in the guides Convention Bold Description Bold text indicates an element in Orbitz for Business, such as a page, link, button or text box that you need to interact with. Examples: Select an airport from the Local airports list. Open the Traveler Details page. Italics Italics indicate an example or to emphasize a reference to a page or element in Orbitz for Business. Examples: For example, if you search for Washington, you need to make sure you pick the correct city or state. The Traveler Details page opens. Fixed-width text (plain) Fixed-width text looks like typewriter text or computer code. Fixed-width text indicates file names, directory paths, or specific pieces of sample code (such as HTML tags). Example: Copy Banner.gif to your desktop. Note and Warning Conventions Specific headings indicate either optional or particularly important information. 1-5

15 Chapter 1 About Orbitz for Business Guides The following table describes each of the note and warning levels used in Orbitz for Business user guides: Table 1-3 Notes and warnings in Orbitz for Business user guides Header Text Tip Note Important WARNING Purpose Presents shortcuts, reminders, links to additional information and other optional information. Presents information that is not required for completing a task. Presents information that is required for completing a task. Points out a potential risk. 1-6

16 Chapter 1 Signing In Signing In You can sign in to Orbitz for Business using any Internet connection, anywhere in the world. If your company uses the single sign-on feature and you are connected to your company's network, your company ID and password will sign you in automatically. If you are not on your company s network, check with your company s travel department to find out how to connect to Orbitz for Business. To sign in to Orbitz for Business 1 In your Internet browser, go to or to a company-specific URL, if your Travel Administrator has provided one for you. 2 In the Orbitz for Business member ID box, type your user name. Your user name is usually your corporate or work address. 3 In the Password box, type your password. 4 Click Sign in. 1-7

17 Chapter 1 Signing Out Signing Out When you ve finished using Orbitz for Business, we recommend signing out instead of just closing the browser window. Signing out helps protect your personal information from those who might use the same computer. To end your Orbitz for Business session 1 Near the top right corner of the page, click Sign out. The You have signed out page opens. 1-8

18 Chapter 2 Managing Traveler Accounts This chapter describes how to manage Travelers and their account information. In this chapter: Traveler Account Management Overview Assigning Travelers to You Working with Traveler Information Specifying a Traveler s Credit Card Information Specifying Membership Program Information Specifying Preferences Traveler Account Management Interface Reference

19 Chapter 2 Traveler Account Management Overview Traveler Account Management Overview Before you book travel on behalf of your Travelers, you need to have those Travelers added to your My Travelers list. This list shows everyone you can book travel for. Your company s site may have permissions and the Travelers list may be preconfigured. Your Travel Administrator may assign Travelers to you. Travelers may select you as their Travel Arranger. Your Travel Administrator may give you permission to modify your list. In this case, you can add or remove Travelers from your list. See "Assigning Travelers to You" on page 2-3 for more information about assigning Travelers. You can access the account information for the Travelers in your list. You can get this access through a process called shadowing. In essence, you act like that Traveler. You can add or change most of their account information. See "Working with Traveler Information" on page 2-5 for more information. The most important piece of information you can access is a Traveler s billing information. You can add, change or delete business credit cards. See "Specifying a Traveler s Credit Card Information" on page 2-7 for more information. You may also need to set your Travelers travel preferences and frequent traveler information. It s important that these are correct so that Travelers get the travel they want and can get credit for their travel. See "Specifying Membership Program Information" on page 2-13 and "Specifying Preferences" on page 2-20 for more information. The other areas in a Traveler s account are described in the Orbitz for Business Traveler Guide. 2-2

20 Chapter 2 Assigning Travelers to You Assigning Travelers to You Your Travel Administrator can set your permissions so that you can assign Travelers to your own list. This section covers how you assign Travelers to your own list. If you are not permitted to assign Travelers to your own list and you want to add a Traveler, contact your Travel Administrator for assistance. Adding Travelers to your Travel Arranger s List If you are allowed, you can add additional Travelers to your Travel Arranger list of Travelers you have permission to work on behalf of. Tip To add a Traveler to your Travel Arranger s list 1 On the Orbitz for Business home page, in the Traveler Arranger area (see Figure 2-2 on page 2-28), click Traveler list. -OR- Click the My Account tab and then in the My Stuff menu (see Figure 2-1 on page 2-28), click My Travelers Traveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Click the Edit my traveler list link. The Edit My Traveler List page opens (see Figure 2-4 on page 2-30). 3 Click the All Travelers tab. If the list of travelers is long and you want to narrow your search to only those whose last names begin with a certain letter, select that letter from the Filter by Letter list near the top of the page. You can also narrow the list by entering part of a name or e- mail address in the box next to the Find button and click Find. 4 In the Add to list column, select the box for each traveler you want to assign to this Travel Arranger s account. 5 Click Save. The My traveler list tab opens, with the new traveler or travelers included in the Travel Arranger s list. 2-3

21 Chapter 2 Assigning Travelers to You Removing Travelers from a Travel Arranger s List If you don t work on behalf of a particular Traveler any longer, you can use the My Travelers: Traveler List: Edit page to remove the Traveler from your Travel Arrangers list of assigned accounts. Tip To remove a Traveler from a Travel Arranger s list 1 On the Orbitz for Business home page, in the Traveler Arranger area (see Figure 2-2 on page 2-28), click Traveler list. -OR- Click the My Account tab and then in the My Stuff menu (see Figure 2-2 on page 2-28), click My Travelers Traveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Click the Edit my traveler list link. The Edit My Traveler List page opens (see Figure 2-4 on page 2-30). 3 If it is not selected already, click the My Traveler list tab. 4 Locate the row for the Traveler whose account you want to delete from this Travel Arranger s list, and select its corresponding box in the Remove from list column. If the list of Travelers is long and you want to narrow your search to only those whose last names begin with a certain letter, select that letter from the Filter by Letter list near the top of the page. You can also narrow the list by entering part of a name or e- mail address in the box next to the Find button and click Find. 5 Click Save. The My traveler list tab opens, with the Traveler or Travelers you specified no longer included in the Travel Arranger s list. 2-4

22 Chapter 2 Working with Traveler Information Working with Traveler Information As a Travel Arranger you can make changes to Travelers Orbitz for Business profiles. Important Note that for security reasons, Travel Arrangers cannot change a Traveler s password, nor access credit card profiles that a Traveler has designated as Personal. Tip To access a Traveler s account information 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. If the Traveler has no active travel reservations, the My Account page for that Traveler differentiated from your own My Account page by the Travel Arranger heading block opens (see Figure 2-6 on page 2-32). Continue with step 5. -OR- If the Traveler has one or more reserved trips in their account, the My Trips feature opens, with the next itinerary in the Traveler s account displayed. Continue with step 4. 4 In the My Stuff menu, click My Account. Important Clicking the My Account tab at the top of the Orbitz for Business window will instead open your own My Account page, rather than that of the Traveler on whose behalf you are working. The Traveler s My Account page opens (see Figure 2-6 on page 2-32). 5 Once the Traveler s My Account page is open, you can perform the following additional tasks for the Traveler s account by using the links located in the My Account menu on the left side of the page. This guide contains information on this topic: "Specifying a Traveler s Credit Card Information" on page 2-7 "Specifying Membership Program Information" on page 2-13 "Specifying Preferences" on page 2-20 You can also change information in these areas: settings Care alert preferences Profile details, including Secure Flight information Shipping information 2-5

23 Chapter 2 Working with Traveler Information For information on these topics, check the Orbitz for Business Traveler Guide: Note Travelers personally identifiable Secure Flight information is hidden from all Travel Arrangers. 6 On the Traveler s My Trips page, you can perform any of the tasks that the Traveler can perform. See the chapter "Working with Traveler Itineraries" on page 5-1 for more information. Some of the common tasks are: Viewing current, canceled, and past trips Changing trips Canceling trips Adding reservations to your calendar Adding, editing, or deleting a Traveler s trip templates Redeeming tickets Tip If you want to switch to another Traveler s account, repeat steps 1 to 4 to access the second Traveler s profile and related information. 2-6

24 Chapter 2 Specifying a Traveler s Credit Card Information Specifying a Traveler s Credit Card Information Orbitz for Business currently supports the following eight credit card brands: American Express Carte Blanche Diners Club Discover Card MasterCard Visa Card Global credit cards and UATP (Universal Air Travel Plan) cards are entered by your Travel Administrator. These cards are available when you book travel for your Travelers. They are not shown in profiles. Credit Card Overview On the Billing information page, you can add, modify, or delete the details of business credit cards for your Travelers. See: "Adding New Credit Cards to a Traveler s Profile" on page 2-7 "Changing Credit Card Information" on page 2-10 "Deleting Credit Cards from a Traveler s Profile" on page 2-11 In addition to the Traveler s cards, this page shows the company and group cards that are available to you. You can t add, modify, or delete these cards. You can only use them to pay for travel. Adding New Credit Cards to a Traveler s Profile You can use the Billing information page to add details about business credit cards you want a Traveler to use for travel-related reservations. Tip To add a credit card to a Traveler s profile 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. The My Account page opens (see Figure 2-6 on page 2-32). 5 Click the Billing information link. The Billing information page opens (see Figure 2-7 on page 2-33). 2-7

25 Chapter 2 Specifying a Traveler s Credit Card Information 6 Click Add a new card. The Add a new card page opens (see Figure 2-8 on page 2-34). 7 In the Enter card details area, select the button beside the type of card you are entering: Business Card: Allows Travel Arrangers to bill travel reservations to this card when they are booking travel. Note The Personal Card option is not shown to Travel Arrangers accessing Traveler accounts. 8 Use the following fields and lists to specify details about the credit card: a In the Type of card box, select the type of credit card, such as American Express or Visa, from the drop-down list. b In the Card number box, type the credit card number. c In the Expiration month box, select the month the credit card expires from the drop-down list. d In the Expiration year box, select the year the credit card expires from the dropdown list. 9 In the Name as it appears on card box, type the name of the credit card holder, exactly as it appears on the card. 2-8

26 Chapter 2 Specifying a Traveler s Credit Card Information 10 If the address is in the United States: a In the two Street address boxes, type the main part of the home, business, or mailing address in the first box. If there is more address information to add, type it into the second box. b If the address you entered is a post office box, select the This address is a PO Box box. c In the City box, type the name of the city. d In the State / Province box, select the state from the dropdown list. e In the Zip code: box, type the Zip code. -OR- If you are adding an address outside the United States, click Address outside US? to display the international address fields. a In the Country box, select the country where the street address is located from the dropdown list. b In the Street address boxes, type the main part of the mailing address in the first box. If there is more address information to add, type it into the second box. c If the address you entered is a post office box, select the This address is a PO Box box. d In the City/Town box, type the name of the city or town. e In the Province/State/County box, select the province, state, county or region from the list. f In the Postal code box, type the postal code into the box. Important The address you enter must correspond with the credit card billing address. Reservations cannot be completed if the address is inaccurate. 2-9

27 Chapter 2 Specifying a Traveler s Credit Card Information 11 If the phone number is in the United States: a In the first three Billing phone number boxes, type the phone number beginning with the area code. b If the number includes an extension, type it into the Extension box. -OR- If the number is outside the United States, click Phone outside US? to display the international phone number fields. a Select the country code from the Country code list. b In the Phone number box, type the rest of the phone number. c If your number includes an extension, type it into the Extension box. 12 When you ve finished specifying information about this credit card, click Save. Changing Credit Card Information You can use the Billing information page to change details about credit cards for travelrelated reservations. Tip To change credit card information 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. The My Account page opens (see Figure 2-8 on page 2-34). 5 Click the Billing information link. The Billing information page opens (see Figure 2-7 on page 2-33). 2-10

