SAS Corporate Booking User Guide Contents Traveler... 2 The Start page... 2 Order for me... 3 My travel folder... 7 Profile... 9 Edit profile... 9 Travel Arranger... 13 The Start page... 14 Order for others... 15 My travel folder... 21 Profile... 23 My travelers... 23 Edit profile... 24 Reports... 26 Report modules... 26 Reservation report... 27 Reservation report Excel... 28 Registered users... 29 Find travelers... 30 1
Traveler If your User account is defined as a traveler, you have access to the following functionality from the Start page: 1. Order for me 2. View profile 3. Travel Folder (Future trips and past trips) 4. Future trips (shows the first upcoming trip you have) The Start page From the start page you can access Order for me if you want to make a booking. 2
From the shortcut menu on the Start page, you have quick access to the following functions: View profile Opens your profile where you can add/edit your information. Future trips Shows the first upcoming trip booked. Past trips Opens travel folder where you find past trips. Future trips Shows the first upcoming trip booked. Order for me You may book flights, hotels and rental cars. By selecting from the tabs above the search field, you choose which product to start the booking with. 3
For a flight booking, the steps will be as described below: 1. Select the Flight tab 2. Choose Round-trip (default) or One-way 3. Fill inn from/to, departure date and time 4. By selecting Advanced search you have the option to make a more specific search i-e. airline 5. Click Search All available flights matching your search criteria will now be shown. Next to each flight, the lowest available flexible and restrictive fare are shown. Agreed corporate fares will be marked with an A- icon. TPC fares are marked with TPC when total fare is presented. You may use the filters to the right to adjust the search result. 4
6. Select the flights you want to book by clicking the Fare button. The flights you selected are now shown on the top of the page, and all available price combinations are shown below. 7. Select the price combination suitable for the booking. 5
The Summary page gives an overview of the booking, including the total price. From this page you may book additional services (1), such as seats and extra bags. You also have the option to add hotel and/or car bookings (2). 8. Confirm the booking by clicking Book. 6
My travel folder From My travel folder you have access to all the bookings you have made; Future trips, Past trips and Cancelled trips. You may also use the Search for trips filter if you want to look for a specific trip. By selecting a trip from the list above, clicking View trip, the booking is displayed, and you may: Edit the booking Add flights, hotel or car reservation to the same booking Cancel the booking Make a new booking for the same person Make a new reservation (starts all over again) Send itinerary by email 7
The pictures below show the different functionalities: 8
Profile The Profile menu gives you access to your profile, where you may add/change information. Edit profile Once the profile is displayed, it may be edited. 9
You may change your user name and password, by selecting this from the menu in the picture above. The profile is divided into following sections: Personal information All personal information (name, address, contact and birthdate). In the email section you may register to which emails information about new password, itineraries and receipts should be sent. It is only possible to have the receipt sent to one email address (see picture below). 10
Passport and Visa Once passport and visa information is stored in the profile it will be added to bookings to destination where this is required. Credit cards Use this section to add credit cards to the profile, and define which credit card should be used for payment and as guarantee hotel bookings. E-ticket and bonus cards Add all bonus cards for airlines, hotels and car rental, and select the travelers preferred card for ticketless travel. SAS travel pass Fill in if the traveler has a SAS travel pass card SAS Travel Pass number (TP). Preferences This section is used to store all travel preferences, such as preferred seat, special meal, smoking/no smoking room. Travel arrangers Here the traveler has the option to give access to colleagues to book trips on his/her behalf. You look up your colleague by name and click + to add and save. 11
When your colleague logs in he/she will have the option Order for others in the Start page : 12
When you go to menu Order for others you will see your colleagues name, and you are able to make a booking on his/hers behalf. Travel Arranger If your User account is defined as a Travel Arranger, you have access to the following functionalites: Order for me Order for others (with or without profiles) See all bookings made for the travelers you have access to this includes future, past and cancelled trips Create new, modify and delete traveler profiles (only if you have profile administration rights) Reports (only if granted access) Manage list of permanent travelers 13
