UK GroundScope User Guide

Transcription

1 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 feedback Login button Create a new user Amend or cancel a booking Book for a guest Re-set your password Ask for a password reminder By clicking on the login button you will be taken to this screen If you were a permenant AZ employee prior to the 1st July 2012 you will have a basic profile set up on the system already. Use your AZ address and the password AZtravel12 and click login. If you joined AZ after 1st July or if you are a contractor/temporary/outsourced member of staff you will need to set yourself up on the new tool. To see how to create your profile click here

2 Once logged in you will be taken to your home page. Your home page holds information from your profile. If you see area s that are blank it tells you that your profile is not up-to-date. You can also do a number of tasks from this page. Click on the below links to view a detailed description.. 1. New Bookings 2. Edit/cancel bookings 3. Reservations history/invoice 4. Address book 5. Edit profile 6. Assign delegate 7. Profile look-up ADDITIONAL INFORMATION FOR ALL TRAVEL BOOKERS: If you are a travel booker and want to complete one of the above actions for a traveler, you will need to first of all look up your traveler using the profile look up. Once you have selected and clicked on your traveler you will be able to complete the above actions.

3 New bookings. Once you click on new bookings you will be asked what type of service you require. A to B non Airport - journeys that do not include airports Airport transfer journeys that do include an airport As directed hourly rate, locations directed by traveler Wait and return collection, wait and returning to same address. The following is an example of an airport transfer but will cover all functionalities for all the other service types. You will be asked if the service it to or from an airport. Click the relevant answer, in this example we will do a drop off at airport. You will be asked to enter the flight number and date of the flight you are boarding. Once added click get quote

4 You will now see the basic booking screen (which is the first page you would see if you originally clicked A-B non airport from the first page) Pick-up date will pre-populate from the page before. Pick-up time needs to be added. Check you have the correct vehicle type and add passenger number by using the drop down. To add your collection address you can either A) Use the post code look up B) Use your address book C) Use the flight look up Your destination is prepopulated from the flight information you entered on the page before. From the flight number you entered the system can identify which airport and terminal you are going to. In this example we will click on the address book The address book is a combination of the global address book and your personal address book, and you can select from a number of pre-loaded places. N ote: To see more detail on how the address book works click here

5 The system has automatically added United Kingdom as it already knows our destination is Manchester airport. We have then used the drop down to select our town and place By clicking on the drop down all office locations in Alderley edge will be displayed. In this example we have picked Alderley House Once you have selected your address click select, the page will then update with all the details you have entered Click Get Quote.

6 Type of car standard car for 4 passengers Time and date of pick up Pick up and drop off addresses These little brown boxes allow you to add the address to your personal address book if you want to. The page will then ask you to confirm your selection. If you need to make any changes click Edit quote or if you are happy click get quote to view prices and suppliers. The system will then displays the journey estimate. Confirmation of date/time Confirmation of collection /drop off addresses Service partners available to complete your journey, as well as their own fixed charge. REMEMBER: The basic charge now already includes your booking fee; you only need to add on VAT and any additional charges such as waiting time, parking and tolls Within the T&C you will see, what waiting time each supplier offers and at what charge. You will also see any additional surcharges for bank holidays etc. (Once you chose your supplier there T&C s will also show on your confirmation)

7 Once you have selected the supplier you wish to use click accept quote or edit quote at the bottom of the screen You will then get a final page that gives you the opportunity to add any alternative contact information and also add any specific notes for this particular journey Once you click accept reservation you booking is made. The follow screen confirms your booking reference and gives you a number of options. Book a return journey This is using the same address but in reverse order o For this example it would be pick up from airport and drop off at Alderley House Reception Re-book for a different date/time - Same information used but for a different date/time o Great if you make the same journey every week. Book pick up from flight US735 Book a car for when you arrive at your flight destination in the other country. o For this example it would give you an option of booking a car for when you arrive in Philadelphia

8 Edit/Cancel a booking To edit or cancel an existing booking click the link on the home page. A list of all journeys will appear on the screen. Select the journey you wish to change or cancel by using the radio button and clicking continue. The journey will then be displayed in full. If you need to make changes you can do so, followed by the save reservation button. You will then get a new confirmation with your updated details. If you wish to just cancel the booking, click the cancel reservation button.

