GetThere User Trainin Student Guide
Document Edition 4.3 () 2009-2014 GetThere L.P. All rights reserved. This documentation is the confidential and proprietary intellectual property of the GetThere business. Any unauthorized use, reproduction, preparation of derivative works, performance or display of this document or software represented by this document, without the express written permission of GetThere is strictly prohibited. GetThere and the GetThere logo design are trademarks of GetThere L.P. All other trademarks, service marks, and trade names are the property of their respective owners.
Table of Contents Objectives...1 Overview...1 Getting Started...1 Home Page...2 Search...3 Uncertain City...4 Flight Availability (Shop by Schedule)...5 Lower Fare Options...7 Policy Compliance...9 Flight Availability (Shop by Price)...9 Seat Selection...12 Hotel Search...14 Completing the Reservation...18 Creating a Trip Template...21 Add to Trip...22 Purchase the Trip...23 Reservation Complete...23 Profiles...27 Car Search...29 Templates...30 Car Templates...32 Trips...33 Online Check-in...35 Cancel a Trip...36...39 iii
Revision History Date Changes to Document 11/11/09 Updated to include new screen shot for Trip Templates. 12/4/09 Hotel and car screen shots updated. 1/7/10 Updated to include new Trip Template screen shots. 4/16/10 Updated to include new Getting started screen shots. 5/3/10 Added Online Check-in information. 5/2/11 Added car template information. 7/11/11 Added trip template info - modify car before checkout. 10/5/11 Added fee seat messaging information. 11/3/11 Added GT Express path. 1/06/12 Added Modify Hotel Search link info and screen shots. 10/3/12 Updated with new Home page. 9/5/13 Updated to add nonrefundable hotel note, and new Home page screen shots. 10/22/13 Added information on the application timing out. 11/15/13 Added a note about not using the "back" button. 4/14/14 Updated images for the hotel path and manage trip label changes. iii
Objectives Upon completion of this guide, you will be able to: U Book round trip, one-way, and multi-destination air travel online B Search for hotels and book them online S Reserve rental cars online R Complete an itinerary and have it ticketed C Create and modify a profile C Create and use travel templates C View, modify, and cancel trips V Book online Overview This training is an overview of GetThere, your online-booking tool. It covers how to use the tool to book and manage travel online, and how to manage your online profile. Caution The GetThere application uses information obtained from previous pages during the booking workflow in order to properly process your request. By clicking the "back" button during the booking process, the accessibility of this data can be disrupted and can cause undesired results. To optimize the your experience, GetThere recommends the use of the navigational functionality within the application rather than the use of the browser s back button. Getting Started The Log In page requires you to enter your user name and password and then click the Log In button. 1 Search
On this page you are also able to link to various travel tools to assist you in planning your travel. These tools are also available on the following Home page. Home Page After logging in, the Home page displays. The Home page is where you begin planning your trip. Based on your sites configuration you may also have available at your fingertips your trips, templates, and profile pages. You may view company announcements, access other travel related tabs, and link to various travel tools to assist you in planning your travel. To return to this page at any time, click the Home link on the menu bar. Note The look of this page varies based on the site setup. 2 Home Page
Note A pop-up window appears after 17 minutes of inactivity advising the user that they have 3 minutes remaining before the system times out. After 20 minutes of inactivity, the system times out. Search Check those trip components you wish to book, and select your trip type. Choose how you want to shop for flights, by schedule or by price (if enabled). Then enter departure and destination cities, dates and times, and other flight availability options. Click the Search button. 2 Search
The Advanced Search Options area can be expanded to select, or collapsed. Uncertain City If you type in a city name and the system is unsure which city/airport you want, a list displays for you to select the correct city/airport. A list also displays if a city has no airport. 3 Home Page
Flight Availability (Shop by Schedule) Flight availability displays. Company preferred airlines are indicated with blue stars. Out of policy options are indicated with a red circle with a line through it. Seat maps are available by clicking the View Seats link. Other links on the page include airport information, equipment details, and a page of additional flight options. Looking from left to right you can view: L departure times d arrival times a airline, codeshare information if applicable, flight number, equipment type, class of service o number of stops, flight time, flight mileage, on-time percentage, seat map n company preferred indicator c price estimate (if enabled) Click the Select button to choose the flight(s) you would like. 4 Search
Once you select the departure, the return options display. Select the desired return flight(s) from this availability. 5 Home Page
Lower Fare Options Once the outbound and return flights have been selected, the screen displays the price for your original selection and alternative itineraries with the same or lower price. Select your preferred flight option. 6 Search
