Bookings

In this screen we can search and see the reservations made in our microsites, searching with various parameters that we can adjust according to our needs.

Fiters: By clicking on this button we can view all the filters to be able to search for a reservation more easily.
Columns. You can customize the columns you want to see by clicking on the "Columns" button. This configuration will be saved in the user's Cookies by default.
Export To export the list of contracts in Excel or Save in My Data exports.
In this button we can open the booking.

Easily check the status from the bookings

Applicable Filters

10. Status. Reservation status. You can filter your search by reservation status or by Marketplace. If you want to know more about reservation statuses, keep reading or go to Booking status

- BOOKED.
- BOOK ERROR.
- ON REQUEST
- NOT BOOKED.
- CANCELED.
- PRICE ERROR.
- PENDING UPDATE.

Creation Date: In these fields we can filter the dates of the reservations by creation date.
Departure Date: In these fields we can filter the dates of the reservations by departure date.
Cancellation: In these fields we can filter the dates of the reservations by cancellation date.
Reference: This option allows you to search by any type of locator placed in this field from flights, by airline PNR, by hotel voucher from suppliers or your own locator...
Email/User name: This filter allows you to search for reservations by email address or username of the person who made them.
Choose betweem a destination or a country.
Passenger name: here you can write the passenger's name.
Search for: In this field you can filter by bookings or by service. Depending on the service we choose, an additional drop-down will appear through which we can filter for a specific service:

9. Other filters:

- Trip Type: Here we can filter the reservations according to the engine where they have been made.
- Agency: When the "Agency" section is left blank, all the agencies that are under that Microsite will appear.
- Agency Manager.
- Manager.
- Payment system: This filter allows you to search for reservations by the payment method used.
- Sales Channel
- Referral ID: is a parameter that you can indicate in the URLs of your marketing campaigns.

11. Features:

- Payment with promotion code.
- Marketplace only.
- Open client requests. With open customer requests. We will be able to see the requests made by the client, be it for example a change of hotel or a cancellation. This function will only appear if it is configured in your microsite. If you want to activate this function send an email to support@travelcompositor.com
- See test bookings
- Only deferred. Only with deferred payment, it will allow you to see the reservations in deferred payment. Go to About Deferred Payment to learn more about this type of payment.

12. Show. Checking the different boxes we can decide what information we want to see, such as: in microsite currency format, operator currency, the percentages of the different commissions, the information of the invoice, the information of the agency and the possibility of being able to see more details.

13. Clear. Delete all the selected filters.

14. Apply. To apply all the selected filters.

Booking Tab

When you click on a reservation, a window will open with the data related to the reservation. The tabs will vary depending on the services contracted for each reservation.

In this tab we will see the general booking details.

Also, when we open the reservation form on the Bookings page of the BackOffice, when we access a specific reservation, by clicking on ''Go to the agency'', we can consult the agency's details; Email, Phone Number, Address, Manager's Name etc.

General booking reference assigned by the system
Payment balance: the pending amount will appear in red.
Internal booking status
Trip type: booking engine used
Through which microsite
Through which agency

7. Traces: changes

8. Send mail: send a mail to the user in case there has been some issue: See an example:

9. Original voucher: open the reservation in front office:

10. Browse your file button: in case you need to add a document to this reservation

11. Services tabs (see next)

Booking status

Before explaining the different booking statuses, bare in mind that there is a general booking status and one for each service:

General booking status

(at Booking tab)

Specific service status

(in each Service tab for each of the services that integrate the booking (with flights, hotels, insurances...)

Bellow you will see the different general or service booking statuses:

BOOKED

When shown in a specific service means that is has been correctly booked. If we see it in the general status it means that all the services from the booking have been booked correctly.

2. BOOK ERROR

❗️IMPORTANT the BOOK ERROR status does not necessarily mean that the service is not booked, meaning that Travel C system has received an unexpected message instead of the normal confirmation reply from the provider, but the service may be booked.

Is very recommended that for your first book error you get in contact with our support team either by phone or email to help you in this process .

¿What do to in case of a Book error?

We will search in the services tab to find the service with this status

In the column “Confirmation error cause”, we will see specified the warning message that we have received, in the example ''Insufficient allotment". requiring to access the providers panel, fill in the missing information and manually issue the service.

Once solved the book error we must change the status of the specified service and also the general status by clicking on the drop down menu.

Rebooking

For bookings with status ''booking error'' it is sometimes possible to try to rebook. To do this, you must press the button ''retry booking''

In the caption we have included some symbols to make it easier for you to understand the conditions of the alternatives offered.

