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Date change request is a process of requesting a change to the scheduled date or time of a tour booking.
This may be requested due to a change in travel plans, unforeseen circumstances, or other factors that make the original tour date no longer feasible.
Update as of 14/04/2025
ALLOTMENT GUIDANCE
TERMS AND CONDITIONS RELATED TO CHANGES
CHANGE REQUESTS
Will not incur any IV fee if there are no flights held or issued (all package types) and more than or equal 120 days prior to departure.
Will be charged $75 pp if 71-119 days prior to departure.
ITINERARY CHANGES AFTER CONFIRMATION
No additional changes can be made within 70 days prior to departure.
DATE CHANGE PROCESS
WITHIN 7 DAY COOLING-OFF PERIOD
DATE CHANGE PROCESS WITHIN COOLING-OFF PERIOD
If a customer requests a new date for the same package in COP, follow these steps:
1. Update the Departure Date in Perseus
Open the booking in Perseus.
Modify the departure date and save the changes.
2. Verify and Update Pricing
Check the rates on the deal page on the website to confirm if the new departure date has a different price.
If applicable, in the Management tab, update the invoice with the new pricing and send it to the customer.
Product and Seasonal Charges have different prices but are combined as one in the invoice and departure date pricing.
To ensure clarity, these charges must be separately indicated in the Management Tab.
How to Access Pricing Details:
Go to the Bookings Tab.
Click the yellow "View" button on the relevant booking.
Navigate to Dates > check which season the new date falls.
Navigate to Pricing > Comparison Price or Sales Price + Seasonal Charge.
Verify the seasonal charge based on the applicable travel season.
3. Adjust Installment Due Dates
The installment due dates should automatically update after saving.
Verify if the payment schedule reflects the new departure date.
If the dates did not update, manually adjust them and escalate to Dev Team for automation review.
4. Add a COP Date Change Snippet
Use the COP Date Change snippet in the deal.
Complete all required steps and leave any additional notes as needed.
DATE CHANGE PROCESS OUTSIDE THE COOLING-OFF PERIOD
If a customer requests a new date for the same package outside COP, follow these steps:
WHAT DOES CS NEEDS TO DO?
CS agents to update the date in Perseus.
No Flights Held or Issued, Allotment
Departure Date >=120 days
No IV Fee
+ supplier fees
+ any change in tour price due
(same as if passenger were to cancel and get full credit and rebook)"
Departure Date 71-119 days
$75pp
+ supplier fees (check Deal for indicative supplier fees or raise to Ops to check fees)
+ any change in tour price
Departure Date <70 days
Refer to Cancellation as Changes not possible inside this window (If necessary escalate to MEL)
Flights Held or Issued, Allotment
Departure Date >=120 days
No IV Fee
+ supplier fees
+ any change in tour price due
(If new date is not on sale, then handle as cancellation)
+ airline fare difference
+ airline change fee (check deal notes or properties/raise to flights)
Departure Date 71 days or more
$75pp IV fee
+ supplier fees (check Deal for indicative cost/raise to ops for non-allotment)
+ any change in tour price due
(If new date is not on sale, then handle as cancellation)
+ airline fare difference
+ airline change fee (check deal notes or properties/raise to flights)
Departure Date <70 days
Refer to Cancellation as Changes not possible inside this window (If necessary escalate to MEL)
STEPS THAT OPS TEAM WILL FOLLOW ONCE CS CHANGED THE DEPARTURE DATE IN PERSEUS
UPDATE THE BOOKING IN PERSEUS
Change the status back to "Awaiting Supplier Confirmation".
CONTACT THE SUPPLIER
Send an email to the supplier requesting the date change.
CONFIRM & UPDATE PERSEUS
Once the supplier confirms the change:
Update the status in Perseus to "Supplier Confirmed".
Enter the supplier reference number in the appropriate field.
NOTIFY THE CUSTOMER
In Perseus, re-send the "Order Amendment" email to inform the client that the date change has been confirmed.
Keywords: allotment date change, group booking package, fixed allocation tour, allotment process, cop allotment
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