Travel Policy Early Evaluation GetThere is committed to making your shopping experience easy and convenient, and at the same time incorporate the company s defined travel policy requirements. By displaying the out of policy reasons during shopping, you can use the information to make a better decision in choosing your itinerary options and assist in achieving the company s cost management objectives. Early evaluation applies to air, car and hotel. Below provides a summary of what policy reasons display during the shopping process. Early Late Air Class of Service (First/Business) X Lower Fare X Preferred Vendor X Number of Days Required for Advanced Bookings 7 X Home Page
Early Late Car Car Size X Preferred Vendor X Hotel Preferred Vendor X Maximum Room Rate Exceeded X Note With Live Hotel Availability, all rates must exceed before the OOP icon displays. Policy Compliance If you choose flights that are out of policy, the following screen displays. You must choose a reason for non-compliance from the drop down list to continue, select a travel approver, or start over based on travel policy. Flight Availability (Shop by Price) To search by price, click the Shop by Price button. 8 Search
When shopping by price you also have the options of comparing fares at surrounding airports, or viewing fares up to 3 days around the dates you selected. (Varies by site setup) A matrix displays with the lowest fares available. You can sort by airline, by number of stops, or by fare. Sort results display below the matrix. Depending on how your site is configured, you will see either flight options by segment or complete itinerary options. On the following page is an example of complete itinerary options. Preferred options appear in the matrix at the top first, and then by fare from low to high. The flight options display below the matrix. You can click anywhere on the matrix to see the specific flight options for that fare or carrier in the list of flights or use the filter on the left. 9 Home Page
Click the Select button to choose the flight(s) you would like. You could choose to Search by Schedule by clicking on the link if there is not an itinerary option that meets your needs. 10 Search
Seat Selection After the flight option has been selected, a seat map displays for the first air segment. You can scroll to the front and back of the plane if necessary to see more seats. To request a seat, click on an available seat using the legend below. Exit row seats cannot be confirmed at this time. Then click the Reserve Seat Selection button to go to the next seat or the next step in the booking process. Note If the Skip Seat Selection button is selected, and you have a seat preference in your profile, the tool requests a seat according to what is saved in the profile based on seat availability. If there is no preference in the profile, the tool first requests an aisle seat, and then window, based on seat availability. Fee Seats GetThere supports the display fee seats. A message displays to the user advising they have selected a fee seat and they may be reassigned if their status does not qualify them for that seat. 11 Home Page
Some carriers make their premium seats (those which are complimentary to some frequent travelers, based on their status) and fee seats available to all GDSs. Sabre seat maps support fee seat indicators, but travelers are not able to distinguish between a fee seat and a premium seat. On Sabre sites, premium and fee seats are designated with the F seat indicator in a purple box. If a traveler selects an F seat, a message displays indicating that the seat they have selected may require an additional fee and advising them to make another selection. If the traveler opts to continue with their selected seat, and the traveler does not qualify for that seat, the seat will not be assigned. The user will receive a warning message on the Reservation Complete page advising that the system cannot currently assign seats for the fare type selected. The user is directed to contact their travel administrator to see if they can purchase a seat assignment. 12 Search
Hotel Search When searching for a hotel, the check in and check out dates default to the dates of the flights you booked. If you need to modify your search options, select the Modify Hotel Search link displayed at the top of the page. Hotels can be sorted by Distance or Preferred Hotels. There are additional filters that can be applied to help narrow down the search options, such as Hotel Name, Distance, and Amenities. Also note the Show more hotels link at the bottom of the page to display additional hotel options. 13 Home Page
Click the View All Rates button to see the list of available room types and rates. You can also view the hotel options by clicking the Show map view link. Preferred properties are identified on the map with a star. Hover over the star to view the property name. 14 Search
Select the hotel icon or hotel card to view more details. Alternatively, you can search for hotels by: A Address or City D A Company Locations C Hotel Chain H Distance Airport Location Popular Locations L Hotel Name H Amenities Click the View All Rates button to see the list of available room types and rates. 15 Home Page
The Hotel Details page displays with all available rates. There is a link on each rate for more rate details. There are also tabs on this page to view the description of the hotel, the available amenities, and to view the map and directions to the hotel. Out of policy options may also be indicated with the red circle icon. Now, select the room rate you choose to confirm. Hotels are automatically guaranteed to the credit card in the profile. To change hotel search criteria, click the Modify Hotel Search link at the top of the page. Note Clicking the Modify Hotel Search link redirects you to the Hotel Search page. Your search criteria are maintained so you may change the search parameters you wish to modify. 16 Search
Make sure to review the hotel s cancellation policy. And add Special Requests (these will pre-populate from the profile) such as: A Non Smoking N King Bed K High Floor H Away From Elevator Then click the Book Room button. If you select a hotel or rate that is out of policy, the below window displays. Follow the instructions and click the Continue with Reservation button. Once the type of room has been selected, the Car Search screen displays. 17 Home Page
