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Selective Travel Management

Online Booking Tool

Selective Travel Management

Contents

Booking Tool.

• Logging into the Booking Tool
• Home Page
• Travel Profile
• Booking a flight
• Booking for a guest
• Providing options
• Sending travel for approval - 'Hold and Save as Option'
• Booking a hotel
• Cancel a booking
• Booking a train
• Glossary

Logging into the booking tool

1. To access the online booking tool, go to the dedicated URL

Figure 1.0 Log in

This will take you to the home page on the booking tool, where you can book multi-modal travel and view your latest trips booked.

Home Page

Figure 1.1 Homepage

Home Home- you can search for multi-modal travel or view the latest trips you have booked

Trip Trip tab- Start a new trip; search multi-modal travel, view upcoming, past and cancelled trips.

Profile Travel profile tab- View or update your travel profile.

Arrows- you can expand/collapse the side bar to maximise space or display.

Bell- Notifications from Selective Travel Management will display here.

Person icon- view or amend your travel profile from here, log out or display your log in credentials.

AAA icon- Increase or decrease the font size to suit you

Search Hotels Search for travel element

Upcoming trips

View upcoming trips

View past trips

Past trips

Travel Profile

You can view or update your travel profile on the booking tool by clicking on the ‘Travel profile’ tab on the left hand side of the Home page. You can add/ edit addresses, preferences. See figure 1.2.

Your travel profile is directly linked to your travel profile on the client portal. You can update your travel profile on the booking tool, it will direct you to the client portal so you are only updating one travel profile for offline and online bookings. See figure 1.3.

Figure 1.2 Task Bar

Figure 1.3 Profile subheading

If you are a travel arranger then you can also view/edit the profile of travellers that you have the permission to access.

Booking a flight

1. Access the Home page of the booking tool

From the home page you can search for a flight under 'Search Flights'

2. Enter the outbound city and destination city along with dates and number of passengers.

You can book a standard return, single or multi-city flight.

Figure 1.5 Airport/Location, predictive display

Advanced options

3. Click 'Search Flights' when you have entered the required criteria search.

On the search results page, it will show you a box across the top with all the airlines that fly the route you have chosen. You can click on the prices provided by the airlines to filter the results and only look at the required fares. This could be a specific price or also by the airline. See figure 1.7.

	Reset Filters		Q Modify Search
Filter Results	日 Lowest price	KLM KLM/Dutch Airlines	no Norwegian Air Shuttle	+ Airline combinations				Virgin Atlantic		Finnair	Air France	Airways
direct	£510	£616	£510	£594	£594		£791	£594	£608	£609	£616	£626
1 stop	£542			£593	£579	£542	£584	£752	£614	£692	£772	£627
2 stops	£488	£488		£517	£523		£681		£915			£800

Figure 1.7 Fare Analyser Display

You can filter the results on the search result page, reset the filters you have on and modify the search you carried out. In Addition to the Fare Analyser Display the system has further filters which can be utilised to minimise the results provided on your search criteria. Filters can remain open or closed by using the open/close filters, as seen below in figure 1.8.

Figure 1.8 Filter Toggle

Reset Filters Modify Search

• The Filter window display is shown in figure 1.9. The filters contain various ways to reduce the number of results as follows:
• Number of results displayed per page.
• Sort: by price (low to high, vice-versa), departure time (earliest to latest, vice-versa) and duration of the journey.
• Flight duration: change the time scale of the outbound time and inbound time of your flights.
• Stops: the numbers of airport connections you make between your original destination and your end location.
• Connections: long connections in stop over airports, airport transfers from one terminal to another or overnight stay.
• Airline: untick the airlines to exclude them from the search criteria.
• Filter by airport: if you have left the location open to more than one airport, filter it down to Heathrow and Gatwick to exclude London City and London Stansted

Figure 1.9 Filter Window

As a default the cheapest fare will always show at the top of the search result page.

There are different types of fares available.

Agency Fare

ncy Fare Ticketed fare, fare rules apply

Web Fare Web Fare; instant purchase, charged immediately.

