Operations History
Overview
occurred under a supplier, a specific reservation, a specific tour code, or a custom group. Once a search is conducted, users have the ability to search and review past communications, view confirmations, and view reservation revisions. Users also have the ability to send communications from this screen.
This one stop screen provides users with a great opportunity to keep tabs on a particular reservation or tour. Because of this, using this screen helps users within a company tackle their work efficiently and effectively.
The below scenario provides users with a real life scenario of how this screen can help their daily workflow.
Scenario #1
Mr. Softrip is a supervisor and while he is working within the operations screen, one of his employees contacts him to advise that he has received a complaint from one of their passengers that there have been a lot of issues on a particular reservation. Upon further conversations, he discovers that there has been a lot of modifications done to the record, and it doesn't look like the hotel has been confirming these changes.
By logging into the history screen, Mr. Softrip will be able to quickly analyze the revisions and correspondences from one screen and assess how he can move forward.
Accessing the Data
When accessing the history information, users have the opportunity to search by supplier ID, reservation number, tour code, custom group, or project ID. To successfully access this data, users can either perform a quick search in the search fields, expand the search box, or manually enter the details.
SupplierID
When search by supplier ID, users will also be required to enter a date range. When searching by a supplier ID, all history information against all reservations that contain that supplier will be returned.
Searching the history of a supplier may help users in the event they need to track all modifications done during a certain period of time due to hotel renovations. Users may also see there is a trend with a particular supplier not responding to correspondences. Users can track the history of this data prior to working with the supplier to better the communication.
ResNumber
If users are searching by a reservation number, they will not be required to enter any additional details when conducting their search.
Users are also able to view the history of a reservation in the reservation screen, however, as an operator it is important to have the capability of viewing history at a glance in one location under the subsystem that is being worked in daily. For example, an operator at a company may be working on getting hotels confirmed on a specific reservation. This user may want to view the full history of this reservation. Instead of accessing a new subsystem, users can stay wtihin the operations subsystem and access history to view these details.
Tour Code
Users can search the history under a specific tour code. In order to ensure the correct data is returned, users should enter the full tour code in the search value and should narrow the time frame by entering in a date range.
For example, a tour may have 5 departures in the month of October. An operator may want to see all the modifications and communications that occurred during the month of August for the departure date of October 10th. By entering the date range from 01-Aug to 31-Aug for the tour departure on October 10th, users will be able to quickly see all communications and all revisions.
Custom Group
Users can search the history under a custom group. The ability to search the communication and revision history on a custom group is particularly helpful because of the large amount of updates that may occur on a group.
For example, a family may have booked a custom group for 20 rooms traveling to Florence, Naples, and Rome. From the time that they booked to the time they traveled, there have been multiple modifications such as hotel and optional tour changes. Because there are multiple components on the group, there were multiple messages reported to different suppliers as well.
In order to keep track of the history of all of t1hese revisions and messages, users can view the history screen and access all of this information in one location.
Reviewing the Data
Once a search is conducted, the application will open the navigation view.
The below is an example of the navigation view after a search is conducted. Users can expand each section to view communications per supplier as well as revisions.
Ops Revisions
The ops revisions section provides users with a full breakdown of operational updates. These updates include when a service has been updated to a "confirmed" status, and marking a service to be re-reported to a supplier. Users can review an overview of these results in the results grid, or they can expand the results by selecting the row. Selecting the row will expand the details to the right, providing users with the full details of the update, including the user name, date, and time.
Vendor Message - Received
The Vendor Message - Received option will display all the messages that were stored against the reservation. Users will also have the opportunity to send or reply to a message when accessing this information.
Note: These messages need to be stored against the reservation while users are processing confirmations number the "confirm reservations" screen. For more information, view the Confirm Reservations article.
Tour Reports
If the Reservation includes Tour Services, then tour reports will display all of the communication sent to the Supplier. Users will also have the opportunity to reply and resend emails when viewing these messages.
Note: The ability to resend and reply to messages directly from the history screen gives users the opportunity to quickly communicate with suppliers when attempting to confirm services or send rooming lists without requiring users to access the Operations Messages screen. However, initial communications with suppliers/vendors should always be initiated in the Operations Messages screen first.
General Reservation Messages
Any messages that were sent outside of messages run through Operations or communicated through Vendor Direct will appear under General Messages.
Revisions
Any revisions that occurred on the reservation will display under "revisions." These revisions include any update made to the reservation outside of operational updates such as confirming the space or marking services to be rereported.
Similar to the Ops Revision option, users can view the summary of each row in the response grid. To view the details of each revision, users can click on each row to expand the information, view the user who conducted the revisions, and view the date the revision occurred.