Completing the Reservation After selecting your car, the Trip Review & Checkout screen displays. At this point, modifications can be made prior to purchasing the trip. You can also Start Over by clicking this link. Note Any important information is displayed at the top of this screen. 18
Information stored in your profile pre-populates in the appropriate corresponding fields of the checkout page. If a section of the page contains all completed mandatory fields, (pre-populated from the profile or site settings when applicable), the section is collapsed even if non mandatory fields are empty. If any required field (marked with a red asterisk) is empty, then the entire section is displayed expanded, and a message displays in the section s top bar saying: Please complete the mandatory fields marked with an asterisk. The only exception to this rule is that the Trip Details and Estimated Trip Cost sections always display expanded by default as they contain the itinerary and cost details. 19
Note Any section can be expanded/opened by clicking on the section title, or expand all sections by clicking the Expand All link in the upper right corner. Complete and verify all information then click either the HoldTrip, based on site configuration, or Purchase Trip button to complete your booking. Creating a Trip Template You can use this trip to create a trip template. Click the Save as Template link in the upper right corner, on the Trip Details line. A template can be used to book a recurring trip very quickly and easily. Enter the template name and click the Save Template button. 20
The below displays indicating your template is saved. Click the Return button to return to your booking. Add to Trip You can add to this trip by clicking the Add to Trip link in the upper right corner, on the Trip Details line. The Add to Trip lightbox displays. Select from the drop down what trip element you wish to add and select the location and date. Then click the Add Item button. Follow the already detailed booking process. Purchase the Trip After clicking Purchase Trip, a pop advises that your credit card will be charged if you continue. Click OK once to confirm the purchase. 21
An itinerary confirmation displays. Reservation Complete The Reservation Complete screen provides all of the booking details. A copy of the itinerary can be printed or downloaded. 22
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You can now log out or book another trip. In addition to the displayed confirmation, an itinerary confirmation is emailed to you. 24
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Profiles From the Home page, you can click on the Profile option on the left menu bar to update your profile. Click on the link containing the information you would like to update. Note Be sure to click the Save button at the bottom of each screen being modified to save your changes. On the following page are examples of two of the Profile pages. Following is the Personal Information page. 26
On the My Arrangers page you can add a Travel Arranger to your profile. 27
Car Search The pickup location defaults to your flight destination airport; and the pick up and return dates and times default to the dates and times of the flights you booked. You may also choose to book a car near the hotel you are at, or at an address. Click the button to open the applicable page. The following may be options when booking a car (based on company policy): T Pickup and Drop off location P Type of Car T Fuel type, Transmission type, 4WD/AWD F Special Equipment If the site has the Express Booking Button enabled, you can click on it and the system will automatically book a car for you based on your company s travel policy. Click the Search Now button to display car availability. 28
The company s preferred car companies are marked with stars. Three stars indicate the most preferred vendor. Out of policy options may be indicated with the red circle icon. The least expensive option is shaded with the price bolded. Select your preferred car option by clicking on the rate link. Templates Once you have saved a template, it can be used by clicking on the Templates option and clicking the View All Templates link. 29
All templates display. 1. Select the template you wish to use. 2. Enter your new trip dates and click the Price Itinerary button. 30
To delete a template, select it and then click the Delete button at the bottom of the display. Car Templates The fields saved and used when shopping/booking a car from a trip template are T Pick-up Location P Drop-off Location D Pick-up time (hour and am/pm) P Drop-off time (hour and am/pm) D Car Type C Car Vendor 31
When using a car only template, the booking will be evaluated by travel policy. If the car is out of policy, the user experience is based on the behavior configured in the travel policy. If appropriate, the user is directed to the policy page that tells them why the car is out of policy, and they are directed to select one of the site s out of policy justifications. If a car is part of the template and if the original car size, vendor or dates/times are not available, an error message displays to the traveler that the original request is not available and re-displays the car search page allowing the traveler to change their search criteria and select a different car size and/or vendor. The information from the original search is pre-populated on the car search page. If the traveler chooses to modify the car prior to checkout, they are taken back to the Search for a Car page. Note Trip Templates do not support off airport car locations. Trips From the Trips option on the left menu bar you can view trips on hold, upcoming trips, past trips, and cancelled trips. Click on the booking you want to view, modify, or cancel. Following is an example of a previously booked trip display. 32