The fares will display like the below figure 1.10.

Figure 1.10 Fare Display

The displays are as follows

1. Airline
2. How many stops to get to your destination and overall duration
3. Outbound date
4. Outbound date continued after overnight stay
5. Airline the flight is operated by (in this example it is codeshare between Delta and KLM/Dutch Airlines)
6. Luggage Allowance
7. Other information: Overnight stay required as the connecting flight is the following day
8. Connection time between the first and second flight
9. Airline flight number
10. Cabin Class

4. To select the option you want, just click on the 'Select' button, top right of the itinerary you want to choose. SELECT

The system will then ask you to create a trip or add what you are booking to an existing trip.

5. Add the flight chosen to a new trip or to an existing trip. See figure 1.11

5.1.1 To add to an existing trip, click on the 'Add to an existing trip' button Add to an existing Trip Select the traveller and the existing trip name that you want to add to.

Select the traveller and the existing trip name that you want to add to. Sold

Figure 1.12.1 Trip Selection

5.1.2 To add to a new trip- click on the 'Add to new trip' button and create a name for the trip e.g. NYC Business Meeting

Figure 5.1.2.2 Trip Selection

This is where you select which traveller you are booking for. If the traveller is not yet registered on the system then select the option 'Guest User'. Reference to figure 1.18 for guest user selection

Please note that a travel profile should really be created for all travellers:

• to be available as part of our collective Duty of Care, in case of an incident
• to prevent errors or omissions on individual bookings
• to save travellers' and wrangers' time when making bookings

6. Click on 'Create your trip and add flight'

Create trip and Add Flight

The next page shows the flight information, price breakdown, extras, seats, baggage and costs to upgrade (if applicable on the selected fare) as well as details of the traveller and the booking account.

Figure 1.13 Trip Overview

7. Select any extras, if the option is available or you wish to do so from the selection the airline has provided.

If extras are available, such as on the route with Emirates- Heathrow to Dubai. It will show you what is included in the selected fare and what you can add for an additional cost. See figure 1.13.

Figure 1.13 Trip Overview

If you select extras with an additional cost, the price will change on the right hand side.

The difference can be seen between figure 1.13 and 1.13.2.

9. Check the traveller and account details are correct and click 'Continue' when ready.

Figure 1.13.3 Trip Overview- Passenger details and account to bill.

On the following page your flight itinerary will be displayed with the price breakdown and the options to ‘Hold and Save as Option’ or ‘Pay on Account’.

Please note: if your customised setup incorporates an Approval Process then you may not see the "Pay on Account" option (please review "Hold and Save as Option").

10. To continue to pay, select the 'Pay on Account' option. The system will ask for the required booking references that your organisation has set with Selective Travel Management in order to make a booking.

Figure 1.15 Pay on Account

Please note that these booking references are only used for this example and the ones you will see might differ.

11. Once you have inserted the required booking references, click 'Continue'. This will book your travel arrangements.

Figure 1.16 Confirming your booking

12. The traveller and the travel arranger will receive a copy of the booking confirmation as well as the Selective Travel Online Technical Helpdesk so that they can action the booking correctly.

Refer to figure 1.17 for the booking confirmation documentation.

Travel Itinerary

MR JOHN SMITH

Figure 1.17 Booking Confirmation

Booking for a Guest User

Complete the steps 1-5 above until you get to the Please select a trip and you will have to select 'create a new trip' and give the trip a title and then select the 'Guest User' under the 'Trip for' option.

Figure 1.18 Passenger details - Guest User

Continue by completing the above steps 6-9. Like in step 9 rather than checking the name, you are inserting the guest users name and then select the account to bill. See figure 1.19

Select the account to be billed.

Gender: ✓ Female First Name: Lisa Middle Name: Last Name: Smith Birth Date: 15/08/1990

Please enter names exactly as per passport!

Nationality: United Kingdom Phone: +442890689674 E-mail address: demo.traveller@selective-travel.co.uk

Figure 1.19 Trip Overview – Passenger details and account to bill

Please note the details entered above are for test purposes only.

