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Overview
Softrip Operations system plays a pivotal role in managing seamless communication between your organization and the vendors you work with through our messaging system.
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Below is a high-level workflow between the messages and confirm reservations screen.
Messages - Communicating Guest names to Suppliers
There are three ways in which messages are triggered to be reported to the vendors suppliers:
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Each Communication type has a unique way of setting up to communicate with your Vendors.
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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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Note: These are Products without any Tour ID affiliation. This communication is for FIT Packages, and FIT List Products. |
How to Process FIT Messages Video
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Tour Messages
For Tour Products (set departures) and Custom Groups, the communication timing is added under a "Product Events." 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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Note: Allocating the communication timing to either services, products or groups is a necessary step in order to run messages (communication to your vendors) under the Operation Messages screen. |
How to Process Tour Messages
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Process Single Reservation Messages
Process Single Res Message is specific to a reservation. The process will pull communications for all the services that are in the reservation. You can utilize this process when you wish to send email communication per reservation.
How to Process Single Reservation Message
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How do I edit the message from Softrip?
Editing the body of the email within Softrip is limited as the content of the communication comes from the Reservations itself. However, there are functions built into the messaging system that would allow you to take set of specific actions.
How can I add a comment on the Communication for a specific Reservation?
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How can I remove a reservation from my communication?
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How can I update the Subject Line of the Communication and see where the information is going to?
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How can I view Memos for Reservations while in Ops Messaging?
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The Service I reported to Vendor, was changed or cancelled? How can I report the changes to the Supplier?
Softrip has a way to keep track of the services that are reported. For example: If the service was reported as Twin Room, and was later change to a Triple Room, Softrip messaging will capture this change to be reported to the Supplier as a change.
Softrip messaging will be able to report changes such as accommodation changes, date changes, cancellations.
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Confirmation Process
Once the rooming lists are sent from Softrip and services are posted and marked as Reported. When the confirmation email is received from the Supplier, the user would need to go to Operations → Communications → Confirm Reservations. This process allows the users to confirm the services and also save the confirmation email into the system. The Confirmations will be saved under the Supplier ID, Reservations, Tour Code (if it is a Tour Product).
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Apply the filters you desire to narrow down your results.
Select the services you wish to confirm.
Click on Confirm Button which will open a Drag and Drop modal for the user to save their emails into.
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Where can I see the email communication that was sent and the confirmation message we saved?
The communication and confirmations can be viewed in two locations:
Reservations History
While in the reservations system, History and Supplier Reports. In this section of the reservation system gives the access to Internal staff the ability to review the message that was sent out to the Suppliers and the Confirmation that was received.
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Operations History
Operations → Ops Management → History screen enables the users to retrieve communications that was sent through Softrip.
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Note: While reviewing the message, you have an opportunity to Reply or Resend the communication to your Supplier. |
I sent my rooming list, but I have not received a response from Vendor. How do I track and follow up on services that are reported?
When on the confirm reservations screen, searching based on Supplier Reported “Reported” will return all the services that are communicated out of Softrip Messages.
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Supplier reported date is updated.
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What if the Supplier declines the service to be confirmed?
In case the Supplier declines a service to be confirmed, Softrip has a process where you can mark the service as declined.
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