nomads booking system agent training

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Nomads Agent Online Reservation System

1. MAKE A NEW ACCOMMODATION BOOKING

Option 1: BOOK ACCOM navigation

(blue menu at top of page) This button takes you straight to a new accommodation booking page

Option 2: BOOK ACCOMMODATION ICON (Red Camel Box on homepage):

This button allows you to search availability and rates for a given date and/or city

Example: Search all accommodation in Cairns, Nov 17, 1 passenger

TIP!

Download

rate guide

by clicking

the ‘View

Resources’

link on homepage!

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Accommodation Results Page:

• Results show cheapest dorm & private rooms

for each property. • Each property shows star rating. • Price for entire stay is shown, along with nightly

rates. • Status:

o ‘On Request’= Reply received within 24 hours

o ‘Available’ = Instantly confirmed o ‘Unavailable’ = Sold out

Click the button next to each hostel name

for full property details, including:

• Name & address • Property description • Room types & rates • Property features • Child policy or other special notes • Cancellation policy • Images

Click ‘Book Now’ from Accommodation Results page or ‘Book’ from Property Information page

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New Accommodation Booking form:

Complete all fields: • Consultant name

• Agent Reference • Pax surname and first name

• Phone & email (if known) • Arrival details (if known)

• Check in date

Choose supplier and product name, number of

passengers, and number of nights.

Check out date will be automatically updated based on the number of nights entered.

Rates and Specials:

• Stay/pay offers will be displayed in a dropdown menu next to the product.

• Stay/pay offers have a minimum and a maximum stay. For example, a 4th night

free special rate is applied only if a minimum of 4 nights is booked, and only 4 nights will

receive the special rate.

• Additional nights can be booked at the normal rate by clicking ‘Add New Row’.

• In this example, 4 nights are booked at the

special rate, and 1 night at the normal rate.

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Overlapping Rates:

• Some products contain rate changes from season to season. This will be shown in the

product row by a message stating: This booking contains overlapping rate periods This will account for the total price not equalling the price per night x the number of nights. In this example, 10 nights at $28 would total $280, but the price drops on April 1, 2010, resulting in a price of $271.

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Making Special Requests:

Use COMMENTS (top) box to make special

requests/notes. These will be visible to your customer.

INTERNAL COMMENTS field will not be shown to

the hostel or to your customer.

SUPPLIER ONLY COMMENTS will be shown to

the hostel, but not to your customer.

Confirming a booking:

Click the payment authorisation box at the bottom of the page, which will display the agent

nett cost and the total retail booking cost.

Then, click ‘Send to Hostel’. Agent is liable for any applicable cancellation penalties and

all terms & conditions once the booking is sent.

TIP! Making multiple

bookings for the same

guest? Choose ‘New

Accommodation Booking

for this customer’ in the

‘Show this page next:’ list

at the bottom of the

screen!

Pax requests female dorm

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Confirmations & vouchers:

Agent will receive confirmation with the following details: Nomads Booking Number: 109648

Customer name: Garza, Carissa

Agent Reference: 1234

Pax: 1

Supplier: TEST HOSTEL

Product: [1 x person] TEST DORM

Supplier Phone: 9280 4110

Supplier Address: 123 Main Street

Total Retail Cost: $20.00

Total Nett Cost: $16.00

Check In: 25 Mar 2010

Check Out: 26 Mar 2010

Additional

Information/Extras:

Includes breakfast

Cancellation Policy: Within 48 hours, 1 night

Arrival Details: How to get to the hostel

This email confirmation includes a pdf voucher attachment. Please give your customer the attached

voucher or your own voucher with all relevant booking details. This will be required on checkin.

Find a booking:

• Click ‘Find Booking’ in top menu bar

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Cancelling an accommodation booking:

• Click ‘canx’ button in the product row

• If cancellation falls within penalty period, a penalty will be applied

• The user must accept the cancellation in the

bottom row, prior to clicking ‘Save booking & Send Request’

Changing an accommodation booking: Note: This procedure is to change dates,

pax numbers, or room types ONLY. To change property, please cancel old

booking and create a new booking.

• In an existing booking, simply change the dates and/or room type and/or passengers.

• In ‘Supplier Only Comments’, include the

previous booking details, e.g.: o ‘Booking previously for 2 pax, now

only 1’ o ‘Previous arrival date 1/12, now 2/12’

• Click ‘Send to Hostel’

Booking was 4 nights, amending to 3 nights

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2. MAKE A NEW PACKAGE BOOKING

Option 1: BOOK PACKAGE navigation (blue menu at top of page)

or

Option 2: BOOK PACKAGE ICON (Red Camel Box on homepage):

Search packages:

• Choose agent booking location • Choose package location – this will filter the

available packages in the next dropdown menu • Choose package name • Choose Travel Date & Number of pax • A ‘snapshot’ lists inclusions for your selected

package

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STEP 1: Select date for tour/package

components (excluding accommodation) • Some package components do not need to be

confirmed ahead of time, such as transfers, meals, and open dated entry tickets. � These can be left ‘Open’

• Some tour components can have the date

confirmed now or left ‘Open’, such as full day tours to the Blue Mountains, dive trips, etc.

� If the date is green, it is available to confirm

immediately. Selecting a date will book a seat.

� Selecting the ‘Open’ button does not book a seat. The customer must book this tour anytime prior to, or on, arrival. Availability is not guaranteed.

• Choose your accommodation type in the last step and click the ‘Next’ button

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STEP 2: Book your accommodation

• If the date is green it is available to confirm

immediately • If a date is selected in this step, the supplier

will be advised of the booking

Alternatively….

• Leaving the Open button ticked means the

customer must book the accommodation at a later time. � Note: Open dated bookings do not

guarantee availability and should be booked at least 7 days in advance.

Closeouts apply in some locations – be sure to advise customer!

Click ‘Next’ to proceed.

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STEP 3: Complete passenger details

Complete all mandatory fields

• Pax Surname • Pax First Name

• Phone & email & country (optional unless booking a Working Holiday packages)

This page also reviews the price and number

of passengers.

Then, click ‘Next’.

STEP 4: Confirm the booking

• In Package Details section, enter Agent Reference & consultant name

• Each component shows as ‘Open Dated’ or the date that will be confirmed

• Confirm the nett and retail cost of the

package in order to confirm the booking.

Check this payment authorisation box and click ‘Send Booking’ to complete the booking.

Penalties may apply to cancel a booking

once this is done.

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Confirmations & vouchers:

Agent will receive confirmation email with the following details:

Nomads Booking Number: 110878

Agent ref: 1234

Customer name: booking Test

Pax: 1

Package: Test Package One

Total Retail Cost: $400.00

Total Nett Cost: $320.00

Additional Information:

This email confirmation includes a pdf voucher attachment. Please give your customer the attached voucher or your own voucher with all relevant booking details. This will be required on checkin and

includes important transfer and tour information and all change and cancellation conditions.

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Cancelling a package booking:

• Click ‘cancelled booking’ button in the top row

• If cancellation falls within penalty period, a

penalty will be applied � Note: Most packages are fully

refundable with more than 7 days notice. 7 to 4 days: 50% penalty. 3

days or fewer and all Working Holiday packages: no refunds. OTHER EXCEPTIONS MAY APPLY.

User must accept the cancellation in the

bottom row, then click ‘Send Booking’.

Amending a package booking:

• Please contact Nomads in Sydney on

[email protected]