Embedded Files
Groups Engine
Groups Engine
This module is part of our premium engines offering. If you wish to acquire it, please contact your account manager.
Groups by TravelC is an intuitive solution with a smooth and simple booking flow, following the same user experience that distinguishes our other booking engines and innovations. Once the agent has their access credentials for the groups microsite, they can begin the quotation process.
Searchbox
Searchbox
The first step to start designing the group trip is to enter the basic trip information to be quoted in the search box:
Select whether the group requires a tour leader, as well as their language.
Indicate the tour start date.
Define the type of group: you can choose between adults, students, or seniors.
4. Select guests: In this section, you must define the room types.
Choose the desired room type from the selector: single, double, triple, quadruple, or free allocation (the latter available only for student groups).
Enter the number of rooms to be booked for each type.
Click “Add room” to confirm the selection.
Additionally, from this same section, you can specify free rooms:
Activate the corresponding checkbox and indicate how many free rooms are required.
These rooms may correspond, for example, to the teacher’s room accompanying a student group. Keep in mind that these complimentary rooms are not free of charge; their cost is prorated among the remaining paying passengers.
Destination Selection
Destination Selection
This step consists of specifying the cities or destinations where the group will stay overnight (“parent” destinations) and, when necessary, adding bus services at disposal with stops at excursion destinations where the group will not stay overnight (“secondary” destinations).
To enter the destinations where the group will stay overnight, simply search for them using the search bar and indicate the number of nights.
If the group requires a bus at disposal, it can be added by clicking the “Add” button.
You must select, day by day, the route that the bus will follow.
When you click “Add”, a screen will appear where you must select the stops the bus will make. Simply enter the secondary destination in the search bar and click “Add stop.”
3. If the group needs the bus to pick them up at a different location from their hotel, for example, at the airport, you can modify the starting point of the route by clicking “Change pickup.”
4. If the group wants a bus at disposal in the same city where they are staying overnight, this can also be requested from this section.
5.To change the final destination of the service, click “Change final drop off.” This option will only be available when the night following the bus service includes a hotel room booked in another main (“parent”) destination.
Service Selection by Destination
Service Selection by Destination
Once the itinerary is completed, the system will display availability based on the quotation prices previously loaded by the operator. It is important to note that the prices shown are generic (for example, a 3-star hotel in central Rome), as the final confirmation of the hotel name will depend on the subsequent confirmation from the suppliers.
On this screen, the services are displayed by main (“parent”) destinations in sequential order. First, the services for the first destination where the group will stay overnight are selected, followed by those for the subsequent destinations.
Your trip summary: Dates, number of passengers, breakdown of requested rooms, tour leader and the option to modify this information.
Initial trip budget:In this section, the price will update automatically as services are added. The price shown in red represents the per-person cost based on the most requested room type, in this case, the double room.
Group route summary.
Transfer service: If the group does not request a bus at disposal from the airport, the system will automatically add this service. However, the agent can remove it by clicking “Remove selection.”
5.Accommodation: From this section, you can select the type of accommodation for each destination according to its category (star rating) and location (city center, within the city, or outskirts). The meal plan will always be bed and breakfast.
6. Meal plan per day: From here, you can specify the days on which lunches and dinners will be required. The system assumes that breakfasts will be taken at the hotel, as mentioned earlier.
7. When the group has requested a bus at disposal with secondary destinations, the system will allow specifying where lunch and dinner will be served based on the location of the stops.
8. Beverage Indicator: Applies to all meal plans.
9. Activities in parent destinations: By clicking “View options”, a typical TravelC ticket card will open, from which activities can be added to the itinerary.
The tour day selector will only allow choosing the days when the group will be present at the location where the activity takes place.
10. Group coach: The next service to detail is the group coach, where the stops requested in Step 2 are specified.
11. For each stop, it is possible to add activities, simply click “Activities” and the available options for that location will be displayed.
12. By clicking “View options”, you can access the activity card to specify the day, time, and required language.
13. Next destination: Clicking here will take you to the selection of the same services for the next parent destination.
Trip Summary
Trip Summary
Once the services for each destination have been added, a detailed trip summary will be displayed, including the final per-person budget and the option to edit the services.
13. Cancellation Policies: This section shows the cancellation policy and the amount to be paid depending on the start date of the trip. This policy is at the traveler level and is configured by the operator from their back office. It is not related to the cancellation policy of each service with providers, which must be managed directly by the operator with each provider.
14. Payment schedule: Payments will always be made in three installments.
15. Rooming list rules: Here, the agent can check how many days before the trip starts they have to add or remove passengers.
16. By clicking “Save budget”, the agent’s details will be requested, and a quotation ID will be generated.
Reservation Confirmation via Idea
Reservation Confirmation via Idea
Once the agent has their quotation, they can confirm the reservation directly from this section by making the first payment.
Voucher online + Rooming list
Voucher online + Rooming list
17. After confirming the reservation, the agent will be able to access their online voucher. Initially, the services listed here will be generic; as the operator confirms the establishments, such as accommodations with the respective suppliers, this list will be updated with more details, including the names of hotels or restaurants.
18. From this section, the agent can view the payment calendar, cancellation policy, rooming list rules, and general booking conditions.
19. By clicking this button, the agent will access a dynamic rooming list, where they can add passengers’ personal details as they are confirmed.
20. We offer the option to import a passenger list in Excel format so that our system can read and automatically fill in the information. The agent only needs to download the Excel template, complete it with the necessary details, and upload it back into the system.
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