28 Chapter 2 Specifying a Traveler s Credit Card Information 6 Locate the card you want to change and click the Edit this billing profile link. The Edit billing information page opens (see Figure 2-9 on page 2-35). 7 Modify the credit card information as necessary. For more information on the fields on the Edit billing information page, see "Adding New Credit Cards to a Traveler s Profile" on page When you ve finished modifying information about this credit card, click Save. Deleting Credit Cards from a Traveler s Profile You can use the Billing information page to delete credit cards no longer used for travel-related reservations. Note Check with the Traveler before clicking the card s Delete link, as the card details will be removed without a confirmation step. Tip To delete credit card information 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. The My Account page opens (see Figure 2-8 on page 2-34). 5 Click the Billing information link. The Billing information page opens (see Figure 2-7 on page 2-33). 2-11

29 Chapter 2 Specifying a Traveler s Credit Card Information 6 Locate the card you want to delete and click Delete. The Billing information page opens again, and Orbitz for Business removes the credit card entry. Tip You can also delete a card using a Delete card link at the top of the Edit billing information page. 2-12

30 Chapter 2 Specifying Membership Program Information Specifying Membership Program Information Airlines, hotels, and rental car agencies often issue memberships in incentive programs for travelers who use their services frequently. Membership programs include airline frequent flier clubs, frequent guest programs for hotels, and rental car membership programs. On the various membership program pages, you can add, change or delete information for your incentive programs for airlines, hotels and rental car companies. See: "Working with Airline Membership Programs" on page 2-13 "Working with Rental Car Membership Programs" on page 2-15 "Working with Hotel Membership Programs" on page 2-17 Working with Airline Membership Programs Airline membership programs (or frequent flier programs) allow Travelers to earn points based on factors such as how far they ve traveled. They can then trade in their points for seat upgrades or even free airfare. They may also qualify for premium seats. You can use Orbitz for Business to manage information about each of your Travelers frequent flier program memberships. These membership programs are automatically available when you book a flight with that airline or a partner airline for that Traveler. Adding Airline Membership Programs If the Traveler is a member of an airline membership program, you can add details about the Traveler s membership on the Flight: frequent-flier programs page in the My Account area. Tip To add an airline membership program to a Traveler s profile 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Flight: frequent-flier programs. The Flight loyalty programs page opens (see Figure 2-10 on page 2-36). 7 Use the first available Frequent flier programs list to select the program that you want to enter your Traveler s membership information for. 2-13

31 Chapter 2 Specifying Membership Program Information 8 In the accompanying Program # box, type your Traveler s membership number. Tip If you need to enter more membership numbers than there are available Frequent flier programs lists, click Add another frequent flier program to display the fields to enter another frequent-flier program. 9 When you ve finished updating your Traveler s membership program information, click Save at the bottom of the page. Changing Airline Membership Program Information If you need to update information about one or more of the Traveler s airline membership programs, you can do so on the Flight: frequent-flier programs page in the My Account area. Tip To change airline membership program information in a Traveler s profile 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler that you want to work on behalf of. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Flight: frequent-flier programs. The Flight: loyalty programs page opens (see Figure 2-10 on page 2-36). 7 Locate the air membership number you want to edit and make changes to the number in the Program # box. 8 When you ve finished updating your Traveler s membership program information, click Save at the bottom of the page. 2-14

32 Chapter 2 Specifying Membership Program Information Deleting Airline Membership Programs If you no longer want to include information about one of the Traveler s airline membership programs, you can delete it from the Flight: frequent-flier programs page in the My Account area. Tip To delete an airline membership program from a Traveler s profile 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Flight: frequent-flier programs. The Flight loyalty programs page opens (see Figure 2-10 on page 2-36). 7 Locate the airline membership information you want to remove and select the Delete box next to it. 8 Click Save at the bottom of the page. Working with Rental Car Membership Programs Like airline frequent flier programs, rental car membership programs allow Travelers to earn points based on how often they rent a vehicle from a particular rental car agency. Depending on the program, they can then trade in their points for vehicle upgrades, free rentals, and even airline frequent flier mileage. You can use Orbitz for Business to manage information about each of your Travelers rental car membership programs. Adding Rental Car Membership Programs If the Traveler is a member of a rental car agency s membership program, you can add details about the Traveler s membership on the Car: frequent-renter page in the My Account area. Tip To add a rental car membership program to a Traveler s profile 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 2-15

33 Chapter 2 Specifying Membership Program Information 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Car: frequent-renter programs. The Car loyalty programs page opens (see Figure 2-11 on page 2-37). 7 Use the first available Frequent renter programs list to select the program that you want to enter your Traveler s membership information for. 8 In the accompanying Program # box, type your Traveler s membership number. Tip If you need to enter more membership numbers than there are available Frequent renter programs lists, click Add another frequent renter program to display the fields to enter another frequent-renter program. 9 When you ve finished updating your Traveler s membership program information, click Save at the bottom of the page. Changing Rental Car Membership Program Information If you need to update information about one or more of your Travelers rental car membership programs, you can do so on the Car: frequent-renter programs page in the My Account area. Tip To change rental car program membership information 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Car: frequent-renter programs. The Car loyalty programs page opens (see Figure 2-11 on page 2-37). 7 Locate the rental car membership number you want to edit and make changes to the number in the Program # box. 8 When you ve finished updating your Traveler s membership program information, click Save at the bottom of the page. 2-16

34 Chapter 2 Specifying Membership Program Information Deleting Rental Car Membership Programs If you no longer want to include information about one of your Travelers rental car membership programs in your profile, you can delete it from the Car: frequent-renter programs page in the My Account area. Tip To delete a rental car membership program from a Traveler s profile 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Car: frequent-renter programs. The Car loyalty programs page opens (see Figure 2-11 on page 2-37). 7 Locate the rental car membership information you want to remove and select the Delete box next to it. 8 Click Save at the bottom of the page. Working with Hotel Membership Programs Like airline frequent flier programs, hotel membership programs allow Travelers to earn points based on how often they stay at a particular hotel or chain of hotels. Depending on the program, they can then trade in their points for room upgrades, free rooms, and even airline frequent flier mileage. You can use Orbitz for Business to manage information about each of your Travelers hotel membership programs. Adding Hotel Membership Programs If the Traveler is a member of a hotel membership program, you can add details about the Traveler s membership on the Hotel: frequent-guest programs page in the My Account area. Tip To add a hotel membership program to a Traveler s profile 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 2-17

35 Chapter 2 Specifying Membership Program Information 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Hotel: frequent-guest programs. The Hotel loyalty programs page opens (see Figure 2-12 on page 2-38). 7 Use the first available Frequent guest programs list to select the program that you want to enter your Traveler s membership information for. 8 In the accompanying Program # box, type your Traveler s membership number. Tip If you need to enter more membership numbers than there are available Frequent guest programs lists, click Add another frequent guest program to display the fields to enter another frequent-guest program. 9 When you ve finished updating your Traveler s membership program information, click Save at the bottom of the page. Changing Hotel Membership Program Information If you need to update information about one or more of your Travelers hotel membership programs, you can do so on the Hotel: frequent-guest programs page in the My Account area. Tip To change hotel membership program information in a Traveler s profile 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler that you want to work on behalf of. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Hotel: frequent-guest programs. The Hotel loyalty programs page opens (see Figure 2-12 on page 2-38). 7 Locate the hotel membership number you want to edit and make changes to the number in the Program # box. 8 When you ve finished updating your Traveler s membership program information, click Save at the bottom of the page. 2-18

36 Chapter 2 Specifying Membership Program Information Deleting Hotel Membership Programs If you no longer want to include information about one of your Travelers hotel membership programs, you can delete it from the Hotel: frequent-guest programs page in the My Account area. Tip To delete a hotel membership program from a Traveler s profile 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Hotel: frequent-guest programs. The Hotel loyalty programs page opens (see Figure 2-12 on page 2-38). 7 Locate the hotel membership information you want to remove and select the Delete box next to it. 8 Click Save at the bottom of the page. 2-19

37 Chapter 2 Specifying Preferences Specifying Preferences You can enter your Travelers preferences for air, car and hotels. This information is passed to the vendors and to the Orbitz for Business customer service representative who assists them in their travel. These requests cannot be guaranteed. You or the Traveler should contact the vendor directly to make sure requests can be accommodated. Opening Preference Pages On the various preferences pages, you can add, modify, and delete information for your Travelers preferences for airlines, hotels and rental car companies. See: "Specifying Flight Preferences" on page 2-20 "Specifying Car Preferences" on page 2-22 "Specifying Hotel Preferences" on page 2-24 Specifying Flight Preferences Traveler profiles can store information about flight preferences and requests. You can set meal and seat preferences, as well as any special needs requests Travelers want to regularly communicate to the airlines they travel on. The information you select in the Seat, Meal, and Special request lists is automatically added to all air reservations you make for the Traveler. Since Orbitz for Business cannot guarantee special meal requests, you or the Traveler should confirm the special requests directly with the airline 24 hours prior to departure. The information you enter in the Additional Flight Preferences section and the Special Request text box is passed along to an Orbitz for Business customer service representative when either you or the Traveler call for assistance. It is not automatically included in their reservations. Use the Flight special requests page to specify these preferences. Tip To specify a Traveler s flight preferences 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Flight special requests. 2-20

38 Chapter 2 Specifying Preferences The Flight special requests page opens (see Figure 2-13 on page 2-39). 7 Use the Seat list to specify the Traveler s preferred type of seat, such as Window or Aisle. This information is added to their air reservations. 8 Use the Meal list to specify the Traveler s preferred type of meal, such as Kosher or Low Fat. This information is added to their air reservations. 9 Use the Special request list to identify any special needs requests or notifications provided to the airline, such as Deaf - with hearing dog or Wheelchair - Can ascend/descend stairs. This information is available to Orbitz for Business customer service representatives. 10 In the Additional Flight Preferences section, select the options where the Traveler prefers to sit on airplanes. You can choose for them: a left or right side seat a front, rear, or over the wing seat a bulkhead or exit row seat 2-21

39 Chapter 2 Specifying Preferences This information is available to Orbitz for Business customer service representatives. 11 In the Special Request text box, enter any additional requests that the Traveler has when flying. This information is available to Orbitz for Business customer care representatives. 12 Click Save. Specifying Car Preferences Traveler profiles can store information about car rental preferences and requests. You can set your Travelers preferences for the type of car they want to drive, as well as any special needs requests they want to regularly communicate to the car rental companies. The choices for a type of transmission and for air conditioning are automatically added to all car searches you make on behalf of the Traveler. The choices for a navigation system and a mobile phone are automatically added to all car reservations you make on behalf of the Traveler. The information you enter in the Additional Car Preferences section, the Car class list, and the Special Request text box is passed along to an Orbitz for Business customer service representative when the Traveler or you call for assistance. It is not automatically included in the reservations. Use the Car special requests page to specify these preferences. Tip To specify car preferences for a Traveler 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Car special requests. The Car special requests page opens (see Figure 2-14 on page 2-40). 2-22

