Overview
There are two screens that users will access to report and confirm services: Operations Messages and Operations Confirm Reservations. The Operations messaging screen is designed to allow users to report manifests to their suppliers. Reporting to suppliers is a manual process and should be handled on a daily basis to ensure all suppliers have the appropriate passenger manifest. It is also a vital process to ensure the space on all components, such as tours, transfers and rooms are confirmed.
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Below is a high level workflow between the messages and confirm reservations screen.
Communication Timing Overview
There are two ways in which messages are triggered to be reported to the vendors suppliers:
FIT Messages
For FIT bookings, the communication timing is set under the supplier service in Product. In supplier services, the "comm timing" or communication timing can be set to either report passenger names, travel dates and room types under the following parameters:
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For more information on the communication timing, review the services article. |
Tour Messages
For Products (set departures) and groups, the communication timing is added under a "product event." Product events are designed to provide users with the ability to set the communication timing based on the contract for that particular product or group. Multiple product events can be created for different service types. Similar to the communication timing available in the supplier services, users can select from the following options to set the communication timing:
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FIT Messages
Process FIT messages for any FIT bookings. These bookings are created from the "vacation builder" option in reservations.
The communication on FIT bookings is set under the supplier's service.
Tour Messages
Process Tour messages are used to process messages for custom groups or for products
The communication timing for these messages are set under the product events.
Single Res Messages
Users can process a message for an individual booking.
Processing a message under the "single res message" option will ignore the communication timing and/or product event rules set and will process a message for all supplier services that exist on the booking.
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Note: The contact information is pulled directly from the Supplier information in Product. View the suppliers manual for more details. |
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Service description
Passenger names
Arrival and departure dates
Number of nights
Promotions (if applicable)
Special requests (if applicable)
Reservation number
Allotment status
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Supplier Contact Information
Users can review the supplier contact information by expanding the header at the top of the screen. This information is pulled directly from the contact information that is added to the supplier under Product Suppliers.
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Users can also take advantage of jumping to either the booking, the inventory or the supplier information by selecting the blue hyperlinks on the reservations view.
Processing Messages
When users are ready to send the manifest to the supplier, select "send email" at the bottom of the screen. This will send the manifest directly to the email that is associated to the point of contact of the supplier.
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Note: To verify the contact information, expand the arrow at the top of the screen. For more information, review the supplier contact information above. |
After selecting send email, users will immediately be prompted with the option to "post the message." Posting a message will mark the message as "reported" to the supplier. In most cases, an Operator should select “Post Now” to ensure that each service messaged to the supplier is marked as "reported" in the Softrip application system.
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