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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,

  1. In the list of corporate clients, click a corporate client of your choice.

  2. In the client profile, go to the Settings tab and click Custom fields.

  3. On the Custom fields tab, click Create. The New Custom Field window appears:

  4. In the new custom field window the configuration is realized through 3 steps:

  • Information.

  • Values.

  • Conditions.

On the Information tab, specify general information:

  • Label: type the label for the custom field, e.g. trip reason, trip leader, etc.

  • Object: select either Reservation for custom fields that apply to reservations (e.g. trip type) or Person for custom fields that apply to staff management (e.g. trip leader. department, etc.);

  • Type: select whether the custom field is displayed as a drop-down or as a text box.

  • Required: specify whether the custom field is to be filled mandatory or optionally.

  • Settings: configure the custom field display while booking a service.

  • Comments: leave any additional comments on the custom field.

5. Click Save and go to the Values tab.
6. On the Values tab, for the custom fields of drop-down type, specify the items to display in the drop-down.

  • Click Create. The New Value window appears:

  • In the New Value window, specify the values for a drop-down item.

  • Click Save.

  • Go to the Conditions tab.

7. On the Conditions tab you can set the conditions of displaying custom fields.

For example, if a corporate user books a business trip, you want them to specify the department they work at. Then for the Department custom field you apply the following conditions:

To set the custom field conditions,

  • On the Conditions tab, click Edit.

  • Depending on the condition you want to apply, select the required form to fill in: person or reservation. If you want to restrict the application of the current custom field by trip type, trip reason, cost center, budget group, etc. - select the reservation form. If you wan to restrict the application of the current
    custom field by department, occupation, trip leader, etc. - select the person form.

  • From the Field drop-down, select the custom field by which the application of the current one will be conditioned.

  • From the Condition drop-down, select either equal or not equal. In case you select equal, the current custom field will be applied only if the conditional custom field is filled in with the specified value. In case not equal is selected, the current custom field will be applied always, except when the conditional custom field is filled in with the specified value.

  • In case you wan to add multiple conditions, click (plus) and repeat the procedure.

  • Click Save.

8. Click Close.

Import data

You can update your corporate clients' data and import information about the employees into the system from XLS-files.
To import the data from an XLS-file,

  1. On the Navigation menu point to Clients and click Corporate clients.

  2. Click the name of the client whose data you want to import.

  3. Go to the Import data tab.

  4. By default the list of documents is empty. To add a document, click Upload. The New Department window appears.

You can upload XSL-files that contain tabs with the name of the legal client or a group of companies.

Contact the technical support service for the template of the XSL-document.

5. From the Document type drop-down, select the type of data you want to import:

  • CustomFields_reservation - custom fields for the reservations;

  • CustomFields_Person - custom fields for the users;

  • PersonalData - personal information on the users.

6. If you select the Deactivate not found values check box, the system verifies the user data that is not updated during the import. If such an employee is found in the system, the record about this user is marked as inactive, while the Dismissed [Date] text is added into the log-file.
7. In the Upload file form, click Add, browse to the document you want to upload and click Upload.
8. Click Save. The data from the file is imported to the system. The XSL-file appears in the list of documents.

After importing you can download the log-file that contains a list of the updated fields or rejected records with reasons of the rejection.

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:

  • Hotels.

  • Flights.

  • Transfers.

  • Trains.

Then if a corporate user books a service, the system will check if the service falls under the corporate policy conditions. In case a user books a service that somehow violates the corporate policy, the
reservation will be marked with a symbol:

To configure the corporate policy,

  1. In the Navigation menu, point to Clients, and click Corporate clients.

  2. Select a corporate client of your choice and click Corporate policy.

  3. On the Corporate policy tab select the service for which you would like to
    configure corporate conditions, and click it to expand the form.

  4. 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:

  • The policy is applied for the following hotels.

  • The policy is applied for.

  • Conditions of corporate policy.

The policy is applied for the following hotels

In the group, specify the location of a hotel.

  • Click (plus) . The following form appears:

  • Specify the conditions for the hotel location. In the example illustrated in the image, the corporate policy will be applied in case a user books a hotel in the USA. Booking hotels in other countries remains unconditional.

  • To add multiple conditions, click (plus) , and repeat the procedure.

The policy is applied for

In the group, specify the conditions under which the corporate policy will be applied.

  • Click (plus) . The following form appears:

  • From the Field drop-down, select the item of your choice. Note that the items displayed in the drop-down are imported from the list of created custom fields. In the example illustrated in the image, the corporate policy conditions will be applied only for users of administration department.

Conditions of corporate policy

In the group, specify the conditions of corporate policy.

  • Click(plus) . The following form appears:

  • Specify the required conditions. In the figure above, the corporate policy conditions prevent corporate users from booking hotels that cost more than $100 per night.

6. Click Save.

Besides, setting corporate policy rules, you can specify the cases when the violation of a corporate policy is allowed.

To set the condition for corporate policy violation.

  1. Click Violation of corporate policy to expand the form.

  2. Click Create. The New violation reason window appears:

  3. In the New violation reason window, specify the code, select the product for which the reason will apply and type the reason itself.

  4. Click Save.

Then in case a user books a service that violates corporate policy, on the booking form, the following form will appear:

The user is expected to select the one of the created reason from the drop-down or type the reason if it is not in the list.

Reports on Violation of Corporate Policy

To monitor the case of corporate policy violation you can run a report and obtain a list of all the cases for a certain period when the corporate policy was violated.

For that,

  1. Go to the Reports menu.

  2. In the Corporate services reports section, opposite the Corporate policy
    violation, click Run report.

  3. The report is generated, where you can view the details on the cases of violation.

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:

As soon as the reservation is approved, its status will be set to complete.

To configure the approval conditions,

  1. On the Navigation menu, point to Clients, and click Corporate clients.

  2. Select a client of your choice and go to the Approval tab.

  3. On the Approval tab, click Create. The New Approval Schema window
    appears:

  4. In the New Approval Schema window, click Edit.

  5. 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.

  6. 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.

With 3rd party agreements it is possible to

  • Configure tripartite agreements with Corporate Clients;

  • Use tripartite agreements for search&book to find client-specific rates.

Configuring 3rd party contracts

To configure 3rd party contracts,

  1. On the Clients menu, click Corporate clients.

  2. Click the required client profile.

  3. Go to the Contract tab and then to the Airline tripartite agreements tab.

  4. On the Airline tripartite agreements tab, click Air tickets section and Edit to upload an
    agreement for regulating air fares.

  5. Click Upload. The Configuration for airline tripartite agreement window
    appears:

  6. Click Add, browse to the XLS/XLSX file you want to upload, and click Upload.

  7. Click Save.

In order for the agreement to work properly, please turn to GP technical support to obtain a file template. Make sure to fill in the prices correctly.

3rd party agreements for accommodation

In case your client has direct agreement with accommodation suppliers and has their own specific code for GDSs, you can configure the system to check both prices - according to the client's agreement with supplier and according to your agreement - and choose the most advantageous offer for a client.

For that,

  1. On the Clients menu click Corporate clients.

  2. Click the required client profile.

  3. Go to the Contract tab and then to the Airline tripartite agreements tab.

  4. On the Airline tripartite agreements tab, click Hotels section and Edit to upload an agreement for regulating accommodation prices.

  5. Click Add. The Direct contract with suppliers appears.

  6. Select the Supplier and enter the specific code.

  7. 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.

With budget control you can

  • Save minimal price of flights in the reservations;

  • Get notified about loss of profit;

  • Get information about final price when the e-tickets are issued;

  • Create the loss of profit reports.

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