40 Chapter 2 Specifying Preferences 7 In the Car preferences for online booking section, select the rental car options that will be the default preferences when either you or the Traveler or you search for rental cars. You can choose: an automatic or manual transmission air conditioning This information is added to the Traveler s car search default options. You can choose: a navigation system a mobile phone in the car This information is added to the Traveler s car reservations. 8 In the Additional Car Preferences section, select additional options for the types of cars the Traveler prefers to drive. You can choose: smoking or non-smoking 4-door or a 2-door This information is available to Orbitz for Business customer service representatives. 9 Use the Car class list to specify the Traveler s preferred type of car, such as Economy or Full size. 2-23

41 Chapter 2 Specifying Preferences This information is available to Orbitz for Business customer service representatives. 10 In the Special Request text box, enter any additional requests that the Traveler has when renting a car. This information is available to Orbitz for Business Customer Care representatives. 11 Click Save. Specifying Hotel Preferences Traveler profiles can store information about hotel preferences and requests. You can set your Travelers preferences for the type of room they want to stay in, as well as any special needs requests that either you or the Traveler want to regularly communicate to the hotels. The choices for a smoking or non-smoking room and a handicapped accessible room are automatically added to all hotel reservations you make on behalf of the Traveler. The information you enter in the Bed type list, and the Special Request text box is passed along to an Orbitz for Business customer service representative when the Traveler or you call for assistance. It is not automatically included in reservations. Use the Hotel special requests page to specify these preferences. Tip To specify hotel preferences for a Traveler 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click the My profile link. The My Profile page opens. 6 Click Hotel special requests. The Hotel special requests page opens (see Figure 2-15 on page 2-41). 2-24

42 Chapter 2 Specifying Preferences 7 In the Hotel preferences for online booking section, select the hotel options that will be the default preferences when either you or the Traveler search for hotels. You can choose: a smoking or non-smoking room a handicapped accessible room This information is added to your Traveler s hotel reservations. 8 Use the Bed type list to specify the Traveler s preferred type of bed, such as Queen or King. This information is available to Orbitz for Business customer service representatives. 9 In the Special Request text box, enter any additional requests that the Traveler has when staying at a hotel. This information is available to Orbitz for Business customer service representatives. 10 Click Save. 2-25

43 Chapter 2 Adding Additional Care Alert Contacts Adding Additional Care Alert Contacts When taking trips, most travelers want to share their travel information with others such as relatives, co-workers, or travel program managers especially if there are changes to their plans. You can enter care alert contacts for your Travelers. Orbitz for Business can send care alert information sent to up to six additional contacts. Important The additional care alert contacts entered on the Add an OrbitzTLC contact page box receive care alerts for all flights. If you want individuals contacted regarding specific flights rather than all flights, you can enter individual flight care alert contact details on the final page during the flight reservation process. The contacts you enter there will receive alerts related to that flight only. Tip To add an additional care alert contact 1 In the Traveler Arranger block on the right side of the Orbitz for Business home page (see Figure 2-2 on page 2-28), click Traveler list. You can also click My AccountTraveler list. The My Travelers: Traveler list page opens (see Figure 2-3 on page 2-29). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. 4 In the My Stuff menu, click My Account. 5 Click Orbitz Care Alerts. The My Orbitz Care Alerts address book page opens (see Figure 2-16 on page 2-42). 6 Click Add a contact. The Add an Orbitz Care contact page opens (see Figure 2-17 on page 2-43). 7 In the Enter contact information area, use the following fields to identify the person that will receive copies of your care alerts: a In the First/given name box, type the recipient s first or given name. b In the MI box, type the recipient s middle initial. c In the Last name/surname box, type the recipient s last name or surname. 2-26

44 Chapter 2 Adding Additional Care Alert Contacts d If the recipient s name includes a suffix, such as Jr. or III, select it from the Suffix drop-down list. e In the This contact is for box, select whether the contact is business-related, leisure-related or both from the drop-down list. 8 In the Select alert messages area, select the type or types of messages this contact receives. You can select: Departure status includes on time, delayed, or canceled status updates Arrival delays includes delayed status updates If you select Departure status, select how long before your departure time you want to receive care alerts, such as 3 hours before departure, from the drop-down list. 9 In the Select contact method area, use the following fields to enter the alert preferences for this contact: a In the Contact method box, select the type of communication device that will receive the alert, such as or Mobile phone - text, from the drop-down list. b In the Number or address box, type the address, phone number, or other communication method you want to use. c In the Confirm number or address box, retype the address, phone number, or other communication method you want to use. Note Note The number or address must match the device. So, for a mobile phone, you need to enter a phone number and, for , you need to enter an address. If you select phone call as the contact method and the traveler books an early morning flight, the contact will receive at least one call between 11 pm and 7 am. A warning message appears when the traveler makes a booking for an early morning flight reminding that the contact will receive this phone call. 10 In the Permission area, once you are certain that you have this person s permission to receive these care alerts, select the I have permission to send alerts to this person box. Important You cannot add a contact until you select this box, but you should not select it until you are certain the contact you have specified has agreed to receive these travel updates. 11 When you ve finished setting up your care alert information, click Save. 2-27

45 Chapter 2 Traveler Account Management Interface Reference Traveler Account Management Interface Reference Figure 2-1 Travel Arranger menu Figure 2-2 Travel Arranger area on the home page 2-28

46 Chapter 2 Traveler Account Management Interface Reference Figure 2-3 My Travelers: Traveler list page 2-29

47 Chapter 2 Traveler Account Management Interface Reference Figure 2-4 Edit My Travelers List page 2-30

48 Chapter 2 Traveler Account Management Interface Reference Figure 2-5 Edit My Travelers List page showing all Travelers 2-31

49 Chapter 2 Traveler Account Management Interface Reference Figure 2-6 My Account page viewed by a Travel Arranger 2-32

50 Chapter 2 Traveler Account Management Interface Reference Figure 2-7 Billing Information page 2-33

51 Chapter 2 Traveler Account Management Interface Reference Figure 2-8 Add a new card page 2-34

52 Chapter 2 Traveler Account Management Interface Reference Figure 2-9 Edit billing information page 2-35

53 Chapter 2 Traveler Account Management Interface Reference Figure 2-10 My Flight frequent-flier programs page 2-36

54 Chapter 2 Traveler Account Management Interface Reference Figure 2-11 Car frequent-renter programs page 2-37

55 Chapter 2 Traveler Account Management Interface Reference Figure 2-12 Hotel frequent-guest programs page 2-38

56 Chapter 2 Traveler Account Management Interface Reference Figure 2-13 Flight special requests page 2-39

57 Chapter 2 Traveler Account Management Interface Reference Figure 2-14 Car special request page 2-40

58 Chapter 2 Traveler Account Management Interface Reference Figure 2-15 Hotel: frequent-guest programs page 2-41

59 Chapter 2 Traveler Account Management Interface Reference Figure 2-16 My Orbitz Care Alerts address book page 2-42

60 Chapter 2 Traveler Account Management Interface Reference Figure 2-17 Add an Orbitz Care contact page 2-43

61 Chapter 3 Managing Guest Traveler Accounts This chapter describes how to add and manage guest travelers and their account information. In this chapter: Guest Traveler Overview Invite Guest Travelers Guests on Orbitz for Business Managing Guest Travelers Guest Traveler Interface Reference

62 Chapter 3 Guest Traveler Overview Guest Traveler Overview You can invite people outside your organization to use your Orbitz for Business site to search and book travel. You can invite guest travelers because they are interviewees, guest speakers or other people you want to arrange travel for. Companies can establish unique groups for different categories or types of guests (for example: recruitment, meetings, incentive or awards). They can then apply customized policies and trip reference fields based on these groups. Guest travelers provide advantages over free-form travelers. Travel arrangers invite guests and define: User groups Travel products they can book (air, hotel, car and rail) Expiration date for access to Orbitz for Business The travel arranger who invited the guest receives notification of all guest bookings and cancellations Guest travelers benefit by: Using their own address Setting their own password Creating their own profile with loyalty program numbers (based on the travel they have access to), additional contacts and all other information that goes in to a traveler s profile Making their own bookings on Orbitz for Business Calling the company s support numbers or using chat, if enabled for the company Receiving care alerts On the various guest traveler pages, you can invite and manage guests. See: "Inviting guests" on page 3-3 "Managing guests" on page

63 Chapter 3 Invite Guest Travelers Invite Guest Travelers The first part of the process is to invite the guests to Orbitz for Business. Invite guest permission Before you can invite guest travelers, your Travel Administrator needs to give you permission to do so. Contact your administrator to gain this permission. Inviting guests Travel arrangers can invite up to 10 guests online at one time. The information, like travel products and expiration date, apply to all guests invited at that time. If you need to invite more guests, repeat this process for every group of 10. Note To invite a guest 1 In the Travel Arranger section on the home page, click the Guest travelers link. The My Travelers: Guest Traveler list page opens (see Figure 3-1 on page 3-10). 2 On the My Travelers: Guest Traveler list page, click the Invite new guest traveler(s) link. The Invite guest traveler page opens (see Figure 3-3 on page 3-11). 3 On the Invite guest traveler page, enter the guest s first and last name and address. Each address must be unique in OFB for data integrity and fraud prevention. 4 If you want to invite more guests, click the Add another guest link for each guest up to If you want to add a reason for inviting these guests, like Sales conference, enter it in the Reason for guest travel box. This reason appears on the My Travelers: guest Traveler list page next to each guest. 6 If you want to assign the guests to a group, select the group from the Assign to the following group drop-down list. 7 In the Products area, select each travel product the guests can book. 8 If you want additional people to receive notification of guests bookings, add up to three addresses in the Additional contacts box. Note Guests won t be able to remove these addresses when they book travel. 9 Click the End date box and select the last day the guest can access Orbitz for Business in the popup calendar. 10 If you want to enter a message to all the guests, enter it in the Add a message box. This message is included in the that all the guests receive. If you want to enter a link to a web page, enter the entire URL (for example, 3-3

64 Chapter 3 Invite Guest Travelers 11 If you want to see a preview before the is sent, click the Preview link. 12 Click Invite. The invitations are sent. You receive a copy of every invitation (see Figure 3-5 on page 3-13). As soon as guests register, they can begin booking travel. Customizing Trip Reference Fields for Guests You can now add values to individual guest travelers trip reference fields when you invite, edit or re-enable guests. After guests are invited, edited or re-enabled, a link appears to the Customize guest trip reference fields page where you can add trip reference field values. This page lists the company and group (if the guests are in a group) trip reference fields for each guest. It does not show any trip reference fields that are open (not configured). You can t to edit the trip reference fields, only add values for the individual guests trip reference fields. This page is the only way for travel arrangers to add trip reference field values. After the first guest, there will be an Apply these values to all guests below link to add the values just entered for the first guest to all remaining guests. You can still edit these values on a per guest basis. To customize trip reference field values for each guest 1 Invite, edit or re-enable guest travelers. 2 Click the Customize guest trip reference fields link in the success message. The Customize guest trip reference fields page opens (see Figure 3-4 on page 3-12). 3 On the Customize guest trip reference fields page, enter the trip reference field values for the guest. 4 If there is more than one guest, click the Apply these values to all guests below link to enter the same trip reference field values for all guests. 5 Click Update. The trip reference field values are updated. 3-4

