USER GUIDE Cruises Section

Transcription

1 USER GUIDE Cruises Section

2 CONTENTS 1. WELCOME.... CRUISE RESERVATION SYSTEM Quotes and availability searches Search Page Search Results Page and Cruise Selection Modifying a Search Using Search Filters Passenger Selection Unavailable Cruise Results and/or Reservation Rate Code Selection Category Selection Adding a Flight with Transat Holidays (if applicable) Cabin Selection Pricing Details Cabin reservation (creating the booking) Passenger and Reservation Information Adding or selecting Customer Profiles Reviewing the booking and submitting payment Confirming the booking Existing Cruise Booking Retrieving an Existing Booking and/or Reports Consulting the File Adding a Payment to a Booking Agent Direct support centre... 8

3 1. WELCOME Welcome to Agent Direct Cruise section, the indispensable tool that makes your work easy, quick and efficient. This document will guide you to navigate and allow you to learn techniques for using this section of the site and familiarize yourself with all its features. At any time, you can consult a version of this guide at under User Guide. The Cruise section of the Agent Direct site has been redesigned just for you, to make your job easier. Besides being extremely user-friendly, it saves you time by enabling you to access real-time rates and availabilities, information on cruise lines such as ship specifications and deck plans, and most of all, allowing you to book your cruises, flights and transfers with Transat Holidays. Moreover, you can log in to Agent Direct from the office, your home, an Internet café, etc. All you need is a computer, an Internet connection and your password. In any section of the site, if ever any information is missing or has been improperly entered, you will see a message displayed prompting you to add or modify information before you can move on to the next step. Of course, if you ever need help from a member of our technical support staff, you can always call the site Support Centre at Happy navigation!

4 . CRUISE RESERVATION SYSTEM Once logged in to the site, you can simply click Book a cruise or, in the main menu Book, select Cruises option: There are 9 steps required to book a cruise..1 QUOTES AND AVAILABILITY SEARCHES 4

5 .1.1 Search Page Below is the information required to perform a cruise search: All fields are optional; the more information you enter, the more precise the search results. 1. Select the desired Cruise Line using the drop-down list or search all cruise lines. Select the desired Ship of the cruise line. Using the drop-down menus or by clicking the calendars, choose the desired Embarkation date and return date of the cruise. You can specify a wider date range to display more results. 4. Specify the desired Destination 5. Search by specific Length and duration of the cruise 6. You can specify the Port of embarkation, unless you want to conduct a search for cruises departing from a specific port, this is not mandatory. 7. Click the Search for a Cruise button to start searching Your query has now been launched! The system displays the real-time results found according to the search criteria entered. 5

6 .1. Search Results Page and Cruise Selection Step of the booking process. If one or more cruises match exactly your search criteria, it/they are displayed in the list: Displays information about the cruise line. 1. Displays information about the ship.. Displays the detailed cruise itinerary as well as information on the cabin categories, ship and cruise line. 4. Displays the prices for information purposes (From prices) View other sailing dates. 6. Select the desired cruise and proceed with an availability request directly with the cruise line. 7. Modify the search (see Section.1.). 8. Sort the search results (see Section.1.4). 9. Quickly view the least expensive date among multiple available sailing dates. The system connects to the cruise line database, allowing you to proceed with an availability request and/or booking. Passenger selection options will be displayed at the next screen (Section.1.5). 6

7 .1. Modifying a Search On the results page, if you click Modify Search, you can change one or more search items: sailing date, destination, duration, cruise line or ship name: If you want a more advanced search, you can also go to a new search screen by clicking More Search Options..1.4 Using Search Filters The results page also includes an option to sort the results of your cruise availability search. Choose the desired option from the Sort Order drop-down menu to sort by: destination, cruise line, cruise duration, ship name or cabin category. Then click Go : By default, the system will display the From-price fares per person for the full cruise duration, excluding taxes. You can also choose to view the fares per person per day by clicking Price Per Day. To switch back to the fares for the full cruise duration, click Full Price. 7

