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A step-by-step guide
It is important to discover and collect as much information as possible from the customer in order to be able to establish a corporation. It is our recommendation to talk with the customers through each and every feature before the setup. Put together the list of corporation policies, users and other requirements. It will help you to clearly decide which features you need to use and which you can simply skip.
LET'S BEGIN AND SEE THE INSTRUCTIONS BELOW
Reason codes provide users with an explanation for not complining with defined travel policy. To make sure travellers can successfully finish the booking process, you must create at least ONE code.
To create a reason code:
Open Reason codes tab
Hit the + button in the upper right-hand corner to create a new code
Enter the name which represents the code
Type in the description which explains the code
Save
The most common code examples:
AA
AC
K023
L058
The most common code descriptions:
I have authorisation to book this flight
Selected this flight for routing/connection reasons
Selected this flight due to time of day constraints
Don't want to accept penalties associated with in-policy option
Both Name and Description will appear on the personal form in a form of drop-down selector.
User with manager role can access the Corporate administration portal. Once you create such a profile, the system automatically sends credentials to the user's email. Managers can then view and manage bookings for which they are responsible.
We are happy to introduce a new feature which allows Administrators to delegate manager's approval right to another manager. Anytime a manager is on vacation or sick leave, you may pick a delegate, who is going to manage the approvals for a limited period of time.
Go to the Users module, find the manager and click on the 'Edit' button. Pick a manager in the column 'Delegates'. Save your choice and it's done :)
Now, the manager who is out of the office will receive approval emails just for information only. And the delegate has absolute power over the booking's approval.
Bookings: Confirmation date and time are displayed in a single column
Bookings: Every record now includes the Reservation Locator (PNR)
Bookings: New status 'Auto-approved' to better distinguish between manual and automatic approvals
Bookings: New approver 'System admin' is displayed in the case when given passenger's trip was automatically rejected due to sharing the PNR with another passenger whose trip was already rejected.
Travel policy details in the search results show destination name correctly
iOS & Android: Cost Centres: Fix of incorrection position of the country drop-down menu
Approval notification: Trip time parameter shows max 1 decimal number
Depending on the customer’s requirements, you may need one or more following features.
Before you start creating user profiles, it is the best practice, to begin with below-given features first.
Go to: travelcloudpro.com
Enter your Username and Password
Log in
The main dashboard opens.
Open Menu through the sidebar
Hit Corporate Booking Tool
The list of your corporate customers is displayed.
It is obligatory to create at least ONE cost centre
In the Actions menu, open Corporation configuration
Open Cost centres tab
Hit the + button in the upper right-hand corner to create a new cost centre
Enter the name which is the only mandatory field
You may define the rest of the information (optional)
Save
Description serves for additional information, the information provided here is for your reference only and does not appear anywhere else.
You can assign Travel policy to the cost centre if that is a requirement.
In Managers drop-down menu, you can assign one or more managers to the cost centre. Fill this in if you set approval configuration to ‘Manager to Cost Center’, otherwise leave blank.
This step must be done after you finish creating user profiles at the end of the process.
Grades break down the organizational structure, typical for a corporation. Grades are assigned to corporate employees and define the level of an employee in the structure.
Grade examples:
Board of Directors
Mid-level management
Junio management
Guest
External partner
To create grade:
Open Grades tab
Hit the + button in the upper right-hand corner to create a new grade
Enter the name which is the only mandatory field
You may define the rest of the information (optional)
Save
Description serves for additional information, the information provided here is for your reference only and does not appear anywhere else.
Grades can be used in travel policy settings and will help you to accommodate better the policy requirements.
We are still improving this feature and therefore if you need to create a more complex structure of regions, feel free to get in touch with us over the help desk and we’ll help you accommodate the requirements.
This feature helps you to create regions exactly as the corporation understands them (i.e EMEA or CEE differs from company to company). There are no limits while creating a region. A region is defined by individual IATA airport codes.
To create region:
Open Regions tab
Hit the + button in the upper right-hand corner to create a new region
Enter the region name
Enter IATA codes of every airport which shall be included in the region
Save
Regions can be used in travel policy settings and will help you to accommodate better the policy requirements.
Travel policies define the travel rules of the corporation. Travel policy may be assigned either to:
User
Cost Centre
Corporation
The system always checks and assess policies in the following order:
User: if the user has no policy assigned than the system skips to >
Cost Centre: all cost centres assigned to users are checked for assigned travel policies and if there is no policy than the system skips to >
Corporation
If there is no policy assigned on any level, the trip is considered to be IN POLICY.