65 Chapter 3 Invite Guest Travelers Uploading guests Travel arrangers can now invite any number of guests at one time using an Excel spreadsheet. The Excel file has the same fields as the fields on the Invite guest page. Unlike the Invite guest page, the information for each guest can be different in the spreadsheet. You can assign guests to different groups, to different expiration dates and even different travel arrangers. There is no limit to the number of guests you can upload. In addition, you can assign different travel arrangers to guests other than the person who did the upload. There is a sample Excel file that can be downloaded and used as a template. This file can be downloaded and modified for your use. You can enter the Group ID or Group Name if you want to assign guests to groups. You can enter trip reference field values to assign trip reference fields to guests. There are 25 columns to enter trip reference field values. After the upload file is processed, OFB sends out an invitation to each guest, just like the online page. After the upload, a popup appears where you can open or save the results of the upload. The results are in an Excel file that contains the same information that was uploaded plus a new status and error message columns. The status column shows the success or failure of each guest. When there was a failure, the error message column describes what went wrong. Since you can assign guests to different travel arrangers, there is a new error when a travel arranger is selected who does not have the invite guest traveler permission. In this case, the upload fails for this guest and adds an error message. The upload validates that the trip reference fields values entered match the acceptable values for the trip reference field. If the value does not match, the guest is not invited and an error message is added OFB does not store the upload file or the upload status file. You need to save the file after the upload to retain this information. Uploading guests To invite guests by uploading an Excel file: 1 In the Travel Arranger section on the home page, click the Guest travelers link. The My Travelers: Guest Traveler list page opens (see Figure 3-1 on page 3-10). 2 On the My Travelers: Guest Traveler list page, click the Upload guest traveler(s) link. The Upload guest travelers page opens (see Figure 3-1 on page 3-10). 3 On the Upload guest travelers page, click the guest traveler template link to download a blank file. 4 Add the guest information to the Excel file. 3-5

66 Chapter 3 Invite Guest Travelers 5 Save and rename the file. Warning The file format must be.xls. Later Excel file formats may not upload correctly. 6 On the Upload guest travelers page, click Browse. 7 Navigate to where you saved your file. 8 Click Upload. 9 In the popup, open or save the status file to see the results of the upload. The Guest traveler page appears with the newly invited guests listed. 3-6

67 Chapter 3 Guests on Orbitz for Business Guests on Orbitz for Business invitation The guest receives an invitation with information about the travel arranger who sent the invitation, a link to register and access Orbitz for Business, and the customized message, if any (see Figure 3-5 on page 3-13). Guest registers The guest must register on Orbitz for Business before booking travel. The registration process is similar to the one used by employees. Company branding and graphics are shown on the Member registration page. To register as a guest 1 The guest clicks the link in the invitation . 2 On the Sign in page, the guest clicks the Register link. The Member registration page opens (see Figure 3-6 on page 3-14). 3 On the Member registration page, the guest checks that their name matches their government-issued ID (necessary for airport security check-ins). 4 The guest sets their own password. 5 The guest enters their zip code and home airport (to set search defaults). 6 The guest reads and agrees to Orbitz for Business s terms and conditions. 7 The guest clicks Agree and continue. The Thank you page opens (see Figure 3-7 on page 3-15). 8 On the Thank you page, the guest clicks Continue. The guest can now start booking travel. Guest searches for and books travel Guests experience the same benefits when they book travel as all other employees: Ease-to-use Orbitz for Business interface Company messages Trip purpose questions and answers Preferred travel providers Negotiated rates Policy graphics Exception codes Orbitz care alerts Customer service contact phone number Live Chat, if activated confirmations of bookings sent to the guest, the travel arranger and other e- 3-7

68 Chapter 3 Guests on Orbitz for Business mails entered on the Invite guest page Optional integration of their travel with TripIt (if they have a TripIt account) Guests can be assigned to groups to provide customized policy, including trip purpose and use of company cards and trip reference fields. 3-8

69 Chapter 3 Managing Guest Travelers Managing Guest Travelers Travel notification When a guest books or cancels travel, the guest s travel arranger, along with any additional contacts entered on the Invite guest page, receives a notification e- mail. In addition, travel arrangers can: Locate their guest travelers via Traveler locator report (see Figure 3-8 on page 3-15) Locate their guest travelers via their Traveler list View and modify active bookings (via Traveler locator report or opening the guest traveler s My Trips) Access canceled and past trips (via guest traveler s My Trips) Managing guests The Travel Arranger can: Change or remove access to travel products or to the site itself on the Edit guest page Invite guests back by re-establishing access for a new time period on the Re-enable guest page. Guests receive a new invitation if they have been invited back. To edit a guest s access 1 On the My Travelers: Guest Traveler list page, click the Edit guest link next to the guest you want to edit. The Edit guest traveler page opens (see Figure 3-9 on page 3-16). 2 On the Edit guest traveler page, make your changes. 3 Click Continue to apply your changes. Invitations are not sent after you edit guests. To re-enable a guest s access 1 On the My Travelers: Guest Traveler list page, select the box next to the guest(s) you want to invite back and click the Re-enable selected button. The Re-enable guest traveler page opens (see Figure 3-10 on page 3-17). 2 On the Re-enable guest traveler page, enter the new expiration date for the guest and any other changes. 3 Click Continue. New invitations are sent. You receive a copy of all invitations. The guests do not need to register again to begin booking travel. 3-9

70 Chapter 3 Guest Traveler Interface Reference Guest Traveler Interface Reference Figure 3-1 My Travelers: Guest Traveler list page with no guests Figure 3-2 My Travelers: Guest Traveler list page with guests 3-10

71 Chapter 3 Guest Traveler Interface Reference Figure 3-3 Invite guest traveler page 3-11

72 Chapter 3 Guest Traveler Interface Reference Figure 3-4 Customize guest trip reference fields page 3-12

73 Chapter 3 Guest Traveler Interface Reference Figure 3-5 Guest traveler s invitation 3-13

74 Chapter 3 Guest Traveler Interface Reference Figure 3-6 Member registration page for guests 3-14

75 Chapter 3 Guest Traveler Interface Reference Figure 3-7 Thank you page Figure 3-8 Traveler locator results page 3-15

76 Chapter 3 Guest Traveler Interface Reference Figure 3-9 Edit guest traveler page 3-16

77 Chapter 3 Guest Traveler Interface Reference Figure 3-10 Re-enable guest traveler page 3-17

78 Chapter 4 Searching and Booking for Travelers This chapter highlights information to use when searching for and booking various types of itineraries for your travelers. In this chapter: Searching and Booking Overview Booking Travel on Behalf of Other Travelers Reserving Itineraries Book and Search Web Page Reference

79 Chapter 4 Searching and Booking Overview Searching and Booking Overview This chapter highlights areas where Traveler Arrangers perform tasks differently than Travelers searching and booking for themselves. For more information of general Traveler tasks, see the Orbitz for Business Traveler Guide. When Travel Arranger books for registered travelers, the traveler s permission and policy settings are used for the booking. When a Travel Arranger books for unregistered travelers, the Travel Arranger s permission and policy settings are used for the booking. When a Travel Arranger books for multiple passengers, Orbitz for Business uses the permission and policy settings for the primary traveler, if the traveler has a profile. If the traveler does not have a profile, Orbitz for Business uses the permission and policy settings of the person who is logged in and booking the trip. When a Travel Arranger books for multiple passengers, Orbitz for Business sends e- mail to the primary traveler, if the traveler has a profile. If the traveler does not have a profile, Orbitz for Business sends to the person who is logged in and booking the trip. The includes the names of all the passengers on the trip. When a Travel Arranger books for multiple passengers, Orbitz for Business adds the trip to the My Trips page of the primary traveler, if the traveler has a profile. If the traveler does not have a profile, Orbitz for Business adds the trip to the My Trips page of the person who is logged in and booking the trip. The trip details include the names of all the passengers on the trip. Travelers and Travel Arrangers This section clarifies the different roles that exist in Orbitz for Business. When you book travel for others, you are considered the Travel Arranger. The person travelling is considered the Traveler. For complex bookings, this role is less clear. The following table describes different roles when booking travel. Table 4-1 Summary of Orbitz for Business roles Role Traveler Primary Traveler Description Person who takes the trip. Person who the travel is booked for. Travel policy is applied based on this person. Any other people traveling on the same itinerary are considered secondary travelers. Travel Arranger You can book travel for another person. The person you book for is considered the Traveler. 4-2

80 Chapter 4 Searching and Booking Overview About the Booking Process Orbitz for Business incorporates powerful, easy-to-use tools that give travelers the flexibility they need to reserve airline seats, hotel rooms, car service and rental cars. Overview of the booking processes 1 Select Traveler Select the Traveler you want to book on behalf of. See "Booking Travel on Behalf of Other Travelers" on page Search for travel Set up search criteria and find travel availabilities. See "Searching for Travel" on page Select result Choose from available flights, hotels or cars that best meet your travel needs. 4 Book itinerary Specify your payment options and book your itinerary. See "Reserving Itineraries" on page Work with the itinerary See "Working with Traveler Itineraries" on page Find your Travelers Refer to your itinerary to confirm travel dates and times, and locate your customer care contact information in case you need help while you're away. 4-3

81 Chapter 4 Booking Travel on Behalf of Other Travelers Booking Travel on Behalf of Other Travelers As a Travel Arranger, you may be authorized to book travel for certain Travelers in Orbitz for Business. To book travel on behalf of a Traveler, you need to emulate the Traveler s actions. If a Travel Arranger does not see an employee s name in their My Travelers list when they attempt to book travel for that employee, the Arranger should ask the Traveler to contact the appropriate travel manager at their company to help them obtain an Orbitz for Business profile and to authorize an Arranger to book their travel. WARNING If a Travel Arranger books travel for an employee without a profile, the employee won t be able to receive care alerts and they could use the wrong cost centers, groups and e- mail settings. WARNING Travel Arrangers should only book travel on behalf of Travelers with Orbitz for Business profiles. They can make exceptions and book for non-employees such as job candidates who are flown in for interviews, however, Travel Arrangers should not create Orbitz for Business profiles for any non-employees. When a Travel Arranger books or changes a trip, the change appears in the Traveler s My Trips page. See "Working with Traveler Itineraries" on page 5-1 for more information about this page and the tasks you can perform. Refer to "Assigning Travelers to You" on page 2-3 for information on how Travel Arrangers are assigned to Travelers. Saving Traveler Preferences, Billing Information and Secure Flight Information As a Travel Arranger, you can book travel for employees who are on your arranger list. You may be able to book for any employee. You may also be able to book free-form travelers who are not profiled in Orbitz for Business. If you have permission, you can save a Travelers s information and preferences in Orbitz for Business to save time when you book travel for that person again. Travelers on Your List or in Your Company When you book air travel for an Orbitz for Business profiled Traveler, you can save the Traveler s preferences in their profile. These preferences appear by default in the booking path when you book air travel for this Traveler again. This Traveler can change their preferences in the My Profile pages for air. See "Specifying Preferences" on page 2-20 for more information about preferences. You can also save a Traveler s billing information. If you want to add a new credit card for the Traveler, you can add it in the booking path. This card can be used by that Traveler when booking any travel. It is separate from any company or group cards the Traveler is able to use. See "Specifying a Traveler s Credit Card Information" on page 2-7 for steps to add a credit card. 4-4

