1 I n t r o d u c t i o n 2. 2 R e g i s t e r i n g a n d L o g g i n g o n t o G r o u p O p t i m i z e r 3

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1 Contents 1 I n t r o d u c t i o n 2 2 R e g i s t e r i n g a n d L o g g i n g o n t o G r o u p O p t i m i z e r 3 3 U s e r R o l e s a n d R e s p o n s i b i l i t i e s 7 4 F u n c t i o n a l F l o w o f t h e G r o u p O p t i m i z e r 8 5 H o m e S c r e e n 10 6 N e w B o o k i n g Requesting Group Travel R e q u e s t i n f o r m a t i o n Viewing a Request Making the Payment Updating the Name List Viewing the Bookings M o d i f y R e q u e s t s Requesting a Group Resize U s e r A c c o u n t Adding User Details Viewing User Details R e p o r t s Creating Custom Reports Viewing Saved Reports S u p p o r t Raising an Issue to Notify the Airline User guide Terms and Conditions... 38

2 1 Introduction 1 You can use Group Optimizer to log on and to create user roles in the application. Based on the user role you choose and register in Group Optimizer, corresponding responsibilities are given. You can enjoy the benefits of group booking with: Timely and prompt responses to your queries. End to end automation, from requesting fare quotes through entering passengers names, you can now do everything. A dashboard to view and manage your group bookings. The roles and responsibilities are clearly defined based on the functions you perform.

3 2 Registering and Logging on to Group Optimizer 2 You can use the Group Optimizer system to log on and to create user roles in the application. To register in Group Optimizer 1. Open Group Optimizer. 2. Click on the click here link next to this icon to register as IATA travel agent. The registration form appears.

4 3. In the registration form do the following: a. In the Title list, click to select your preferred title. b. In the First name box, type your first name. c. In the Last name box, type your last name. d. In the Id box, type your address. e. In the Password box, type the password you want to use. f. In the Confirm Password box, type the same password that you typed in the previous box. g. In the Travel IATA code box, type your agency s IATA code. h. In the Agent Id box, type an appropriate id for the agent. i. In the Travel agent name box, type the name of your Travel Agency. j. In the Phone/Mobile number box, type your phone number. k. In the Office number box, type the corporate number. l. In the Address box, type your address. m. In the Country list, click to select the country. n. In the City list, click to select the city. o. In the Fax number box, type your fax number. p. In The Enter the captcha code box, type the captcha code you see above the box. Note If you are having difficulty reading the code, you can click the icon to reload the captcha code as necessary until there is a code you can read. 4. Click Sign Up. Note You are now successfully registered. The airline will review the provided registration details and will activate your account. After this, you can log on to the Group Optimizer with the credentials entered. 5. Click on the click here link next to this icon to register as retail user. The registration form appears.

5 6. In the registration form do the following: a. In the Title list, click to select your preferred title. b. In the First name box, type your first name. c. In the Last name box, type your last name. d. In the Id box, type your address. e. In the Password box, type the password you want to use. f. In the Confirm Password box, type the same password that you typed in the previous box. g. In the Phone/Mobile number box, type your phone number. h. In the Address box, type your address. i. In the Country list, click to select the country. j. In the City list, click to select the city. k. In the Enter the captcha code box, type the captcha code you see above the box. Note If you are having difficulty reading the code, you can click the icon to reload the captcha code as necessary until there is a code you can read. 7. Click Sign Up. You are now successfully registered. Note The airline will review the provided registration details and will activate your account. After this, you can log on to the Group Optimizer with the credentials entered. To log on to Group Optimizer 1. Open Group Optimizer. The Group optimizer login page appears. 2. In the id box, type your address. 3. In the Password box, type your password. Note a. If you have forgotten your password, click Forgot Password? link to generate a new one. The Forgot password form appears.

6 b. In the Forgot password form area, in the id box, type the address. c. In the Enter the captcha code box, type the captcha code shown in the image. d. Click Get Password. An will be sent to your registered address with the link to reset your password. 4. Click Login. You are now logged on to Group Optimizer.