8 .1.5 Passenger Selection Step of the booking process. After making your availability verification request, you arrive at a screen allowing you to specify the number of passengers and their provinces or states of residence in the cabin: Booking steps Make sure that the client information is rightfully entered because it can influence the promotion rates associated to the types of passengers. 4 E.g.: Seniors/Canadian residents Specify the desired occupancy (number of passengers per cabin).. Specify, if applicable, the number of passengers who are seniors as well as the number of children and infants (eligible ages vary depending on the cruise line).. Specify whether the passengers are Canadian or U.S. residents and select the province/state of residence for each passenger from the drop-down list. 4. This checkbox is used only if the passenger is a Past passenger member and you have their Past Passenger Number. Complete the information exactly as it was provided to the cruise line: 5. Use this option to request flight availability and fares with Transat Holidays or the cruise line: Note that the ages of all passengers are mandatory when you verify flight availability. To book a seat for an infant or infants aged under two, enter the number of seats required under INFANTS IN SEAT, only if the customer wants to purchase a seat for the infant. 6. Check other available sailing dates for the selected ship. 7. Continue with the availability and/or booking request; a message is displayed stating that the system is checking availability for the specified cruise: 8. These tabs let you display the booking summary, detailed itinerary, information on the ship, category descriptions or deck plans. 8

9 .1.6 Unavailable Cruise Results and/or Reservation If you arrive at this screen, it means a direct booking with the cruise line is impossible. For example, there are seven days or less until the sailing date, the desired cruise line is with Star Clippers or Uniworld, or simply that there is some technical issue. You will be given two choices: Call the Transat Holidays Cruises department at the number displayed. Complete and submit the online form. You will receive the fares and information by . Here is an example: If you also want information on available flights, provide full details in the Comments section. 9

10 .1.7 Rate Code Selection Step 4 of the process. After you enter the booking details, the next screen allows you to select any rate codes that are applicable to the passengers. IMPORTANT! It is the travel agent s responsibility to check whether customers are eligible for the selected rate code(s). This is all the more important because no eligibility validation will be performed afterward Select one or more rate codes.. Select all available rate codes.. Consult the details of the rate code (certain cruise lines). 4. View other available sailing dates for the selected ship Navigate back to the previous screen, where you can modify information on the passengers and the booking (e.g., occupancy, flight). 6. Continue searching for availabilities, rates and/or to book. *If the air is not available with Transat Holidays, you will see this information appeared on the top of the page: ** If the air is not available with the cruise line, you will see that information appeared on the top of the page: 10

11 .1.8 Category Selection Step 5 of the booking process. After selecting the rate code(s) for which your customers are eligible, you arrive at a screen that displays all available categories. Rates and categories are always displayed in ascending order, from least expensive to most expensive: At any time during the quote and/or booking, you can go back by clicking here and modify the criteria (e.g., occupancy, flight, rate code, category and cabin). TAKE NOTE THAT YOU WILL NOT BE ABLE TO GO BACKWARDS BY PRESSING THE NAVIGATIONTOOLS BAR ARROW! This is a secured website 1 1. Displays, at any time, the summary of the cruise, detailed itinerary, ship information, description of categories and deck plans. 4. Modify the cruise sailing date. You will be brought to the passenger/booking information screen and the information already entered will be saved.. Select a flight with Transat Holidays before or after you choose the desired category (see Section.1.9). *Displayed only if a flight with Transat Holidays is available Filter categories by types (inside, outside, with balcony, suite) Displays a general description and photo of the selected category. 6. Select the desired category. Click in the radio button, then click Continue. 7. Consult the details of the rate code (certain cruise lines). 11

12 .1.9 Adding a Flight with Transat Holidays (if applicable) When a flight with Transat Holidays is available, you must select the flight to be able to proceed to the next step. Click Flights in the category selection screen; you will be able to select the desired flight (schedule and class). Once you have made your selection, click Continue in the upper or lower right corner of the screen: CAREFUL! It is the travel agent s responsibility to check whether the flight itinerary (times) is booked in accordance with the cruise itinerary. Select option by adding on the designated point Flight schedule and class: J = Club Transat Y / T = Economy 1

13 .1.10 Cabin Selection Step 6 of the process. After making the category selection, you arrive at the screen that displays all available cabins for the cruise sailing: Go back and modify the search criteria (e.g., occupancy, flight, rate code, category and cabin). 5. Details of the cabin (photo and description, with certain cruise lines) as well as view the deck plans and other available cabins (including a legend).. Displays upgrade options in the same category type, if available. 4. Displays upgrade options to superior categories, if available. 5. Select the cabin for booking. Once the cabin is selected, you have 15 minutes to finish booking the cruise. 1