82 Chapter 4 Booking Travel on Behalf of Other Travelers Free-form Travelers When you book travel for a Traveler who does not have an Orbitz for Business profile, you are not able to save that Traveler s preferences. You need to enter their preferences each time you book travel for them. You can choose to save billing information in your own billing profile when you book for free-form Travelers. If you want to add a new credit card for the Traveler, you can add it in the booking path. This card can be used when you book travel for that Traveler or for any Travelers that you book for. This card is separate from any company cards you can use. See "Specifying a Traveler s Credit Card Information" on page 2-7 for steps to add a credit card. Secure Flight Information When you book air travel for an Orbitz for Business profiled Traveler, you can save a Traveler s Secure Flight information in their profile. See "Working with Traveler Information" on page 2-5 for more information about this information. Travel Arrangers can book travel for Travelers who don t have a company profile or who do not have Secure Flight information in their profile. Travel Arrangers should collect the required Secure Flight information from these Travelers in advance. The Travel Arranger needs to get the Traveler s full name (as it appears on their valid, government-issued photo ID), gender and date of birth. The Travel Arranger enters this information when making the booking. The Secure Flight program conducts pre-screening of passenger information against federal government watch lists for domestic and international flights. Secure Flight is designed to facilitate air travel and the screening and boarding processes, while adding additional layers of protection from security threats. The Transportation Security Administration (TSA) collects the minimum amount of personal information necessary to conduct effective watch list matching (full name, gender, and date of birth). For more information on this program, see the TSA Secure Flight web overview ( Selecting a Traveler You select the Traveler you want to book for before you search for travel availabilities. To select a Traveler 1 Click Change Traveler. 2 Select the Traveler that you want to book the flight for: To select yourself: 4-5

83 Chapter 4 Booking Travel on Behalf of Other Travelers a Select the Select myself as traveler option. Figure 4-1 Select myself as traveler option for Travel Arrangers b Click Change. To select a Traveler from your list: a Select the Select traveler from my list option. Figure 4-2 Select from my traveler list option for Travel Arrangers b Select the Traveler in the list box. c Click Change. 4-6

84 Chapter 4 Booking Travel on Behalf of Other Travelers To select any Traveler in the company: a Select the Select from the company directory option. Figure 4-3 Select from the company directory option for Travel Arrangers b Click the first letter in the Traveler s last name in the Show all names that begin with area. c Select the Traveler in the list box. -ORd In the address box, type the Traveler s complete address. e Click Change. To book for a Traveler that is not in the system: 4-7

85 Chapter 4 Booking Travel on Behalf of Other Travelers a Select the Type in the name option. Figure 4-4 Type in the name option for Travel Arrangers b In the First/given name box, type the Traveler s first name. c In the Middle box, type the Traveler s middle name or initial. d In the Last name box, type the Traveler s last name. e In the Suffix box, select the suffix that applies to the Traveler, if any, from the drop-down list. f Click Change. Note Note Make sure that this Traveler s name matches the government-issued photo ID that will be used as identification for this travel. Your options may be limited depending on how your administrator set up your Travel Arranger permissions. The Traveler s name you selected appears in the Traveler area. 3 Search and book as though you were that Traveler. For instructions on the searching, see "Searching for Travel" on page Continue the booking process on the Traveler s behalf. For instructions on the booking process, see "Reserving Itineraries" on page

86 Chapter 4 Booking Travel on Behalf of Other Travelers 5 For flights, if you are booking on behalf of a Traveler who does not have an Orbitz for Business profile (a free-form traveler), you can change the Traveler s name, gender and date of birth on the Complete booking page. a Click the Change traveler s information link. b On the Change traveler information page, enter the Traveler s name, gender and date of birth. c Click Continue. Note You can also use the Change traveler information page to change the names of all Travelers in a multi-passenger trip. 4-9

87 Chapter 4 Booking Travel on Behalf of Other Travelers Booking from a Trip Template Using Orbitz for Business, you can book an itinerary for a Traveler from your personal, your group and your company s global trip templates. Tip You can also use your Traveler s personal and group trip templates if you shadow that Traveler and open the Trip Templates page through the Traveler s My Trips page. For instructions on how to shadow a Traveler, see "Locating Existing Itineraries" on page 5-3. To book travel from a template 1 On the Orbitz for Business home page, select the personal, group, or global template you want to use and click Book trip. On the My Trips page, click Trip templates. Expand the trip template sections and click Book trip next to the template you want to use. From the View Trip Templates page, click Book trip. -OR- -OR- -OR- Access the Traveler s Trip Templates page in My Trips. Expand the trip template sections and click Book trip next to the template you want to use. The Book Trip page appears (see Figure 4-9 on page 4-24). 2 Click Change Traveler. 3 Select the Traveler that you want to book for. See "To select a Traveler" on page 4-5 for detailed instructions. 4 Continue the booking process on the Traveler s behalf. For detailed instructions on the travel itinerary booking process, see "Reserving Itineraries" on page

88 Chapter 4 Booking Travel on Behalf of Other Travelers Saving a Trip Template There are two ways you can save personal trip templates for your Travelers. 1 You can save a template from a trip on the Traveler s My Trips page. 2 You can save a template when you book travel for that Traveler. When you save a trip template for a Traveler, the Save trip template box identifies who the personal trip template is for. See (see Figure 5-1 on page 5-10) for an example of saving a trip template for a Traveler. See "Creating Trip Templates" on page 5-10 for information on how to save a trip template. Cloning an Itinerary Using Orbitz for Business, you can book the exact same travel for a Traveler that you just booked for another Traveler from the Reservation request confirmation page. You can clone the last part of the itinerary. You can also book the exact same trip with all itineraries from the My Trips page. However, you can only clone flights that depart more than 6 hours in the future. This cloned itinerary includes the same information. For flights, this information is: Airline Flight number Price Cabin class (first, business, or coach) Aircraft type Origin airport Departure date and time Destination airport Arrival date and time Total elapsed journey time Note You can only clone trips with one flight. If you want to clone a trip with multiple flight itineraries, you need to clone each flight separately. For hotels, this information is: Hotel name Hotel address Star rating Check-in date and time Check-out date and time Note The hotel information does not include the type of room. You need to select it in the booking path. For rental cars, this information is: Car rental company name 4-11

89 Chapter 4 Booking Travel on Behalf of Other Travelers Car type Vehicle options (like air conditioning and transmission) Pick-up location Pick-up date and time Drop-off location Drop-off date and time Trip reference field information is not cloned and must be entered in the booking path for the new trip. Travel policy is applied according to the current Traveler. In some cases, the new policy may be different from the old policy and makes the itinerary unavailable or outof-policy. An out-of-policy itinerary is marked and can still be booked. If the itinerary is unavailable, you are returned to the search results page with all available segments already selected. If there is a price change, the change is marked and you can either continue booking at the higher price or return to the search results page to look for different options. To clone a travel itinerary 1 After you have booked an itinerary, on the Reservation request confirmation page: Click the Book this car for another traveler link to clone the rental car. Click the Book this flight for another traveler link to clone the flight. Click the Book this hotel for another traveler link to clone the hotel stay. The Book trip page appears (see Figure 4-10 on page 4-25). -OR- On the Trip details page in My Trips, click the Book this trip for another traveler link. The Book trip page appears (see Figure 4-11 on page 4-26). 2 Click Change Traveler. 3 Select the Traveler who you want to book for. 4-12

90 Chapter 4 Booking Travel on Behalf of Other Travelers See "To select a Traveler" on page 4-5 for detailed instructions. Note Your options may be limited depending on how your administrator set up your Travel Arranger permissions. 4 For cloning of flights, if you are able to book for multiple passengers, select how many adult passengers (up to 4 total) will be going on the trip from the Travelers drop-down list. 5 For cloning of hotels, select how many guests (up to 4 total) will be staying with you from the Guests drop-down list. 6 Continue the booking process on the Traveler s behalf. Booking Travel For detailed instructions on the itinerary booking process, see "Reserving Itineraries" on page When you find a flight, hotel room, rental car or car service that meets the Traveler s needs, you can begin the booking process by clicking Select. You can book itineraries with a single type of travel availability only (flights, hotel rooms, rental cars or car service) or build an itinerary combining air, hotel, car rental or car service reservations. To build an itinerary with multiple types of travel availabilities, also known as a consolidated itinerary, the process is to book air, hotel, car rental or car service availabilities one by one, identifying the existing itinerary you want to add subsequent travel reservations to during each subsequent booking process. In this way, after you have completed the reservations, you can view all of your itinerary details on a single page. You can also use trip cloning or trip templates to book an itinerary with multiple types of travel availabilities. 4-13

91 Chapter 4 Searching for Travel Searching for Travel Orbitz for Business reservation search tools highlight the lowest-priced air, car and hotel availabilities in your searches and provide the schedules that best match the criteria you specify. To provide fast, convenient, reliable travel options, Orbitz for Business integrates your company s travel policy with its negotiated rates and list of preferred vendors. Searches and the matrix of search results allow you to plan, save, and book travel that is best for your Travelers. Travel Arrangers booking on behalf of a traveler who qualifies for premium seats see both premium and non-premium available seats. For detailed instructions on how to search for travel, see the Orbitz for Business Traveler Guide. 4-14

92 Chapter 4 Reserving Itineraries Reserving Itineraries For each type of travel reservation (air, car rental, car service and hotel), Orbitz for Business guides you through a series of pages used to confirm reservation details, specify the Traveler s preferences, provide or review billing information, agree to contractual terms and conditions, and other steps necessary for the online booking of travel. These steps vary slightly across these travel types. Note Your company may have set travel policy that recommends certain airlines or fares. If it has, you may see graphics and low fare options that encourage you to choose within your company s travel policy. Reserving Flight Itineraries Overview of the flight reservation process 1 Work with Air Travel Policy Notifications and Exception Codes (If Required) Provide a reason code for an out-of-policy selection, or choose a different offering. 2 Review Basic Flight Information Review detailed information about the itinerary displayed on the Flight Details page. 3 Adding Optional Attractions and Services to Flight Reservations Add optional ground transportation or parking services to the itinerary on the Add attractions and services page. 4 Review Traveler Information and Fare Rules Review and modify information and preferences related to the Traveler and to the flight. 5 Select Seats During the Reservation Process (Optional) Specify exact seats you want for the Traveler, such as 7C, for each of the flights in the itinerary. 6 Request Electronic Seat Upgrades (Optional) Request electronic seat upgrades during or after the reservation process. This upgrade is based on the frequent-flier status of the Traveler. 7 Provide Additional Flight Information and Reserve Itinerary Review your payment information, including credit card information, and provide additional information related to your reservations, and click Complete booking to complete the reservation process. For more information on the flight reservation process, see the Orbitz for Business Traveler Guide. 4-15

93 Chapter 4 Reserving Itineraries Reserving Hotel Itineraries Overview of the hotel reservation process 1 Work with Hotel Travel Policy Notifications and Reason Codes (If Required) Provide a reason code for an out-of-policy selection, or choose a different offering. 2 Review Basic Hotel and Room Information Review the detailed information about the itinerary displayed on the Hotel and Room Information page. 3 Review Guest Preferences and Provide Additional Information Review and modify information and preferences related to the Traveler and the hotel reservations. 4 Provide Additional Trip Information and Reserve Itinerary Review the payment information, including credit card information or direct bill options, provide additional information related to the reservations and click Complete booking to complete the reservation process. For general information on the hotel reservation process, see the Orbitz for Business Traveler Guide. Reserving Car Rental Itineraries Overview of the car rental reservation process 1 Work with Travel Policy Notifications and Reason Codes (If Required) Provide a reason code for an out-of-policy selection, or choose a different offering. 2 Review Itinerary Details Review detailed information about the itinerary. 3 Specify Preferences Review and modify your travel preferences related to the Traveler and the trip. 4 Provide Additional Information and Reserve Itinerary Provide any necessary trip-specific data or optional notes to the reservation, accept rules and restrictions for the itinerary, and complete the reservation process. For general information on the process for rental car reservations, see the Orbitz for Business Traveler Guide. Reserving Car Service Itineraries Overview of the car reservation process 1 Review Itinerary Details Review detailed information about your itinerary. 2 Specify Preferences 4-16

