Access to the Online Booking Tool

Transcription

1 Welcome to KDS Corporate Start-up Guide This leaflet shows you the main features of the travel module. The information in this leaflet corresponds to the tool s generic features and depends on your company s configuration. For more information about your configuration, please contact your Administrator. Access to the Online Booking Tool Typically, users access the Online Booking Tool via CWT Portal. CWT Portal is a one-stop Shop for trip planning and booking with a single sign-on access to key online travel applications. Enter your user name or address Enter your password and click on Sign On. In CWT Portal you can also update your CWT Portrait profile information. Information for how to maintain information via CWT Portrait can be found by clicking the Help link within CWT Portrait, or by viewing the online tutorial. Navigation in the Travel Module The booking process is straightforward and allows you to book quickly. 1. The Travel module toolbar allows you to create a New trip, to open the list of Trips, or to go directly to the search form for the service you need: Flight/Train, Hotel, or Car. 2. From the home page, you also have access to the search forms from the block on the right. Some tools are shared by other forms and other modules. From there, users have single sign on to the Online Booking Tool (no username and password required). 1 2 City Finder Calendar Shopping Bag

2 A tool to fill in departure and arrival locations. You can type the first letters or the city and click Search A tool to fill in dates. Click the departure date and drag the mouse to the return date to select two dates in one click. A list of the current and most recent trips opened. 1 2

3 Find a Flight or Train Search form The layout of the search form allows you to enter precise search criteria for more appropriate search results. 3. Preferred suppliers, the ones your company recommends are clearly indicated by hearts. 4. A panel with warning messages alerts you to any fare or ticketing restrictions. 5. Filters allow you to restrict the display criteria. 6. A short form allows you to launch the search again. Display of Search Results The display of search results varies according to your company s configuration of the tool. Certain filters and forms may not be activated. 1. The tabs correspond to different search modes. Company sites, which are created by your company, are located on their own tab. Not all companies use company sites. 2. Non-mandatory options allow you to pre-filter the results for display. 3. The calendar allows you to select your departure and return dates. 4. Additional Options are available on the same page. Click the link to expand the form. 1. An overview of search results appears, sorted by supplier. 2. The list of fares, pre-sorted according to travel policy. Additional sort criteria are: Departure time, Arrival time, Price, Journey time and Carbon Emissions. Compliant options are displayed with a blue background. Non-compliant fares appear on a yellow background. In this case, the Select button appears with a no entry icon. You are aware that this option is not compliant with your company s travel policy, and you may be asked to justify your choice. Select your outbound flight and then select the return flight. In case you want to change your outbound flight, click on Select another outbound to return to the initial Search Results.

4 4. Suggestions for other travel services allow you to Search for a Hotel Room or Car Rental directly from this page. Ready to Book! When all the services have been added to the trip, the trip overview opens. This page contains all the important information for your trip. When you click on Select, a new page appears to let you review your selection. Confirmation of the selection Before you can add your selection to the current trip, you must verify and complete some information. From this page, you can: 1. Modify or Delete services. 2. Select your seats from the seat map, if available. 1. Fare conditions are summarized. 2. Alternative fares are shown to allow you to quickly change your selection. 3. The Delivery and payment information is in a single block. 3. Search for a Hotel Room or Car Rental. 4. Add or modify comments 5. Duplicate, Print, or Book your trip. Once you click on Book, your ticket is sent to the agency for ticketing.

5 Duplicate allows you to copy and duplicate your trip for another date or another traveler. If you click on hotel shortcut, a new form opens where you enter the dates of your stay. Print allows you to print the trip or send the trip by to another person. Hotel Find a Hotel The hotel search form is similar to the form for flights and trains. Hotel shortcuts allow you to select a hotel faster if you have already stayed at the given destination. Select a hotel The hotel search results page is similar to the search results for flights and trains. The different rates are clearly identified, as is the preferred status of the hotel chain. Some companies have added access to maps so travelers can see where the hotels are and their distance from the address they entered on the search form (green arrow on the map). 1. The tabs correspond to different search modes. Company sites, which are created by your company, are located on their own tab. Not all companies use company sites. 2. You can select two dates in a single click on the calendar by clicking on the check-in date and dragging the mouse to the check-out date. 3. Additional Options are available on the same page. Click the link to expand the form. 4. The list of your hotel shortcuts is on the right. You can manage this list and come back to your search. 1. Click the link at the top of the search results page to open the map. On the map preferred hotels are highlighted in lilac or blue (multiple hotels). 2. Each line of rooms available represents a different room in the hotel. The line includes information about the type of rate, conditions for reservation and services included at that rate. 3. When the available rooms are displayed (for the first two or three hotels, depending on company settings), you can Select in one click. The overview page opens, as for transportation. 4. For the hotels without direct room selection, click Check vacancy to show rooms available.

6 5. Preferred suppliers, recommended by your company, are clearly identifiable in the search results. Car rental The search process for a car rental is similar to a search for transportation or a hotel. The search results display then allows you to select the vendor and specific Car rental agency (off-airport) that corresponds to your needs. Delivery and Collection The Delivery and Collection car option depends on your company s configuration. You can ask the car rental agency to deliver the car to a particular address or collect it from the address. Find a Car 1. Select the agency where you will pick the car up, or where it will be delivered to you. If the drop-off or collection locations are different, select them, too. 2. When you click Select, the overview page opens. Verify the reservation information and click Add. The car service is added to your trip. 1. The tabs correspond to different search modes. Company sites, which are created by your company, are located on their own tab. Not all companies use company sites. A Delivery and collection tab allows you to enter your search criteria for delivery or collection. You can combine pick up at an agency with collection from a specified address by clicking Pick up at an agency. (There is a similar combination for delivery and drop-off) 2. Non-mandatory options allow you to pre-filter the results for display. 3. Select the Car category you want to search. 4. Additional Options are available on the same page. Click the link to expand the form. 1. Click the Delivery and Collection tab to open a new form. 2. Select the delivery/collection address. 3. To drop-off the car at an agency, check the option Drop-off at different location. The field Drop-off Location appears; you can also request car collection. 4. You can Add a new address if the one you are looking for is not on the list. Select the Car The car search results page is similar to the search results for transportation and hotels. All the information about the rate, are on with the car information. Compliance with company policy is colorcoded and there are filters on the left that allow you to restrict the display.