14 .1.11 Pricing Details You have reached the screen displaying the detailed quote and/or booking fares. Here is what you need to know: 1 4 CAREFUL! The total displayed here does not include transfers. 1. Modify the search criteria, if needed (e.g., occupancy, flight, rate code, category and/or cabin).. Detailed cruise fare per passenger, total per person and grand total for the cruise. *If the flight is with the cruise line, the fare will be displayed here.. View the detailed pricing for flights with Transat Holidays, total per person and grand total of airfare. 4. Total price of cruise and flights, if applicable, for all passengers. Transfers are not included! 14

15 . CABIN RESERVATION (CREATING THE BOOKING) Step 7 of the booking process. Once you have selected the cabin and reviewed the fares, you must now complete this screen, divided into a maximum of 5 parts depending on the booking components: Pricing Summary Preferences Passenger Information Select your Transat Holidays Transfers (if available) Select your Cruiseline Options..1 Passenger and Reservation Information Following is the key information in the Pricing Summary and Preferences sections: 1. Displays, at any time, the summary of the cruise, detailed itinerary, ship information, description of categories and deck plans. 1. Displays the time remaining to complete the booking.. Indicates the payment terms (date of option and amount of deposit). 4. Enter the name or telephone number of one of your passengers or the address of your agency; the system then searches for all passengers in the database under the same name, telephone number or address and displays the result on the next screen (see Section..) Select, using the drop-down menu, the dining service preference (dinner). 6. Select, using the drop-down menu, the bed preference for the cabin. 7. With certain cruise lines, allows you to prepay all gratuities for your customers. 6 4 CAREFUL! This will be confirmed only at the time of boarding. 15

16 Following is the key information in the Passenger Information, Select your Transat Holidays Transfers and Select your Cruiseline Options sections: Mandatory fields are identified by a red asterisk (*) Enter all information relative to the passengers. Complete all mandatory fields and select, using the drop-down menus, the options applicable to the passengers.. Select transfers, one-way or return, with Transat Holidays (price per passenger).. Select a variety of further options depending on the cruise line (if payable, price is displayed per person), such as special occasions (e.g., honeymoon, wedding anniversary). 4. Click to continue the booking. 4 16

17 .. Adding or selecting Customer Profiles Step 8 of the process. Once you have entered all the booking information, the system verifies whether all the information previously entered corresponds to customers who already have profiles in the system, and displays the results. Once the search results are displayed, you have two options: If the system displays a list of names, select the customer name that matches the profile you are looking for. Click the name to proceed with the booking. If the system does not display any names or displays names that do not match the profile you want, add a new customer by clicking Add New Customer ; once the information is entered, you will be able to proceed with the booking Select the name of the profile of an existing customer and proceed with the booking.. Create a new customer profile and proceed with the booking. Following are the screens you must complete to create a new customer profile: 4 5. Enter a billing address for this customer (optional step). 4. Enter customer credit card information (optional step). 5. Submit the customer information to the system. A confirmation screen is displayed allowing you to proceed with the booking. 17

18 .. Reviewing the booking and submitting payment Step 9 of the process, the final step. Once you have completed the passenger information page, the system displays a screen allowing you to review the details of the booking and the payment terms. You can also submit payment using this screen Displays the booking summary and detailed itinerary of the cruise.. Review all fares (e.g., cruise, Transat Holidays flights and transfers) in the booking. To view the detailed pricing of Transat Holidays flights and transfers, if applicable, click where indicated.. The counter indicates the remaining time to complete the reservation. 4. Review passenger information previously entered. 4 Continued on next page 18

