Extended profiles of employees
Sometimes when working with corporate clients you have to specify additional data about employees, such as position, department, priority, direct supervisor, etc. Since the fields of this type are specific, the need in them may vary from company to company. Thus these fields can be created and configured
individually in the profile of a separate corporate client.
You can specify this information in the profile of an employee and copy it to the reservations for further management accounting. Besides, you can use it for setting the rules and terms of the corporate policy
and authorization procedures.
Custom fields
To configure custom fields for a corporate client,
In the list of corporate clients, click a corporate client of your choice.
In the client profile, go to the Settings tab and click Custom fields.
On the Custom fields tab, click Create. The New Custom Field window appears:
In the new custom field window the configuration is realized through 3 steps:
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| Note |
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Only tour operators' users with the Director role and the corporate users with the Travel manager role can import the data. |
Corporate policy
For the corporate clients, you can set the conditions for corporate bookings and restrict certain elements to the value that is accepted in your company. For example, allow to book accommodation only if the price per night is no more than $100. The restrictions can be applied to the following types of services:
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In the Navigation menu, point to Clients, and click Corporate clients.
Select a corporate client of your choice and click Corporate policy.
On the Corporate policy tab select the service for which you would like to
configure corporate conditions, and click it to expand the form.Click Create. The New Rule window appears:
Further steps consider setting corporate policy rules for booking hotels.
5. Specify the data in the following blocks:
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Click Violation of corporate policy to expand the form.
Click Create. The New violation reason window appears:
In the New violation reason window, specify the code, select the product for which the reason will apply and type the reason itself.
Click Save.
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Go to the Reports menu.
In the Corporate services reports section, opposite the Corporate policy
violation, click Run report.
The report is generated, where you can view the details on the cases of violation.
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Approvals
For corporate reservations, you can set the conditions for approval. Then in case a reservation is made for a corporate client, its status will not be set to completed unless the reservation is approved by a user with respective approval rights.
Upon creating a reservation, a request for approval is sent to a user with approval rights:
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On the Navigation menu, point to Clients, and click Corporate clients.
Select a client of your choice and go to the Approval tab.
On the Approval tab, click Create. The New Approval Schema window
appears:
In the New Approval Schema window, click Edit.
Fill in the required information. Among others, pay attention to the following
blocks:User conditions: In the User conditions block specify the users for whom the approval is
needed.Reservation conditions: In the Reservation conditions block restrict the reservations for which the
approval is needed.Approval persons: Appoint the person(s) who will have the rights to approve the reservations.
Allowable price increase: Specify the amount by which the price for a service can be raised after
approval.
Click Save.
3rd party contracts
3rd party contracts module allows to configure and use specific agreements between Tour Operator, their Corporate Client and Supplier.
For example, if a client has their own specific code for GDSs to get better prices and agreed rates – it can be configured and thus system will check both client prices and public prices to find the cheapest offers for the client.
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On the Clients menu, click Corporate clients.
Click the required client profile.
Go to the Contract tab and then to the Airline tripartite agreements tab.
On the Airline tripartite agreements tab, click Air tickets sectionand Edit to upload an
agreement for regulating air fares.Click Upload. The Configuration for airline tripartite agreement window
appears:
Click Add, browse to the XLS/XLSX file you want to upload, and click Upload.
Click Save.
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On the Clients menu click Corporate clients.
Click the required client profile.
Go to the Contract tab and then to the Airline tripartite agreements tab.
On the Airline tripartite agreements tab, click Hotels section and Edit to upload an agreement for regulating accommodation prices.
Click Add. The Direct contract with suppliers appears.
Select the Supplier and enter the specific code.
Click Save.
Budget control
Budget Control module saves minimal offer prices and flight variants and compares them with the cost of the booked offers. This data is saved to the reservations and can be viewed in the form of financial reports. With such reports you will have all the necessary information including number of booked flight offers in the period under review, total price and price difference.
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