94 Chapter 4 Reserving Itineraries Review and modify your travel preferences: those related to you and your trip. 3 Provide Additional Information and Reserve Itinerary Review the payment information, including credit card information, and provide additional information related to the reservations, and click Complete booking to complete the reservation process. For general information on the rental car reservation process, see the Orbitz for Business Traveler Guide. Changing Notifications As a Travel Arranger, when you book a reservation, you can choose whether you and/or the Traveler receives an notification. You can use this feature to reduce the amount of unnecessary you or the Traveler receives. On the Preferences page for each type of travel, you can change who receives notifications about this trip. To change notifications 1 On the Preferences page, in the Optional: Notifications area, you can choose whether the Traveler receives notifications or not: If you want the Traveler to receive notifications, check the Send notifications box under Traveler. If you do not want the Traveler to receive notifications, clear the Send notifications box under Traveler. 2 You can choose whether to receive notifications or not: If you want to receive notifications, check the Send notifications box under Travel Arranger. If you do not want to receive notifications, clear the Send notifications box under Travel Arranger. 3 In the Additional contacts boxes, select the contacts that you want to receive copies of travel notifications. 4-17

95 Chapter 4 Reserving Itineraries 4 if you want copies of the travel notifications sent to colleagues, family, or friends, enter their addresses in the addresses box. Note Separate addresses with a comma in this box. 5 In the Continue booking area, click Continue. Continue with the reservation process. 4-18

96 Chapter 4 Reserving Itineraries Changing Billing Information On the Complete booking page, you can change the credit card that is used to book this trip. To change the credit card 1 In the Provide Billing Information area, perform one of the following: If you want to use one of the billing profiles already in the account, select the button next to the summary of an existing credit card on file that you want to use for this reservation. If you want to use cards in your own profile, click View Travel Arranger s credit cards to switch to your payment options. If you want to use the Traveler s cards, click View Traveler s name credit cards to view the Traveler s payment options. If there is no billing profile in the account, enter information for a credit card you want to use for this reservation directly in the Provide Billing Information area. If there is at least one billing profile in the account, but you want to add a different credit card, click Add a new card to open the Add Billing Profile page (see Figure 4-5 on page 4-20), that you can use to enter details for an additional card that can be used for this reservation. Note The controls on for the previous two options are nearly identical to those on the Add a credit card page. For information on using these controls to specify a new billing profile, see "Adding New Credit Cards to a Traveler s Profile" on page 2-7. If you want to change the details of an existing billing profile before applying it to this reservation, at the bottom of a billing profile summary, click Edit this billing profile to open the Edit Billing Profile page (see Figure 4-6 on page 4-21), which you can use to modify the details related to a credit card already on file. Note The controls on the Edit Billing Profile page are nearly identical to those on the Edit billing information page. For information on using these controls to modify an existing billing profile, see "Changing Credit Card Information" on page If there is a company or group card available, select the card you want to use. 4-19

97 Chapter 4 Book and Search Web Page Reference Book and Search Web Page Reference Figure 4-5 Add billing profile page 4-20

98 Chapter 4 Book and Search Web Page Reference Figure 4-6 Edit Billing Profile page 4-21

99 Chapter 4 Book and Search Web Page Reference Figure 4-7 Reservation request confirmation page for car and hotels 4-22

100 Chapter 4 Book and Search Web Page Reference Figure 4-8 My Trips page for hotel 4-23

101 Chapter 4 Book and Search Web Page Reference Figure 4-9 Book trip page from a trip template 4-24

102 Chapter 4 Book and Search Web Page Reference Figure 4-10 Book trip page to clone a car itinerary 4-25

103 Chapter 4 Book and Search Web Page Reference Figure 4-11 Book trip page to clone a trip 4-26

104 Chapter 5 Working with Traveler Itineraries This chapter describes the various things you can do with a Traveler s itinerary, including viewing and making changes to it. In this chapter: Itinerary Overview Locating Existing Itineraries Adding Reservations to a Traveler s Calendar Creating Trip Templates Canceling Reservations Changing Meeting Associations Itinerary Web Page Reference

105 Chapter 5 Itinerary Overview Itinerary Overview The itinerary also known as a saved trip is a complete record of the air, hotel, car service and car rental information specified for a trip. The itinerary includes schedules, pricing, confirmation data, and ticket information. Once you ve created an itinerary for a Traveler, you can work with it in Orbitz for Business in a variety of ways. As a Travel Arranger, when you access a Traveler s account from your list, you have the same options as your Travelers do when you work with their itineraries. You can use Orbitz for Business to change or cancel a booked trip. Note Once you delete a booked itinerary, you cannot recover it, and cancellation fees may apply. If you have questions or concerns about cancellation fees, please contact Customer Care before deleting the itinerary. There are many other tasks you can perform with itineraries beyond changing or canceling them. This guide contains information about these topics and how they apply to Travel Arrangers: "Locating Existing Itineraries" on page 5-3 "Adding Reservations to a Traveler s Calendar" on page 5-5 "Adding Reservations to TripIt" on page 5-9 "Canceling Reservations" on page 5-12 "Creating Trip Templates" on page 5-10 "Changing Meeting Associations" on page 5-16 Check the Orbitz for Business Traveler Guide for information on: Printing itineraries ing itineraries Adding or changing itinerary notes Changing reservations Changing seat assignment requests Requesting electronic seat upgrades Adding additional reservations to the itinerary 5-2

106 Chapter 5 Locating Existing Itineraries Locating Existing Itineraries You can view a list of a particular Traveler s itineraries (or begin new travel searches on their behalf if they have no scheduled trips) using My Trips. Once a Traveler has flight, hotel, or car reservations (or any combination of the three), you can view the itinerary online at any time by using the My Trips area to access it. Using the My Trips area, you can view all of the itinerary details at once. "Viewing Travelers My Trips Lists" on page 5-3 "Adding New Reservations to Existing Itineraries" on page 5-4 Viewing Travelers My Trips Lists To view a Traveler s My Trips list 1 On the Orbitz for Business home page, in the Traveler Arranger area (see Figure 2-2 on page 2-28), click Traveler list. Click the My Account tab and then in the My Stuff menu, click Traveler Arranger Traveler list. The My Travelers: Traveler list page opens (see Figure 5-2 on page 5-18). 2 Locate the name of the Traveler that you want to work on behalf of. Tip If the Traveler list is long, use the < Previous Next > links to scroll through the names. 3 Click the Traveler s name. If the Traveler has one or more reserved trips in their account, My Trips opens, with the next itinerary in the Traveler s account displayed (see Figure 5-2 on page 5-18). Continue with step 4. -OR- -OR- If the Traveler has no active travel reservations, the My Account page for that Traveler opens (see Figure 2-6 on page 2-32). You can continue by working with the Traveler s account and profile information, or begin a new travel search. 4 With the Traveler s My Trips list displayed in the My Stuff menu (see Figure 5-3 on page 5-19), click the trip names to display the itinerary you want to view or work with. 5-3

107 Chapter 5 Locating Existing Itineraries Adding New Reservations to Existing Itineraries Once you have opened an existing itinerary for a Traveler, you can add more travel reservations to it, such as adding car and hotel reservations to an air itinerary that has already been created. To add new reservations to existing itineraries 1 Locate the itinerary you want to work with. 2 If you want to add air reservations to an itinerary that does not already include them, click Add in the Air column. 3 If you want to add rental car reservations to an itinerary that does not already include them, click Add in the Car column. 4 If you want to add hotel room reservations to an itinerary that does not already include them, click Add in the Hotel column. For more information on adding reservations, see "Searching and Booking for Travelers" on page

108 Chapter 5 Adding Reservations to a Traveler s Calendar Adding Reservations to a Traveler s Calendar Orbitz for Business lets you add travel reservation details to calendars as static appointments. Calendar Appointments The link where you can add reservations to a calendar appears on all Confirmation pages when you book travel and on Traveler s My Trips page. You can add these types of reservations to a calendar: Air Hotel Car Car service Rail The type of reservation determines how time is scheduled in your calendar. Reservation Type Start Time End Time Time Marked as Air Scheduled departure time Scheduled arrival time Busy Car Car service Hotel Scheduled pick-up time is set as a 0 minute appointment Scheduled pick-up time is set as a 0 minute appointment Scheduled check-in time is set as a 0 minute appointment Free Free Free Rail Scheduled departure time Scheduled arrival time Busy The start and end appointment times are converted to your time based on your computer s current time zone setting. The times in the appointment s body text are local to the travel location. Note If you are booking travel for a Traveler in a different time zone from yours, the Traveler needs to adjust the time manually. When you open the appointment, the following information appears: The subject line containing trip name, reservation type, traveler name The start and end time, converted to your time zone 5-5

109 Chapter 5 Adding Reservations to a Traveler s Calendar Additional reservation and travel details are in the body of the appointment: Names addresses Meeting name, if this travel is associated with a meeting Locations Times, in the local time zone Reservation details Customer care phone number Time stamp when you added this appointment Warning If a trip changes, the appointment is not automatically updated. The Traveler needs to add the calendar appointment again and delete the older appointment. The appointment s time stamp helps to keep track of what appointment is the most current. Adding Reservations You can add reservations to a calendar: when you book travel on behalf of a Traveler when you receive an about that travel at any time prior to the trip Appointments are sent in an ical file format. Some of the common software packages that support this format include Microsoft Outlook and Lotus Notes. Please check with your IT administrator to make sure your calendar system is compatible with the ical file format. The procedure below has general, rather than specific, instructions. The exact steps depend on your web browser and your program. You may want to check their documentation if you are uncertain about a step. To add a reservation to a Traveler s calendar 1 On the Orbitz for Business home page, in the Traveler Arranger area (see Figure 2-2 on page 2-28), click Traveler list. -OR- Click the My Account tab and then in the My Stuff menu, click Traveler Arranger Traveler list. The My Travelers: Traveler list page opens (see Figure 5-2 on page 5-18). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. The My Trips page opens (see Figure 5-2 on page 5-18). 4 With the Traveler s My Trips list displayed in the My Stuff menu (see Figure 5-3 on page 5-19), click the trip names to display the itinerary you want to view or work with. The My Trips page opens (see Figure 5-2 on page 5-18). 5-6

110 Chapter 5 Adding Reservations to a Traveler s Calendar 5 Click the Add to calendar link from the Confirmation or the My Trips page. The Add to calendar page opens (see Figure 5-4 on page 5-19). 6 In the Select recipients area, you can choose who receives the invitation: If you want the traveler to receive the invitation, check the box next to the traveler s address (selected by default). If you do not want he traveler to receive the invitation, clear the box. If you want you to receive the invitation, check the box with next to your address under Travel Arranger.(selected by default). If you do not want to receive the invitation, clear the box under Travel Arranger. 7 In the Additional contacts boxes, select the contacts that you want to receive the invitation. 5-7

