INTRODUCTION PROCEDURES FOR BOOKING WHAT IFS

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Dina Lawrence
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1 Booker Guide 1

2 INTRODUCTION The GroundScope system provides clients with a corporate branded portal to book ground transportation globally. Supported by a 24-7 Support Centre, the portal enables employees to manage their own travel requirements on the internet. Secure on-line booking facility Instant confirmations SMS alerts with service partner details PROCEDURES FOR BOOKING Set up user profile for regular travellers or non-profile reservation for one-off transfers Book online for: All reservations with more than 20 minutes notice in the UK For all other reservations including events, book via GroundScope Support Centre on: UK Tel US Tel Belgium Tel German Tel Ireland Tel Sweden Fax Web Customer Support customerservices@groundscope.co.uk Events events@groundscope.co.uk WHAT IFS Where s my car? Please call the number of the vendor on your confirmation Amendments with less than 20 minutes notice in the UK or Call your service partner direct, or/ Call the GroundScope Support Centre on the above numbers 2

LOGGING ONTO THE BOOKING PLATFORM Please enter the URL supplied to you in the internal communication into your internet browser and click on Logging existing

3 LOGGING ONTO THE BOOKING PLATFORM Please enter the URL supplied to you in the internal communication into your internet browser and click on Logging existing travellers If you need to create a profile, please refer to the How to create a profile guide. You will then need to enter in your username and password and then click Login : 3

4 This will then take you into your profile home page: From here you can do the below: New Bookings this will allow you to make a new reservation, for more information on making a booking please refer to the How to make a booking guide Edit/ Cancel Bookings this will allow you to amend or cancel reservations, for more information please see pages 5-7 Ride Share this will allow you to search for bookings that you can car share with, for more information please see pages 8-10 Reservation History/ Invoice this will allow you to view all past and present bookings, along with invoices for the past bookings, for more information please see page 11 Address Book this will allow you to add, amend or delete addresses from your personal address book, for more information please see page 12 Assign Delegate this will allow you to assign delegate access to your profile, for more information please see page 13 Edit Profile this will allow you to edit the details held in your profile, for more information on the profile details please refer to the How to create a profile guide Logout this will log you out of your profile page 4

reservation you will need to click the Edit button for the relevant

5 AMENDING / CANCELLING A RESERVATION Click on Edit/Cancel Bookings and you will be taken to listing of all your reservations To edit a reservation you will need to click the Edit button for the relevant reservation number and this will take you into the booking screen: 5

6 Make any changes to the reservation and then click on Amend. You will then be given the updated rate, if you are happy you will need to click accept. You will then receive confirmation that the amendment has been made. An will be sent to the addresses in the profile notifying them of the amendment. To cancel a reservation, click on the Cancel button for the relevant reservation, this will then take you to the below page: You will then need to provide select the correct reason for the cancellation and if required you are able to provide comments. Once this is done you will then need to click Confirm Cancellation 6

You will then be asked to confirm if you wish to cancel the reservation, if you

edit/ cancel a one off booking you will need to click on Amend/Cancel an

booking: You will then be taken to the list of all the bookings registered to

7 You will then be asked to confirm if you wish to cancel the reservation, if you do you will then need to click Proceed and a cancellation will be sent. You will then be taken back to the list of reservations on the profile and you will see that cancelled reservation has been removed Please note if you need to edit/ cancel a one off booking you will need to click on Amend/Cancel an existing booking : You will then need to enter in the card details used for the booking: You will then be taken to the list of all the bookings registered to that card, you will then need to follow the amendment/ cancellation steps details above. 7

8 Ride Share To view all bookings available for you to ride share with, you will need to click Ride share You will then need to enter in the date you wish to travel, and if needed you can refine the results by filling in more of the fields. 8

need to select the booking and click Submit.

9 Once you have done this you will then need to click Search, this will then provide you with all the bookings available for car share: When you have found a booking you are happy to share with, you will need to select the booking and click Submit. The system will then take you into the booking screen and enter all the journey details for you. If you are happy with the booking details you will need to click Get Quote 9

it will be the cost of your share e.g. 50% of the overall cost if the booking cost is being split between 2 passengers.

10 The system will then calculate the price for the journey and then provide you with the cost for the journey. Please note the quotation shown will not be the total cost of the booking, it will be the cost of your share e.g. 50% of the overall cost if the booking cost is being split between 2 passengers. You will then receive confirmation that the ride share booking has been made and an confirming the details will be sent to you, as well as the passenger you are now car sharing with. If another passenger was to join the car share you will receive an notification. 10

11 RESERVATION HISTORY/INVOICE To view all reservations made on a specific profile, click on Reservation History / Invoice This will show you all the reservation details. If you click on one of the links under Invoice Number, a pdf file of the invoice will appear which you can print. NB. If a job has not taken place or not been invoiced it will show at -1 or 0 11

12 Address Book To add an address to your personal address book you will need to click Address Book You will then be taken to the below page, you will then need to enter in the address you wish to add in the address detail section, if you are entering an address in Sweden, United Kingdom or United States you will be able to use the postcode button to allow the system to automatically fill in the street, town, county/ state for you. Once you have entered the address you wish to add you will need to click Add, this will then add the address to your personal addres book. If you wish to edit an address in your personal address book, you will need to select the address from the drop down menu, which will then fill the details into the address details section. You can then update the address details and then click Edit, this will then update the address in your personal address book. If you wish to delete an address from your personal address book, you will need to select the address from the down down menu, which will then fill the details into the address details section. You will then need to click Delete which will then remove the address from your personal address book. 12

13 ASSIGN DELEGATE To assign a delegate to make a reservation on your behalf or enable them to view or edit your reservations, click on the link Assign Delegate Then type the first few letter of the surname of the person to become your delegate, then click on the >> button Once you click on Save & close your profile will be available for your delegate when they next log in 13

UK GroundScope User Guide

UK GroundScope User Guide You can access the tool via the travel portal home page From the home page you can do a number of things: View our FAQ s See our average journey times Contact information Provide