Passenger Management and Import Passengers
- Oz Akman
- Anthony Pepe
Overview
There are two different options when creating child reservations against a group. The first option is by creating each individual child reservation. The second option is by importing a csv file into the groups management screen. By importing a csv file, all child reservations will be automatically created.
In the groups management screen, users can select the "passenger management" option which will allow users to both manage the passengers and reservations as well as import their passengers.
Importing Passengers
Prior to importing passengers, an excel file can be exported from the passenger management screen.
This excel file will provide users with the option to choose the column headers. Once the file is exported, users can begin entering the details as they pertain to the passengers that will be traveling on the group. Once these details are entered into the file, users can import the file into the under the import passengers screen.
Importing the passenger names from an excel file is a quicker way to create child bookings rather than creating each individual child booking one by one. When working with a travel agent or a group leader, users can export the excel file from the passenger management screen and provide the file to the contact (agent or group leader.) The agent or group leader can then enter the passenger details into the excel file so that it can be imported.
Res Groupings and Pax Types
When importing a file, users will need to group the reservations together as well as enter the passenger type. These two fields are required prior to importing the file.
Note: Users can enter the res-grouping and the passenger type into the file prior to importing. Users can also make the updates to these columns directly on the grid as shown below.
Example
In the above example, Robert, Emily, and Logan are sharing a room together whereas Rachael, Connor, and Andrew are sharing the second room together. Tabitha is a single and is taking the third room on the group.
The below outlines the process of exporting and importing the excel file.
Adding Shared Bookings
Users can import passengers who are sharing bookings by adding in the share information within the CSV file that is will be imported using the Share and Share Mask fields
Share
This is a Y or N field. When Y is entered the system will create this Reservation as a Shared Booking. Entering N will create a standard Booking.
Share Mask
Users will designate the type of Shared Reservation in this field
Entering AA or leaving this field blank will create a Twin or Double Shared Booking
Entering AAA will create a Triple Shared Booking
Adding Air
Users can add Air to a Reservation within the Passenger Import, but they may need to do multiple imports - an import for those that will be booking Air and an import for those that will not be.
Once the excel file has been uploaded into Softrip and the data has been matched to the appropriate columns the preview window will show options to select Air at the bottom of the menu
Air Option
This field will show each air option the user has to select from
[DEPCITY:ITNCODE]- This option will show the Departure City followed by the Itinerary Code that is found within the Group the user is importing the Passengers for.
[NO AIR] - Selecting this will not add Air to any of the rows selected in the preview window
OTHER AIR - Selecting this will allow the user to search for a specific Air Contract within the system that may be part of another Group or Package
Air Contract
This field will allow the user to pick which Air Contract will be added to the rows being imported/Reservations being created
In the below example the system is showing MCO:123INV as the Air Option and AIR123 as the Air Contract
MCO:123INV - MCO is the Departure City and 123INV is the Itinerary Code within the Air Contract that is built in the Group these Passengers are being imported to.
If not all Passengers are being booked with Air then the user will need to do multiple imports. Because checked rows in the preview window will be imported into the system, all passengers in the above example will be booked with air. If only 2 rows are selected then those 2 will be imported into the system and booked with Air. The unchecked rows will not be part of that import.
The user will then need to uncheck those that have been imported with the first import and recheck the other Passengers who still need to be imported, but will not need air for a second import.
Bedding Configurations
When the Hotel services within a Group allow users to select a bedding option, Double or Twin, the system can book these options during the Passenger Import. This option can only be used when there are 2 rows linked by the Res Grouping field within the import sheet.
Under the Bedding column the user will fill out “Double” or “Twin” within the field for that import.
In the below example
Reservation created for Res Grouping 1 will book a Double Bed on all HTL Services
Reservation created for Res Grouping 2 will book Twin Beds on all HTL Services
Only one Bedding configuration needs to be added for each pair of Res Groupings or if the system finds a Res Grouping pair where one is “Double” and one is “Twin” the system will use whichever appears first in the import. In the example below “Twin” is listed first in this Res Grouping, the system will use this when processing the import and creating the Reservations
Users can also add or edit these selections within the import screen from the preview window. Double click into the field and manual enter in Twin or Double. The text will display red to signify the change:
Updating Passenger Information
Users can access and view the "passenger management" grid to update the passenger details. Examples of some of the passenger details that can be edited within the grid are as follows:
First Name
Last Name
Gender
Hotel Request
General Request
How to Import Passengers into a Custom Group Video
Import Passenger CSV Template