The Start page If you have access to book for others, you will find Order for others in the Start page. From the shortcut menu on the Start page, you have quick access to the following functions: Others profiles Gives you quick access to the profile module, where you may edit existing or create new traveler profiles. Create profiles Opens the window where you create new traveler profiles. View profile Opens your profile. You can also manage your travelers or create new profile. Future trips for others Opens travel folder where you find future trips made for others where you can access the full booking to edit or cancel (according to rule of ticket booked). Past trips for others Opens travel folder where you find past trips for others. Search for traveler Opens the window where you search for travelers if you want to manage profile or edit/cancel a trip. Future trips Shows the first upcoming trip booked. View future trips Opens up travel folder and bookings for others made by me. Reports Opens the reporting module for users with access to this module. 14
Order for others Before you start creating a new booking, you must select the traveler. There are three possible ways to select travelers. One booking may include up to nine travelers, and you may combine the following alternatives. Permanent names In the traveler profile (see Profile) you may define a traveler as Permanent. When this is done, the traveler s name will appear on the list of names on your Start page. To create a booking for one (or more) traveler(s) in the list, click +Add. The selected traveler will now be included in the booking. Search for traveler Use the search option if you are making a booking for a traveler who has a profile, but does not show up on your list of travelers. Once the name appears, you click on +Add to include the traveler in the booking. You may add this traveler to your list of permanent names. This is explained in the Profile section. 15
Add traveler without profile You may also make a booking for a traveler without a profile, by filling out the required information in the form Add traveller without a profile. 16
Once you have added one or more travelers to a new reservation, you may start the booking process. The number above the search field indicates the number of travelers included in the booking (in the example below one (1) traveler has been added). You will see the chosen person on the right hand side all the way through the booking process. You may book flights, hotels and rental cars. By selecting from the tabs above the search field, you choose which product to start the booking with. For a flight booking, he steps will be as described on the next pages: In order to make a booking: 1. Select the Flight tab 2. Choose Round-trip or One-way 3. Fill inn from/to, departure date and time 4. By selecting Advanced search you have the option to make a more specific search i-e. airline 5. Click Search 17
All available flights matching your search criteria will now be shown. Next to each flight, the lowest available flexible and restrictive fare are shown. Agreed corporate fares will be marked with an A- icon. TPC fares are marked with TPC. You may use the filters to the right to adjust the search result. 6. Select the flights you want to book by clicking the fare button. 18
The flights you selected are now shown on the top of the page, and all available price combinations are shown below. 7. Select the price combination suitable for the booking. 19
The summary page gives an overview of the booking, including the total price. From this page you may book additional services (1), such as seats and extra bags. You also have the option to add hotel and/or car bookings (2). 8. Confirm the booking by clicking Book. 20
My travel folder From the travel folder you have access to all the bookings you have made. There are three search options on this page: My trips Where you can see all your own bookings. Bookings for others made by me An overview of all bookings you have made for others. Search for traveler Search option, where you can select one specific traveler in order to view all trips you have booked for this travelers upcoming, past and cancelled trips. Search for trips Search option in travel folder if you want to only see travels for one specific person. You may also sort on month, year and specific destination. 21
By selecting a trip from the list above, the booking is displayed, and you may: Edit the booking Add flights, hotel or car reservation to the same booking Cancel the booking Make a new booking for the same person Make a new reservation (starts all over again) Send itinerary by email 22
Profile The profile menu gives you access all traveler profiles. From Profile you may create/edit existing profiles, or add new traveler profiles. My travelers Use this option to view or edit existing profiles. You may choose a profile from the list of your favourite travelers (1), or use the search field for others (2). 23
Edit profile Once the profile is displayed, it may be edited. If you want this traveler to appear on the list of your favorite travelers, click on the star symbol next to the name. You may change user name and password from the menu in the picture above. If you create a new profile and want to give this person access to the system you have to enter the password menu, and send it from there: Password will not be sent automatically. This option is only available if you have profile administration rights. 24
