Clarity Online Booking Guide

Clarity Online Booking Guide
Welcome to Go2Book
Your single sign-on reservation system
Welcome to ‘go2book’ - your single sign-on reservation system.
‘go2book’ is an intelligent self-booking tool that will simultaneously search air, rail and hotels saving you
time and money. Simply log-in and book.
This guide is a step by step guide to help you navigate through go2book.
If you have any specific questions regarding the system please contact
Clarity Travel Management Online Help team on 0333 014 6073 or email us at
[email protected]
Getting Started & Updating Profile
Please go to the following link www.go2book.co.uk
To log in first time you will need to enter your email address and click ‘Recover Password’ as below you will
then be sent an email with instructions on how to reset your password. This will then need to be changed to
something personal which is minimum 6 characters including 1 capital and 1 numeric.
Upon first logging into to go2book, you will be asked to review your profile as below:
You will see 4 tabs within your profile:



Personal
Preferences
Docs & Loyalty
Password
Personal
This is where you can do the following:




Change you preferred opening tab to Rail, Hotel or Flight
Change your name
Change your default address
Add an additional email
Change/ add a phone number –
Preferences
Within the preference tab, your Personnel Number and Cost Code is stored, this may be hidden from view,
but this is stored so pulls through to all bookings so the system will not ask you to enter this each time.
You can also in here add your own personal preferences i.e. specific seating requests and meal types by
entering these within your profile this will populate each time you make a booking.
Docs & Loyalty
This is where you can your own Passport details & Frequent Flyer details if you have any.
If you have more than 1 frequent flyer card you just need to save each one and continue adding. Any you
have added will be highlighted in green.
Password
This is where you can change your log in password to go2book.
Homepage Menu
Home button – takes you back to your homepage at any point
Book Travel – This will take you to all your required search pages as below, where you can choose your
desired search type, just simply click on the icon required.
Baskets – will take you to your booked and unbooked baskets
User Admin – this is where you can update your profile
Extras – This is where all your useful links are stored
Sign Out – Simply signs you out of go2book
Other Homepage Functions
**Please note, the homepage contents is bespoke per client and not per user, if you wish to amend / add
anything on here, you will need to go through to your dedicated Account Manager to request this**
Book on Behalf Of
If you are a dedicated booker and booking for someone in your business who has a specific Travel Policy
which will be different from your own, you need to use the book on behalf of option on the top right of your
page BEFORE you start a search:
You will then need to find the user using the following criteria, and then you can continue your booking.
Rail Search
Click the
icon on your ‘book travel’ tab
Enter your search details:



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

Departure Point
Arrival Point
Find By Postcode – Will search the nearest stations to a specific Postcode
Class of Travel
Number of passengers (Dependent on whether you are a booker or self-booker)
Time of Travel
You also have the options to:



Specify a certain station you wish to change at
Choose an open return
Apply a Railcard/Concession (If you select this option, a dropdown box will appear on the next page
asking the type of concession/railcard you are using and your results will display the discounted
fare).
Handy tips


As you start to type the first 3 letters of the departure point / arrival point, go2book
will identify all matches to assist you

If the journey you are searching for is frequently requested, use the save criteria button to store the information in the
favourites section at the top of the screen

Unsure of where the stations are located in London? Click View London Tube Map

If the return travel date is different to the outward travel date, the option to add a hotel stay will automatically appear (more
information on the multi products page)
***Click Find**
Rail Results
Once your search has completed your results will display:
There will always be 2 tabs of results