7 3 User Roles and Responsibilities 3 Group Optimizer enables different roles for different types of users. The following are the various agency user roles in the application and their corresponding responsibilities or access: User Roles Travel Admin Raise request Adhoc Series Conference View the request Accept Negotiate Decline Make Payment Update name list Booking analytics Request resize Upsize/Downsize User details (Add,View and edit user) Add SSR Reports Support Raise request Adhoc Series Conference View the request Accept Negotiate Decline Make Payment Update name list Booking analytics Travel Employee

8 4 Functional Flow of the Group Optimizer 4 You can use Group Optimizer for your bookings based on the role you are assigned. Group Optimizer has two different functional flows: The request module. The acceptance module. The request module helps you request the service. Following is the Group optimizer functional flow.

9 The acceptance module helps you to accept the service. Following is the Group optimizer functional flow:

10 5 Home Screen 5 You can use Group Optimizer to log on and create user roles in the application. Based on the user role you select and register in Group Optimizer, the corresponding responsibilities are provided. The home page has both menu and dashboard items. The following tables detail the menu and dashboard items. Menu Bar Item New Booking Adhoc group request Series group request Description\Action Opens the Adhoc group request page, to request one time group travel. Opens the Series group request page, to request recurring group travel over a specified period or for selected days in repetition. Conference group request Response Opens the Conference group request page, to request group travel from different origins to a common destination or vice versa. View request Make payment Add passenger View bookings Opens the View request page. Opens the Make payment page, to make payments for group travel requests. Opens the Add passenger page, to add passenger details for group travel requests. Opens the View bookings page, to view the group bookings. Modify request Downsize Upsize Divide Change Itinerary Opens Request group resize page, to request downsize the group request Opens Request group resize page, to request for add-on passengers Opens Request group resize page, to divide the PNR Opens Request group resize page, to modify the itinerary Modify history Opens Request group resize page, to verify the modify history of a request. User account Edit profile Add user View user Opens users profile for editing. Opens the Add user page. Opens the list of users. Reports Create custom reports View saved report Opens the Create custom reports page. Opens the View saved report page.

11 Support Item Description\Action Helpdesk User guide Report an issue FAQ Opens the list of issues created. Opens the Agent user guide. Opens the Create issue page. Opens the Frequently asked questions page Dashboard Items Item Adhoc group request View request Make payment Add passenger Edit Profile View bookings Report Help desk Description\Action Opens the Adhoc group request page, to request one time group travel. Opens the View request page. Opens the Make payment page, to make payments for group travel requests. Opens the Add users page. Opens the list of users. Opens the View bookings page, to view the group bookings. Opens the Create custom reports page. Opens the help desk page

12 6 New Booking Requesting Group Travel You can request group travel as an adhoc group request or a series group request. An adhoc request is a one-time request for travel, and series requests are multiple trips undertaken by the groups over a period of time or for selected days in repetition. To create an adhoc group travel request 5. On the New booking menu, click the Adhoc group request. The adhoc group request page appears. 6. To select a travel type, click on One-way, Round-trip or Multi-City. 7. In the Origin box, type the city you want to start from. 8. In the Destination box, type the city you want to go to. 9. In the Onward/Departure date and Return date (for Round-trip) boxes, click to select the desired start and return date for your travel. 10. Repeat steps 3-5 as needed for Multi-city requests. 11. In the No of pax box, enter the number of passengers traveling.

13 12. In the Expected fare box, click the icon to select the currency type and type the fare you expect. 13. In the Cabin list, click to select a cabin type. 14. In the Group category list, click to select an appropriate group type. 15. In case user wants to raise an interline request, travel agent should choose the Interline option under group category. 16. Post selection of interline option, all interline flights shall be displayed to the travel agent. 17. In case of an Out of Horizon request, the flight schedule displayed to the agent is of the 330 th day from the date of raising the request. Below is the screen shot of how the user shall be able to view the schedule an Out of Horizon request.