The profile is divided into following sections: Personal information All personal information (name, address, contact and birthdate). In the email section you may register to which emails information about new password, itineraries and receipts should be sent. It is only possible to have the receipt sent to one email address (see picture above). Passport and Visa Once passport and visa information is stored in the profile it will be added to bookings to destination where this is required. Credit cards Use this section to add credit cards to the profile, and also to define which credit card should be used for payment and as guarantee hotel bookings. E-ticket and bonus cards Add all bonus cards for airlines, hotels and car rental, and also select the travelers preferred card for ticketless travel. SAS travel pass Fill in if the traveler has a SAS travel pass card SAS Travel Pass number (TP). Preferences This section is used to store all travel preferences, such as preferred seat, special meal, smoking/no smoking room. Travel arrangers This gives the traveler the option to give access to co-workers to book trips on his behalf (other than Travel arrangers). Delete profile To delete a Traveler profile (only with profile admin rights). 25
Reports If you have access to the Report module, it is available from the top menu: Report modules The Report module includes the following three reports: Reservation report Registered users Find travelers The content and functionality of each report are described on the following pages. 26
Reservation report By selecting Reports from the top menu, a graph showing the travel spend will be displayed. The graph shows total for flights, hotel and car reservations and is updated monthly. You can request a more detailed report by filling in the form to the right. Shortly after you will receive a complete Reservation report in Excel format, by e-mail. Fill in the fields as follows: From To Level Email Start date for the report End date for the report Dropdown list showing all the companies you may request the report for. Choose level (if you have access to more than one company) Fill in the e-mail address for report delivery 27
You can navigate back to this report, by selecting Reports from the menu. Reservation report Excel The Excel report is split in the following worksheet: Travel spend An overview presented as graphs, showing your company s travel activity. All amounts are based on the booking price, and shown in your local currency. Air The Air tab shows number of reservations, followed by the price at the time of reservation. Both tables are split on these regions: Domestic, Nordic countries, Europe, Intercontinental Air details The Air details tab gives an overview based on each travelers activity, showing itinerary, booking class, product type, ticket type and price at time of reservation Hotel The Hotel tab shows number of booked nights and booking price, split in these regions: Domestic, Nordic countries, Europe, Intercontinental. It also shows average price per city and hotel chain. Rental Car The Rental Car tab shows booked price. Booking behavior The Booking behavior tab shows how many days before outbound travel the bookings have been made one table showing booking behavior for airline tickets, and one for hotel reservations. 28
Registered users The Registered users report gives you an overview of all user profiles for your company. A list of all users will automatically appear when this report is selected. Default value is the highest level you have access to. If you have access to more than one company, you may use the Report filters menu to select another company. The on-screen report includes the following information: Last name First name Mobile phone E-mail 29
You may download the report to Excel, by selecting Download report. This report will include this additional information: Frequent flyer card TP product Find travelers The Find travelers report provides an overview of where each traveler is located at a given time. To access the report, select Find traveler from the menu. When selecting this report, a map will appear on the screen. The pins on the map indicate locations for all your travelers according to your search criteria. 30
Default value in the report is todays date, and will show travelers from the highest level you have access to. This may be changed, by adjusting the Report filters : Date Local time Level Land or city Start and end date for the report You may specify a certain time period Dropdown list with all the companies you have access to. Choose level (if you have access to more than one company). You may select one specific destination or one specific country A list of all travelers found will appear below the map. The number above the list, indicates the number of travelers found, based on your search criteria. The columns in this list may be sorted by clicking on the arrow in each column heading. This gives you the opportunity to sort the list by a specific date, destination, flight number etc. To limit the result you may click on a pin in the map. In this example Copenhagen was selected from the map, and the list is limited to show 4 travelers. Click on the X after Copenhagen to reset the list. The list may be downloaded to Excel, by selecting Download report from the menu below the Report filters : 31