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BookaGroup Travel Agency User Manual

01 August 2017

v2.1

Confidentiality

This document and its content are the property of Deutsche Lufthansa AG. Complete or partial
duplication and delivery to third parties or any other form of publication is prohibited without written
approval of Deutsche Lufthansa AG. Copies for internal use are not subject to this restriction.

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Содержание RUNIQ UW63100

Страница 1: ...ument and its content are the property of Deutsche Lufthansa AG Complete or partial duplication and delivery to third parties or any other form of publication is prohibited without written approval of Deutsche Lufthansa AG Copies for internal use are not subject to this restriction ...

Страница 2: ...ew 17 Terms and Conditions 17 Statistics 17 Quick Links and News 18 6 Communication 18 7 File Display 20 Single PNR View 20 Multiple PNR View 24 Amadeus PNR Display 25 8 Requesting and Booking 26 New Request 26 Requesting a Round trip 28 Tour Conductor 29 Offer On the Fly 30 Delayed Response 35 Saving the Offer 36 Booking the Offer 37 Requesting Negospace 39 Requesting a Multi Stop 40 Requesting a...

Страница 3: ...ngers 61 Increase Departures 64 Passenger Management 64 Adding Passenger Names 64 DOC Information 68 Cancelling a Passenger 70 Extra Baggage 71 Export to Excel 72 Rebooking 72 Before Ticketing 72 After Ticketing 73 Cancelling a Group 74 Reinstate 76 10 Ticket Issuance 77 General Ticketing Instructions 77 Validating Ticketing Carrier 78 Distribution Cost Charge DCC 78 11 Refund 78 12 Contacts 78 13...

Страница 4: ...In such cases separate requests must be made Exception if side trips are allowed per fare note and a fare is provided by the tool please contact your local LHG Group Service Team for booking support Requests of Double Open jaws are only possible if allowed as per fare note All changes done in a GDS will be mirrored in BookaGroup as well so you will be able to see the PNR with confirmed feeders or ...

Страница 5: ...ing internet browsers Internet Explorer IE 9 IE 10 IE11 Firefox 26 28 29 Google Chrome 33 34 35 Safari 7 x Following screen resolutions are supported by BookaGroup 1920x1080 1366x768 1024x768 Avoid display or usability problems by using one of the recommended browsers above ...

Страница 6: ...n one request Transfers of seats from a single PNR into a group PNR resp from a group PNR into a single PNR or across different group PNRs are not permitted In the event the minimum group size is not met anymore the following conditions will apply All conditions e g Min Stay and Advance Purchase of the used published or unpublished fare must be fulfilled Individual pricing according to the applica...

Страница 7: ...com and SWISS com in a new browser window After a certain time without any transactions in BookaGroup your session will expire When a session expires you will be navigated to the login screen and the following message will be displayed Please click here to register in case you have not used BookaGroup for your group business in the past If you are already registered for BookaGroup please enter you...

Страница 8: ...application is undergoing maintenance an error message will be displayed Password Reset In case you need to reset your password you can click the respective link on the log in page You will receive a confirmation message Fill in your user ID email here and a password to request a new password ...

Страница 9: ...Page 9 of 80 Once you open the email and click on the link provided you will be directed to this window to enter a new password ...

Страница 10: ...g in you will be directed to the Dashboard the main landing page of BookaGroup User profile and agency profile Quick links and news Dashboard header Terms and conditions Overview of requests offers and bookings Statistics 1 2 3 4 5 6 3 1 4 2 5 6 ...

Страница 11: ... 80 User Profile Click on your name and select My profile from the drop down menu to navigate to your personal profile In the upper part of your profile you will see details of the agency you are registered with ...

Страница 12: ...cy Profile Select Agency Profile here to view more details about your agency registered users and your terms conditions Below you will find your personal information such as contact details you can edit these at any time ...

Страница 13: ...es please refer to the Agency Registration Manual On the bottom half of the page you will find details on any Office IDs PCCs and IATA ARC numbers of your agency Click the User tab for a list of all users registered with your agency Open the Terms Conditions tab to see your current contracts ...

Страница 14: ...to the File Overview with a list of bookings filtered by validating carrier LH LX or OS The number in the little bubble indicates the count of unread communications Here you can find your requests offers and bookings Here you can see all requests offers and bookings of your agency Increase or decrease the font size Start a new request here Clicking on this icon or the BookaGroup logo will always t...