111 Chapter 5 Adding Reservations to a Traveler s Calendar 8 If you want copies of your travel notifications sent to colleagues, family, or friends, enter their addresses in the addresses box. Note Separate addresses with a comma in this box. 9 In the Select recipients area, you can choose which trips are sent: Select the Add entire trip box to send invitations for all of the trip s reservations (selected by default). Select the boxes for each trip to send an invitation for that trip reservation. 10 Click the Add to calendar button. The invitations are sent. The My Trips page appears. 11 Check your inbox for the appointment. Open the appointment and click Accept. The travel reservation appears as an appointment in your calendar. 5-8

112 Chapter 5 Adding Reservations to TripIt Adding Reservations to TripIt Travel Arrangers can send your travelers itinerary information to TripIt after the travelers have created their accounts and granted Orbitz for Business access to them. For security purposes, only the traveler can create an account in TripIt. In addition, only the traveler can grant Orbitz for Business access to the traveler s TripIt account. If the traveler has not created an account or has not granted Orbitz for Business access, the Travel Arranger will see an error message. The Travel Arranger needs to contact the traveler to have the traveler create the account and grant access. TripIt is an online trip planning web site that helps organize and share itineraries. To learn more about TripIt, visit their web site: If there is more than one trip to send to TripIt, you should click the Add to TripIt link in My Trips for each trip. Warning If a trip changes, the TripIt information is not automatically updated. You need to click the Add to TripIt link to send this new information to TripIt. Sending reservations to TripIt To send a reservation to TripIt 1 On the Confirmation or My Trips page, click the Add to TripIt link. A popup appears to notify you Orbitz for Business is communicating with TripIt. If the this communication is successful, a success message is displayed. The trip is now available on TripIt. If this communication is unsuccessful, an error message is displayed. Check the table below to find methods to fix this error. Possible reasons why the communication didn t work The Orbitz for Business address does not match a TripIt account. TripIt did not authenticate the Orbitz for Business address. Various system errors like site maintenance in TripIt or network failure How to fix this problem Check that there is a TripIt account associated with this . Check that the traveler has granted access to Orbitz for Business. You have to wait until the problem is resolved. Try again in 30 minutes. 5-9

113 Chapter 5 Creating Trip Templates Creating Trip Templates As a Travel Arranger, when you book on behalf of another Traveler, you can create trip templates for that Traveler. Those trip templates are stored in that Traveler s account. Travel Arrangers can t access them when booking travel again for that Traveler. Travel Arrangers can also change the name and delete a Traveler s personal trip templates. Figure 5-1 Save trip template box when added by a Travel Arranger Trip templates save details of travel for future searches. Trip templates help you to search for flights, hotels, and rental cars that match the details of the original trip. You can use trip templates over and over as long as new travel dates are entered. You can have one flight itinerary (one-way, round trip, or multi-city), multiple hotels, and multiple rental cars stored in one trip template. each saved part of a trip template is a travel component. For multi-city trips, you may need more than one hotel and car. Flight Templates For the flight on the trip, the template preserves this information: Airline Flight number 5-10

114 Chapter 5 Creating Trip Templates Cabin class (first, business, or coach) Aircraft type Origin airport Departure time Destination airport Arrival time Total elapsed journey time Hotel Templates For each hotel on the trip, the template preserves this information: Hotel name Hotel address Star rating Check-in time Check-out time Car Templates For each car on the trip, the template preserves this information: Car rental company name Car type Vehicle options (like air conditioning and transmission) Pick-up location Pick-up time Drop-off location Drop-off time Trip Templates You can save as many of your own trips to create personal trip templates as you want. However, only up to 5 trip templates are displayed on the Orbitz for Business home page. Up to 20 templates are displayed on the Trip Templates page. Both pages have links to let you access additional trip templates, if you have more than the page can display. You can use any current, future, and past successfully-booked trip to create a trip template. You can t use a canceled trip. You can change the name and delete your personal trip templates. If you want to change other details, you need to delete the old trip template, search for the flight with the details you want, and add a new template with those details. Your company can also create templates for your group, if you are in one, and global ones for the entire company. Contact your Travel Administrator if you want a group or a global template created. Only your Travel Administrator can edit or delete group or global templates. For information on adding, changing, deleting and viewing personal trip templates, see the Orbitz for Business Traveler Guide. 5-11

115 Chapter 5 Canceling Reservations Canceling Reservations Once you ve booked an itinerary for a Traveler, you can cancel all or parts of the trip, although cancellation fees may apply in some cases. Note For a consolidated itinerary (an itinerary with multiple reservations, such as air, hotel and car), you must cancel each reservation one by one. Notifications As a Travel Arranger, when you cancel a reservation, you can choose whether you and/or the Traveler receives an notification of the cancellation. You can use this feature to reduce the amount of unnecessary you or the Traveler receives. Canceling Air Reservations If you are canceling a flight before 10 PM US Central time the day after the reservation was made, you may qualify for a courtesy cancel. The courtesy cancel allows you to cancel tickets and start over without incurring an airline penalty, subject to the following terms: The Orbitz for Business service fee is non-refundable Airfare credit will appear on the Traveler s credit card statement within 60 days You will need to book any new airline tickets at current fares If you cancel an air reservation after 10 PM US Central time the following day, you may have the option of applying the ticket price to future itineraries through an online or offline exchange. Canceling Hotel or Car Reservations Hotel and car reservations are typically not charged until the Traveler checks in. Cancellation fees may apply in some cases, such as for reservations not cancelled until the 48-hour period before the Traveler is scheduled to check in to the hotel or pick up the rental car. Review the terms of each vendor s policies for more specific information. Canceling Car Service Reservations Car service reservations can be changed or cancelled up to 6 hours before the pickup time. No cancellations or changes are allowed within 6 hours of the pickup time. Cancellation fees may apply in some cases. Review the terms of each vendor s policies for more specific information. 5-12

116 Chapter 5 Canceling Reservations Cancelling Reserved Reservations To cancel reservations 1 On the Orbitz for Business home page, in the Traveler Arranger area (see Figure 2-2 on page 2-28), click Traveler list. -OR- Click the My Account tab and then in the My Stuff menu, click Traveler Arranger Traveler list. The My Travelers: Traveler list page opens (see Figure 5-2 on page 5-18). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. The My Trips page opens (see Figure 5-2 on page 5-18). 4 If you want to cancel an air reservation, follow these steps: a Scroll down to the Flight reservation area, and then click Change/cancel airline ticket to open the Cancel your ticket page. b In the Optional: Notifications area, you can choose whether the Traveler or the Travel Arranger receives a cancellation or not: If you want the Traveler to receive notifications, check the Send notifications box under Traveler. If you do not want the Traveler to receive notifications, clear the Send notifications box under Traveler. If you want to receive notifications, check the Send notifications box under Travel Arranger. If you do not want to receive notifications, clear the Send notifications box under Travel Arranger. c Review the cancellation information, and then select the I understand cancellation will occur immediately and apply to all travelers box. d If you re sure you want to cancel this reservation, click Cancel my tickets. The reservation is cancelled, and a confirmation page opens. 5-13

117 Chapter 5 Canceling Reservations 5 If you want to cancel a hotel reservation, follow these steps: a Scroll down to the Hotel reservation area, and then click Cancel hotel reservation to open the Cancel hotel reservation page. b In the Optional: Notifications area, you can choose whether the Traveler or the Travel Arranger receives a cancellation or not: If you want the Traveler to receive notifications, check the Send notifications box under Traveler. If you do not want the Traveler to receive notifications, clear the Send notifications box under Traveler. If you want to receive notifications, check the Send notifications box under Travel Arranger. If you do not want to receive notifications, clear the Send notifications box under Travel Arranger. c Click Cancel reservation. The reservation is cancelled, and a confirmation page opens. 6 If you want to cancel a rental car reservation, follow these steps: a Scroll down to the Car rental reservation area, and then click Cancel car reservation to open the Cancel car rental reservation page. b In the Optional: Notifications area, you can choose whether the Traveler or the Travel Arranger receives a cancellation or not: If you want the Traveler to receive notifications, check the Send notifications box under Traveler. If you do not want the Traveler to receive notifications, clear the Send notifications box under Traveler. If you want to receive notifications, check the Send notifications box under Travel Arranger. If you do not want to receive notifications, clear the Send notifications box under Travel Arranger. c Click Cancel reservation. The reservation is cancelled, and a confirmation page opens. 7 If you want to cancel a car service reservation, follow these steps: a Scroll down to the Car Service reservation area, and then click Cancel car service reservation to open the Cancel car service reservation page. b In the Optional: Notifications area, you can choose whether the Traveler or the Travel Arranger receives a cancellation or not: If you want the Traveler to receive notifications, check the Send notifications box under Traveler. If you do not want the Traveler to receive notifications, clear the Send notifications box under Traveler. If you want to receive notifications, check the Send notifications box under Travel Arranger. If you do not want to receive notifications, clear the Send notifications box under Travel Arranger. 5-14

118 Chapter 5 Canceling Reservations c Click Cancel reservation. The reservation is cancelled, and a confirmation page opens. 8 If you want to cancel an Attractions and Services reservation, contact Customer Care to cancel the Traveler s request(s). 5-15

119 Chapter 5 Changing Meeting Associations Changing Meeting Associations Travelers register for meetings through the Orbitz for Meetings microsite. Travel Arrangers can register on behalf of their Travelers. To register, you need an Orbitz for Business member ID and password. After you have registered, you can associate travel with the meeting. You can associate air travel with the meeting in the booking path. You can associate air, car, car service and hotel travel with a meeting in My Trips. In the Traveler s My Trips, a meeting icon appears next to all travel associated with a meeting. When you click the link, the meeting name and dates appear. You can change or cancel a Traveler s meeting reservation from My Trips. To change a meeting association 1 On the Orbitz for Business home page, in the Traveler Arranger area (see Figure 2-2 on page 2-28), click Traveler list. -OR- Click the My Account tab and then in the My Stuff menu, click Traveler Arranger Traveler list. The My Travelers: Traveler list page opens (see Figure 5-2 on page 5-18). 2 Locate the name of the Traveler on whose behalf you want to work. 3 Click the Traveler s name. The My Trips page opens (see Figure 5-2 on page 5-18). 4 In the Reservation tools area, click Change meeting association for the travel that is associated with that meeting. The Change meeting association page opens. 5-16

120 Chapter 5 Changing Meeting Associations 5 Select the meeting name and date for the meeting you want to associate this travel with. -OR- Select the Do not associate this travel with any of these meetings option so that this travel is no longer associated with any meetings. 6 Click Save and continue. 5-17

121 Chapter 5 Itinerary Web Page Reference Itinerary Web Page Reference Figure 5-2 My Trips page viewed by a Travel Arranger 5-18

122 Chapter 5 Itinerary Web Page Reference Figure 5-3 My Stuff menu Figure 5-4 Add to calendar popup 5-19

123 Chapter 6 Finding Travelers This chapter describes different methods you can use to find Travelers and their itineraries. In this chapter: Finding Travelers Overview Checking the Status of a Flight Finding Travelers Web Page Reference

