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Instructions for Travel Arrangers

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Travel assistants, or so called Travel Arrangers (e.g. secretaries, travel agents), benefit from additional

possibilities.

The Travel Arranger can:

• Make bookings for all employees of his or her company.

• Use the profiles of already registered colleagues when making bookings.

• Create traveller profiles in the company application itself.

• Make use of all the invoicing addresses stored in the company application

• Use the stored (encrypted) credit card details of the traveller when making a booking.

• Generate a cost acceptance form (only with the permission of their Travel Management)

If you mainly book for others, please contact either your Travel Management or us on business@hotel.de in

order to be registered as a Travel Arranger.

Travel Arranger

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Log in as a Travel Arranger

The Travel Arranger function is only available to you

once you have logged in.

The status will be automatically recognised on your

first log in after registration.

This will be visible by the addition "Travel Arranger"

behind your login data.

If “Travel Arranger” is not displayed behind your

customer number, you are not registered. In this

case, please contact your Travel Management or business@hotel.de.

Log in

Am I a Travel Arranger?

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Selecting the traveller

If you wish to make a booking for a colleague,

proceed as usual.

In the booking step "Your Choice", after you have

decided on a hotel and rate, you can either enter

the e-mail address directly or look for the traveller

via "Select employee".

Enter the traveller's name in the text field and start

the search function.

If you are booking for several people you will have

the opportunity to do this at a later stage. Select

your "customer" / principal traveller here.

For whom do you wish to book?

Select/look for an employee

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The Travel Arranger booking mode is always pre-

selected. Please only change this setting if you wish

to book for yourself, otherwise the Travel Arranger

function is not activated.

As a Travel Arranger you may select the language for the traveller's booking confirmation.

If the e-mail address entered is not recognised it

means no participant profile exists.

In such cases, please use the one-off registration

in order to be able to use the profile again. This

ensures that the correct data for the traveller will

be transmitted to the hotel.

Selection of the booking mode and traveller

Select booking mode

Create new participant profile

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Travellers without an e-mail address

Proceed as follows with bookings for travellers who do

not have an e-mail address or for whom you do not

wish to create a profile:

Please choose booking „as Travel Arranger“ and select

your profile in booking step 1.

Overwrite your details with those of the traveller.

At the end of the booking process, the confirmation

of reservation will be sent to the e-mail address

stored here. Thus you, as the Travel Arranger,

always receive the confirmation.

Book for external employees or guests

Traveller's data

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Traveller details

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Depending on the number of persons selected you

may send details of additional travellers to the hotel.

Each person shown with their e-mail address will

also receive a confirmation of the reservation.

Travel Arrangers also have the possibility to use their

own stored credit card to guarantee bookings (e.g.

the Company credit card).

Generally the traveller's credit card will be shown if it

is stored in their profile. Other stored credit cards can

also be shown and selected.

Booking details

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Booking confirmation

As a Travel Arranger you will always receive a copy of

the booking confirmation by e-mail.

Cost Acceptance Function for Travel Arrangers.

On completion of the booking you will have the

opportunity to create and send the form. You can send

a fax to the hotel with a simple click. This function has

to be agreed by your Travel Management.

Please note:

It is up to the hotels whether they will honour the cost

acceptance or not.

You can bring up the cost acceptance at any time to

view or re-send. This can be done through your

booking overview.

On completion of the booking

Subsequent sending of the cost acceptance form

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Passive PNRs for travel agencies

The passive PNR (Passenger Name Record) is

shown for travel agencies. It serves to connect a

reservation in a GDS (e.g. Amadeus) with such

things as flight reservations.

The PNR assists the travel agent to find the

booking in their own system or to cancel, rebook or

make analyses.

These PNRs are available to you.

Passenger Name Record

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Reservation overview

In your booking overview you have the choice

between your personal and your Travel Arranger

bookings.

In the Travel Arranger overview you can search for

travellers, date or reservation number.

In order to call up all bookings, delete the date from

the two selection fields.

For each booking you will also find time saving

functions such as "Rebook".

Overview of Travel Arrangers' bookings

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Travel Arranger group

Everyone within a Travel Arranger group can

access the bookings made by all members of that

group. This function allows you to represent a

colleague in their absence.

All members of the Travel Arranger group decide if

they wish to have such an arrangement.

A Travel Arranger group is set up through your

Travel Management and in agreement with

HOTEL INFO.

Representative function

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All bookings that were made by a member of your

Travel Arranger group or by yourself appear here.

You can make use of the filter option as usual.

In the booking overview you will find details about

which colleague made the reservation.

Travel Arranger group

Booking overview of a Travel Arranger group

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Contact

HOTEL DE Corporate Sales

Hugo-Junkers-Strasse 15-1790411 Nuremberg

Phone +49 (0) 9 11-59 832-1068Fax +49 (0) 9 11-59 698-805E-Mail business@hotel.de

www.hotel.de www.hotel.info