Страница 15: ...s All groups Request Offers and Bookings You can navigate between the categories by selecting the respective tab and can also filter the groups within each of these categories To display additional filter options click here If you want to search for a specific group request booking offer or adapt the listed search results you can use the Filter option by clicking here ...

Страница 16: ...ave selected a validating carrier from the My Groups or All Groups drop down menu this filter will already be applied on the All or Bookings tab Enter a File ID here and select it from the list of search results to open the file For more search options open this drop down menu You can export the list of results to Excel ...

Страница 17: ...s section Statistics This section gives you a quick overview of your current booking realization rate Unread communication items are highlighted This link takes you to the File Overview This counter indicates the number of new contracts Clicking here will take you to the list of Terms Conditions You can filter the results for a specific Office ID and a date range Clicking on one of these categorie...

Страница 18: ...ormation which does not necessarily require immediate action e g Fulfillment purposes etc Notes Personal communication e g between agents within your agency Here you find direct links to start a New request or access Agreed Business files Lufthansa Group updates news and promotions related to your business will be published here Clicking on a communication symbol opens the item in File Overview Se...

Страница 19: ...tes reminders and notifications in the Communication tab The bubble shows the counter of unread items You can create a new Note here You can create Notes for agency internal communication or once a file is booked to communicate with your LHG Group Service Team ...

Страница 20: ...the booking Under booking details you will also find a pricing overview The History tab provides a chronology of all actions performed on this PNR Pax details pricing conditions and communication PNR level can be found here 1 2 3 This is the Action menu The content changes depending on the status of the request 4 ...

Страница 21: ...Page 21 of 80 Clicking on Show more details will open this pop up with more information about the request You can find more details about the creator of the request in the Sender tab 1 ...

Страница 22: ...d in the file History i In case of an increase the file history and communication for the increase PNR merge with the file history and communication of the parent PNR Under Show booking details you will find the fare and pricing details of the group 2 3 Newest activities are displayed on top ...

Страница 23: ...Page 23 of 80 4 The Action menu will offer you different options depending on the file status You can also find these options at the bottom of the page ...

Страница 24: ...e g resulting from a break up large scale group or series or alternatively after an increase or split of a single PNR Once you are on the PNR level you can easily navigate to another PNR by choosing another filekey In a file with multiple PNRs select a PNR from this list to get to the PNR level view ...

Страница 25: ...ewing a PNR refer to the Action menu at the bottom of the page to find the option to display the Amadeus PNR This link will open a copy of the Amadeus PNR The Amadeus PNR display is a useful feature if your agency uses a GDS other than Amadeus ...

Страница 26: ...rom this drop down Leisure is set by default Select the desired type of journey here The number of children is only used for informational purposes The fare for children will not be calculated by the tool but needs to be calculated at time of ticketing If your agency is authorized for Negospace requests you can select this option here Open the New request page from the Dashboard header or via Quic...

Страница 27: ...after all departures of the series Series can only be requested by authorized travel agents One way Select this in case only one direction is required request according fare and applicable fare rules Round trip This is the default type of journey Two directions consider Origin Destination includes feeder flights Multi stop Please use this type of journey if more than two directions are required e ...

Страница 28: ...lds marked with an asterisk are optional You can select a preferred LHG carrier here Inserting a preferred flight or preferred departure time might be useful for directions with more than five frequencies a day e g FRA MUC To refine your search you can select this option If your group has special requirements please tick the respective box For both options the correct SR elements like WCHS etc or ...

Страница 29: ...group is granted TC must be adults TC are always included in the total number of passengers TC are granted on LHG flights only TC must travel in the Economy compartment TC must be booked in the same RBD Reservation Booking Designator as the accompanied group TC are are not granted for bookings that contain OAL flights TC muct be requested with the initial group request they cannot be requested aft...

Страница 30: ... action menu on the top right side of the page or select the actions at the bottom of the site As long as the offer has not been saved or booked you have the following two options Clicking on this bar will open a container with details about the request This shows how long your offer is valid and here In case a TC cannot be granted you will see this notification in Offer Saved Offer and Booking De...