124 Chapter 6 Finding Travelers Overview Finding Travelers Overview As a Travel Arranger, you may sometimes need to quickly locate the accounts or itineraries of one or more Travelers that are currently traveling. At other times, your work will require you to locate Traveler accounts and itineraries based on one or more types of search criteria, such as location, airline and flight number, date range or trip reference field. Orbitz for Business provides features for performing these types of searches: "Viewing a List of Today's Travelers" on page 6-3 "Finding Travelers and Trips" on page 6-3 If you know the airline and flight number that a Traveler is on, you can find information about that flight. You can find estimated and actual arrival and departure times and other important information. For more information, see: "Checking the Status of a Flight" on page 6-9 In addition to locating Traveler itineraries based on search criteria you specify and viewing a list of all Travelers en route on the present day, you can also view a list of a particular Traveler s itineraries (or begin new travel searches on their behalf if they have no scheduled trips) using My Trips. For more information on methods of locating existing Traveler itineraries, see: "Locating Existing Itineraries" on page 5-3 For information on working with reserved itineraries, see "Working with Traveler Itineraries" on page

125 Chapter 6 Working with Traveler Locator Working with Traveler Locator The Traveler Locator lets you view all of today s travelers and search for any travelers. You can set specific criteria to narrow your search for a traveler. Unlike historical reports, you can use the Traveler Locator to find future trips. These are the two ways you can find travelers: "Viewing a List of Today's Travelers" on page 6-3 "Finding Travelers and Trips" on page 6-3 After you have performed a Traveler Locator search whether by clicking Today s travelers or using the Traveler Locator page you can work with the results page to perform a number of tasks: "Sorting Traveler Locator Results Lists" on page 6-5 "Viewing or Downloading Copies of Travel Locator Results" on page 6-6 Viewing a List of Today's Travelers Using the Today s travelers feature, you have single-click access to a list of all Travelers in transit for the current day. To view a list of today s travelers 1 On the Orbitz for Business home page, in the Traveler Arranger area (see Figure 2-2 on page 2-28), click Today s travelers. -OR- Click the My Account tab and then in the My Stuff menu, click Traveler Arranger Today s travelers. If any travelers in your company have currently scheduled trips, the Traveler Locator Results page opens (see Figure 6-1 on page 6-10). This page shows a report of all travelers whose trips are in progress on the present day. You can perform the following tasks here: "Sorting Traveler Locator Results Lists" on page 6-5 "Viewing or Downloading Copies of Travel Locator Results" on page 6-6 Finding Travelers and Trips To find Traveler accounts and itineraries based on different search criteria, use the Traveler Locator. You can search based on: Airline and flight number Date range when the travel was booked Date range when the travel starts Location of travel (all, international or a specific airport/city, state or country) Orbitz record locator (for air or hotel bookings), confirmation number (for car bookings) or reservation number (for rail bookings) Reservations made by a specific person 6-3

126 Chapter 6 Working with Traveler Locator Travelers (all just the ones in your list or specific names) Trip reference fields You can view the search results on the page or you can download and save the results in a file. To specify criteria to locate Travelers 1 On the Orbitz for Business home page, in the Traveler Arranger area (see Figure 2-2 on page 2-28), click Traveler locator. -OR- Click the My Account tab and then in the My Stuff menu, click Traveler Arranger Traveler Locator. The Traveler Locator page opens (see Figure 6-3 on page 6-12). 2 In the Travelers area: Select the Only travelers in My Travelers list option to search for your travelers. Select the All travelers in the company directory option to search for all travelers in your company. Select the Enter last name option and enter the last name or beginning of the last name to search for all travelers whose last name matches. 3 In the Reservation locator area: If you want to narrow your search a specific booking, enter that booking s Orbitz record locator number for an air or hotel booking, enter that booking s confirmation number for a car booking or enter that booking s reservation number for a rail booking in the Locate this reservation box. 4 In the Reservation made by area: If you want to narrow your search to bookings made by a specific person, enter that person s address in the address box. 5 In the Location area, select one of these options: If you want your search to include all travelers and itineraries worldwide, ensure that the button next to All locations is selected. If you want your search to include travelers with international itineraries only (outside the United States and Canada), click the button next to Only international locations. If you want to search for travelers whose itineraries include certain cities, airport codes or train station codes, type the city name or airport code in the Specific city box. If more than one location matches your search, select one, some or all of them to complete your search. If you want to search for travelers whose itineraries include a specific U.S. state, select the state in the Specific US state box. If you want to search for travelers whose itineraries include a specific country, select the country in the Specific country box. 6-4

127 Chapter 6 Working with Traveler Locator 6 In the Flight area: If you want to narrow your search according to a specific airline, select its name from the Airline list. If you want to search only a certain flight number belonging to that airline, enter the number in the Flight Number box Select the All trips option to include booked and on hold trips. Select the Only trips that have on hold air reservations option to include only on hold trips. Select the Exclude trips that only contain on hold air reservations option to include only booked trips. 7 In the Rail area: If you want to narrow your search according to a specific railroad, select its name from the Rail provider list. If you want to search only a certain train number belonging to that railroad, enter the number in the Train Number box. 8 In the Traveler start dates area, search the dates when travelers began their trips. Select the All travel start dates option to include all dates. Select the Travel start date range option to include specific dates. Use the From date controls to specify the first date when travelers began their trips. Use the To date controls to specify the last date when travelers began their trips. 9 In the Booking date area, search the dates when trips were booked: Select the All booking dates option to include all dates. Select the Booking date range option to include specific dates. Use the From date controls to specify the first date when travel was booked. Use the Until date controls to specify the last date when travel was booked. 10 In the Trip reference field area, if you have trip reference information you want to search for, type it into the Trip reference field box. 11 When you have finished specifying your search criteria, click Display trips. The Traveler Locator Results page opens (see Figure 6-1 on page 6-10), where you can perform the following tasks: "Sorting Traveler Locator Results Lists" on page 6-5 "Viewing or Downloading Copies of Travel Locator Results" on page 6-6 Sorting Traveler Locator Results Lists You can use the column headings in the Traveler Locator page s search result table to view your search results in a variety of ways to help you more quickly locate the itineraries you are looking for. 6-5

128 Chapter 6 Working with Traveler Locator To sort a Traveler Locator search result list 1 Click the column heading that you want to sort the Traveler Locator search results (see Figure 6-3 on page 6-12) by. Refer to the descriptions in this table for information on how sorting works. Column Heading Description Table 6-1 Traveler Locator search result table Start date Trip name Traveler Location(s) Air Hotel Car Car Service Rail Status Click to sort results in chronological order, from earliest to latest. Click to sort by name in alphabetical order. Click to sort trips alphabetically according to Travelers last names. Shows travel location(s) by location or abbreviation. Click to list all itineraries that include air reservations first. Click to list all itineraries that include hotel reservations first. Click to list all itineraries that include car reservations first. Click to list all itineraries that include car service reservations first. Click to list all itineraries that include rail reservations first. Click to sort trips in order of their present status, such as in progress and upcoming. Viewing or Downloading Copies of Travel Locator Results For offline viewing, archiving or integration with other applications, your Travel Locator search results be viewed or saved in a comma separated value (CSV) file on your computer or local network. CSV files include all the data that make up your Traveler Locator search results, but as the name implies the values are separated by commas rather than divided into formatted columns. This file includes additional information that does not appear on the page because of space limitations. 6-6

129 Chapter 6 Working with Traveler Locator CSV files can be viewed using a variety of application types, such as text editors (like WordPad), spreadsheet programs (like Microsoft Excel) and database applications. Note To view or download a copy of a Traveler Locator search 1 Perform a Traveler Locator search to open the Traveler Locator Results page. 2 Near the top or bottom of the Traveler Locator Results page, click Download results in.csv format. The click Download results in.csv format link also includes an indication of the number of search result pages, such as (Page 1 of 3). A File Download window opens (see Figure 6-5 on page 6-13), or a similar screen, depending on your operating system and web browser. Tip If you are using an operating system other than Microsoft Windows and Internet Explorer, the remaining steps in this procedure may vary. Refer to your operating system s user documentation for assistance, if necessary. 3 If you want to view the CSV file now, click Open. The file opens for viewing in the assigned application. -OR- If you want to save the file on your computer or local network, click Save. A Save As window opens. 4 Navigate to the location where you want to save the file, and then click Save. The file is saved to the location you specified. Opening Existing Trip Itineraries Using the Traveler Locator Results page, you can open the itinerary of an existing trip for one of your assigned travelers, and then work with that itinerary in a variety of ways. To open an existing trip itinerary 1 Perform a Traveler Locator search. For information on performing Traveler Locator searches, see "Locating Existing Itineraries" on page If necessary, sort the Traveler Locator search results. For information on sorting the Traveler Locator search results, see "Sorting Traveler Locator Results Lists" on page When you have located the itinerary you want to work with, click either the name of the trip in the Trip name column or the Traveler s name in the Traveler column. 6-7

130 Chapter 6 Working with Traveler Locator The trip itinerary opens (see Figure 5-2 on page 5-18), where you can perform a variety of additional tasks. For more information on working with existing itineraries, see "Working with Traveler Itineraries" on page ing Travelers Using the Traveler Locator Results page, you can send s to the travelers who were in the results. You can an individual traveler, multiple travelers or all travelers. The is sent to each traveler you selected. If the traveler is not the same as the person who booked the reservation, the is also sent to the person who booked it. For non-profiled travelers the is sent to the traveler if the address was included in the reservation. Otherwise, the is sent only to the member who made the reservation. For trips with multiple passengers, the is sent to the first traveler, not the other travelers. The sender address is "Orbitz for Business Traveler Care." This address is the same as other s sent from Orbitz for Business. When the recipient replies to this , the reply is sent to the person who sent the from the travelers window. To open an existing trip itinerary 1 Perform a Traveler Locator search. For information on performing Traveler Locator searches, see "Locating Existing Itineraries" on page Select the boxes next to the travelers you want to send the to. 3 Click the traveler button. The travelers window opens (see Figure 6-2 on page 6-11). 4 In the travelers window, enter a subject and type a brief message. The message is in plain text. You can t apply formatting to this message. 5 Click the Send button to send this . The results page reappears after sending the with a success message. 6-8

131 Chapter 6 Checking the Status of a Flight Checking the Status of a Flight In some cases, you may want to check the status of a particular flight without necessarily accessing a Traveler s profile or itinerary. You can check the status of any flight on the day it flies, and one day before and after, on the Flight Status page. To check the status of a flight 1 On the Orbitz for Business home page, in the Traveler Arranger area (see Figure 2-2 on page 2-28), click Check flight status. The Flight Status page opens (see Figure 6-6 on page 6-14). 2 Use the Select an airline list to identify the carrier offering the flight you want to check. 3 In the Flight number box, type the identifying number of the flight you want to check. 4 Use the Date list to specify which of these dates you want to check the flight for: Today Tomorrow Yesterday 5 Click Go. The Flight Status page opens with results (see Figure 6-7 on page 6-15). 6 In the top half of the page, review the gate, time, and schedule information. Tip If you want to check the status of another flight, use the Flight status area on this page to repeat steps 2 through

132 Chapter 6 Finding Travelers Web Page Reference Finding Travelers Web Page Reference Figure 6-1 Traveler locator results page 6-10

133 Chapter 6 Finding Travelers Web Page Reference Figure 6-2 traveler window 6-11

134 Chapter 6 Finding Travelers Web Page Reference Figure 6-3 Top of the Traveler locator page 6-12

135 Chapter 6 Finding Travelers Web Page Reference Figure 6-4 Bottom of the Traveler locator page Figure 6-5 A sample file download window 6-13

136 Chapter 6 Finding Travelers Web Page Reference Figure 6-6 Flight Status page 6-14

137 Chapter 6 Finding Travelers Web Page Reference Figure 6-7 Flight Status results page 6-15