Returns
Two Singles
Split Tickets will also display if there are tickets available on that particular route. These tabs will easily
display the cheapest fare on that particular ticket to ensure you are purchasing the best fare available.
The depart times at the top are nearest times based on your search, if these are not suitable you can
search earlier and later times on this screen.
Anything you see highlighted in blue is clickable for more information.
The journey details pop up above will display all
stations this journey stops at – you just need to
click the green arrow to see.
To choose the rail journey you would like to book, select using the radio buttons.
Click Book Now to confirm reservation (see next section Booking Confirmation Process)
Click Add to Basket to book more travel (see Multi Products section)
Once you click Book Now the system will re-confirm availability
At this point the system will ask for passengers – depending on how you are set up, will all depend on what
the system asks:
Booker: Will have the option to book for themselves & others, so the options you will see are
 Select Company User – this is if you are booking for someone else within your organisation, once
you select this, you will have the option to search the traveller by Email, Surname or Employee
number. (You will use this option if you have the same travel policies, if not you will need to use the
book on behalf of mentioned at the beginning of the guide) All these travellers will need to have a
profile set up, if you find they are not set up, please contact Online Help.
 Add Guest – This is if you are booking for a user who has not been added into the system, or as a
one off guest.
 Add Me – If you are booking the trip for yourself.
Once passengers have been selected, you will be asked to confirm Seat Selection:
**Please note, if you default any seat preferences within your profile, this information will automatically
populate here so you will not need to complete each time**
**Click Continue**
Data Capture Information:
Your Personnel Number & Cost Centre will be pre populated from your profile:
If you have selected a train to London you can at this point add a day travel card from a dropdown menu:
The ‘Account’ will also be pre populated from your profile.
The ‘Queue’ is a dropdown box and this is how you would like your rail tickets to be despatched – usually
this will be Standard Delivery, First Class, Special Delivery or TOD.
***At this point the address for delivery is pulled from yours/travellers profile – if you require the tickets to be
delivered elsewhere, please amend the address here***
**Click Continue**
The system will again ask you to reconfirm your seats
**Click Continue**
Click Confirm or Confirm All to proceed with more than one booking.
If at the point, BEFORE you confirm, you realise you are booking the incorrect journey – you can click ‘Stop
Booking’ to take you back to ready to book.
Once confirmed – you will be presented with your booking reference – and you will receive a confirmation.
Hotel Search
Click the
icon on your book travel tab
Enter your search details
You can search by:
 Location- so a specific city or postcode
 Office – so any of your offices you have set up **Please see above**
 Airport – Hotels near an airport
 Train Station- Hotels near a train station
Please also enter the date of arrival & number of nights.
You also have the options to:


Hotel Name
Hotel Chain
You can also save your search in a favourite using ‘Save Criteria’
Handy tips:
If the hotel you are searching for is frequently requested, use the save criteria button to store the information in the favourites
section at the top of the screen and this will save you time in the future.
****go2book will default to location search but all your main offices are loaded in a drop down under the
office search – please change your search to this as this will bring back all your preferred rates & hotels and
give you the best set of results****
Hotel Results
Your hotel results will return with ‘Preferred Hotels’ first which are all in your hotel programme, and then
after preferred results will be based on distance from your original search.
Indicates if the
hotel is within
/without policy
(see section on
travel policy)
Provides the
hotel
information
Click to view
hotel on map
Indicates a
preferred hotel
Click the +
symbol to view
the hotel rate
information.
You have the option to filter on the results by:



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Hotel Chain
Hotel Name
Region/City
Rating
Preferred
To check the best available rates for your stay – click the ‘+’ icon and the results will expand:
***It is important to scroll down the list to locate the best rate and cancellation terms - the first
listed rate may not be the most suitable***
You will also need to expand to ‘Show full rate information’ this will display the full policies of that particular
rate.
Once you have selected your desired hotel, Click Book Now to confirm reservation (see next section
Booking Confirmation Process), Click Add to Basket to book more travel (see Multi Products section)
Once you click Book Now the system will re-confirm availability
At this point the system will ask for passengers – depending on how you are set up, will all depend on what
the system asks:
Booker: Will have the option to book for themselves & others, so the options you will see are
 Select Company User – this is if you are booking for someone else within your organisation, once
you select this, you will have the option to search the traveller by Email, Surname or Employee
number. (You will use this option if you have the same travel policies, if not you will need to use the
book on behalf of mentioned at the beginning of the guide) All these travellers will need to have a
profile set up, if you find they are not set up, please contact Online Help.
 Add Guest – This is if you are booking for a user who has not been added into the system, or as a
one off guest.
 Add Me – If you are booking the trip for yourself.
Data Capture Information:
Your Personnel Number & Cost Centre will be pre populated from your profile:
On hotels, you are also required to give a reason if your hotel that you are booking is within 10 miles of your
base office. If this is not, please select N/A from the dropdown.
There is also a ‘Special Requirements’ field where you can enter free text to send to the hotel.
**Click Continue**
Depending on whether your hotel is in or out of policy, go2book will either give you the option to ‘Confirm’ or
‘Get Authorisation’ (See approval process section)
Click Confirm or Confirm All to proceed with more than one booking.
If at the point, BEFORE you confirm, you realise you are booking the incorrect journey – you can click ‘Stop
Booking’ to take you back to ready to book.
Once confirmed – you will be presented with your booking reference – and you will receive a confirmation.
Flight Search
Click the
icon on your book travel tab
Enter your search details





From & To
Date of Travel / Date of Return
Depart/Arrival Time
Number of Passengers
Fare Preference
You also have the option to search by




A via point if you wish to go via a certain airport
Direct Only – if you wish to only search for a direct flight
Choose Airlines - If you wish to search for a particular airline
Class of Service
Handy tips:

Use the Postcode search to search the nearest airport

Use the dropdown to select a 4 hour window timeslot to ensure go2book brings back the best results
Flight Results
You will see 3 tabs of results

By Price
This is the most popular results and this is the one which will always default, this is sorted by price –
cheapest first. This set of results will display scheduled and low cost carriers.