Страница 31: ...t special conditions apply for this option check the container below the selection for details Select More options to get a new selection of flight options e g by selecting a preferred carrier The current list of flight options will be discarded Invalid option includes no fare information and cannot be selected Selected option 1 Click this link to view a side by side comparison of the displayed fa...

Страница 32: ...In the More options pop up you can select or update the Preferred Carrier If a new Preferred Carrier is selected the Preferred flight option is disabled Limited valid option price information is not visible but can be obtained from LHG on request This option cannot be booked or saved and must be manually evaluated 1 ...

Страница 33: ...Page 33 of 80 Clicling on the Compare Fares link under the Offer Matrix will open the Fare Details pop up which shows the conditions for each fare product included in the offer 2 ...

Страница 34: ... the status New Offer In case the New Name Option box is checked a stricter contract type applies only available before start of penalty period You will be informed by an additional remark once the offer is saved and must confirm the pop up message For details on Name Options please refer to Chapter 9 1 This flag indicates the Validating Carrier i e the ticketing plating carrier You can find the B...

Страница 35: ... You will find a reminder on the Dashboard You can always retrieve the offer at a later point by navigating to the File Overview via My Groups All Groups and opening the Offers tab Once you open a new offer you will see this warning message Confirm to open the offer afterwards you can either save or book ...

Страница 36: ...ithout saving or booking the offer will be discarded and cannot be retrieved any longer i As long as the offer is not booked no penalty reservation cancellation fees apply You can discard the offer free of charge at any time The longer an offer is not booked within the offer period the higher the probability that the required availability and capacity may not be given anymore Once the offer is sav...

Страница 37: ...oking after the deadline a new request must be made Use the functionality Copy the request to make requesting faster and easier Booking the Offer After clicking Book a pop up window needs to be confirmed If you chose New Name Option you will be reminded of the stricter contract conditions Your booking option grace period is shown here ...

Страница 38: ... the actual routing flown The applicable free baggage allowance is determined by the booked fare LHG does not require a reconfirmation after ticket purchase Please make sure to inform your customer about the applicable health and entry requirements for their journey A reminder message shows the booking option grace period date for cancellation without penalty fee After booking you can find details...

Страница 39: ...allotments Initially a Negospace allotment is created in BookaGroup You or your LHG Group Service Team can then create PNRs from the allotment in the GDS If you tick the Negospace box while creating a new request you will find a drop down list with your Negospace codes here The code is later automatically added to the group name Negospace is only allowed for one way and return requests the other t...

Страница 40: ...consider Origin Destination also in connection with other airlines includes feeder flights Multi stop is a two step process in a first step you will receive a schedule offer in a second step the pricing offer When requesting a Multi stop please consider a mandatory 2hrs minimum connection time Series cannot be requested with the journey type multi stop ...

Страница 41: ...Page 41 of 80 Choose your preferred departure for each direction After selecting the departures only your preferred flights are displayed and sent for evaluation ...

Страница 42: ...ooking you need to select a fare product Alternatively you can save up to two options The bracket shows which directions belong to one fare component Click Book when you have selected your fare or Save one or two options ...

Страница 43: ...error message is displayed You can choose between two types of departures for a series regular departures a repeating pattern over a certain period or single departure dates selected from the date picker For both departure types a maximum of three departure days per week can be selected For RT Series please enter the required duration of stay here ...

Страница 44: ...Page 44 of 80 By clicking on the sign the extended view of each departure is visible ...

Страница 45: ...Page 45 of 80 Under each departure you can see the pricing information for that specific departure date The pricing container at the bottom of the page shows the average price over all departures ...

Страница 46: ...rk You can request flights containing segments operated by other airlines OAL easily in BookaGroup If you wish to amend single departures Passenger or PNR please select the option from the drop down menue of the respective departure date You can select a preferred OAL in the Preferred Flight drop down menu in the request mask ...

Страница 47: ...r as long as sufficient capacity is available All other airlines require manual processing which results in a delayed offer General guiding principles for OAL requests An LHG airline LH LX OS must be the first carrier on the outbound route except feeder flights The minimum LHG share of the routing must be at least 50 If the first carrier is an OAL except feeder flights the booking must be requeste...

Страница 48: ...Page 48 of 80 Select the desired flights and send for evaluation ...

Страница 49: ...Page 49 of 80 Choose your desired fare and either save or book the offer ...