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Online Check-in Online Check-in allows the traveler to bypass lines at the airport by checking in for their airline flight right from their booking tool. This provides a time saver, no standing in long lines to check in for your flight. Note Most airlines only allow you to check in for your flight from 24 hours to 30 minutes before a flight departure. This varies by airline; please check each airline site for additional details. The Online Check-in displays within the Trips Details page. If the airline participates in GetThere's Online Check-in, then a message or link displays next to their flight. See the below screenshot. Online Check-in available the user is taken to the airline's website where they complete the check-in process c Online Check-in is available XX hours before the scheduled departure time. After clicking the Online Check-in available link, the below warning message displays. After the clicking the OK button, the user is taken to their airline's website. After completing the check-in process, the user may close the airline's web page and continue within their online booking tool. 34
Cancel a Trip To cancel a trip, click on the Cancel Trip button once you have displayed it from Trips. When you choose to cancel a trip, the below screen displays to reconfirm that you wish to cancel this trip. 35
If you still wish to cancel this trip, click the check box that you agree to cancel this trip and click the Cancel Trip Now button. The Cancellation Confirmation screen displays. 36
In addition to the displayed cancellation, an itinerary cancellation notice is emailed to you. An example is below. THIS RESERVATION HAS BEEN CANCELLED: Record Identifier: 1349351711.90476 partnerprogram Record Creation Time: 2012-10-04 11:58:01.0 SABRE Record Locator #: JYNOVN Airline Record Locator #1 UA-EJQQ7G (United Airlines) AGENCY INFORMATION Agency: GetThere Phone: 602-555-1234 37
Deliver To: Name: Vernon Bear Address: 1234 Main St Phoenix, AZ, 85007 Phone: 602-555-1234 Email: vernon.bear@getthere.com Name(s) of people Traveling: Vernon Lee Bear ***************************************************************** ITINERARY AIR Flight/Equip.:United Airlines 884 Airbus A320 Depart:Phoenix(PHX)/Friday, Dec 14 12:44 PM Arrive:Chicago(ORD)/Friday, Dec 14 5:07 PM AIR Flight/Equip.:United Airlines 1250 Boeing 737-800 Depart:Chicago(ORD)/Sunday, Dec 16 5:51 PM Arrive:Phoenix(PHX)/Sunday, Dec 16 8:47 PM ***************************************************************** Visa Card Number: 1000 Price: USD 341.60 (per person) for this trip **************************************************************** Check the Train trip type, and the other trip components you wish to book. Then enter the departure and destination stations, trip dates and times, and other train availability options. Click the Search button. 38
Train availability displays. You can display station or train details by clicking the link. Click the Select button to choose the train(s) you would like. Once you select the departure, the return options display. Select the desired return train(s) from this availability by clicking the Select button. 39
After selecting your return, the Trip Review & Checkout screen displays. If you had checked that you wish to book car and/or hotel on the Search page, you would have proceeded through those steps prior to this screen. You may also add a car or hotel at this point by clicking the Add Item button, or modify what you have booked prior to purchasing the trip. You can also Start Over by clicking this button. You may save this trip as a template by clicking the Save as Template link. Click the Purchase Trip button. 40
After clicking Purchase Trip, an itinerary confirmation displays. In addition to the displayed confirmation, an itinerary confirmation is emailed to you. Example below. Thank you for making your travel reservations through our site. Your reservation information appears below. Please keep this information in a safe place so that you may refer to your itinerary and record locator for your trip. https://www.virtuallythere.com/new/reservations.html? pnr=nb9mbbjdsfna&name=bear&language=0 ***************************************************************** CONFIRMATION NUMBERS Sabre Record Locator #: NAHAYY 41
Rail Record Locator #: 16035A ***************************************************************** Name(s) of people Traveling Name: Vernon Lee Bear ***************************************************************** ITINERARY Rail Company / Train Number: Acela Express 2107 Depart: New York Penn. Station (NYP) Wednesday, Mar 6 7:00 AM Address: 8th Ave 31st Street / 8th Ave 33rd Street, New York, NY 10001 USA Arrive: Washington Union Station (WAS) Wednesday, Mar 6 9:47 AM Address: 50 Massachusetts Ave NE, Washington, DC 20002 USA Class: Business Rail Company / Train Number: Acela Express 2170 Depart: Washington Union Station (WAS) Friday, Mar 8 3:00 PM Address: 50 Massachusetts Ave NE, Washington, DC 20002 USA Arrive: New York Penn. Station (NYP) Friday, Mar 8 5:45 PM Address: 8th Ave 31st Street / 8th Ave 33rd Street, New York, NY 10001 USA Class: Business ***************************************************************** Rail Fare: 484.00 USD Accommodations Fare: 0.00 USD Total Fare: 484.00 USD Last Day To Ticket: Thursday, Oct 11, 2012 ***************************************************************** AGENCY INFORMATION Agency: GetThere Phone: 602-555-1234 Service Number: 1-800-872-7245 (1-800-USA-RAIL) ***************************************************************** DELIVERY INFORMATION Deliver To: Name: Vernon Bear Address: 1234 Main St Phoenix, AZ, 85007 Phone: 602-555-1234 Email: vernon.bear@getthere.com Travel agency will issue ticket ***************************************************************** HAVE A GREAT TRIP 42