14 18. Specify the preferred flight(s) for each direction. 19. Identify any baggage and meal preferences (optional). 20. In the Remarks box, type any other specifications you have about the group request. 21. Click Submit. Your request is forwarded to the airline to review and respond. A request ID is generated for your future reference. To create a series group travel request 1. On the New booking menu, click the Series group request. The Series group request page appears as below. 2. Series group request will have four sections as below Sector selection 2.2. Departure date selection 2.3. Flight selection 2.4. Series list 3. In Sector selection section, 3.1. Enter the group name in Group name box Select the appropriate Group category type from the drop down list To select the travel type click on One-way, Round-trip or Multi city In the Origin box, type the city you want to start from.

15 3.5. In the Destination box, type the city where you want to go In the No of Pax box, type the number of pax travelling Select the preferred cabin from the Cabin list (i.e., Economy or Business) In the Expected fare box, select the appropriate currency type from drop down list and enter the fare which you expect. The Expected fare includes the Tax as well. Click on Select date to go Departure date section. 4. Departure date section appears as Click to go back to Sector section to view or modify the sector or no of guests details In Departure date selection section, Click Date range or Specific date for the group Provide the start date and end date for onward journey by clicking on icon in respective boxes. Also select the preferred days from Day preference box Click on Proceed to select dates for return journey Enter no of lag days in given box so that system will calculate the return journey date and the same will display in respective group s return journey date box. Click to edit/ enter the return journey date to any group in request Click on Proceed to select the preferred flight in Flight selection page. 5. Flight selection section will be appear as,

16 5.1. Select the preferred flights for onward and return journey. Click on Create list to verify the groups list in Series list page. 6. Series list page appears as, Note You can click the icon to edit or to delete the selections accordingly. 7. In the Remarks box, type any other specifications you have about the group request. 8. Click Submit. A request ID will generate for your reference. This submitted request is reviewed by your Group Desk and fare will be quoted.

17 To create a conference group travel request 1. On the New booking menu, click the Conference group request. The Conference group request page appears as below. 2. Conference group request will have minimum of 2 groups coming from different origins to common destination or vice versa. 3. Enter the group name in Group name box. 4. Select the appropriate Group category type from the drop down list. 5. User needs to prepare different itineraries for different groups. User can user the icon to keep increasing the number of groups. 6. For Group 1, 6.1. To select the travel type click on One-way, Round-trip or Multi city In the Origin box, type the city you want to start from In the Destination box, type the city where you want to go In the Onward/Departure date and Return date (for Round-trip) boxes, click to select the desired start and return date for your travel In the No of pax box, type the number of pax travelling Select the preferred cabin from the Cabin list (i.e., Economy or Business) In the Expected fare box, select the appropriate currency type from drop down list and enter the fare which you expect. The Expected fare includes the Tax as well Select the preferred flights for onward and return journey. Click on Proceed confirm and create itinerary for next group. 7. For Group 2, repeat step Conference group list appears as below.

18 9. You can click the icon to edit or to add a group. 10. In the Remarks box, type any other specifications you have about the group request. 11. Click Submit. A request ID will generate for your reference. This submitted request is reviewed by your Group Desk and fare will be quoted. NOTE:- 1.For all International request user shall be allowed to select only one flight for a outbound and return flight respectively. 2. For all Domestic request user shall be allowed to select not more than 2 flights for a outbond and return flight respectively.

19 7 Request information Viewing a Request You can view the group travel requests and payment requests using the options from Request info menu, and act on them. To view a request 1. On the Request info menu, click View request. The search criteria specification area appears, followed by all Group booking requests you ve created that meet the specified criteria. 2. You can further refine your search. In the search criteria, specify one or more of the following: a. In the Group name box, type the name of the group. b. In the Request id box, type the identity number provided to you when you requested the group travel. c. In the Request type list, click to select the type of request (adhoc or series). d. In the Status list, click to select a status. e. Click Search. The details for the requests that match the specified criteria appear. Notes Click on the Advanced search to search by:

20 a. Origin b. Destination c. Trip Type (One-way, Round-trip or Multi-city) d. Requested Start and/or End date e. Departure Start and/or End date f. Group category g. Flight number Click Clear to clear the search criteria. 3. For the desired request, click View details. The complete details for that particular request appear with the status in different color indicating state at which the request is currently in. 4. From the list of flights, click on the flight(s) the airline has approved. 5. Select, I agree to terms and conditions. 6. Click Accept. The offer is accepted and the payment page appears. 7. Select Negotiate, if you want to negotiate the fare with airline on behalf of agent Notes You can either make the payment and submit the request or you can simply close the window and pay later. If you opt to pay later, you can pay using the Make payment option in the Request menu. The airline may split up payments as per their policies. You can click Decline to decline an offer. Once you click Decline, you will need to provide the decline reason and then submit it.