Once happy with what is displayed, click on the ‘continue’ button to proceed. CONTINUE

On the following page your flight itinerary will be displayed with the price breakdown and the options to ‘Hold and Save as Option’ or ‘Pay on Account’,

Providing Options

Whether you are a traveller or an arranger and you are wanting to send flight options for the traveller to choose or for approval of one of the flights you can do this on the search result page. You can select up to 5 flight options to send to a user of the booking tool (traveller, approver or arranger).

Please note: This facility is only available for options on flights, this is not applicable for hotels.

At the end of each fare display on the search results page, tick the 'Add Option' button, to add the fare to your selection. Add up to 5 flights to be sent and then scroll to the bottom of the page and click on the 'Send Options' button. Please complete the form as referenced below in figure 1.20, you can add a message and flight costs if you wish. See figure 1.20.1

Figure 1.20 Sending options to a recipient

Figure 1.20.1 Sending options to a recipient and adding mail message

Once sent, the message like in figure 1.20.2 should appear:

Figure 1.20.2 Sending options to a recipient – sent.

The recipient will receive an email from online@selective-travel.com containing the selected flight options and a message from the sender (if applicable). Under each flight option it gives the option to 'select this option', see figure 1.21.

Figure 1.21 – Fare Display Selecting options

Sending for approval - 'Hold and Save as Option'

This step will be mainly be used by travellers who cannot approve their own travel or travel arrangements who are booking travel for a traveller but the value has exceeded the arrangements authority.

Please note that the "Hold and Save as Option" does not lock-in the price of the flight, only the selection of flights. The itinerary must be repriced when it is confirmed and the prevailing price at that time will be charged.

For the Traveller or Travel Arranger

Follow steps 1–9 above to booking a flight, rather than selecting ‘Pay on Account’ select ‘Hold and Save as Option’

Figure 1.22- Trip Overview- Hold and Save as Option

Click on continue. The system will then display the trip summary.

Figure 1.23 Send for Approval

Click on ‘Send for Approval’. A dialog box will be displayed which will allow you to send the itinerary to your preferred Travel Approver. You may alternatively click on ‘Send also the trip for approval to an alternative approver.’ This will provide a drop down list of the other approvers in your company.

Figure 1.23- Sending trip to Approver.

Figure 1.24- Sending to an alternative approver.

Click on ‘Send for Approval’ for the second time. A box will appear saying ‘Trip sent for approval’ and the status will change on the trip to ‘Waiting Approval’.

Figure 1.25- Waiting Approval.

For the Travel Approver

As a travel approver you have the right to accept or decline a travel itinerary sent to you. To do this follow the following steps.

You will receive an email with the traveller's trip.

Corporate Organiser Trip for Approval

Figure 1.26- Email in approver's inbox.

The email will show your itinerary as well as who you sent the trip to, to be approved.

This is an auto-generated message. Please do not reply to this e-mail! Best Regards.

Figure 1.27- Approval email to the Approver.

• 1. Click into the email and click on the 'click here' hyperlink to approve or decline the trip sent to them.

This will send you to the Online booking tool. Please Log into the booking tool. Go to the 'Trips for Approval' section on the home page.

Figure 1.28- Home Page- Trips for Approval

2. Click on the trip you want to approve or decline
3. Tick the tick box to select the trip

Figure 1.29- Trips for Approval- tick the trip for approval.

4. Click on ‘Approve Selected’ or ‘Decline Selected’

For approve:

1. Click 'Approve Selected'

This box will appear

Figure 1.30- Approval Confirmed

2. Verify you want to approve by clicking on 'Approve'

The booking will do a check to check that the fares are still available. It will then take you to the payment page.

The fare may have changed in price from the moment of sending for approval to the time it was approved.

Figure 1.31- Booking Check

3. Insert the booking references which are mandatory for your company to book travel with Selective Travel Management.

4. Click Continue once you have completed the necessary fields- This will book the travel.

The traveller or arranger will receive an email with an updated status on the itinerary. See Figure 1.32.

