Your personal guide to the dhr-hotels.info Travel Arranger

Your personal guide to the dhr-hotels.info
Travel Arranger Function
Guide for Travel Arrangers
Your hotel.info company application www.dhr-hotels.info is suitable for use by self-bookers as
well as travel assistants who make many reservations (so called Travel Arrangers) for
adminstrative offices or by travel agents.
The Travel Arranger function allows you to use the profile details of the registered employees
of your company when making hotel bookings.
Apart from this it is also possible for others to be nominated to represent the bookers (more
information can be found on page 12).
If you mostly make bookings for other employees you should contact your Travel
Management in order to be designated as a Travel Arranger or contact [email protected]
to this end.
2
Log in as a Travel Arranger
Registration
The Travel Arranger function is only available to you
after logging in to your company application as the
function is linked to your own user profile.
Travel Arranger Status?
The function is automatically recognised by the
system on the first log in after it has been authorised
and the relevant access will then be granted to you.
Make sure you can see the additional Travel Arranger
text highlighted in red behind your own log in details.
In case you can not see this hint you are not
authorised yet.
Please contact your Travel Management or
[email protected].
3
Selection of the traveller
For whom do you wish to book?
If you wish to make a booking for a colleague proceed as
usual by entering the necessary information
(destination, date, etc.).
As a Travel Arranger you have the opportunity on the first
page to determine for whom you wish to book. You can
either enter the e-mail address yourself or look for the
traveller from the „Select traveller“ list.
Please ensure that the e-mail is correctly entered with no typing errors.
Such e-mail addresses that have been manually entered will be checked in
booking step 3 – please also see page 6.
Search for employees
Enter the name of the traveller in the text field and start
the search function.
If you have to book for several people you can do this in
booking step 4. Here you must select the principal
traveller/contractor.
4
Travel Arranger & Rate Overview
Selection of the booking mode
After you have made the hotel selection you will pass
to booking step 2.
The Travel Arranger booking mode is always preselected.
Please only change this predetermined setting if you
wish to book for yourself otherwise the
Travel Arranger function will not operate.
As a Travel Arranger you may select the language of
the booking confirmation for the traveller.
5
Selection of the traveller in the booking process
You need the e-mail address to be able to make a booking
1
If it was not already entered on the start page the e-mail
address of the traveller has to be entered here.
The system transfers all the data relevant to the booking
from the user‘s profile into the reservation.
You may either enter the e-mail address manually or
search for the traveller in the „Select traveller“ list.
Please ensure that the e-mail is correctly entered with no typing errors.
Enter new users
If the manually entered e-mail address is not recognised
then no user profile exists.
In this case the registration form will automatically open.
Undertake the one-off registration in order to be able to
use the profile over and over again.
This guarantees that the correct traveller details are
transmitted to the hotel.
6
Travellers without an e-mail address
To book external employees or guests
1
If there is no e-mail address available for a traveller or
you do not wish to create a profile, proceed as follows:
Use your own e-mail address in booking step 3.
Details of the traveller
In booking step 4 overwrite your own details with those of
the traveller in the field „Persons travelling“.
On completion of the booking the confirmation of
reservation will always be sent to the e-mail address
entered and to you as the Travel Arranger.
If necessary change the billing address using the
drop-down menu or enter the address details manually.
7
Details of the travellers
Booking details
1
Depending on the number of persons selected you can
transmit additional travellers and their details to the
hotel.
Every person whose e-mail address is shown will also
receive a confirmation of the reservation as well as
yourself as Travel Arranger.
Travel Arrangers have the possibility to use the credit
card stored in their own profile for guarantee purposes
(e.g. the company credit card).
Usually the traveller‘s credit card will be displayed as it
is stored in the profile.
8
Booking confirmation
After completion of the booking
1
As a Travel Arranger you will always receive a copy of
the booking confirmation by e-mail.
9
Passive PNR‘s for Travel Agencies
Passenger Name Record
1
A passive PNR (Passenger Name Record) is mainly
included for the use of travel agencies and serves to
link a hotel booking made with the application, using a
GDS such as Amadeus, with flight bookings and similar.
The PNR helps the travel agency to find the booking in
their own system in order to be able to carry out
cancellations or rebookings. This means that all travel
bookings can be viewed at a glance.
10
Reservation Overview
Overview of Travel Arranger bookings
1
In your booking overview you have the choice
between your own and your Travel Arranger bookings.
In the Travel Arranger overview you have the
opportunity to search according to traveller, date or
the reservation number.
If you wish to call up all the bookings made simply
delete the date from both selection fields.
For each booking you will find the time-saving
functions such as „Book Again“.
Representative function
In order to be able to view or change bookings made by
another Travel Arranger you both have to be within the
same Travel Arranger group.
You will find more information on this on the next page.
11
Summary
The Travel Arranger:
 can undertake bookings for all employees within his/her company.
 can utilise the profiles of those employees who are already registered.
 can themselves create traveller profiles in the company application.
 have access to all billing addresses stored in the company application.
 can utilise the stored (encrypted) credit card details of the traveller to make a booking.
 can generate a cost acceptance. (Only with the authorisation of their Travel Management)
The Group Travel Arranger can also …
 be organised in individual groups so that they may act for one another in the case of absence, etc.
This has to be set up by hotel.info in cooperation with your Travel Management.
 Please see the short introduction -> http://www.hotel.info/information/Guide_Travel_Arranger_Groups.pdf
Short videos:
Travel Arranger Booking Process
http://www.hotel.info/information/booking-as-travelarranger.avi
Travel Arranger Cancellations
http://www.hotel.info/information/cancellation_booking.avi
Hint: Please use
12
VLC player to watch this videos.