Страница 50: ...Page 50 of 80 Example 2 long haul LHG flight with OAL feeder ...

Страница 51: ...Page 51 of 80 Select the desired flights and send for evaluation ...

Страница 52: ...ven if it is requested via BookaGroup Make sure to follow and respect these conditions in particular related to divergent conditions e g different name options or ticketing deadlines The Lufthansa Group Airlines will assume no liability for damages of any kind which arise from the condition of use of the other airline for the whole trip In case a RT does not work with the desired OAL try requestin...

Страница 53: ...a certain number of children and may be applied to all children in a group Please make sure to enter the required CHD related PNR elements e g date of birth and ticket designator CHGR If your booking is related to an Agreed Business case i e non published FBCs are used please contact your LHG Group Service Team for further information about applicable Child Infant Discounts Large Scale Groups All ...

Страница 54: ... request will result in no offer Each break up is a manual process and LHG needs more information from your side to be able to divide the group according to customer s wishes if possible After the request is processed a new offer is displayed i A break up will always result in multiple PNRs Please enter any additional information in the pop up window before you submit your break up request ...

Страница 55: ...ed by Lufthansa Capacity and price is usually guaranteed If your agency is authorized for Special Event requests LHG will provide your agency with Event Codes Here you can find the option to book the Event Code You can also enter your Special Event Code in the Search field to get to the Book page right away The link Agreed Business on the Dashboard will take you to the list of Events ...

Страница 56: ...Page 56 of 80 Just enter the group name and number of passengers here and book the offer ...

Страница 57: ...ss travel Capacity is always subject to availability Please contact your local LHG Group Service Team for more details Access your list of Special Business files via the Quick Link on the Dashboard Click on a saved File ID to book the offer If you know your Special Business File ID you can also open it right away via Search ...

Страница 58: ...Page 58 of 80 Just enter a group name here and you re done ...

Страница 59: ...d NO will be ignored The standard ticketing option is set for two days before departure The SSR OTHS elements show the cancellation date of all no names on 06 May and the ticketing deadline on 09 May 11 SSR OTHS 1A ALL NONAMES WILL BE XXD IF NAMES NOT AVAIL BY 2359 06MAY17 UTC LHG 26APR17 0718 12 SSR OTHS 1A PLS ISSUE TIX UNTIL 2359 09MAY17 UTC LHG 26APR17 0718 13 SSR OTHS 1A REMINDER ALL NONAMES ...

Страница 60: ...served as well hence the most restrictive option applies It is not possible for your LHG Group Service Team to change assist or interfere with those rules set by OAL Modify Name Option A Standard Plus Contract will become applicable if the Name Option is modified after booking i The Modify Name Option link will only be visible outside the penalty period and in case the new Terms Conditions are str...

Страница 61: ...nger a fee as specified in the respective contract applies Please contact your local LHG Group Service Team for prior authorization of a name correction or name change A copy of the passport or any other official document must be provided for acceptance of the name correction Increase Passengers An increase of the number of passengers of a group is possible for all bookings regardless of the initi...

Страница 62: ...Page 62 of 80 The number of passengers can be increased for both ad hoc and series bookings Click Edit if you want to adjust flight details Enter the number of additional passengers here ...

Страница 63: ... Return Multi stop or One way journey only the compartment can be edited You can change the airport in case of a multi airport city date flight number and compartment for the additional passengers Increasing the number of passengers will create a child PNR marked with I The File History and Communication tabs of the increase file merge with the mother PNR ...

Страница 64: ...an be requested per week if your initial series already consisted of three weekly departures you will not be able to increase the number of departures Passenger Management Adding Passenger Names In the PAX tab you can choose to import a name template or use Quick passenger record to add passenger names For Series the number of departures can be increased after booking ...

Страница 65: ...r change delete it you can still perform this action directly in GDS The credited miles will be regulated by the respective frequent flyer program of the transported passenger With Quick passenger record up to ten names can be recorded at once Use these links to enter additional information such as Frequent Flyer number Infants or Extra seats Adding an Infant will open a second name entry row The ...

Страница 66: ... For larger groups using the name import template is a convenient solution Just download the template fill in the names and save it locally to your computer You can then upload to BookaGroup and the names will be automatically recorded If a passenger would like to request an extra seat for their own comfort or additional cabin baggage a second row is added to their name EXST or CBBG will be record...