To create policy:
Open Policies tab
Hit the + button in the upper right-hand corner to create a new policy
Enter the policy name
Save
Add a new rule by hitting the + button in the same line as the policy name
Define the rule parameters
Save
Add more rules if required
You can create as many policies and rules as you need.
Examples and description of some of the available parameters:
Active - you may create a policy rule, keep it disabled and activate the rule at any time
Lowest or Acceptable fare required - check the feature description - Lowest fare policy
Origin / Destination - consist of individual IATA codes and/or offers a predefined list of regionsApproval method - it is possible to select different the approval method for each rule
It is obligatory to define at least ONE travel reason.
Open Travel reasons tab
Hit the + button in the upper right-hand corner to create a new travel reason
Enter the name which is the only mandatory field
You may define the rest of the information (optional)
Save
Description serves for additional information, the information provided here is for your reference only and does not appear anywhere else.
Emails: Profile notification text copy has been changed to reflect requirements of administrators and managers on system login
Managers are now taken directly to their dashboard after login
Mobiles: When scrolling-down, the top (blue) bar is hiding to keep more important elements in the visible range, especially on small mobile screens
Bookings: Minor visual improvements to support clarity
Breadcrumbs: Fix of the second breadcrumb when it rarely opened up with parts displayed behing the visible screen border
By enabling the policy, you may achieve two main goals:
To INFORM the booking person about the cheapest available fare - the fare is marked with an indicator on the search result’s screen, user can decide not to pick such fare without providing an explanation
To FORCE the booking person to select the cheapest available fare - the fare is marked with an indicator on the search result’s screen, user can decide not to pick such fare but must provide an explanation by picking one of the available reason codes on the personal form before completing the booking
To achieve goal #1, you just need to mark the checkbox ‘Lowest fare policy’ while creating a corporation.
To achieve goal #2, you need to:
Mark the checkbox ‘Lowest fare policy’ while creating a corporation
Mark the checkbox ‘Lowest or Acceptable fare required’ while creating a travel policy rule
Define reason codes as per the description below
User profiles come at the end of the booking process because of the features setup above. You have to create at least ONE manager user profile. The number of travellers is not limited.
Begin with creating managers:
Open Users tab
Hit the + button in the upper right-hand corner to create a new user
Select Title
Type in Name
Type in Last Name
Type in Email
Mark checkbox Manager
Mark checkbox Traveller (in cases when Manager is also a traveller, otherwise leave empty)
Assign Travel policy (in cases when Manager is also a traveller and if required, otherwise leave empty)
Assign Manager (in cases when Manager is also a traveller AND Manager to Traveller as Approval configuration was selected, otherwise leave empty)
Assign Cost centre(s) (in cases when Manager is also a traveller, otherwise leave empty)
Assign Grade (in cases when Manager is also a traveller and if required, otherwise leave empty)
Continue with creating travellers:
Open Users tab
Hit the + button in the upper right-hand corner to create a new user
Select Title
Type in Name
Type in Last Name
Type in Email
Mark checkbox Traveller
Assign Travel policy (if required, otherwise leave empty)
Assign Manager (in cases when Manager to Traveller as Approval configuration was selected, otherwise leave empty)
Assign Cost centre(s) (mandatory)
Assign Grade (if required, otherwise leave empty)
DO NOT FORGET
Now, when you have created users with manager role and if you set Approval configuration to ‘Manager to Cost Centre’:
Go to Cost centres tab
Edit each cost centre through ‘Actions’
Assign Manager(s)
Save
Approval emails list just those travellers related to the approval manager
Phone number validation is set to a unified format across the app. It always begins with a + sign, followed by 10 to 15 numbers
When creating a new booking, should there be only one cost centre and one travel reason set in the system, these values are automatically selected in the obligatory section 'Passengers & trip options'
Android / Cost centres: Fix of the issue when switching between the 'List' and 'Settings' triggers URL snackbar pop-up
Breadcrumbs properly close-up when an item is selected
Android / Cost centres: Broken layout of 'Copy centre' modal window
Product webinars and tutorials are available on the YouTube channel.