21 7.2 Making the Payment You can make the payment of the approved travel. Depending on the preferences of the airline, various payment options may be available. To make the payment 1. On the Request info menu, click Make payment. List of airline offers appears. 2. Identify the offer you wish to make payment and click Make payment. The payment is made by entering the EMD number in the box. 7.3 Updating the Name List Once the payment is complete, you will be able to update the name list by either uploading an excel file or entering the details manually. To update the name list 1. On the Request info menu, click Add Passenger. The complete details for all requests appear.

22 2. Click Guest details link in the corresponding request you want to add the names. The Booking details appears. 3. Click Update name list. The options appears. 4. Do one of the following: If you want to upload an excel file manually type the details Then Click Select file or drag-and-drop your file to the rectangular box. The file format can either be.xls or.xlsx. Click I wish to enter passenger details. Note To upload a file, you must have previously downloaded and saved the sample format by clicking Sample name list format. For each booking, you can then fill in the details, save it to your computer and drag-and-drop the file into the rectangular box from Windows Explorer.

23 Note Click Continue once you have uploaded the file. The Submit passenger details page appears. 5. You can type additional passenger details in the respective boxes. 6. Click save. The passenger details are updated in the group request. 7.4 Viewing the Bookings Once the passenger details are submitted, the PNR is updated with the submitted passenger details. You can view the current PNR details and the status details using the view bookings menu. To view the bookings 7. On the Request info menu, click View bookings. The requests appears. 8. Click View details in the corresponding request. The Booking details appear.

24 9. Click PNR details. Note If your PNR has been updated, you can generate the e-ticket. 10. Click Print E-Ticket. Your E-Ticket is printed with a PNR.

25 8 Modify Requests Requesting a Group Resize As an agent, you have the option to modify the size of the group traveling after the request has been raised. To downsize request 1. On the Modify request menu, click Downsize. The request details will be appear. 2. Click Downsize, enter the new guest details. 3. Click Send request, to send for airline approval. Notes If you choose upsize, the additional seats will be considered a new request and the process for a new request will be followed, with the actual, original request considered a parent request. Payments for the additional seats must be done separately. Once payment is complete, you will not be permitted to downsize. In the above, the downsize option does not appear. To upsize a request 1. On the Modify request menu, click Upsize.

26 The request details will be appear. 2. Click Upsize. The Raise new group request window appears, displaying the data (Request ID, Group name, Market/Sector/City pair, Travel date, Flight number and passengers) of the original (parent) request. 3. Enter the number of additional passengers and appropriate remarks and click Raise new request. The new request for the additional group seats is created. To divide an request 1. On the Modify request menu, click Divide. Request group resize page appears. 2. Click Divide. The divide request window appears.

27 3. Enter the No. of pax details and appropriate remarks and click Divide request. The PNR will be divided into two. To Change the itinerary 1. On the Modify request menu, click Change itinerary. Request group resize page appears. 2. Click Change itinerary. The group request window appears. 3. Modify the itinerary and click Update. 4. Request will be sent back to airline user for approval. To verify the modify history of an request 1. On the Modify request menu, click Modify history. Request group resize page appears.

28 2. Click View details, to verify the request details.

29 9 User Account Adding User Details You can grant employees of your agency access to the application by creating user ids for them. To add the users 3. On the User details menu, click Add user. The Add users page appears. 4. In the User type list, click to select either Travel admin or Travel employee. 5. Type the details, or select an option in the available list for: Title

30 First name Last name id Phone number Password Confirm password Address Timezone Country City 6. Click Activation status as appropriate. A check mark with the white circle to the right indicates an active user, whereas the white circle to the left followed by an X indicates a user who is inactive. 7. Click settings. The settings display appears. 8. Select all activities for which this employee should receive s from the airline. If applicable, you will also be able to select the desired language for each correspondence. The settings for receiving notifications from the airline are set. 9. Click Create User. A new user account request is sent to the airline. 9.2 Viewing User Details Only agency administrators and managers can view the users of the agency under their control. As the agency administrator or manager, you can activate/deactivate and edit the details of the employees of your agency. To view the users 10. On the User details menu, click View user.

