E-BOOKING USER`S MANUAL

E-BOOKING USER`S MANUAL
APR I L 2013
E-B OOKING
USER’S MANUAL
w ww. h l k f-e x t r a ne t.c om
In c re a s i ng C us t o me r Sati sfac ti o n
with E- Bo o k i n g
De a r C o l leag u es ,
W i t h i m m e di a t e effect , an u pdat ed e-b ooking v er sion is av ailab le for y ou.
Fo r m a n y y e a r s , we h ave been able to offer you a fleet of ship s which is
unm a tc h e d o n t h e market . Ju s t as exclusiv e as our cr uise ship s are the
ex p e c ta ti o n s of ou r cu s t omers .
To e n a b l e y o u t o s ell ou r premiu m-q uality cr uises ev en m ore effor tlessly
and q u i c k l y, we are offerin g yo u our e-b ooking. Take ad v antage of the
o p p o r tu n i ty, f o r in s t an ce, t o en qu i re ab out vacancies online, to p lace an
o p t i o n f o r a c a b i n re s p e c t i v e l y c a n c e l a n o p t i o n o n l i n e o r t o b o o k
additional services to complement an existing booking. It is also
p o ssi bl e to m a ke prebo o kin gs o n line once the resp ective p rev iew fold er s
hav e be e n se n t o u t .
We h o p e y o u h ave a lot of s u cces sful b ookings.
T i na K i r fe l D i re c to r o f S ales Cars t en Sü hr ing
Direct o r o f Sales
1
Ba si c D at a
Select cruiseSelect a cruise, either by entering the cruise code
directly and then clicking on “Process” or by selecting
a ship and cruise from the drop-down menu (if, for
example, only the date is known).
T he info button next to the cruise links you
directly with the cruise information on our homepage,
www.hl-cruises.com. Here you will find all of the
information about the cruise which has been placed
on the Inter net (itinerary, prices, pre-cruise and postcruise programmes).
A dd additional cruise. Use this function to book combinations. The subsequent cruise will automatically be
added by a click.
Cabin occupancyPlease enter the occupancy for each cabin here. If your
customer requires several cabins, you can add them by
selecting the function “Add cabins”.
Click on the info button next to the cabin occupancy
to find additional information, e. g. about discounts for
children.
Your e-mail addressYour e-mail address should be filled in automatically – but
it can also be changed manually. Always enter your
e-mail address so that your questions can be answered
immediately.
Agency employeePlease enter your name as well in case we have any
questions.
2
Cat e go ry Vacan cy
In the Category Vacancy, a click on “On Board”
links you to our homepage, for immediate
access to all the information relating to cabins/
suites (360° views, deck plans, pictures of
cabins etc.) required for advising customers.
Cruise combinationAt the top, the cruise and the occupancy for the
1 st cabin will be displayed first.
When booking combinations, you can select:
1) Whether only cabins which are available continuously
for the selected combination, i. e., without requiring
passengers to change cabins, will be displayed;
Non-continuous cabin occupancy2) Whether cabins which are not continuously available
for the combination will be displayed (place a tick in
the box next to “Please click here if you would
consider a cabin change to make your itinerary
choice possible”).
Categories
The display uses the traffic light system.
Red:
Not available
Yellow:
Limited availability
(exactly as many cabins as requested,
or one more)
Green:
Available
(at least two cabins more than
requested)
O n l y t h o s e c a t e g o r i e s w i l l b e d i s p l a y e d w h i c h a re
available for the desired occupancy (e. g. no single cabin
categories for two people).
This step is repeated for each cruise/cabin if you are
booking a number of cruises and/or cabins.
Cabin selectionWhen you click on “Cabin selection”, the deck plan
will be displayed. 3
Dec k P lan
Deck planThe decks on which cabins in the desired category are
found are displayed in colour.
When you click on a deck, the cabin plan will be
displayed.
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Cat e go ry Vacan cy ( C ab in P lan )
Available cabinsDepending on availability, up to 4 vacant cabins will be
shown in green on the cabin plan. Simply click on a
cabin to select it.
Alter native cabin selectionWould your customer like to book a specific cabin? Then
enter the number of the desired cabin in the white field.
