Bookings hold relationships between Contacts and Trips.
Bookings are created via Travelers through the booking form. OR
Bookings are created by users manually in Groupdesk.
Click [+] (top right corner)
Select Bookings
Status: Status of the booking (active, overdue, pending, waitlist etc.)
Select a trip: which trip the booking will be on**
Select a contact: contact with the passengers information that the booking will be associated to
Student number
Referred by: contact who referred the booking passenger
Insurance Policy Number: Number for policy purchased by the traveller or on behalf of the traveller
Ticket Number: Ticket Number (or confirmation number) assigned by the travel provider
Comp, Med, Deluxe and Premium sent: refers to insurance
These are selected when Insurance has been purchased for the passenger (if applicable)
** Once the Trip has been added to the create window, all of the inventories available on the Trip will appear. It will default selecting any mandatory inventories, so you can just click Create.
These fields are used if travellers are purchasing an insurance policy through your company.
If they are, these values would be selected once the policy has been purchased for the booking. As this gets updated for existing bookings, you can eliminate those bookings from your new search which means that their names will not be submitted to the insurance company more than once.
To update these fields:
Open booking record
Click Edit
Select appropriate policy type
Click Save
Some travelers do not wish to book for themselves, or are incapable of booking on their own (ie: A dependant, child, or spouse). We have modified our booking flow to allow a contact to book on behalf of someone else, or on behalf of multiple people.
A few key terms that pertain to Booking For Someone else:
Primary Contact: The Person who made the booking (aka a parent)
Domain Contact: The contact created by a Primary Contact (aka a dependent)
Booking Record: The record that links a contact with the trip they have booked
Contact Record: Record usually containing the information like name, email, and phone number. A Contact Record can either be a Primary Contact or a Domain Contact.
When Booking For Yourself
Travelers will fill out the booking form and not choose the I am booking for someone else option
When Booking For Someone Else
The person booking will provide their contact info, choose I am booking for someone else and not need to provide contact information for the booking (unless mandatory during the booking process)
You can book for as many other travelers as necessary
When logging in to MyProfile, travellers must use the Primary Contact (The person who made the booking’s) email and password. Resetting login details will only be available from Primary Contacts (The person who made the booking), and will only be sent to the Primary Contact Email. For more information on Password resets for Contact Records, please click here.
Duplicate emails are filtered when sending emails: if multiple domain contacts (aka Dependents) with the same primary contact (Aka Parent) are selected and emailed in the same request the primary will only get 1 email.
Once a traveler has made their booking, a button will appear under their My Trips Module (located on the left of their profile) that will allow them to Book for Someone Else. The Book for someone else button also appears on the welcome page after they have completed the booking process, under the Booking Results Module.
Traveling Statuses:
NEW JOINER – New Booking created with no transactions
ACTIVE – All payments are up-to-date
OVERDUE – 1 payment is listed as missed
COMPLETED – All payments up-to-date, and the Trip status equals Completed
Non-Traveling Statuses:
PENDING – 2 or more payments are listed as missed
DEFAULT – 3 or more payments are listed as missed
CANCELLED – Set manually by users
WAITLIST – All payments up-to-date, and Trip status equals Waitlist
UNCONFIRMED – Deposit payment is listed as missed
NO SHOW – Set manually by users
Typically used is cases where a booking was Active but did not actually travel on the trip and did not contact the company to cancel their spot.
Active
Only Bookings with a traveling status can be assigned a room number.
Bookings with an Organizer association to the trip will not fall below Overdue even if they have 3 or more Missed payments. It will be your responsibility to review these bookings and move them to the appropriate status if they are no longer traveling.
Groupdesk has automatic status updates for Booking Records. This means you will likely only have to manually update a Booking Record when cancelling, uncancelling, fixing an error or updating an Organizer Booking Status that has fallen below overdue.
Open the Booking Record
In the Overview Panel, Click Edit
In the Status dropdown, choose the status you want to update to
Click Update
Updating a Booking Status may send an automated email to the traveler to let them know the change in their status.
When adding Discounts / Fees to bookings, you will need to be on the booking record.
Scroll to the Pricing module
Add the following fields:
Category – Discount or Fee
Description – Description of category
Type – Amount or Percentage
Amount – Amount of Discount or Fee
Expiration Date – choose a date for Groupdesk to automatically remove the Discount or Fee from the Booking
If you would like to add multiple discounts / fees to one booking, just add another Line Item + and fill in the appropriate information.
Line Item +
Each Booking has their own payment schedule (generated from the Trip). This can be edited on the booking record to customize the schedule for the passenger.
Scroll down to the Payments module
You can now do any of the following to edit the bookings payment schedule:
Add Payment
Click Add Payment
Fill out the amount, and scheduled date
Click Create
Edit an upcoming payment
Find the payment in the list
Click edit on the right side of that payment row
Edit the Amount or Date
Remove an upcoming payment
Click remove on the right side of that payment row
Edit the Balance Date
Scroll to the Balance payment
Edit the Date
When removing payments from the schedule, make sure that the deposit payment is scheduled first, and is the only transaction scheduled on that date. If you have payments listed before the deposit date, update the dates of those payments so they are after the deposit date.