31 The user details appear. 11. Click and modify user details as necessary. 12. Click Create User. 13. A new user request is sent to the airline. Note There are two Active's in the user details: The first shows the verification status for security purposes. The second, Active followed by the (registration) date, shows the status of the user (i.e., Active or In-active) for accessing the tool.

32 10 Reports Creating Custom Reports You can use Create custom reports to extract data associated with pre-defined subsets of information. There are three types of reports you can create: Group request- This report will show the details of the requests raised within the tool. Group tracking- You can create this report to illustrate details about the requests at different stages in the tool. For example: total number of requests processed, total number of requests that are yet to be processed, total number of requests that have been confirmed, etc. To create custom report 1. On the Reports menu, click Create custom report. The report type panel appears. 2. Click the appropriate description to select any one of the reports described above. The Field selection area appears.

33 3. The Fields are the available pieces of data that can be shown in the resulting report, and the Conditions allow you to specify the criteria for the data that will be included in the report. 4. In the Field selection area do the following: If you want to Select fields Select conditions Then In the Available list, click the desired options and then click the Selected. In the Available list, click the desired options and then click the Selected. icon to move them to icon to move them to Note You can use the arrows to select and prioritize the Fields and Conditions, or drag-and-drop the items according to your preferences. The following describes the usage and function of the arrows: - Moves the option to Selected items. - Moves the option back to Available items. - Moves the item upward by one level in the list. - Moves the item downward by one level in the list. - Moves the item to the beginning of the list. - Moves the items to the end of the list. 5. Click Proceed. The Field selection page appears. 6. In the Select date range area do the following:

34 If you want to Select the starting date Select the ending date Then In the From box, click In the To box, click to select the date. to select the date. 7. In the Status list, click to select a status for the report. Notes If you want to see the custom report before saving, click Show report. If you want to change the options in the custom report, click Reset and repeat steps 3-6 to update the report with the desired changes. 8. Provide the values for any other Conditions you selected. 9. Click Save report as. The Save report window appears. 10. In the Report name box, type the name you want to give the report. 11. Click Save. The custom report is saved and you can generate it whenever you require Viewing Saved Reports You can use View saved report to view the custom reports. To view the custom report 12. On the Reports menu, click View saved report. A page appears.

35 13. In the Select report type list, click the report you want to view. 14. In the Field selection area, in the Select date range do the following: If you want to Select the starting date Select the ending date Then In the From box, click In the To box, click to select the date. to select the date. Notes If you want to see the customer report before saving, click Show report. If you want to change the options in the custom report, click Reset and then make the desired changes. 15. Provide the values for any other Conditions you selected. 16. Click Show report Note The report appears. Note You can click the icon to export the report to an Excel sheet.

36 11 Support Raising an Issue to Notify the Airline If you experience a problem while using the system, you can use Create issue to raise an issue in the application to notify the airline. To raise an issue 1. On the Support menu, click Report an issue. 2. Select the appropriate Category and Sub category to classify the issue. 3. Select the relevant Severity of the issue. 4. Specify the appropriate Request id. 5. Enter the PNR record locator, if applicable. 6. Enter a Subject for the issue. 7. Type all relevant details of the issue in the Content area. 8. Attach all supporting screenshots and files you have, so that it helps the airline better understand and resolve the issue. 9. Click Submit. The issue is submitted to the airline User guide You can use the user guide to understand the total process flow of group optimizer. To view User guide 1. On the Support menu, click User guide.