By Schedule
This screen is where you can specifically choose your outbound and return flight options from a split
screen – to get the price – you will need to select your fare and click ‘Calc Price’
**Please note, low cost carriers will NOT display on this tab**

Dual Singles
This is a similar display to by schedule but you can mix and match carriers I,e book a low cost flight
outbound and a schedule return, but please be aware this will be classed as 2 bookings – therefore
2 fees.
****Important Information****
If you are searching for a flight which is also a UK rail journey, go2book will automatically search rail
for you also, so you can compare costing’s and save money
On the various screens, you have numerous filter options in your results:
Filter by
Airline
Filter by
Airport
Narrow your flight times down further
using the scroller bars
Filter by
Number of
changes
Filter by
class
To check the rules of a particular flight, you can click on the ‘+’ icon and click fare rules, the pop up box
will open for you – this will open automatically at the changes/refund information.
Once you have selected your desired flight, Click Book Now to confirm reservation (see next section
Booking Confirmation Process), Click Add to Basket to book more travel (see Multi Products section)
Booker: Will have the option to book for themselves & others, so the options you will see are
 Select Company User – this is if you are booking for someone else within your organisation, once
you select this, you will have the option to search the traveller by Email, Surname or Employee
number. (You will use this option if you have the same travel policies, if not you will need to use the
book on behalf of mentioned at the beginning of the guide) All these travellers will need to have a
profile set up, if you find they are not set up, please contact Online Help.
 Add Guest – This is if you are booking for a user who has not been added into the system, or as a
one off guest.
 Add Me – If you are booking the trip for yourself.
You will not start the bookings process, the first screen you will see will give you the options to enter:
 Redress Number
 Any Special Requests (If these are in your profile they will automatically populate)
 Airline Frequent Flyer Details (If these are in your profile they will automatically populate)
 Passport Details (If these are in your profile they will automatically populate)
 APIS Contact Details
****Please note for flights to Spain, USA & Canada Passport and APIS are mandatory****
Data Capture Information:
This will be client specific depending on your requirements, the below is for demo purposes
**Once Complete Click Continue**
The next screen is your contact details – a mobile contact number is mandatory for flights
Depending on whether your flight is in or out of policy, go2book will either give you the option to ‘Confirm’ or
‘Get Authorisation’ (See approval process section)
Click Confirm or Confirm All to proceed with more than one booking.
If at the point, BEFORE you confirm, you realise you are booking the incorrect journey – you can click ‘Stop
Booking’ to take you back to ready to book.
Once confirmed – you will be presented with your booking reference – and you will receive a confirmation.
Multi Product Bookings
If you are making a booking for a flight or rail journey which includes an overnight stop, go2book will
automatically ask if you require a hotel:
If you tick this, go2book will search simultaneously a hotel for you along with your rail or air. This will
display in the tabs at the top, easy for you to click between the 2
You will now see all your travel options in your basket once you have chosen your desired ones
To continue making the bookings – follow the same processes previously explained.
Taxis
Click the
icon on book travel tab
Enter your search details
 Pick up address, station or airport
 Destination address, click on the green arrow to show address, station or airport boxes
 Date and time of travel
 Number of passengers
 Type of vehicle
 Type of taxi
You also have the option to
 Add a via address, station or airport
You can also save your search in a favourite using ‘Save Criteria’
**Click Find**
Taxi Results
Your results will return in price order
Once you have selected your desired option, click Book Now to confirm the reservation (see next section
Booking Confirmation Process), Click Add to Basket to book more travel (see Multi Products section)
Once you click Book Now the system will re-confirm availability
At this point the system will ask for passengers – depending on how you are set up, will all depend on what
the system asks:
Booker: Will have the option to book for themselves & others, so the options you will see are
 Select Company User – this is if you are booking for someone else within your organisation, once
you select this, you will have the option to search the traveller by Email, Surname or Employee
number. (You will use this option if you have the same travel policies, if not you will need to use the
book on behalf of mentioned at the beginning of the guide) All these travellers will need to have a
profile set up, if you find they are not set up, please contact Online Help.
 Add Guest – This is if you are booking for a user who has not been added into the system, or as a
one off guest.
 Add Me – If you are booking the trip for yourself.
**Click Continue**
Data Capture Information:
This will be client specific depending on your requirements, the below is for demo purposes
You may be required to either
 Select the options from a dropdown
 Enter the details against a mask pre-set in the background
 Enter the details against a validation list set in the background
 Free format
 This may auto populate if the details are stored in your profile
If you have any specific questions in relation to your data capture fields, please contact Online Help.
**Click Continue**
Click Confirm or Confirm All to proceed with more than one booking.
If at the point, BEFORE you confirm, you realise you are booking the incorrect journey – you can click ‘Stop
Booking’ to take you back to ready to book.
Once confirmed – you will be presented with your booking reference – and you will receive a confirmation.
Parking & Lounges
Click the
icon on book travel tab
This search option enables you to search for airport parking options and airport lounges or both…
The search box as below asks what type of search you are completing:
Complete the details and click ‘Find’
Your results will display as follows:
The tabs allow you to select your desired parking option or lounge; these are displayed in price order. Once
you have selected the required option, click book or add to basket.
For car parking, you will need to enter your car details as below:
You can then continue and book as normal following the previous process.
Eurostar
Click the
icon on book travel tab
Enter your search details
 From & to station
 Date and time of travel
 Number of passengers
 Class of service
The prices will display at the top along with the available times for those prices – select your desired
price and time and click book now or add to basket at the bottom
Once you have selected your desired journey you can continue the same booking process as previous
Travel Policy
Throughout your booking, depending on what policies you have set up, you may see different icons:
This means the booking is ‘within’ your policy and is bookable
This means the booking is ‘outside’ your policy but you can still book by selecting a reason
from a drop down box
This means the booking is outside of policy and not bookable at all.
Email Results
On each set of results you can now email that screen to the traveller if you are booking for someone else so they can
have a look at what they prefer.
This will then give you the option to type an email address of who you wish to send the results to this will be a a full
set of results for that particular search (so in order for it to work with hotels, you will need to scroll down to retrieve
most rates before emailing)
There will also be an option to type a message to the traveller:
Approval Process
Within your booking process if when you go to confirm a booking the ‘Get Authorisation’ button appears –
this means your booking requires approval. This is currently set to your Line Manager.
Once you click this, the status will change to ‘Pending’ and an email will go to your line manager to accept
or decline the request. To do this, they will need to log into go2book BEFORE clicking the link on the email:
Once they have approved this, you will receive an email to advise.
You can also see the status of your pending bookings in your baskets:
The status of the booking will now say ‘approved’ and you can go ahead and continue to make the booking.
There is a tolerance set in the system, so if your booking has increased within a £10 tolerance, you will be
able to ahead and continue to book – if this is outside the tolerance, a new approval will be required.
Baskets
Click the Baskets Manager tab on your home page:
Within your baskets, you can view all your bookings you have made; you can search on the left by