Check out the entire price list on the link below: https://docs.google.com/spreadsheets/d/1OEv3XyNiiGC6qzR4LxFxwN6A1iXH2PUkl4E9yiWfY_o/edit#gid=696311472
Raise your issue or suggest a new feature through Zendesk: tripgate@cee-systems.com
Generally, a WAB is all you need to be able to use most of the system. However, a HAP is necessary in cases when you wish to use certain features like importing users from GDS, synchronising user profiles with GDS and importing Corporate GDS profiles which still run on GWS (Galileo Web Services).
Unless you enable auto-ticketing functionality and define its rules, it is disabled by default and you need to issue every ticket manually.
Not at the moment. But it can be obtained through our free plug in – CEE Itinerary https://www.cee-systems.com/itinerary
One-way faring is being prepared as a general solution accommodating the vast majority of customers. We do not cosider implementing AU-NZ One-way faring (a Galileo feature) at the moment.
Yes. The system offers a single-level approval process.
Yes, it is.
No, there is no such limit, neither is there a cap on the number of corporations.
Not in TripGate. We have a solution called Trawys which can be used instead, and Trawys API will be incorporated with TripGate in the future. https://www.cee-systems.com/trawys
It creates one PNR with all passengers included.
Yes, you can set up a service fee and/or a mark up.
Not at the moment. We are able to provide customised reports. It depends on what you need to be reported (traveller info, destinations, expenses...). It is very individual. It can be done for example on weekly or monthly basis…. And also, in different formats.
Yes, the multi-PCC feature is available.
For now, we have included English, Czech and Slovak.
We are able to integrate more languages for travel interface (booking, trip overview.) The console and administration is in English only. We can upload a text storage, and there are two options: free – local Travelport team will help with the translation (preferred – person from industry), or paid – done by a professional translator.
Yes, as a white label solution, we are able to incorporate company / agency branding such as a logo or colours.
Technically it is possible. What needs to be taken into consideration is a strong business case behind such a request.
Yes, we just need to get credentials and it is done.
Only Galileo / BSP.
Through BSP.
Yes, low-cost carriers are connected via Travelfusion. (see available carriers at the Travelfusion site - https://www.travelfusion.com/corporate/content)
Hotel content will be powered by the GDS - Galileo. More suppliers will be added in the future.
Car rentals from Galileo are on the roadmap.
It is not planned as it is more a leisure feature.
No, TripGate works exclusively for Travelport / Galileo customers.
The features are the same for both tiers. The difference is in the fee per ticketed PNR.
There is no limit for number of users, nor profiles which you have implemented into the product.
It is between 3 - 6 weeks. It depends on whether it is a new agency or an existing one (very individual). Implementation of a new agency – contract between agency and Travelport, PCC request, credentials. Implementation of corporate customers.
1. Agency to Galileo - BSP 2. Agency to Travelfusion - agencies can have their own licence or can use our licence with deposit model. 3. Agency with Corporation - payment gateway/credit card, invoice
No, only by TMC due to connection to TMC's PCC. In case when a corporation is interested in TG, they can connect us with their TMC.
The pricing is per TMC.
Only for existing customers and those will be gradually and individually transferred to a new pricing system within a year.
Yes.
Each solution needs to be paid separately as they serve different purposes and have different features. Discount is already included in the pricing plan - with increasing production of ticketed PNRs, the fee decreases.
1. Monthly fees are charged from the 5th month after the order (1 month for implementation + 3 months for corporate onboarding). The monthly fee includes implementation, helpdesk and support. 2. Deposit is used for deduction of Galileo and Travelfusion ticketed bookings, hotel in the near future.
The first level of support for the corporate user is always its TMC. The seconds level of support includes trained, local Travelport representatives, and of course CEE staff. The help is organised via Zendesk, emails, phone or WebEx.
For Travelport teams – access can be requested on our website (ordering, sales & support tools). For agencies – one month trial is available. Trial requests go through an online form or local Travelport representative.
TripGate is now capable of showing you an overview of bookings. From the corporation dashboard, go to 'Bookings' and let the system load the list. If you are a manager responsible for approvals, you'd see just those bookings connected to you. For every other role, we display all bookings made under the corporation.
You can simply check important booking information on the screen, or you may approve/decline the trip while also checking trip details in the itinerary.
In the upcoming weeks, we are going to improve the feature, so stay tuned! 💃🏻🕺🏻
You can now set a password for travel arrangers directly in TripGate. They can easily change the password anytime later after login in the user profile.
