Table of contents. Module 1 Profile Updating, Trip Creation & Domestic Booking flow

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Kelley Sherman
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2 Table of contents Module 1 Profile Updating, Trip Creation & Domestic Booking flow I. Updating User profile. II. Creation of a TRIP III. Add services and Travel type IV. Approval level as per Travel Policy V. Post approval issuance of the Approved Request Module 2 Rail Booking flow I. Creation of Trip II. Adding the rail details III. Approval level as per travel policy. IV. Post approval issuance of the Approved request for rail transaction by SOTC Travel desk. Module 3 International Booking flow I. Creation of a Trip II. Approval levels as per travel Policy III. Post approval issuance of the Approved request IV. Insurance & Visa booking process flow Module 4 Amendment (Reschedule & Cancellation) I. Retrieval of Existing Trip. II. How to raise the amendment Request. III. Amendment remark on the cart. 2 P a g e

3 OVERVIEW SOTC travel portal enables a user to create online travel requisition/ trip. In line with the company s objective of providing user friendly application, many changes have been incorporated based on feedbacks received. Below is the major flow change in creating a travel requisition/trip. Select services to be included in the trip Provide details for each service Plan Phase Search Phase Search for flight/hotel/cab etc based on details provided Save and send for approval Post approval, book the flights/cab/hotel etc Get confirmation tickets/vouchers Book Phase 3 P a g e

4 PROFILE UPDATE After login to Airtel intranet, there is an Icon for Travel booking which take the user to Home page of SBT. Once user log into their account, they will have to update their profile. Note: Title, First & Last Name (Under Personal info) are mandatory to proceed with the booking. User should fill the details and click on Update profile. 4 P a g e

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6 HOME PAGE Step 1: On the home page user will get the option to create a Trip for their upcoming travel. The user can also refer the User Manual. The User can PLAN, SEARCH for AIR/HOTEL/RAIL/CAR/VISA/INSURANCE requisition through SBT. User can place the request from the system and post approval the services can be booked. 6 P a g e

Step 2: User needs to create a Trip for every official Travel. User has to put Trip title, select Travel Type and Select services. After filling these details, the user can create a trip.

7 Step 2: User needs to create a Trip for every official Travel. User has to put Trip title, select Travel Type and Select services. After filling these details, the user can create a trip. Below are the salient features: Traveler profile parameters auto populated Easy to remember Trip Title Pre-selected services to book in the current trip Option to book personal and Guest trips 7 P a g e

8 PLAN Step 1: After clicking on Create Trip, the next page will open to plan Air booking. The page which opens is based on the services selected at the time of trip creation. User should provide the itinerary details and click on Next service. 8 P a g e

The user can select from the drop down and provide the details accordingly.

9 Step 2: After selecting Next Service, the user will be taken to the next page where the details for the next service can be provided. The Suggestions field assists the user to provide details for the same service for different scenarios. The user can select from the drop down and provide the details accordingly. After the details are provided, user should click on Add to trip, after which user will be prompted to click on Next service (Car- which is pre-selected at the time of Trip creation). 9 P a g e

10 Step 4: Similarly, the user will be prompted to provide details for all the services selected during trip creation. The Suggestions field assists the user to provide details for the same service for different scenarios. The user can select from the drop down and provide the details accordingly. If the service is the last service in the trip, User will have to click on Save Details ( Next Service will not be visible) 10 P a g e

11 Step 5: After clicking on Save Details, it will take the user to the next page to save trip. 11 P a g e

12 User has to click on Save Trip to proceed to the search phase of the complete process. Trip Plan completed 12 P a g e

13 SEARCH Step 1: The below screen highlights that the User is in the search phase (Phase 2) of the complete process User to Click on Search to proceed with the air search. 13 P a g e

Step 2: Once the user clicks on Search, system will show all available options with Market & Corporate fares. User should choose flights from the options and click on Select.

