Groups - Recording Flight Info
Date: September 22, 2021
Description:
Group reservations are sent flight info requests automatically at 90 days prior to travel and again at 75 days prior to travel. Flight info request e-mails state that we need the information at least 60 days prior to travel
When a guest sends in flight information via e-mail for their itinerary do the following:
1. Verify travel dates match up to itinerary
If they do not notify customer of the discrepancy and ask for clarification.
2. Verify Flight is arriving / departing at correct destination and for all guests
If incorrect destination is listed, e-mail client and ask for clarification.
Verify Flight info provided by customer is for ALL passengers on their itinerary. Do not assume it is for all guests unless noted.
3. Go to Travel eSolutions Find trip and open it up
4. In trip, under Reservation Information>Trip Information Click on Add Flight
5. Enter Flight info into TESS
Use 2 digit airline code followed by flight number, flight will populate if in the system.
6. Adjust Hotel Times
Be sure to take note of the flight times, and adjust the hotel check in time and check-out time accordingly so that they make sense chronologically.
7. If guests are arriving/departing on different flights, please add “Separate flights” in the Room Number section, and list all flight info in the Notes tab.
If guests have sent flight info but have not purchased transfers, please respond to them advising them that the automated e-mail went out accidentally to their account, but offer to add transportation on if they wish. (provide pricing from couples website).
8. Under the Details Tab - update variables
Click update itinerary
9. Update Flight info on final travel docs
if transfer info shows flight info needed” (usually highlighted in yellow) - update these with the airline code and flight number. I.e. - WN1609, AA1272
10. Click on Save
11. View Tasks
12. Check off "Get flight info" Task
13. Return to RESERVATION INFORMATION
14. Drag highlighted text
review future automated e-mails that are scheduled and if another Flight Info Request e-mail is scheduled, cancel it so the customer does not receive another reques