19 IMPORTANT! Your payment is processed through our systems and then forwarded to Mandatory fields are identified by a red asterisk (*). 5. The payment terms: date and amount of deposit as well as the final payment date. If only one date is displayed, it means full payment is due on the specified date. 6. Choose the payment to apply to the booking. Using the drop-down menu, select the desired amount. To obtain an option, choose No Payment (0.00 CAD). the cruise lines during our opening hours, Monday to Friday 8:0 a.m. to 5:0 p.m., and 5 6 Saturday 9 a.m. to 5 p.m. (Eastern Time). For OPTION files only, press on the drop down menu and select NO PAYMENT (0.00$) 7. Pay by specifies the type of payment, either cheque or credit card can be selected. Different entry fields are displayed depending on the method of payment Before confirming the booking, you must read Transat Holidays Terms of Use. To continue the booking, check the box next to I have read and agree to the terms above This button Purchase is to confirm the booking. Note that if you have selected an option only, the system will display Hold here. 10. This section indicates general information and cancellation conditions as per the cruise line. Your booking is subject to cancellation if payment is not transmitted to our offices as per the opening hours stated at the top of the page! After a payment is entered, you will receive a Transat Holidays invoice. 19

20 ..4 Confirming the booking Here is an example of a booking confirmation, including details of what has been booked (or selected as an option). confirmation will be sent to the address of the agency previously entered in the customer profile. 1. Detail of fares and payment terms 1. Cruise line terms and conditions Continued on next page 0

21 . Itinerary and flight prices if applicable 4. Transat Holidays transfers if applicable 4 5. Summary of the cruise reservation 6. Detailed itinerary of the cruise 5 6 1

22 7. Information on passengers and reservation 7 Don t forget to make a note of your confirmation number(s). The alternate booking number with Transat is indicated below under ALTERNATE BOOKING NUMBER. Here is a sample of the confirmation you will receive by

23 IMPORTANT: Make sure you have the ALTERNATE BOOKING NUMBER when calling in! This is your reservation number with TRANSAT!

24 . EXISTING CRUISE BOOKING From the home page of the Agent Direct site, you can retrieve your existing cruise reservations (which was originally created online), either by clicking Booking Information directly or, under the menu CRUISES..1 Retrieving an Existing Booking and/or Reports After you select Online Cruise Bookings, the system gives you options: 1. Generates a report of bookings for a given month. From the drop-down menu, select the desired month and year, and then click Submit.. Quarterly Report generates a report of bookings for a given quarter. From the drop-down menu, select the desired quarter and year, and then click Submit.. Generates a report of bookings for a given year. From the dropdown menu, select the desired year, then click Submit IMPORTANT: Always make your payments using the cruise line s booking number, not the Transat Holidays file! 4. Used to generate a report of bookings for a specific date range. Using the drop-down menu, select the desired month(s), day(s) and year(s), then click Submit. 5. To retrieve the specific bookings use the cruise line booking confirmation number. 4

25 .. Consulting the File As explained previously, you can retrieve your booking(s) in different ways, either by the cruise confirmation number or by taking out a report of the booking(s) that you have created. Here is an example of the Agent Invoices Report page: 1 1. Directs you to go Back to Report Selection Page.. Permits you to visualise the details of your reservation (price, itinerary, category, cabin etc).. Permits you to consult ALL the details of the reservation, print the information or make a payment to the booking. This section is only available through Online Cruise Booking using the cruise line booking number. Continue to the next page 5

26 4. Option due date gives you a time frame to apply the total deposit amount, as well as the final payment due date Permits you to Print the Invoice and/or send an of the Invoice. The Grand Total of the booking, the Amount Paid and the Balanced Due on the file. * To apply a payment to the file, select «Make Payment»! (see section..4) 5 The payment(s) will be applied to the file during our opening hours: Monday - Friday from 8:0am - 5:0pm, and Saturday s 9:00am - 5:00pm Eastern Standard Time. Note: it is not possible to overpay this file. 6

27 .. Adding a Payment to a Booking After selecting «Make Payment», you are able to apply the form of payment to the booking: 1. Deposit total required for the cruise portion.. Deposit total required for the Transat Holidays air portion of the booking. No deposit for the Transat Holidays transfers needed! * Ensure the total deposits for both cruise and Transat Holidays air (if applicable) are applied. 1. Permits you to apply the payment to the booking. 7

28 . AGENT DIRECT SUPPORT CENTRE An Agent Direct dedicated team member is standing by to assist you Monday to Friday from 8:0 a.m. to 5:0 p.m. and Saturdays from 9 a.m. to 5 p.m. (Eastern Time). You can contact them by calling