14 Step 2: Once the user clicks on Search, system will show all available options with Market & Corporate fares. User should choose flights from the options and click on Select. The selected flight by the user will be displayed at the bottom. System will also reflect Regular, Return& corporate fares so the user can even do the comparison. From the Tab user can switch to any of the fare and system will automatically switch the flight accordingly. **Note: As per Airtel policy, system will highlight Out of policy if the travel is within 7 days for DOM. For all such cases a deviation approval will be required & approval flow is already configured in the system. 14 P a g e

15 Step 3: After selecting flight, next service (Hotel) page will be shown. User should choose the hotel/guest house and will have to click on Select to proceed for the next service. 15 P a g e

16 Step 4: After selecting Hotel, next service (Car) page will be shown. User should choose the car and will have to click on to Select to proceed. 16 P a g e

17 Step 5: After searching and selecting all services, system will ask to submit the request for approval. Counts 1 suggesting one air, one hotel and one car services have been searched Click on Send for approval so that request is triggered to supervisor for approval. 17 P a g e

System will prompt user to fill in the reason for deviation displayed to supervisor.

18 Step 6: System will reflect the approval page once the user clicks on Send for approval and as per Airtel travel policy, system will trigger the approval request to the concerned supervisor. System will prompt user to fill in the reason for deviation displayed to supervisor. User should click on Submit Request post filling in the reason. **Unique trip id will be generated for every requisition (starts with TRS). On the next page Trip information will be displayed, which will have the record of trip status with supervisor details. 18 P a g e

19 *Note: Based on the Travel Approval policy, System will trigger the approval request to the approvers. Below is the consolidated Trip Requisition which will go to the approver for approval. 19 P a g e

20 BOOK Step 1: Post approval of the trip, User should login to the SOTC portal and go to My account and select My Trips as highlighted below. 20 P a g e

21 Step 2: User should select the TRIP, which they wish to book. Trip will show the BOOK tab to start with the booking process. 2(a): User Further clicks on Searched approved request. 21 P a g e

22 2(c): After clicking on searched approved request, it will display the flight options to reselect the flights (selected flight can be changed from here). Once flights selected, User to click on Book tab. To select Non-stop flight options only 22 P a g e

23 Step 3:- After clicking on Book tab, a form will be displayed. The user should fill in applicable details on booking page and click on Book flights 23 P a g e

24 Step 4:- After clicking on Book flights, system will prompt to check the details and to click on Proceed. 24 P a g e

25 Step 5: After clicking on Proceed, system will take User to the next service (Hotel) booking page. The system will prefill all the required details from the search result and profile. User clicks on continue to Proceed. 25 P a g e

26 Cart details will be reflected to proceed. User clicks on proceed. Note: Hotel booking request will be triggered to SOTC Traveldesk for fulfillment. 26 P a g e

The user will fill in applicable details on booking

27 Step 6: After clicking on Continue ; system will take User to the next service (Car) booking page. The user will fill in applicable details on booking page and click on Book Car. User to click on Book Car. 27 P a g e

fulfillment. Step 7:- After booking all the services.

28 System will prompt to check the details and to click on Proceed. Note: Car booking request will be triggered to Airtel Admin SPOC for fulfillment. Step 7:- After booking all the services. Trip status will be reflected as per below. Ticket PDF can be downloaded from this page also. Booking completed 28 P a g e

29 FOR APPROVERS Once the request raised by the employee the system will trigger the to supervisor as below. 29 P a g e

30 **Also the supervisor can approve the request after login to their profile. Under My Account they will have the option To Approve. They can click on it and view all pending Approvals as well as all approved requests. 30 P a g e

31 RAIL BOOKING Step 1: In order to book the Rail Travel user needs to create a request and user needs to feed in the details and click on the Add to trip. 31 P a g e

32 Step 2: After adding the details, system will prompt to submit the request and save Trip. 32 P a g e

once the user click on Submit request and as per Airtel travel policy,

33 Step 3: In the next page, system willprompt to send request for approval. After clicking on Send for Approval, System will reflect the approval page once the user click on Submit request and as per Airtel travel policy, system will trigger the approval request to the concerned supervisor. 33 P a g e

**Unique trip id will be generated for every requisition (starts with TRS). On the next page Trip information will be displayed, which will have the record of trip status with supervisor details.