Same as selected: the original booking conditions are maintained: room and board, same or better cancellation conditions.
Different as selected: if indicated, it may be that the room or the regime is different, and may even have a worse cancellation policy.
Same or similar as selected: it has practically the same conditions as the original one.

We show the ''best options'' or most similar options.
We show different combinations to choose from.

If any of the options is feasible, press the replace button to change it.

3. ON REQUEST

It will only show when there are ''on request'' closed tours or if that services is marked has "On Request" in the Contracts module or if they come from providers that leave this status temporally waiting for an update when issued.

4. NOT BOOKED

In bookings with only one service, where the only service is in BOOK ERROR we will see this status.

We have a forced NOT BOOKED status in the flight+hotel search engine that can be activated from Microsite Settings, where if the OW flight most expensive or the RT fails the rest of the services will not be booked entering in status NOT BOOKED.

5. CANCELLED

The ''Cancelled'' status usually does not appear in the general panel until all services are canceled. To cancel a service, we will click on the reservation that we want to cancel and we will go to the service or services that have the reservation. You will be able to see in the "Cancelled Services" column the number of canceled services. It may be that a service is canceled at the client's request but that the other services continue to be maintained, in this case you should look at that column. It will appear as ''reserved'' but with some service cancelled.

❗️IMPORTANT Whenever the supplier allows it, TravelC automatically cancels at the supplier but not all suppliers allow it, so even if you indicate canceled status in TravelC you will also have to cancel it directly in the supplier's panel.

6. PRICE ERROR

It will show when a service has a price change, normally a few cents but the booking is created. You can check in the providers panel to make sure that all is ok. If it's a consolidated service our supports team will do this for you. You will always see in the "Confirmation error cause" column the exact price change.

❗IMPORTANT In some circumstances, if the price increase is high, the booking may have not been made .

7. PENDING UPDATE

This status is only available in the general status and you can use it to indicate that a booking is pending to check, is totally optional.

Passengers Tab

In the passengers tab we can see the passengers details and perform name changes in order to reflect those changes in the vouchers. Remember to save the changes.

❗️IMPORTANT❗️ The name change will only be updated in our system and vouchers, no name change will be done with the providers. It is important also to contact with the different providers to make efective the name changes.

Services tab

The number of the services tabs will change depending of the services in that booking. It can range from 1 to 8 tabs. Transports (flights, trains, buses and ferries), Hotels (hotels and apartments), Tickets (activities and events), Closed Tours, Transfers, Insurances, Cars (rent a car) and Parkings (airport parking)

By clicking on each tab we will access the booking for each service, the booking number, the providers name, service dates etc.

We will also be able to manage the status of that service and/or cancel it.

Options: By clicking you will be able to ''edit'' the servirce or ''add an amendment''

❗️IMPORTANT❗️

Modify Destination in Transport Engine

In the transport-only reservation, when we click on the Options > Edit service button, we will be able to change both the departure and arrival location. In the event that there is a scale, it will also allow you to make changes to them. This functionality is to allow the change of airport of a reservation as sometimes happens in large destinations that have more than one.

This is useful when an unestimated event happens, so you can notify the user from the reservation.

Extra baggage or etickets can also be added. If there are some of them added you will see it here:

Once the supplier change has been made, the original supplier will appear in the "History" section.
The service will not be requoted, the price remains the same including the fees.
When you change the provider manually, automatic cancellation will no longer be possible.
In the case of subsequent modifications, the fee that will be applied will be those of the new provider.

Add Amendment button: This allows to apply price changes in the booked service. For example, in an hotel booking, a room upgrade etc.

When clicking, the following window will be displayed:

Amount: You must indicate the quantity to be added and the currency.

Specify that the amount is whether:

Net price
To the operator fee
Without fees
Retail price with the fees included

Booking Reference: Is necessary to indicate the booking number in the amended service.

Internal description: It is necessary to indicate a description explaning the change we are performing. This is for internal view only. ❗️IMPORTANT: If we fill in the option "Voucher Description" it will also be shown in the passengers voucher

Voucher Description: Description of the booking change to be added. It's possible to give it a HTML format or if we have a template we can just paste it to be edited showing the colors, bold text etc just like in the original template .

2. Service Status dropdown menu: You wil be able to see the status of that service and changed it. When clicking on the refresh button, if available, the sincronization with the provider will be done but not all provider will allow this. This works only to receive status and booking number updates. The refresh button is available for the providers: Panavision, Mapatours, Flixbus, SUR-transportes, Travelfusion, Restel, DOTW, HotelDO y HotelBeds.