37 User guide will open in a separate page.

38 11.3 Terms and Conditions General Conditions: Group booking is of minimum 10 passengers (unless specified otherwise) traveling on the same date/same flight/same sector (unless specified otherwise). Class of Booking - Economy Class RBD G / Premiere Class RBD I / First Class - RBD A Fares quoted is NET payable to Jet Airways and are inclusive of taxes. Taxes and Surcharges are subject to change and the applicable taxes at the time of ticketing will be levied. Seats will be blocked only after acceptance of fare. Confirmation of seats is subject to availability and on first come first serve basis. In the interim if any other group is blocked you will get a revised fare. If departure dates are found overlapping, the fare will be revised. Group should travel together either on the outbound or inbound. In case of One way journey, date and flight changes are permitted provided they meet the group size criteria. In case of Round trip journey, the fare is valid only for round-trip travel. Child discount is not applicable. Infant (below 2 years of age) without seat, pays 10% of published available fare and has to be booked and ticketed separately at Jet Airways Offices. Re-routing is permitted with penalty and difference of fare provided if it meets the group criteria. Partially utilised tickets are non-refundable. Frequent Flyer /loyalty programs points cannot be earned or redeemed on group bookings. Modifications: Acceptance: Parent Fare Quote has to be accepted (PNR Created) before Child Fare Quote is accepted. Payment: For making 100% payment for child request first at least the parent request deposit payment has to be made. Ticketing Child PNR can be ticketed before parent PNR only when 100% payment has been done for both Parent and Child i.e. Parent has to have 100% payment done and child has to have 100% payment done. Upsize PNR cannot be ticketed unless 100% payment is made for parent and all child PNR`s. If child PNR or request is expired parent cannot be ticketed if count is less than group criteria and vice versa. Please note if the parent request expires all associated child requests would also expire. Payment Terms: If the payment is not made within the prescribed time frame, booking will be cancelled automatically and the advance deposit will be forfeited. No extensions in payment timelines will be granted. Electronic Miscellaneous Documents (EMD s) issued by customers for payment using BSP cannot be voided. 100% payment will be required in case the mode of payment is through cash. Cash payments are applicable as per government rules and regulations of the respective countries. In case of payment with an International Credit card, the credit card holder should be one of the passengers travelling in the group and the physical credit card will be required at the time of check-in. *Standard 3% of the fare will be charged per person as convenience fee in case of payment made though Credit card apart from the fare quoted by us. (* Applicable as per government rules and regulations of the respective countries.) Names Condition: If names are not provided within the valid time limit, airline reserves the right to cancel the PNR and customer agrees to forfeit the complete paid amount. Name changes are permitted with a penalty once the ticketing is done as per the countries rules and regulations.

39 Baggage Allowance: Standard baggage allowance will be applicable. Meals: Meals assignments will be limited to Veg (AVML) and Hindu Non Veg (HNML) meal options only. Customer needs to contact local sales office at least 48 hours prior to departure of the flight to request/assign any special meal type. Special Meal type would be subject to availability. Meal Type Vegetarian Meal Hindu Nonvegetarian Meal MEAL SPECIFICATION Asian Vegetarian Meal - A meatless meal cooked and seasoned Indian style. This meal contains vegetables with use of dairy products. Non Vegetarian Meals cooked using non vegetarian food items. MEAL MAY INCLUDE Fresh Vegetables, starches, Margarine, Nuts, Pulses, Fresh Fruits, Farinaceous products, Pasta, rice, potatoes, sugar and preserves, herbs and spices, cheese and dairy products. This diet includes meat & meat products, fish, fowl and products with lard and gelatin, eggs. MEAL EXCLUDES Meat Fresh Fish, and Shellfish, Eggs, Honey (also derived from animals) or any other by- products of the slaughter industry. It is a meatless meal cooked and seasoned in Indian style. Beef, Veal and Pork Cancellation Penalties: This will be applicable as per the policy of the POS country. Important Notice: For Domestic Journeys: Valid Original Passport or Voter s Card or Aadhar Card and Ticket copy is required for each guest. For International Journeys: Valid Original Passport, Visa and Ticket copy is required for each guest as per the rules and regulations of the country. Check-In: Online check-in (web, mobile and tele check-in) is not permitted. We recommend group arrival at least 90 minutes prior for Domestic Travel and 180 minutes prior for International Travel. NOTE:- The above terms and conditions can vary with respect to POS, Country and/or travel type (Domestic /International).