34 **Unique trip id will be generated for every requisition (starts with TRS). On the next page Trip information will be displayed, which will have the record of trip status with supervisor details. ** Note: After clicking on send for approval the already set approval mechanism will work as per the Airtel Travel policy. Post approval all the Train Request need to be booked by SOTC Travel desk. 34 P a g e

35 INTERNATIONAL AIR BOOKING Step 1: To book International TRIP, user needs to create a new trip while selecting Travel Type as International and need to add services as per the requirement and then click on Create Trip. 35 P a g e

36 Step 2: After creating Trip, User shouldprovide the itinerary details and click on Add to trip and then Submit on the next page. 36 P a g e

37 Step 3: After clicking on Submit, system will prompt the user to save the trip. User should click on Save Trip and then Search as per next page to get the flight options. 37 P a g e

38 Step 4: After clicking on Search, user will be shown the flight details. User should click on Select in order to add flight details on the Trip request and then click on Proceed. 38 P a g e

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40 Step 5: After proceeding, system will prompt to process request for approval. **After clicking on Send for Approval and then Submit request, the already set approval mechanism will work as per the Airtel Travel Policy. 40 P a g e

41 Once request will be submitted for approval, system will generate a Trip id (starts with TRS) and trip status will change to Approval Initiated. ** Once the booking will be approved, a notification will be send to the Users to complete the booking process. 41 P a g e

42 **Insurance, Visa, Forex can be added while raising the International booking. Step 1: Select all the required services and click on create trip. 42 P a g e

43 Step 2: After creating Trip, User will provide the itinerary details and clicks on Add to Trip and then Next Service on the next page. 43 P a g e

which is pre-selected based on service selected during Trip creation.

44 Step 3: After adding the flight details, the next page will open which will prompt the user to add Next service details (Insurance) which is pre-selected based on service selected during Trip creation. User will click on Add to Trip and then Next Service on the page. 44 P a g e

45 Step 4: After adding details, the next page will open which will ask to add Next service (Visa). After providing the details, user should click on Add to Trip and then Submit on the page. 45 P a g e

46 Step 5: After clicking on Submit, system will prompt the user to Save Trip. User should click on Save Trip. **Post this step all the remaining steps after step 3(c) will remain as it is in order to close the transaction. 46 P a g e

On the home page of the portal, under My Account, user needs to click

47 RESCHEDULING & CANCELLATION Step 1:User can place the rescheduling & Cancellation request online through the system. On the home page of the portal, under My Account, user needs to click on My Trips to select booking for amendment. Step 2: Select the Cart &Click on Modify. 47 P a g e

48 Step 3: After clicking on Modify, User should select the segment which needs to be modified. User should select the Check box, Select Amendment & click on Amend Selected. 48 P a g e

User should add the comment and click on Confirm amendment.

49 Step 4: After submitting the amendment in order to cancel/reschedule, a Pop up will be displayed, where the remarks needs to mentioned for SOTC. User should add the comment and click on Confirm amendment. After clicking on confirm amendment, system will generate amendment remarks. THANK YOU 49 P a g e

QUICK REFERENCE GUIDE. Version

QUICK REFERENCE GUIDE. Version QUICK REFERENCE GUIDE Version 2.10.16 TABLE OF CONTENTS LOGGING INTO CERTIFY PASSWORD Lost Password Reset My Password DISPLAY OPTIONS ASSIGN MY TRAVEL PLANNER SWITCH TRAVELERS UPDATE TRAVEL PREFERENCES