Concur Travel: Automated Emails Travel Service Guide Applies to Concur Travel: Professional/Premium edition TMC Partners Direct Customers Standard edition TMC Partners Direct Customers
Contents Automated Emails... 1 Section 1: Overview... 1 Section 2: Samples... 1 Onboarding/Introduction... 1 Itinerary... 2 Approval... 2 Sent to the Approver... 2 Sent to the Traveler/Arranger... 5 Ticketed... 6 Orphan/Unfinished Trips... 7 Share Trip... 9 Trip Cancellation... 10 Profile Updates... 10 TripLink... 12 AirPlus AIDA... 14 Self-Registration... 14 Failed Finishing... 16 Reminder... 18 Unused Ticket Feed Notifications... 19 Concur Travel: Automated Emails Travel Service Guide i
Revision History Date Revision Notes/Comments March 10, 2019 January 14, 2019 July 26, 2018 January 2, 2018 October 2, 2017 August 14, 2017 Seoptember 3, 2014 May 19, 2014 May 1, 2014 April 14, 2014 August, 2007 Updated the copyright; no other changes; cover date not updated Updated the same of the passive approval email Added clarification about "traveler/arranger" Updated the copyright; no other changes; cover date not updated Updated the screen shots for: Manager notification Require approval notification Trip is approved Trip is declined Updated approval emails Added samples of unused tickets email Added Ticketed Email section Added Reminder Email section General updates; moved to the new format Initial publication ii Concur Travel: Automated Emails Travel Service Guide
Automated Emails Section 1: Overview Detailed in this Travel Service Guide are examples of automated emails sent by Concur for Travel. They are triggered by the booking and approval processes. For purposes of this document: The "arranger" is the person other than the traveler who has booked the trip. "Traveler/Arranger" means that the traveler receives the email; the arranger does, too, if the trip was booked by the arranger. Section 2: Samples Onboarding/Introduction This is the customized onboarding email sent to new users. Concur Travel: Automated Emails Travel Service Guide 1
Itinerary This email is the confirmation that the reservation was successfully placed on hold, or completed successfully and the trip is being sent to the fulfillment travel agency for ticketing/invoicing. This email is sent to the traveler and the arranger, if applicable. Approval There are multiple emails that can exist in regards to Trip Approval. Sent to the Approver Manager notification: 2 Concur Travel: Automated Emails Travel Service Guide
Passive approval notification: Concur Travel: Automated Emails Travel Service Guide 3
Require approval notification: Trip removed from approval queue: 4 Concur Travel: Automated Emails Travel Service Guide
Sent to the Traveler/Arranger Trip is approved: Trip is declined: Concur Travel: Automated Emails Travel Service Guide 5
Ticketed The following email is sent to the traveler once Concur Travel receives the updated reservation with an indication that the trip has been ticketed or invoiced: 6 Concur Travel: Automated Emails Travel Service Guide
Orphan/Unfinished Trips The following email messages are sent to the traveler/arranger when a reservation has not been completed. This can occur if the traveler/arranger closes the browser before completing the booking. GDS Trip: Concur Travel: Automated Emails Travel Service Guide 7
Direct Connect trip that has already been purchased: 8 Concur Travel: Automated Emails Travel Service Guide
Share Trip Email notification sent to the user when someone shares a trip with them: Concur Travel: Automated Emails Travel Service Guide 9
Trip Cancellation This email will be sent to the traveler/arranger when the trip has been cancelled or auto-canceled (last date to ticket reached and reservation not confirmed). This is enabled via a configuration setting. Profile Updates Emails can be sent to the user when profile changes occur (enabled via a configuration setting). Email Address example: Change in Assistant examples: 10 Concur Travel: Automated Emails Travel Service Guide
Email Verification: Concur Travel: Automated Emails Travel Service Guide 11
TripLink These emails are sent to the traveler/arranger if TripLink is enabled and the user sends an itinerary to plans@concur.com. Success messages Notification sent to traveler/arranger when an itinerary is forwarded to plans@concur.com and Concur was able to read and import without incident. 12 Concur Travel: Automated Emails Travel Service Guide
Failure messages - Notification sent to traveler/arranger when an itinerary is forwarded to plans@concur.com and Concur was unable to read and import. Partial Success messages - Notification sent to traveler/arranger when an itinerary is forwarded to plans@concur.com and Concur was able to read and import a portion of the itinerary but an issue still occurred. Concur Travel: Automated Emails Travel Service Guide 13
AirPlus AIDA This email is sent if the fax transmission to the hotel fails: Self-Registration Several emails are generated when Self-Registration has been enabled for the site. The following is an example of the email Concur Travel sends to the administrator when a new user self-registers (received from Concur User Registration <support@concursolutions.com>): The following user registered for Concur Travel. Concur Login: test@testcom Company Name: Test Site First Name: William Middle Name: Last Name: Never Work Email Address: test@yahoo.com Employee Position/Title: Work Phone: 555-1212 Home Phone: Street Address 1:: Street Address 2:: City: State/Province/Region: Postal Code: Please approve or reject this request through Self-Registration Approval. 14 Concur Travel: Automated Emails Travel Service Guide
The following is an example of the email Concur Travel sends to the user upon completion of login creation: The follow up email with instructions on resetting your password: Hello Test User, To reset the password associated with Login ID test@test.com, please click on the following link: https://www.concursolutions.com/v.asp?x=1&d=1&u=55474484&t=14032821&h=%2bgbz6gw UxG3O%2FYwXhfwHyYk6PGk%3D This is a one-time only link that will expire in 24 hours. Note: If the link above is split into multiple lines, you'll need to copy/paste the entire link into the Address field of your browser. If you are experiencing difficulty with this link and require assistance, please contact your program administrator at your company. Kind Regards, Customer Support Concur Technologies, Inc. Concur Travel: Automated Emails Travel Service Guide 15
Failed Finishing The following are emails that are sent due to errors occurring during finishing. Email sent to the TMC due to finishing for GDS reservation: 16 Concur Travel: Automated Emails Travel Service Guide
Email sent to the TMC due to finishing for Amtrak/Southwest Direct Connect reservation (enabled via a configuration setting): Concur Travel: Automated Emails Travel Service Guide 17
Reminder The following are emails sent to the traveler/arranger to remind them of an upcoming trip. This is enabled via a configuration setting and emails are sent at 3:30 am Eastern time. Trip on Hold: Ticketed itinerary: NOTE: The trip reminder email gets sent out only once the trip is in a ticketed status. The reminder email will be sent one day before departure. 18 Concur Travel: Automated Emails Travel Service Guide
Unused Ticket Feed Notifications When unused tickets are automatically imported, TMCs will receive notification messages from Unusedticket@concur.com. Current email address: Previous email address: NOTE: If you are still receiving emails from the "previous" email address, your agency's feed has not been migrated to the new feed system yet. All TMCs will be migrated, but agency-specific timelines are not available. Concur Travel: Automated Emails Travel Service Guide 19