A click on “Alter native cabin selection” will reveal
whether this cabin is available. If the cabin is vacant,
you can book it in the normal way.
RequestIf a cabin is displayed in grey, it can be requested via the
system or be booked on waiting list status. To do so,
please click on “Book cabin upon request” and proceed
to “Booking/Price enquiry”.
After you have selected the cabin, there are two ways to
continue:
1 . Booking/Price enquiryThe travel arrangements to the cruise departure point
a n d f ro m t h e c r u i s e a r r i v a l p o i n t a s s h o w n i n t h e
catalogue are added here by default. You immediately
have an overview of services and prices.
2. “Next” butto nThis takes you to the next page, “Sea package”.
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Sea P ackag e
You can book services provided during the cruise, e.g.
table seating requests and shore excursions, in the section
entitled “Sea package”.
Special remark sYou can enter messages about table seating reque sts (for
(white field to be filled out)
MS EUROPA, MS HANSEATIC and MS BREMEN), e.g.
diabetic, window table, etc., under “Special remarks”.
Confirmation
H ere, you can let us know whether you would like to
receive our confirmation/invoice by e-mail or by post.
Golf
S EUROPA, MS EUROPA 2 and MS COLUMBUS 2 golf
M
packages can also be booked on selected cruises.
Shore excursionsThree to four months prior to the beginning of the cruise,
the English shore excursion programme will be displayed
here. This will enable you to provide your customers with
first-class consultation and book the excursions for them
online. The possibility of booking specific shore excursions
will be indicated by the use of colours.
Orange:
Waiting list possible resp. waiting list closed
Yellow:
Bookable for individual participants, but no
longer for all of them
No colour: Bookable
6
Tra ve l A rra n g e men t s t o
Cru i se D e p a rt u re P o in t
an d fro m C ru i s e Arrival P o in t
Please select the desired travel arrangements to the
cruise departure and from the cruise arrival point. Preand post-cruise programmes can also be booked here.
Please note that our pre- and post-cruise programmes
are conducted in German.
“Info” buttonJust as during the cruise selection above, you can click
on the “info” button to access the information on the
homepage, www.hl-cruises.com.
Own travel arrangements
Option for cruise-only bookings
I f you are organising the travel arrangements to the
cruise departure and from the cruise arrival point for
your customers yourself, please select “Own travel
arrangements”.
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Tra ve l A rra n g e men t s t o
Cru i se D e p a rt u re P o in t
an d fro m C ru i s e Arrival P o in t
Details of the travel arrangementsOnce you have selected the desired travel arrangement
programme, you can specify the details of the arrangements
to the cruise departure point and from the cruise arrival
point, e. g. desired flight route, hotel room, any optional
excursions within the scope of the travel arrangements, etc.
FlightsFlights can currently be booked only as flight requests,
subject to availability. The written flight confirmation
issued by Hapag-Lloyd Cruises is authoritative.
Availability of hotels and excursionsThe availability of hotels and excursions is shown here in
colour as well.
Orange:
Not available
Yellow:Available for some participants, but not
for all
No colour:
Bookable
Share of fuel costs (air)Mandatory items such as the share of fuel costs are
displayed here as well, but cannot be changed.
Differing requestsDo you require differing variations of the travel arrangements to the cruise departure and from the cruise arrival
point for the various members of a customer group? If you
place a tick next to “Differing requests”, you can book
differing criteria for the travel arrangements to the cruise
departure point and from the cruise arrival point (e. g. flights
from/to various home airports).
You can then book further optional “ Presents and
on-board credits”. 8
Pre se n t s / O n - b o ard C red it
I n a d d it io n , y o u c a n n o w a d d y o ur
g re e t in g s t o p re s e n t s ( g if t o rd e r )
d ire c t ly v ia t h e e - b o o k in g s y s t e m .
We w ill p r in t o u t t h e g re e t in g c ard s
a n d s e n d t h e m o n b o a rd . Yo u can
a ls o c u s t o m is e t h e d e liv e r y d a te,
e . g . f o r a b ir t h d a y. Un le s s t h e p rea llo c a t e d d a t e is c h a n g e d , p re s ents
w ill b e d is t r ib u t e d a m o n g t h e c ab ins
a s u s u a l o n t h e d a y o f e m b a r k atio n.