When your basket was created
When your booking was made
Outbound Date or Return date
Your results will return on the right hand side
You can filter on each column by certain criteria (you may need to scroll across to see more options)
You can re view these bookings by clicking on the ‘I’ icon which will then take you back to your booking
page.
There is also a feature to add this trip to your outlook calendar, click on the red circled icon to enable this..
Within your baskets there are also other options:





Reset form - will clear your basket search form
Clear column filters – will clear any filters you have set
Remove grouping – will clear grouping from your results
Hide/Show columns – gives you the option to choose which columns you see on your basket results
Export results – will export all your basket results to a CSV
There is also an option for Graph Reports
This gives the booker a summary of all bookings and transactional spend across all types from the basket
information.
In a quick easy to view functionality on your portal, you can see your spend and transactions. Analyse on a
month by month basis or over the year.
Once you have clicked on ‘Graph Reports’, select the type of report you desire:
Your reports are then visible and printable:
These are only available per individual; a booker cannot see everyone else’s reports only his/her own.
Cancelling Bookings
You can cancel HOTEL bookings on go2book, Air & Rail need to be done via your branch.
Cancelling a hotel on go2book
If you retrieve your booking within your baskets as above, you can click on the booking reference an
itinerary will appear:
You will then have the option to amend booking on the bottom left
If you have any further questions regarding go2book, please call or email our Online Help team on
0333 014 6073 or [email protected]
If you need to make a complex booking, amend a booking, or cancel a rail or flight, please contact your
branch
*******
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