Corporate Organiser Trip status has changed

Figure 1.32- Status Change.

Corporate Organiser <online@selective-travel.com>Trip status has changed

The status of the following trip has been changed. Please check below the current state:

Trip

Date Type Summary Price Status

26 Jun 2019 Flight Belfast - London - Belfast £18756 Approved

This is an auto-generated message. Please do not reply to this e-mail! Best Regards.

Figure 1.34- Approval Email

The travel approver can also go and see what the price difference is between the traveller sending it for approval and the trip being approved.

5. In 'View upcoming trips' you can view the changes.

Figure 1.34 View upcoming trips.

6. Click on the itinerary hyperlink

Refer to highlighted section in figure 1.35

Figure 1.35 Upcoming trip-view

7. Click on 'View results at time of Search'

Figure 1.36- View results at time of search

In Figure 1.37 it will show you the price from when the booking was sent for approval to when you approved it.

Figure 1.37- Price Variation.

For Decline

1. Click on 'Decline Selected'

A Confirmation Dialog will be displayed requesting a reason for declining the trip.

2. Type in a reason for declining the trip and click Decline

If ‘Send confirmation mail with trip details to’ is ticked then the traveller will be notified of a status update.

Figure 1.38 Decline Confirmation and reason for decline

Booking a Hotel

1. On the home page, click on 'Search Hotels'

Figure 1.41 Filter Toggle and map view

2. Click on 'Search Hotels' when criteria is correct

On the search results page you can use the filters on the left hand side to refine your search criteria.

• The number of results per page
• Sort by preference, price star, review and preferred hotel
• Filter by review score
• Show non-refundable/ out of policy results
• Star ratings
• Hotel name
• Map view/ street view

Figure 1.41 Hotel Display

7. Select the traveller in the 'Trip for' and choose the title of the Trip to which this hotel should be added.

8. Click ‘Add to the Selected Trip’

The following page will show the hotel details, price, traveller name and account to which the accommodation should be billed.

9. Check the details are correct and click 'continue'

Figure 1.44 Trip Overview

The next page is the payment page where you can 'Pay by Account' or 'Save as option'. Refer to 'Pay by Account', figure 1.15 or 'Save as option', figure 1.22.

Figure 1.45 Trip Overview- Payment options

Selective Travel Management

Pay by invoice- fill in the required booking references and click ‘Continue’ this will confirm the booking and send an itinerary to the traveller and travel arranger.

Save as option- Click ‘Continue’, send for approval and wait on the approver approving or declining the booking. The traveller will receive an email of any status changes if the approver wishes to disclose.

Please note that the price is not held from the time it is sent for approval, it is only when the approver accepts the travel arrangements that the booking price is fixed, and the booking status is confirmed.

How to Cancel a Booking

To cancel any booking made online, please contact your dedicated team.

Booking a Train

1. Log into the booking tool
2. On the home page, click on 'Search Trains'

Figure 1.50 Search Trains

• 3. Complete the search table to suit your train travel requirements. Ensure that the split ticket option is ticked to search for the cheapest options to travel.

Figure 1.51 Search Split Tickets

4. 4. If you have a rail card (16–25 or Senior etc.) you can input the card type from within the passenger count to ensure your discount fares are shown.

Figure 1.52 Add Rail Card

5. 5. By clicking on “Search Trains” this will bring up your train search results as per the example below.

Trains Results

Q London Kings Cross - York, 08 Nov 2023 at 11:15 York - London Kings Cross, 09 Nov 2023 at 14:30

Figure 1.53 Train Search Results

I he fares highlighted in yellow show the cheapest options for the journey and times chosen. You also have the option to click on earlier or later trains as per below.

Figure 1.54 Tran Options / Available Fares

6. Follow the below three steps:
1. Select "outbound" train times
2. Select return times
3. Verify the train ticket types and costings

Once you have selected the required times, the available fares will be shown on the right hand side of the screen. See Figure 1.54

The fare types will be singles and/or return fares. Please ensure you check the fare that best suits your requirements and check the fare conditions.

