TABLE OF CONTENTS


Introduction

In this article, we will explain how the arranger/coordinator will use our system in order to create reservations. Also, we will see where he can find reservations that he created, details about those reservations, etc.


How to use it


When the arranger logs in to our platform he will see this form. By default that will be Arrange New Travel tab:


Image 1. Arrange New Travel


The tabs that the arranger will have are Arrange New Travel and View Arranged Travel. 


Image 2. Navigation bar


INFO: Depanding on the setup there could be more tabs in the navigation bar such as My Profile (click for more information) and Recieved Bookings.


Arrange New Travel


Depending on that if you belong to one or more travel groups the display will be different.


In case you are an arranger only in one travel group by default, you will have a list of employees for which you are set as an arranger:


Image 3. Travel Arranger in one Travel Group


If you are an arranger in more than one Travel Group, in order to access the employee's list, from the list of travel groups you need to select the travel group:


Image 4. Travel Arranger in more than one Travel Group


When you select Travel Group you will be able to see the list of employees. Depending on the setup, you will able to either see all employees in the travel group or only employees for which you are set as an arranger.


In the first example below you will see that for the travel group WebsiteForTest, you will see only employees for which you are set as an arranger:


Image 5. Arrange Travel only for specific employees


Now, for the same travel group, we will change the setup, so you will be able to see all employees from that travel group:


Image 6. Arrange Travel for all employees in the travel group


If you have a lot of employees in the travel group you can search them by First or Last name, or by email address:


Image 7. Search employees by


If you want to select the employee or employees for which you want to create a reservation you need to click on add button and that employee will be added to the list of Selected Travelers:


Image 8. Selecting Travelers


You can select up to 9 travelers for one reservation. Also, as you can see in the image above, you have a button to remove the employees from the list of selected travelers.


When you finished selecting employees you need to click on the Arrange Travel button in order to perform a search and create a reservation:


Image 9. Arrange Travel


Now you will have the search form from where you can start creating reservations. 


Image 10. Search Form


NOTE: On these links you can find more about Regular Air Search, Regular Hotel Search, and Regular Car Search.


Depending on how many travelers you have added to the list of Selected Travelers that will be the max of passengers for which you can create a reservation. For example, if you add three employees in the search form you will see that the max number of passengers is 3:


Image 11. Search Form for 3 employees


After you successfully created a reservation, you will receive an email notification. 


When an employee does not have an approval flow the title of the email will be:


Reservation Confirmed  for: MRS RULES  TRAVELLER 13-09-2023


When an employee has an approval flow, the title of the email will be:


Approval needed for reservation: MR MILAN  MILOSAVLJEVIC 14-09-2023


One more option that depends on the setup is creating reservations for guest travelers. If this option is enabled, in the Arrange New Travel you will have the option to select a number of guests:


Image 12. Arrange reservations for guest


When you select for how many guests you want to create a reservation, you need to click on the Arrange Travel button. You can select up to 9 guests. After you click on the Arrange Travel button you will have the same search form as you have when you are selected employee.


The only difference between booking for employees and booking for guests is, that in the shopping cart, you will need to input information about the guests, and for employees, that information is prepopulated.


More about View Arranged travel you can find in the article My bookings.