When removing payments from the schedule, make sure that the deposit payment is scheduled first, and is the only transaction scheduled on that date.
If you have payments listed before the deposit date, update the dates of those payments so they are after the deposit date.
The Payments module on a booking record includes an UPDATE SCHEDULE button. This button is available for all users and can be used to recalculate booking schedules if there are any errors.
UPDATE SCHEDULE
Upcoming – Scheduled for the future
Paid – Satisfied by transaction
Missed – Scheduled in the past, without a transaction to satisfy the amount due.
If you edit or delete an upcoming payment, Groupdesk will automatically adjust the balance payment.
By changing an existing Periodic payment, it will change the payment from periodic to custom. The difference between a Periodic payment and a Custom payment is the relationship to the trip. When payments are generated on the trip they create relationships to the payments that correspond to the booking. Custom payments do not have that relationship.
By changing an existing Periodic payment, it will change the payment from periodic to custom.
periodic
custom
The difference between a Periodic payment and a Custom payment is the relationship to the trip. When payments are generated on the trip they create relationships to the payments that correspond to the booking. Custom payments do not have that relationship.
Adding a new payment does not exempt the traveller from the next scheduled payment, unless you also delete or change the scheduled payment date of that next payment.
Deleting a payment from an Individual Payment Schedule is helpful when you want to keep the traveller’s Booking Status in good standing. Missed payments = changes to the booking status.
When the total amount of the payments on a payment schedule is more than the total trip cost, it causes display issues on the booking record’s profile and payment schedule. The total of the scheduled payments must be lower than the total trip cost. Typically, this error only occurs when creating custom payments/schedules or when a discount has been applied to the booking record. When a periodic schedule is used, only payments less than the total trip cost will be added to the booking, regardless of when they sign up. Please see the example below for information on how to fix and prevent this error.
Example Booking Record with Incorrect Payment Schedule
In the example photo above, the total trip cost is $575 but the total of their scheduled payments is $750. This is causing their balance payment to show as a negative amount and the status is showing as Paid.
There are two ways to fix this error:
Remove some of the payments on the schedule until the total cost of the payments are less than the total trip cost
2. Adjust the payment amounts so that the total of the scheduled payments are less than the total trip cost
If a Balance payment’s status on a Booking record is Paid and the passenger has not paid in full, there is most likely a issue with their payment schedule.
Refunds are issued on the booking record by selecting the single payment you want to refund.
Once the single transaction is selected, a Refund button will appear in the header of the Payments module.
Click Refund, and fill in the applicable information
Refund Reason: Choose one of the options
Transaction Date: will usually be listed as “Today”
Status: should be Pending and will updated if the refund is processed successfully or not (unless refunding cash or cheque payments)
If refunding cash or cheque payments, set status to Cleared once the cheque has been issued and confirmed
By setting the status of the refund to Cleared Groupdesk will not communicate with the payment processor to process the transaction.
Type: Refund
This will default to Refund or Extra Refund depending on the transaction selected.
Form of Payment: This will default to whatever form the transaction was originally. This should match the original form.
Amount: This will default to the full (negative) amount, see below to issue a partial amount.
You have to issue a refund for every transaction, you cannot issue one lump sum
Follow the same steps as above for Full Refunds, but when entering the amount, update the amount to be less than the full (negative) amount.
In the case requesting the refund there is an Assigned To field. Here is where you assign the person who needs to look at the case next, or who is responsible for issuing the refund (based your business processes).
Open the booking record with the refund case
Scroll to the Transaction module
An action to login as a traveler (login on their behalf)
Open your booking record
In the Overview panel click on Impersonate Login
View and/or edit the My Profile as needed
To stop impersonating, click logout in the top right box above the left navigation
ALWAYS LOG OUT AFTER IMPERSONATING. Not logging out confuses the Traveler Interface, and you may inadvertently create errors or make incorrect edits for the booking. Refreshing Groupdesk pages while impersonating a user may also cause errors.
If you’re unable to impersonate a user, you may have to ask your admin for access.
When viewing a booking, you can also view the state of the financial records on that booking.
Scroll to the Finances Module (this exists under the Overview Module)
Expired and Deleted Cards will appear greyed out (see photo above).
Number: The card number
Type: Card Type
Expiration: The date the card expires
Active:
Yes = This card is active on the Booking Record Appearance > The finance card will appear normal
No = This card has been removed from the Booking Record (Deleted by the traveler or a user) Appearance > The finance card will greyed out as it has been deleted on My Profile
Auto Charge:
Yes = This card will attempt to auto charge on the next payment date
No = The next payment will need to manually be charged by the traveler
Booking Records can have multiple cards on file. Each card will appear within it’s own box.
Travellers are able to edit and delete any payment methods they have associated to their bookings on their MyProfile. Any card on file can be deleted at any time. Only the Auto-Charge status can be updated on an existing card. Travellers can add as many payment methods to the file as they want, however only one can be set to process automatically.
This information can be accessed on their Profile under the Trip Payments tab of their desired trip.