If you press on the fare type it will give you the policies and conditions applicable to that fare.

Figure 1.55 Fare Policies and Conditions

For the different types of tickets, please refer to the HUB.

Please always check the rules pertinent to your selected journey. This can be done by clicking on the actual Ticket Type.

• 7. Once you have selected your times and fare the next page will show your itinerary and ask you to name you trip.

I he system will then ask you to create a trip or add what you are booking to an existing trip.

• 8. Add the train chosen to a new trip or to an existing trip. See figure 1.57

Figure 1.57 Add to new or existing booking

8.1 To add to an existing trip, click on the 'Add to an existing trip' button

Select the traveller and the existing trip name that you want to add to.

Figure 1.60 New trip selection

This is where you select which traveller you are booking for. If the traveller is not yet registered on the system then select the option 'Guest User'.

Please note that a travel profile should really be created for all travellers:

• to be available as part of our collective Duty of Care, in case of an incident
• to prevent errors or omissions on individual bookings
• to save travellers' and wranglers' time when making bookings
• 9. Click on 'Create trip and add train'

Create trip and Add Train

Figure 1.61 Create trip and add train

11. 11. Once seat selection is completed choose you ticket delivery option either E ticket or collect your ticket from a fast ticket machine at the station (TOD).

ETicket Fast, contactless and greener travel. Just download, scan and go. The eTickets will be emailed instantly. Greener travel £0.00

Ticket machine Collect from any station with a ticket machineYou will need any valid bank card to activate the ticket machine and then enter your unique collection reference. Tickets will be ready for collection shortly after booking. £0.00

CONTINUE

Figure 1.64 Ticket delivery options

12. 12. The final stage to complete your rail booking you must tick you accept the National Rail Conditions of Travel. For further information as to these Condition of Travel, please click on the hyperlink.

Figure 1.65 National Rail Conditions of Travel

13. 13. The final step to complete your booking is to provide any mandatory fields as agreed between your Organisation and Selective Travel Management. Please see below screenshot for an example, however, please note that your organisational requirements may differ.

Figure 1.66 Payment Options

14. 14. To complete your rail booking click confirm and an email confirmation will be sent to you directly.

Figure 1.67 Confirm booking

Glossary

Flight types:

Standard return- A journey being made from one airport to another and back again. E.g. Gatwick to Athens and back to Gatwick.

Single- A journey being made from one airport to another in one direction .E.g. Dublin to San Francisco

Multi-City- A journey being made to multiple airports or out from one airport and back into another. E.g. outbound Heathrow to Orlando, return Orlando to Belfast or Belfast to Heathrow to Kuala Lumpur to Beijing and directly back to Heathrow and Belfast.

Add to new trip

Adding an item to an existing trip means you have made a trip previously with a trip name already labelled. You are now wanting to add e.g. a hotel to the flight booking.

Adding to an existing trip

Adding an item to an existing trip means you have made a trip previously with a trip name already labelled. You are now wanting to add e.g. a hotel to the flight booking.

Sending for approval- 'Hold and Save as Option'

This step will be mainly be used by travellers who are not permitted to approve their own travel or arrangements who are booking travel for a traveller but the value has exceeded the arrangements authority. This option is simply to send the requested booking to an approver for them to authorise. Nothing is booked or confirmed until the approver authorises it.

Glossary

Providing options

Before a flight is booked, a selection of options may be sent by email from the search results page. This could be by the Arranger to the Traveller to allow choice, or by the booker to an Approver if the cost requires approval. This presents full information to the recipient saving them from re-performing the original search. Please note this cannot be done on hotel bookings.

Out of Policy

OOP-Most organisations have a spend policy applicable to certain types of travel. E.g. London may have a cap of £140.00 per night, bed and breakfast, whereas Belfast may have a £90.00 per night bed and breakfast spend limit. If the search results show prices outside of these policies, the booking tool will inform you.

Selective Travel Management Business Travel. Simplified.