Страница 67: ...ownload the name template here and upload the template here to record the names After the upload you can Import again if you need to make changes to the template this will overwrite the previously uploaded list Click on Record Passenger to finish MR MRS should be entered together with the first name Under Pax Type please enter ADT CHD ...

Страница 68: ...e entered i After you save the DOC S information it changes to read only text In case any update is needed you can delete and insert the information again The passenger details section is always read only DOC S information can be entered for any PNR and is mandatory in case SFP is applicable for the PNR BookaGroup will indicate if it is ...

Страница 69: ...and DOC O information can be added for all segments pre selected by default or individually for a selected segment if needed If required DOC O Information Visa information Redress number Known Traveller number can be entered here ...

Страница 70: ...ers can be cancelled via the passenger list i Cancelling passenger s will reduce the number of seats in the PNR to keep the seats use the option Set selected passengers to No Name instead You can select single or multiple passengers from the passenger list and cancel them or set them to no name in one single step To reduce the number of seats not associated with a passenger no names choose Reduce ...

Страница 71: ...ket is issued for a passenger the ticket can only be cancelled via your LHG Group Service Team Extra Baggage Extra baggage XBAG for group bookings is in most cases handled in an identical way to individual passengers i In case of large scale groups or Special Events Sport Groups Orchestra etc with a high number of XBAG special handling procedures or tariffing for XBAG associated to group passenger...

Страница 72: ...case that a rebooking leads to the fact that no more segment of the initially determined validating ticketing carrier is part of the booking please issue the ticket on any other LHG carrier involved in the routing in order to avoid any CIP Violations Before Ticketing With any change the contract conditions e g Minimum Group Size and Applicable Fares and Conditions e g Minimum Stay must be adhered ...

Страница 73: ...ation for the repricing The result in comparison to the last confirmed price can either be more expensive less expensive or identical After Ticketing i With the exception of a name change see Chapter 9 3 any modification of the issued group tickets after ticketing needs to respect the tariff conditions of the fare basis code shown in the issued ticket The recalculation logic after ticketing is rul...

Страница 74: ...lies After Ticketing Refunds are possible according the fare note of the issued fare Please cancel any unneeded space as early as possible This reduces the risk of applicable penalties for your travel agency and enables us to re offer the freed capacity Click this link in the Action menu to cancel a single PNR In a multiple PNR file e g Series you have the option to cancel the whole group Whenever...

Страница 75: ...Page 75 of 80 After cancellation a success message will be displayed and the PNR will be shown as cancelled in a multiple PNR file ...

Страница 76: ...he non respect of the given name or ticketing deadlines can be reinstated Reinstated bookings will be considered as new bookings subject to a re evaluation of availibility and fare The PNR will show the status cancelled Flight and price information will remain visible even after PNR cancelled ...

Страница 77: ...on request Amadeus Nego Space Allotments are excluded from this process and always need to be issued with the fare the international domestic surcharge YQ YR and all additional taxes fees applicable at the time of ticket issuance The extension of the maximum validity of the ticket is not allowed Please check the applicable Fare Guarantee for Fare and YQ YR The ticket designator and Passenger Type ...

Страница 78: ... of the PNR please issue the ticket on any other LHG carrier involved in the routing in order to avoid any CIP Violations CIP Carrier Identification Plate A change of validating carrier for bookings created before 16 May 2017 is not possible Distribution Cost Charge DCC As of 01 June 2017 the DCC fee will apply to all new group bookings requested and booked on or after 01 June 2017 on Lufthansa Sw...

Страница 79: ...ress number Known traveller number or Visa data see Chapter 9 6 2 DOC S Secured Flight Data as required by the Transportation Security Agency TSA for the purpose of watch list screening full passenger names date of birth and gender see Chapter 9 6 2 Fare The agreed upon fare per passenger composed by the total net fare in filing currency including possible Q and SO surcharges international domesti...

Страница 80: ...ast five departures with the same origin and destination Each Series departure must comprise of at least ten passengers and for each departure the initial number of passengers must be the same TC Tour Conductor TTL Ticketing Time Limit see Chapter 9 1 Validating Carrier Group Tickets must always be issued on the stock of the airline through which the group has been originally requested and the res...

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