Agency servicesThis is where you can book other agency services,
especially gift orders. As of 2011, these can exclusively
be booked via our e-booking system.
The payment for the services will be settled via the
commission.
You have the option of showing or hiding these services both during the booking/price enquiry and in the
final cruise confirmation. This is possible on the monitor
and the print-out. You can therefore decide yourself if
the customer will be notified of the services before the
start of the cruise or not (see example on the following
page).
9
Book i n g / Price En q u iry
This is how the price presentation is displayed on the monitor.
The agency serv ices will be settled together with your commission.
10
Pe r son a l D a t a
Personal dataAs a minimum, the last name, first name, form of
address and complete address must be entered.
T he mandatory fields are marked with a *. If any
of the mandatory fields are not filled out, they will be
displayed again in colour.
11
Pe r son a l D a t a
Household member
I f several passengers have the same address, you can
place a tick in the box beside “Household member” for
the 2 nd and subsequent passengers.
I t will then not be necessary to re-enter the
address.
In voi c e R ecip i en t
This page is simply confirmed by clicking on “Next”.
12
Fi n i sh in g th e Bo o kin g
Summary of services/
Booking option After you have entered all of the services, you will come
to the summary of services and the booking option.
The presentation has the same structure as our cruise
confirmation. All of the services and prices are shown in
the same layout as the written confirmation/invoice the
customer will receive at a later stage.
Terms and conditions of travelThe booking cannot be finalised until our terms and
conditions of travel have been accepted (can be viewed
by clicking on „Non-binding reservation (option)“.
13
Fi n i sh in g th e Bo o kin g
Summary of services with
booking number Once the cruise has been booked, the summary of
services and booking number will be displayed (upper left).
This summary can also be printed out.
Open reservationBy clicking on “Open reservation”, you can look at the
booking again and make changes to it, if applicable.
14
Op e n R e s erv at io n
Open reservationYou can also retrieve any bookings made by your
agency at a later point in time via the menu item
“Open reservation”.
If you enter the booking number and then
press ENTER
or
If you click on Search, a selection box with the
desired booking will appear. Please click on the
booking number in the window to open the booking.
15
Op e n R e s erv at io n
SearchIf the booking number is not known, the field can be
left empty. When you click on “Search”, a list with the
current bookings of the agency whose number you used
for the log-on will be displayed.
IMPORTANT for group partners: If you logged in with
a 54, 55 or 56 agency number, only those transact ions
which have been booked under this number will be
displayed. A separate log-in must be requested to display and edit bookings booked under a 57 number.
Booking/Price enquiryThe booking opens under the the menu item
“Booking/Price enquiry”.
Use the menu bar on the left-hand side of the screen to
navigate quickly among the various items.
Rebookings (changes of booking)Changing a booking under an existing number has been
greatly simplified. There is no longer any need to click
on each page in tur n before changing the booking at the
end. Whenever an existing booking number is called up
and something has been changed (gift order, shore
e x c u r s i o n s , a d d re s s / p a s s p o r t d e t a i l s , e t c . ) , a l i n k
appears immediately with instructions on how to access
a change of booking directly with one mouse click.
Changing a booking under an existing number has been greatly simplified. There is no longer any need to click on each
page in turn before changing the booking at the end. Whenever an existing booking number is called up and something
has been changed (gift order, shore excursions, address/passport details, etc.), a link appears immediately with instructions on how to access a change of booking directly with one mouse click.
CancellationsA cancellation is possible only in the option status. For
this purpose, simply click on “cancel” under the menu
item “Booking / Rebooking / Cancellation”.
16
I f this us er ’s manual
do e s no t provide
ans we rs to al l your
que s tio ns, please do
n o t he sitate to contact
our s a le s team:
✆
+49 40 3001 4580
In case calling is not possible
due to differences between
time zones, please write an
e-mail to [email protected]
M o nd a ys to Fr idays ( CET)
f ro m 9. 00 to 1 8.3 0 hr s
and Sa turdays from
9 . 00 to 14.0 0 hr s
w ww. h l k f-e x tra ne t.c om
17
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