FLIGHTS: Terminologies and Timelines

• Airline Reference: The airline booking reference allocated on the e-ticket, which customers can use to log into their account online and view or add any extra components to their booking.

• Cancelled: A flight status indicating that the flight has been officially canceled by the airline, and no travel will take place on the scheduled date.

• Deviation: Any customer request that falls outside the standard flight itinerary, such as different travel dates, alternate departure cities, or extended stopovers. CS should refer to "Deviation" as "Quotation" when discussing it with customers.

• E-Tickets: Electronic tickets issued for flights, typically provided through the Traveler Hub no later than 30 days before departure, along with final tour documentation.

• Flight Booking Timeline: The schedule outlining when flights are booked and when travelers receive their flight details. Flights are booked at Inspiring Vacations' discretion after a booking is made, and flight details are provided no later than 30 days before departure.

• Flight Contribution / Add-On: An optional service that allows travelers to include flights with their Land-Only booking for an additional cost. Flights are booked with full-service airlines, and availability, pricing, and routes are subject to confirmation at the time of booking.

• Flight Inclusive: A travel package that includes both international flights and all on-ground arrangements such as accommodations, tours, and transfers. Flights are booked by Inspiring Vacations with full-service airlines, and details are provided closer to departure.

• Flight Portal: An online platform provided by Inspiring Vacations where travelers can browse and select flights that best suit their itinerary. Access is granted once the booking is confirmed, the departure date is within 11 months, and the passenger detail form is completed.

• Flight Upgrades: Options to enhance the flight experience by upgrading to Premium Economy, Business Class, or First Class. Travelers may request such upgrades, and estimated costs are provided by Inspiring Vacations.

• Frequent Flyer Number: A unique membership ID assigned by an airline’s loyalty program. Travelers can provide their frequent flyer number to earn points or miles, though eligibility depends on the airline’s fare rules and program policies.

• Full-Service Carrier: Airlines that offer a wide range of pre-flight and onboard services, including checked luggage, meals, and in-flight entertainment. Inspiring Vacations books flights using full-service carriers after a booking is made.

• GDS (Amadeus): The flight system the flight team uses to book flights.

• Held: A flight status indicating that seats have been reserved but not yet ticketed. CS should use the term "reserve" instead of "held" when referring to flights that are on hold.

• Land Only: A travel package that includes all on-ground arrangements such as accommodations, tours, and transfers but excludes international flights. Travelers choosing a Land-Only package are responsible for booking their own flights to and from the tour destination.

• Meals: In-flight food and beverage services provided by the airline. Full-service carriers typically include complimentary meals, while special dietary requests must be submitted in advance and are subject to airline availability.

• PNR (Passenger Name Record): The GDS reference used to allocate the flight schedule. This is not disclosed to customers.

• Seat Selection: The option to choose preferred seats on a flight. Seat selection policies vary by airline, and additional fees may apply. Inspiring Vacations does not guarantee specific seats but may offer paid seat selection upon request.

• Ticketing Time Limit (TTL): A term used internally by the Flights Team. The deadline by which a flight must be fully ticketed after a reservation is made. If the ticket is not issued before the TTL expires, the booking will be automatically canceled. This ensures that airlines maintain accurate seat availability and prevent holds on unconfirmed reservations. CS should not mention this term to the customer.

• Traveler Hub: An online portal where travelers can access their booking information, including flight details, e-tickets, and hotel information. Specific booking information is provided approximately 14-30 days prior to travel.

• Void: A term used internally by the Flights Team.  It indicates that a flight booking has been canceled or invalidated before ticket issuance. This typically occurs if there is an issue with the booking or payment process, and no charges are applied. CS should not mention this term to the customer.

Flight Portal Access - Opens 11 months prior to departure once the booking is confirmed, at least one installment payment has been made, and passenger details have been completed.

E-tickets - will be provided 30 days prior to departure date

Adding Flights to LO Bookings - can only be made within 28 days after booking creation.  Any request beyond 28 days, customers must arrange their flights independently.

Seat Allocation and Meal Requests - after e-ticket has been issued, Flights Team will call the customer within 7 days to assist with these requests

Keywords: flight terms, air travel glossary, booking timeline, key flight definitions, process timing