Travel Management System (TMS) Help Doc

Transcription

1 Travel Management System (TMS) Help Doc 1. Overview of TMS TMS was developed to give planners access to travel itineraries (also known as PNRs) from within the Event Management System (EMS). After a flight is booked through your corporate booking method (e.g. corporate booking tool, travel agent), that flight s information is automatically pulled into TMS from the Global Distribution System (GDS). Shortly after TMS receives the PNR from the GDS, a matching process runs, which attempts to automatically match the flight information to the registration records currently in SignUp4. If the matching process is successful, the itinerary then becomes a part of the individual attendee s registration record. If the matching process is unsuccessful, the PNR is then moved to the PNR Statistics section of the Travel Management Dashboard which shows all PNRs that have not currently been matched to attendee records. To get to the Travel Dashboard: Tools Travel Center Conversely, all registration records that have not been matched to PNRs are located in the Travel Statistics section of the Travel Dashboard (directly below the PNR Statistics section). In addition, the Travel Statistics section also gives you the ability to view all registration records that do have a matched PNR.

2 ** Please see please see Unmatched PNR Summary, Unmatched Attendee Summary and Manually Matching Unmatched Records below ** 2. Turning on PNR Integration In order for TMS to work properly, it must first be configured at the booking tool/agency/gds level. TMS must be purchased separately from the EMS and TMS systems. For more information on setting up these technical aspects of TMS, please contact Customer Support. This section deals with the set up of PNR Integration from within the EMS/TMS application. PNR Integration is handled on an event-by-event basis. This allows you to exclude events from the matching process that do not have a travel component or requirement (e.g. everyone is driving to a meeting). If you have an event that requires travel, there are two steps that must be completed to ensure accurate results: Step 1: Turn on PRN Integration. Modify Event Setup Website Options This step readies the event for PNR Integration. This ensures that it will be included in the matching process.

3 Step 2: Enable Travel required question. Modify Registration Form Registration Settings

4 This question is necessary to ensure that the attendee is included in the matching population. Failure to receive a Yes to the question if the attendee is booking, will be booking, or does require flights for the event, will result in that individual s registration record being excluded from all potential matches. Note: You can go back at a later date, modify the record and set the answer to Yes so it will go back into the matching pool. Note: You can change the question text but not the answers. EXAMPLE: Will you need air travel for this event? You can set a rule to show and hide the question. EXAMPLE: If you have some attendees driving to the event, you may want to ask an additional question such as: Will you be driving to the event? if the answer No, set a rule to show the Travel Required question to Would you like us to handle your travel arrangements?

5 3. Using the Travel Management Dashboard Tools Travel Center The Travel Management Dashboard (TMD) is where you will go to view and manage all of the unmatched and matched records for the events in which PNR Integration is activated. For more information on the matching process, please see Matching Process below. The TMD is divided into two different sections: PNR Statistics and Travel Statistics.

6 The PNR Statistics section shows the total number of PNRs (or flight itineraries) that have been imported into SignUp4 and that have no matching attendee registration. By clicking on the highlighted number with the line under it, you are taken to a list of all the unmatched PNRs (please see below). The Travel Statistics show four things: a. A listing of all events where PNR Integration has been activated (all the events included in the matching pool) b. The total number of attendees that have answered Yes to the Travel Required question c. The total number of attendees (that answered Yes ) that have a matched PNR d. The total number of attendees (that answered Yes ) that do not have a matched PNR Like the PNR Statistics section, both C and D above allow you to drill in and see the details behind the numbers (please see below).s SEE ABOVE GRAPHIC Clicking on any of the hyperlink numbers in the Travel Management Dashboard will show you additional details and give you more options (please see Unmatched PNR Summary and Unmatched Attendee Summary below for more details). 4. Unmatched PNR Summary When you click on the number of Unmatched PNRs, you are taken to the Unmatched PNR Summary screen. Here you will see the following: a. Delete: You have the ability to delete any PNR. This will not delete the PNR from the GDS; it only deletes the PNR from the SignUp4 TMS system. If you accidentally delete a PNR from TMS, you can add it back by re-queuing the PNR via your

7 booking method NOTE: Please contact Client Services for more information. b. Match: Please see Manually Matching Unmatched Records below c. Passenger Name: Only the primary passenger will be displayed here if a PNR contains multiple passengers, they will be displayed on the Manifest report (see Reporting below). By clicking on the name you will be able to see the actual PNR as formatted in TMS (see screen shot below). d. Basic Travel Information: Here you will see some basic travel information from the PNR. e. Record Locator Number: When clicked, this will display the actual PNR as formatted in TMS. NOTE: Each summary screen can be exported to Excel.