9 Reservations history/invoice If you want to view all your reservation history you can do so by clicking on the reservation history/invoice button from the home page. If you have misplaced your invoice, you can get a copy invoice for any journey that has taken place. Once a journey has taken place a full copy invoice is ed to you, however if you have misplace it you can click on the relevant journey and get a copy. To get a copy click on the invoice number next to your journey Address book. Previously we had one address book that anyone was able to add address to. This often meant that we had large amounts of duplicate or incorrect address listed. With GroundScope we now have 2 address books that when booking will be displayed as one. Global address book Is managed by the Global Travel team and contains:- All global AstraZeneca office locations All hotels in the AstraZeneca global hotel program Commonly used restaurants Commonly used train stations If you feel we need to add an address which all AstraZeneca travelers would benefit from please us. Personal address book is managed by each person and is personal to them, it will contain any additional addresses each person has added under the following categories. Airport Home Hospital Hotel Office Other Restaurant Station

10 To add an address to your personal address book click the address book button on the home page, and the following page will appear. To add a UK or Swedish address, click on post/zip code, this will enable you to lookup most of the address automatically. You need to do this before you add the building and country/state line part of the address. For adding a US or any other country address post code look up is not available yet. You will need to add all parts of the address manually. If you want to add it so it appears in one of the place categories you need to type the category first. For example if you wanted to add Piccolinos in Bramhall so that it will appear under restaurants, you need to type in the business line RESTAURANT Piccolinos HINT: remember you cannot use any special characters such as hyphens or commas If you forget to add a place category before the building address, the address you add will be found under the other place category. You can then click add and it will be added to the RESTAURANT category in your personal address book. If you then need to edit or delete it you click on the address book button from your home page, search the address from the main drop down until you find the address you want. Click on the address you wish to edit or cancel and it will populate the main fields, simply then click on edit or delete.

11 Edit a profile You profile is displayed in full on one page. The below information has been split out to help expalin what detail is needed in each area. PROFILE HOLDER: This must contain all the profile owners contact details and not the travel bookers. ALTERNATIVE CONTACT 1&2: This can be a travel booker, family member, or colleague. Each person then has 3 options that need to be considered. CONFIRMATION: If this box is ticked next to a person it means they will be ed all booking confirmations/changes for the profile holder INVOICE: If this box is ticked next to a person it means they will get a copy invoice for all bookings made for the profile holder. CALENDAR INVITE: If this box is ticked next to a person it means they will get an outlook meeting request/diary holder for the profile owner. If you are a travel booker, and your traveler does not want anything directly being sent you can un-tick all 3 boxes next to your profile holder and then add yourself as an alternative contact and select the relevant boxes for you to receive all the information on their behalf. MOBILE NUMBER: If you have a company mobile phone the number is to be added here, to ensure all contact can be made if required. If you do not have a company mobile phone please re-add your office number as this field is mandated. COST CENTRE: Please enter your 4, 5 or 6 digit departmental cost centre number. This is used for budgetary purposes. REFERENCE: No information required. DON T SEND TEXT MESSAGE GroundScope will send a text message 12 hours and 2 hours prior to pick up with the suppliers contact details. If you do not wish to receive these please tick this box. If you are in the UK or Sweden you can use the post/zip code button to search for your home address. HOUSE NAME/No. If you add the word HOME prior to the first line of your address your home address will appear under the home category within the address book. NOTES: If you have any special requirements for journeys that start at your home address add them in here. For example. If you never want the driver to ring your door bell, add it here.

12 All profiles need card details adding, add the correct information from your corporate card. Special note for bookers: If you are a travel booker who does not have a corporate card please select booker card from the drop down menu, but remember if you then ever need to book a car for yourself you will need to update this information will a valid credit card. Within the above fields you can update/change your password. Any changes made to your profile you must tick that you have read the T&C s and the Data protection policy. Once you have made all your profile updates/changes click continue, which will save your changes. Assign delegate. If you are a traveler who has a regular travel booker you can assign them to your profile so they no longer have to use the profile look up function each time they book travel for you. To do this, click on assign delegate from your home page, a box will appear for you to search for your booker. Type the surname of your booker and click search All the profiles in the system that match the surname you have entered will appear. (If your booker does not appear it means they have no profile yet!) Highlight the name you want and click the top arrow button to move them into the right-hand box. Click save & close. You can add/remove as many bookers as you like.

13 Your bookers profile home page will then have a book for: XXXXXXXX and a book button, giving quicker access for them to book journeys for you.. Profile look up. You can use this function to book for anyone else who has a profile on the GroundScope System. To look-up another profile and book, Click the profile lookup button. A box will open for you to add the surname of the person you want to book for Once you have entered your travelers name click ok and all profiles with the surname you have entered will appear. In the below example you can see it has found 1 UK profile (GBP credit card) and 2 US profiles (USD car service) Select the person you wish to book for my selecting the radio button next to the address and click continue You will then be taken to their home page from which you can: o Book a journey o Cancel/edit a journey o Update their profile To return to your profile click the return to booker button