Your personal guide to the dhr-hotels.info Travel Arranger Function

Your hotel.info company application www.dhr-hotels.info is suitable for use by self-bookers as well as travel assistants who make many reservations (so called Travel Arrangers) for adminstrative offices or by travel agents.

The Travel Arranger function allows you to use the profile details of the registered employees of your company when making hotel bookings.

Apart from this it is also possible for others to be nominated to represent the bookers (more information can be found on page 12).

If you mostly make bookings for other employees you should contact your Travel Management in order to be designated as a Travel Arranger or contact info@dhr-hotels.info to this end.

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Guide for Travel Arrangers

Registration

Log in as a Travel Arranger

The Travel Arranger function is only available to you after logging in to your company application as the function is linked to your own user profile.

The function is automatically recognised by the system on the first log in after it has been authorised and the relevant access will then be granted to you. Make sure you can see the additional Travel Arranger text highlighted in red behind your own log in details. In case you can not see this hint you are not authorised yet. Please contact your Travel Management or info@dhr-hotels.info.

Travel Arranger Status?

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Selection of the traveller

For whom do you wish to book?

If you wish to make a booking for a colleague proceed as usual by entering the necessary information (destination, date, etc.). As a Travel Arranger you have the opportunity on the first page to determine for whom you wish to book. You can either enter the e-mail address yourself or look for the traveller from the „Select traveller“ list. Please ensure that the e-mail is correctly entered with no typing errors. Such e-mail addresses that have been manually entered will be checked in booking step 3 – please also see page 6.

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Enter the name of the traveller in the text field and start the search function. If you have to book for several people you can do this in booking step 4. Here you must select the principal traveller/contractor.

Search for employees

Travel Arranger & Rate Overview

Selection of the booking mode

After you have made the hotel selection you will pass to booking step 2. The Travel Arranger booking mode is always pre-selected. Please only change this predetermined setting if you wish to book for yourself otherwise the Travel Arranger function will not operate. As a Travel Arranger you may select the language of the booking confirmation for the traveller.

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You need the e-mail address to be able to make a booking

If it was not already entered on the start page the e-mail address of the traveller has to be entered here. The system transfers all the data relevant to the booking from the user‘s profile into the reservation. You may either enter the e-mail address manually or search for the traveller in the „Select traveller“ list. Please ensure that the e-mail is correctly entered with no typing errors.

If the manually entered e-mail address is not recognised then no user profile exists. In this case the registration form will automatically open. Undertake the one-off registration in order to be able to use the profile over and over again. This guarantees that the correct traveller details are transmitted to the hotel.

Enter new users

Selection of the traveller in the booking process

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Travellers without an e-mail address

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To book external employees or guests

If there is no e-mail address available for a traveller or you do not wish to create a profile, proceed as follows: Use your own e-mail address in booking step 3.

In booking step 4 overwrite your own details with those of the traveller in the field „Persons travelling“. On completion of the booking the confirmation of reservation will always be sent to the e-mail address entered and to you as the Travel Arranger. If necessary change the billing address using the drop-down menu or enter the address details manually.

Details of the traveller

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Details of the travellers

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Booking details

Depending on the number of persons selected you can transmit additional travellers and their details to the hotel. Every person whose e-mail address is shown will also receive a confirmation of the reservation as well as yourself as Travel Arranger. Travel Arrangers have the possibility to use the credit card stored in their own profile for guarantee purposes (e.g. the company credit card). Usually the traveller‘s credit card will be displayed as it is stored in the profile.

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Booking confirmation

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After completion of the booking

As a Travel Arranger you will always receive a copy of the booking confirmation by e-mail.

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Passive PNR‘s for Travel Agencies

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Passenger Name Record

A passive PNR (Passenger Name Record) is mainly included for the use of travel agencies and serves to link a hotel booking made with the application, using a GDS such as Amadeus, with flight bookings and similar. The PNR helps the travel agency to find the booking in their own system in order to be able to carry out cancellations or rebookings. This means that all travel bookings can be viewed at a glance.

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Reservation Overview

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Overview of Travel Arranger bookings

In your booking overview you have the choice between your own and your Travel Arranger bookings. In the Travel Arranger overview you have the opportunity to search according to traveller, date or the reservation number. If you wish to call up all the bookings made simply delete the date from both selection fields. For each booking you will find the time-saving functions such as „Book Again“.

In order to be able to view or change bookings made by another Travel Arranger you both have to be within the same Travel Arranger group. You will find more information on this on the next page.

Representative function

The Travel Arranger: can undertake bookings for all employees within his/her company. can utilise the profiles of those employees who are already registered. can themselves create traveller profiles in the company application. have access to all billing addresses stored in the company application. can utilise the stored (encrypted) credit card details of the traveller to make a booking. can generate a cost acceptance. (Only with the authorisation of their Travel Management)

The Group Travel Arranger can also …

be organised in individual groups so that they may act for one another in the case of absence, etc. This has to be set up by hotel.info in cooperation with your Travel Management. Please see the short introduction -> http://www.hotel.info/information/Guide_Travel_Arranger_Groups.pdf

Summary

Short videos:

Travel Arranger Booking Process http://www.hotel.info/information/booking-as-travelarranger.avi

Travel Arranger Cancellations http://www.hotel.info/information/cancellation_booking.avi

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