TRAVEL DOME BOOKING SYSTEM USER GUIDE LAST UPDATE OCTOBER 2016
INTRODUCTION THE HOMEPAGE Login page Search Results BOOKING SEARCH Making a new hotel booking Hotel Search Results Price Breakdown Hotel Information Page Notes Map Gallery Shopping cart Passenger Names Payment Detail BACK OFFICE / AGENT AREA Agent Booking / Booking Search Booking List Manage a booking Cancel a booking Documents tab Agent Details Agency Detail 1
INTRODUCTION Welcome to the Gartour Travel Dome Booking System. It is a sophisticated booking systems available for F.I.T. bookings for Accommodations, Activities, Regular & Tailor Made Sightseeing, Tours and Private Transfers. This site will enable you to book all these items under one reference number viewable in a user friendly shopping Cart. Our system enables you to make new bookings, receive confirmations, cancel bookings. There is also the facility to download booking confirmation; proforma invoice and vouchers. Please read through this User Guide in its entirety, as this will enable you to become familiar more quickly with the various pages of our booking system. If you have any queries that are not answered in this guide please do not hesitate to contact us at: membercare@gartour.net THE HOMEPAGE When you select the site you will be greeted with our Homepage: It is from here where you can log in and enter the site. The Username is your company s user to gain access to the site. Username will be min 6 letters. You can have multiple usernames. The Username and Password should be unique to each user of your staff If you are your company s Administrator, your Username and Password will be assigned to you by Gartour. Your role as an Administrator will provide you the ability to create logins for the rest of your staff. If you sign in Online by clicking on Register new Agency you need to fill a form with all your data and decide a username and password. You Administrator 2
agency account will be activated within 48 hours and you will be able to book service at net confidential rates. LOGIN PAGE Once you have entered the correct details use the Login button. If you enter incorrect details you will see a message: Incorrect login details. If you do not remember the password you have 2 possibilities: 1) you can click on Forget password button and an email will be generated to your account address with a link to create a new password 2) you can ask your site administrator to modify the password from Agency Detail BOOKING SEARCH Once you have successfully logged onto the booking system you will reach on the booking page. On the left side under Home tab you can find all the public pages listed: About us: a short brief of our company Our Products: a link to our website were listed all our main products and activities Contact Us: direct phone and mail contact of our Rome office in Italy 3
On the centre of the menu bar you can find the online booking tabs Accommodations: You can make new hotel accommodation bookings. Activities: You can make new activity / sightseeing tour bookings. Tours: You can make new tour bookings. Transfers: You can make new private/shared transfer bookings Villa Rentals: You can make new Villa Rentals booking MAKING A NEW HOTEL BOOKING In order to book an accommodation you need to choose the Location/number of nights/ rooms. Click Search Location: enter the location name in English in the field Location. You can enter the first few letters to speed up the search Hotel name: if you know the name of the hotel you require enter the first few letters or entire name to speed up the search Star Rating: if you are looking for hotels with a particular star rating you can choose, rather than All the number rating. The currency displayed is euro. 4
HOTEL SEARCH RESULTS You have now reached the search results page. Click Book to go on with the booking process: The hotels are displayed in Price order. By clicking on Show Available Only you can have a result list of only Available hotels From this screen you will see a photo, a brief description of our relevant properties, the Total price per room type and whether it is Available (i.e. Gartour can give you instant confirmation) or On Request where Gartour cannot obtain instant confirmation but will give you a response within 48 hours after you complete the booking. Room categories - Where applicable, we will display the different room categories that can be booked within each property. By clicking on the Read more link you are taken to the hotel information page, where you can read about the hotel facilities, and see more images of the property. Recommended Hotels This symbol will indicate any hotels that we are recommending at that particular time. You will also find the star rating of the hotel on this screen and the Breakfast / meal plan type included if applicable. 5
PRICE BREAKDOWN By clicking on the total price, you will see the Price Breakdown for the relevant property: The price will be broken down to show the room rate per night - and a total price for the whole stay. The price displayed is the net selling price to you from Gartour. If a special offer applies. you will see the name of the special offer and the amount discounted HOTEL INFORMATION PAGE From here you can see: - Notes - Read a short summary about the hotel, its location and what facilities are available - View images of the property. - Use interactive maps 6
NOTES Here you can find all the important infos you need to know before make a booking: MAP The map tab shows the exact map position of the hotel 7
GALLERY Shows a collection of hotel photos SHOPPING CART You will now be taken to the Shopping cart. At this stage the booking has not been sent to Gartour yet you have to click on Continue in order to progress your booking. Here you see your item(s) with a price breakdown where you can click on Continue or remove some of the booked items by clicking on the red sign on the right top. We also alert you to other products which you might want to add on before completing your booking. 8
PASSENGER NAMES Enter the names of all passengers and where necessary indicate whether there are any children travelling. Add a comment of Special requests field, where necessary to add a note at a passenger level. Add Adult and Add Child tabs should be used only in case you need to add more passenger to your booking. Example: you booked a double room for 2 pax (Mr and Mrs Smith) and 1 transfer for 1 pax (Mr John). Assign passenger to services where needed. Scroll to the bottom of the page and click Continue if you want to continue or Back which will take you to the previous screen. 9
PAYMENT DETAIL: Here you can find a resume of the booking before final confirmation: Once confirmed you can see displayed a Booking Summary, similar to the one you will get on your mail account within few seconds from the moment you conclude a booking. The booking confirmation itself, will be sent as a PDF file. If the user does not have the relevant software, Adobe Acrobat Reader, they will not be able to access the voucher. A free download is available at www.adobe.com If you cancel a booking/item but fail to send the cancellation to us, we regret that we would have no choice but to pass on to you non-arrival charges. Please see our terms and conditions with regards to our cancellation policies. BACK OFFICE / AGENT AREA The back office area has got three different tabs: Agent Booking: You can check here all bookings made by your account Agent Details: You can modify here agent/user details and password Agency Detail: You can modify here Agency details and every single user password as well as create new users 10
AGENT BOOKING / BOOKING SEARCH Use this to search all bookings made under your account (agent username). Booking Search provides the facility in order to find your bookings and there are numerous search criteria available: Booking Reference - this will search directly the single booking reference entered Departure Date this will search for ALL bookings that are departing within the range of dates you put in the calendar Booking Date this will search for ALL bookings that are been booked within the range of dates you put in the calendar Passenger last name this will search for ALL bookings that include the passenger last name inserted Booking status this will search for ALL bookings that include the status pre selected Cancelled/Confirmed/In build( meaning on request or booking still to be confirmed /Options/Option expired/quotation In order for the quick search you must choose either. All Bookings or an agent you have set up from the drop down menu in the Booking Agent field. 11
BOOKING LIST Booking list shows all bookings made by the agent according to the selected search criteria. MANAGE A BOOKING By clicking on Select button, you can enter into a single booking and be able to: - View booking Summary ( view booking and total booking cost) - Cancel booking - Check booking itinerary - Check documents and stamp Documents - Check Finance situation - Check passenger names 12
CANCEL A BOOKING When click on Cancel button a warning Pop Up with cancellation policy will came up. The Total Cancellation fee will be shown as by service contract. In case Cancellation fee applies and booking cancelled the fee will be displayed under Finance tab. DOCUMENTS TAB You can download here: - Booking Summary - Proforma invoice - Visa Support Letter ( only for Russian trusted Clients) - Vouchers ( only for fully paid bookings or credit clients) 13
Here an example of Booking Summary: AGENT DETAILS Here you can update your agent account and change your password 14
AGENCY DETAIL Here the admin agency to Update Agency info and register new agent ( new username within agency. 15