Guest bookings are already a part of TripGate. However, the feature was always enabled. It is now possible to switch Guest bookings on and off and to selected guest travel policy should you wish so. From the list of corporations, pick the one you want The broken layout on several Android mobile devices where the centre's 'General settings' tab did not fit in one line to manage. In 'Actions', select 'Corporate Configuration' and you are there :)
In the case when you do not select, or you have defined any policy, the guest policy calculation would result as IN POLICY. Such a process setup makes sure the booking is smoother and faster.
The guest feature will undergo significant changes shortly, and we can't wait to share these enhancements with you! 📣
Breadcrumbs now accommodate up to 10 items on desktop and tablets, five items on mobiles to cover and fit most of the devices on the market
While creating a new corporation, the system is now able to accept both upper and lower cases
Cost centre address field can accept a selection of special characters
Travel policy: You don't need to type carrier name manually, just select one or more carriers from the list of acceptable or unacceptable carriers
Fix of broken layout on mobile devices in the edge case when corporation name has over 50 characters
While adjusting cost centres' setting and pushing 'Create centre' button, the system now correctly recognizes the action, switches automatically to the cost centre list and opens up a new record
Tooltips are aligned with buttons they are connected to
Reason codes: Fix of the case when selecting a checkbox resulted in moving the 'Name' column to the right
Several minor layout issues (size, alignment, distance)
Cost centres: Fix of a rare case when on the list of available managers appeared names from another corporation
Hit the + button in the upper right-hand corner
Type in the Corporation name
Type in the Country code, ISO standard, 2 characters (it is important to recognize domestic from international flights)
Type in the Currency, ISO standard, 3 characters (all monetary inputs like travel limits will be in line with defined currency)
Select Approval configuration - suitable option reflects corporation requirements
Manager to Traveller - managers who approve trips shall be assigned individually per traveller
Manager to Cost Center - approval managers shall be assigned per cost centre
Select IN / OUT Travel policy approval method
Ask for Approval - will send an approval request via email
Auto-Approval with notification - automatically approves the trip having all concerning managers notified via email
Auto-Approval without notification - automatically approves the trip, no notification is sent
Decide and select Travel policy if you wish to apply policy rules on corporation level
Decide if you wish to use the Lowest fare policy for the corporation (learn more about Lowest fare policy)
Save
You can edit any given information, delete the corporation or continue configuring corporate features through ‘Actions’ in the upper right-hand corner.
To improve the user experience while waiting for loading of the records, users can now see loading bars instead of blank spaces.
Redesigned Cost Centre feature brings a significant update to its usability and performance. It streamlines the setup and makes it easier to navigate across the screen.
On the corporation dashboard, scroll down a little and select cost centres management. TripGate displays a list of saved centres. Switch to the centre settings tab below to adjust centres' behaviour more precisely.
Use the 'Create centre' button in the upper right-hand corner to add a new cost centre to the list. If you have plenty of centres on the list, you can use the search box to easily find the one you are looking for.
You can save a lot of time by duplicating centres having all the details included. Open the contextual menu in the end of each row and select 'Copy centre'.
In the cases when you set up approval configuration 'Manager to Cost centre', you need to assign manager(s) to the centre. Unless you do so, the approval process won't work correctly.
The first version of the redesigned agency admin console has been released. More improvements are coming soon.
Reason codes: Increased limit of characters to 100 for the 'Name' field
Reason codes: Improved code sorting
When adding a new record in the redesigned modules, the cursor immediately appears on the line, , and is ready for typing
In the redesigned modules, it is possible to save a new, one-line records (e.g Reason codes) or changes by hitting ENTER on your keyboard
iOS: The app is not automatically zooming in when adding a new record and typing text
Breadcrumbs: Improved user experience while sliding
Sorting arrows appear only on hover
Improvements in responsive design on large (external) displays
Enhanced list of countries displaying full name of the country in English
In personal profile, it is now possible to select title using a drop-down selector instead of radio buttons
In personal profile, date of birth field was split to display day, month and year separately
Copy of the text on the login page has changed
In the booking form, it is now forbidden to change traveller's first and last names to keep data consistency
All passenger details were enriched with email and phone number fields
On the search results screen, while searching for a flight within a date range (+/- days), the days outside the range are highlighted to be more visible
It is now possible to add multiple passports in the user's profile
You can set up sending email notifications, itineraries and e-tickets to passengers
Alphabetical sorting of corporations in breadcrumbs
Mobiles: Incorrect size of the Remove record dialogue
Bulk checkbox is marked automatically when all records selected manually by the user
Mobiles: Padding corrections in the case of a long corporation name
Missing scroll-bar in breadcrumbs