3. Cancel: Here you can cancel the service

When clicking the following window will show:

The cancelation cost (Net Cancellation Fee) that in this example is our own product (loaded from our contract module) so we wil be able to change the cost to 0, but with external provider this amount will not be editable and will show the amount according the cancelation policy.

There are two types of messages, the one you see in the screenshot "Service will not be canceled in TravelC tickets, you'll have to contact with provider" where you will have to go to the providers panel and manually cancel it and *Service will be cancelled also in...* where it will be canceled also in the providers panel.

If we click in "Send email to notify cancel" and email will be sent to the email contact in the booking informing that the service is canceled.

Once the service is canceled we will see it in:

the service tab
the finance tab:

After the service is canceled we can perform a refund to the client. For this we will go to the ''payments tab'' and click on the "refund" button if the payment system allows it.

4. Provider

❗️IMPORTANT❗️

You can change the provider of some services on confirmed bookings! For example in hotels services.

At the moment, this change is allowed in those bookings of: Accommodation, Activities and Transfers.

5. Cancellation policy: each service can have a different cancellation policy

6. Supplier info: here any addicional information about the supplier will be shown.

Ticket tab

In the ticket tab, you can get additional important information:

Modality chosen
Start time
Modality language

Transfers tab

The same happens with transfers tab, we get detailed info:

Supplier info: additional info from the supplier. Clicking you will open the supplier info tab:
The origin and the destination of the transfer
The flight number related to the transfer
The pickup date time

Insurances Tab

Here will appear the insurances contracted

Manual Services Tab

In the “Manual Services” tab we have the possibility to add manually a service purchased out of the TravelC platform. It can be added to the existing booking like for example additional luggage, upgrades, visas, extra services etc.

These are the fields to be filled in to add the manual service:

Category: category of the service (transport, hotel, ticket, insurance...)
Supplier: Service supplier's name .
Booking reference: enter the booking reference.
Payment: How's the payment been made for this service
Country: select the country.
Internal description: For our own reference
Voucher if empty service will not be shown in voucher: This description will appear on the customer's voucher, if nothing is written, it will not be shown on the voucher.

❗️IMPORTANT❗️ If Voucher Description if filled in, it will be visible in the clients voucher.

Start/End: start/end date of the service.
Net Price: Net price of the service.

11. The “manual services” tab allows two possibilities:

Apply to operator fee: It will not increase the final price of the booking and will go towards the operator fee.
Apply to booking price: It will increase the booking's final price, if desired you can apply an existing fee from the other providers or you can select "Do not apply fees" if you don't want to add any extra fee.

12. Apply fees from: The corresponding fees for the services will be applied or, alternatively, you can select "do not apply fees" when you do not want to include commission.

13. Click on "add manual service" button to add the manual service and save it.

❗️IMPORTANT❗️

If you are uploading a rental car, a ticket, or an insurance, you will be able to also upload a voucher or PDF to the reservation:

Financial Tab

In this tab you will view the price breakdown from all the services in the bookings together with their fees, so you have all the information about the price construction to reach the retail price.

You can show or not the cancelled services.

Remember that you can download this information in excel format.

Historical Tab

In this tab you can control the change made by any user that can access the booking from the back office.

Client Requests tab

You can interact with the client in an easy way and at the same time. In the reservations section of the BackOffice, in the upper tabs, we will find ''Client Requests''. Customers will be able to leave comments with any requests they need through their profile page in the Mid office. A pop up will appear in the new tab where you can respond to any request. This way of interacting you can share it with your microsites through API.

Payments Tab

From this option we can see the user's booking payment details. We can also see if there has been any refund made or make a new one.

Also, you can see which payment system has been used, date, amount and other information. If the booking has been made with a deferred payment we will see the "Second Payment" details, under the first payment details.

When we have cancelled the booking we can perform a refund from the Payments tab:

To perform a refund you can click on the Refund button and this will make and automated refund. This functionality is only available for payment made via Crédit/Deposit (see more in Agency > tab Credit/Deposit), Redsys and many others.

Booking Builder

Once clicked, you will start creating the new booking by finding three tabs: General, Passenger Data and Details.

General: Here you will add the basic trip information: trip type, number of passengers, destination and selecting the user creating the trip.

2. Passenger data: All necessary data on the passenger(s).

3. Details: Finally, you will have to add each of the services that integrate the booking via ''Add manual service'', where the logic follows the flow you already had to add manual services to existing bookings adding information like booking fees, payment type, descriptions etc.

If we click on ''Add manual service'' we will be able to add services such as hotels, transports...

When we have filled out all the necessary fields, we will click on the ''Add manual service'' button to add and save it.

Then they will appear at the details section.

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