8 5. Unmatched Attendee Summary When you click on the number of Unmatched Attendees, you are taken to the Unmatched Attendee Summary screen. Here you will see the following: a. Match: Please see Manually Matching Unmatched Records below. b. Attendee Name: By clicking on the name, you will be taken to the attendee registration record. c. Organization: Will only show if you filled in the information in the Event Information section. d. This displays the address as entered by the attendee during their registration process. By clicking each address, it will launch your local management program (e.g. Outlook) to create an individual to send to the attendee. NOTE: For mass ing to all of the unmatched attendees, please see the Reporting section below. e. Confirmation Number: Displays the attendee confirmation program as assigned by EMS NOTE: Each summary screen can be exported to Excel

9 6. Manually Matching Unmatched Records Each time you click the Match option from either the Unmatched PNR Summary or Unmatched Attendee Summary, you are taken to each section s Reconciliation screen. From each screen you have the following options: PNR Reconciliation a. PNR Passenger Name: Clicking the name will take you to he actual PNR as displayed and formatted in EMS. b. Possible Attendee Records: If a list of names is displayed, then these are the potential Attendee matches for the PNR in question. Notice each record has a corresponding score. Hovering over the i box will show you how the matching criteria was scored (clicking the i will cause the box to stay active). If you see a match, simply click the Link button and the Attendee will be matched to that PNR (and will then show up the Matched Attendee list). If you do not see a suitable match in the list, or if there are no potential matches in the list, you can attempt to manually match the records via the methods below. c. Manually Link by Confirmation Number: If you know the attendee confirmation number (found by searching the attendee database or from the attendee themselves), you can enter it in the box and match the attendee to the PNR. d. Search Attendees for All Events: Using the function will return all attendees across all of your events that meet the criteria. NOTE: All attendees, regardless of Travel Required status, will show (their selection of this question will show in the results). In order to match an attendee that answered No to the Travel Required question, you will need to go into their registration record and set their answer to Yes.

10 Attendee Reconciliation a. Attendee Record Address(es): If the attendee provided an address using the and/or Business pre-built registration fields, they will display here. By clicking each address, it will launch your local management program (e.g. Outlook) to create an individual to send to the attendee. NOTE: For mass ing to all of the unmatched attendees, please see the Reporting section below. b. Possible PNR Records: If a list of names is displayed, these are the potential PNR matches for the attendee in question. Notice each record has a corresponding score. Hovering over the i box will show you how the matching criteria was scored (clicking the i will cause the box to stay active). If you see a match, simply click the Link button and the PNR will be matched to that attendee (and will then show up the Matched Attendee list). If you do not see a suitable match in the list, or if there are no potential matches in the list, you can attempt to manually match the records via the methods below c. Manually Link by Record Locator Number: If you know the PNR Record Locator number, you can enter it in the box and match the PNR to the attendee. d. Search GDS Travel Database: Using this function will return all PNRs from the Pseudo City (PCC) that we are monitoring. NOTE: This will return all results by last

11 name searched upon. If you search on a common last name (e.g. Smith, Jones), search times may be long and results numerous. Please be aware that this search function will return all travel results regardless of whether they are related to your meeting or any meeting in your organization. 7. Reports Reports Choose Event With TMS you have several reports and methods of communication with attendees (via the reporting interface).

12 The following reports are available (via HTML or Excel): a. PNR Arrival/Departure Manifest - Single Airport: Use this report when you need to generate an arrival or departure travel manifest report for a single airport. b. PNR Arrival/Departure Manifest - All Airports: Use this report when you need to generate an arrival or departure travel manifest report for an event.

13 c. PNR Export Air Information: Shows you all of the Air segment information currently housed in TMS per event. d. PNR Export Hotel Information: Shows you all of the Hotel segment information currently housed in TMS per event.

14 e. PNR Export Car Information: Shows you all of the Car segment information currently housed in TMS per event. f. Bar Charts Travel Required: Shows you who has answered Yes and No to the Travel Required question. From here you can View the data via Excel, Save the Report link to Your Favorites, Save the Report to the My Reports section, Send the Report Link to a third-party via , or Send the members of the report set a mass using the EMS Event tool.

15 g. Bar Charts Linked PNRs: Shows you who has a linked PNR (who has booked travel) and who does not have a linked PNR (who has not booked travel). From here you can View the data via Excel, Save the Report link to Your Favorites, Save the Report to the My Reports section, Send the Report Link to a third-party via , or Send the members of the report set a mass using the EMS Event tool. SEE GRAPHIC ABOVE h. Build Your Own Excel: All of the Air information from the linked PNRs is available in the Build Your Own report functionality so that you can merge this data with the registration data collected. Simply choose your registration fields, then add PNR Air Fields from the list along with Attendee ID and run your report. From here you can View the data via Excel, Save the Report link to Your Favorites, Save the Report to the My Reports section, Send the Report Link to a third-party via , or Send the members of the report set a mass using the EMS Event tool.

16 8. PNR Information The following fields can now be added to the Alert Add Field functionality (Personalization): a. Full PNR Itinerary b. Air Itinerary c. Car Itinerary d. Hotel Itinerary e. General Remarks f. Itinerary Remarks g. Special Remarks h. Unique Remarks NOTE: All of this data is coming from the PNR and cannot be manipulated in any way. You will only be able to change the order of the sections, you will not be able to change the order of individual fields within each PNR section.

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