Groups - Modification (Date-Change) - Inventory not available in hold - ALG

Date: September 22, 2021

1. We receive an e-mail from a customer wanting to make a change to their dates or room category

We receive an e-mail from a customer wanting to make a change to their dates or room category

2. Open Tess and open booking

Open Tess and open booking

3. Determine what group the booking is part of, copy CG code

Determine what group the booking is part of, copy CG code

4. Next, you will need to make sure there is no price change on the change in dates for the reservation

to do this, open emailmeforms and pull up the group booking form

Next, you will need to make sure there is no price change on the change in dates for the reservation

5. On the group booking form, select edit

On the group booking form, select edit

6. Scroll all the way down to where you see "Room 1 Date of rate change"

If no dates are entered in the date of rate change, like below, then no rate changes apply to the group. Continue to step 8

Scroll all the way down to where you see

7. If a date is outlined in the rate-change field, you will need to compute the new rate for the trip and let the customer know the additional cost before requesting any changes from the supplier. Do not proceed to step 8.

Once you calculate the new rate, send the new itinerary total to the customer and ask for their approval of the new price via e-mail. File the e-mail in the appropriate group folder.

8. In VAX, click on groups

In VAX, click on groups

9. Select Supplier

Select Supplier

10. Paste "CG code" into group ID

Paste

11. Click on Group Service Request Form

Click on ***Group Service Request Form***

12. Enter your name, [email protected] for the e-mail and Group CG Code

Enter your name, info@beallinclusive.net for the e-mail and Group CG Code

13. Confirm the correct group pulled up

Confirm the correct group pulled up

14. Select Modification in drop-down list

Select Modification in drop-down list

15. Select Swap Inventory if doing a room category change or date-change for the same length of stay

Note - if doing a date-change for different length of stay - see SOP for to reduce a stay or lengthen a stay.

Select Swap Inventory if doing a room category change or date-change for the same length of stay

16. Enter number of reservations you are requesting changes to

Enter number of reservations you are requesting changes to

17. Fill out form and notate existing reservation in the additional comments field

Fill out form and notate existing reservation in the additional comments field

18. The form will give you a case number immediately and also e-mail a case number to [email protected] - Copy the case number

The form will give you a case number immediately and also e-mail a case number to info@beallinclusive.net - Copy the case number

19. File the automated e-mail with case number in the appropriate group folder

File the automated e-mail with case number in the appropriate group folder

20. On the e-mail from the customer, tag it with a blue-i for follow-up waiting on supplier

On the e-mail from the customer, tag it with a blue-i for follow-up waiting on supplier

21. In the notes on the customer e-mail, enter your initials, followed by action taken, and ALG case number.

In the notes on the customer e-mail, enter your initials, followed by action taken, and ALG case number.

22. Reply back to customer and let them know we have submitted their request and need to wait to hear from the resort to confirm the change.

Reply back to customer and let them know we have submitted their request and need to wait to hear from the resort to confirm the change.

This workflow was created with Tango.