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Trips User Guide

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Trips User Guide Version 1.3 ® tRIPS User Guide Crown Team 01274 726424 Corporate Team 03300 082000 AiT House 16 Eldon Place Bradford BD1 3AZ www.redfern-travel.com CONTENTS About this Guide ...................................... 1 Flights ..................................................... 34 What’s New? .............................................. 1 Enter Departure and Arrival Points ............ 34 Feedback ................................................... 1 Enter Dates and Times of Travel ............... 35 Select a Fare ............................................ 37 Using This Guide ...................................... 1 Traveller Details ........................................ 41 Need Further Assistance? .......................... 2 Flight Billing Details .................................. 42 Confirming the Booking ............................. 45 Accounts and Registrations .................... 3 Collecting Your Ticket(s) ........................... 45 Registering Your Account ........................... 3 How Do I Amend My Booking? ................. 46 Creating a Password .................................. 3 Account Types ........................................... 4 Eurostar .................................................. 47 Amending your account .............................. 4 Enter Departure and Arrival Points ............ 47 Booking on Behalf of Others ....................... 5 Enter Dates and Times of Travel ............... 48 Select a Fare ............................................ 50 Moving Around ......................................... 6 Traveller Details ........................................ 53 tRIPS® Home Page .................................... 6 Eurostar Billing Details .............................. 54 tRIPS® Navigation Menu ............................ 7 Confirming the Booking ............................. 57 tRIPS® Search Menu .................................. 8 Collecting the Ticket(s) ............................. 57 tRIPS® User Admin Screen ........................ 9 How Do I Amend My Booking? ................. 58 Rail ............................................................ 12 Taxis ........................................................ 59 Enter Departure and Arrival Points ............. 12 Enter Pick-Up Address and Destination .... 59 Enter Dates and Times of Travel ................ 13 Enter Dates and Times of Travel ............... 60 Select a Fare .............................................. 16 Select a Fare ............................................ 61 Traveller Details ......................................... 17 Traveller Details ........................................ 62 Seating Preferences ................................... 18 Taxi Billing Details .................................... 63 Billing & Ticketing Information .................... 19 Confirming the Booking ............................. 64 Confirming the Booking .............................. 22 How Do I Amend My Booking? ................. 65 Collecting Your Ticket(s) ............................ 22 How Do I Amend My Booking? ................... 23 Ticket types ................................................ 24 Hotels ........................................................ 25 Select a Location........................................ 25 Select a Check-In Date .............................. 26 Number of Nights, Occupants & Rooms ..... 26 Select the Hotel .......................................... 27 Guest Details ............................................. 30 Hotel Billing Information ............................. 31 Confirming the Booking .............................. 32 How Do I Amend the Booking?................... 33 © Redfern 2014-15. About this Guide ABOUT THIS GUIDE The first version of the tRIPS® user guide was released December 2014. It was last updated October 2015. It is designed to show you: • How to make rail, flight, hotel, Eurostar and taxi bookings on tRIPS® step-by-step; • How to cancel bookings online (if applicable). It is always recommended to use the most up-to-date version of the guide where available, as the system is updated periodically with new features and enhancements. This guide is available free of charge and we encourage you to use and share it, but please do not make any modifications to the guide without asking us first. Thank you. What’s New? • Sections on booking cancellations have been added for all types of booking; • Demonstrations of new features (as of 23 September 2015); • New, ‘cleaner’ layout. Feedback If you have any questions, comments or suggestions about the guide, or about future releases of tRIPS®, we would love to hear from you. Please email feedback@redfern- travel.com. Thank you. USING THIS GUIDE If you are reading this guide on a computer, you can navigate around by either: • Using the Contents Page – Press the Ctrl key and click on a section. • Pressing your Ctrl key and left-clicking links in the text – these will be underlined and highlighted, for example: Using this Guide Useful Icons Colour-coding of important information is done throughout the guide: This indicates an important This indicates a link to an point, or a tip to help you with external website with useful your booking. information. Page 1 Using This Guide: Need Further Assistance? Need Further Assistance? If you are still having difficulty making a booking after reading the guide, you can use the Contact Portal to direct your query to the appropriate department at Redfern for further assistance. The Contact Portal saves you time by showing you the most frequently asked questions on a topic of your choice. After clicking the Need Help link, and clicking Contact Us, you will see a drop-down menu. If you have a hotels query for example, select Hotel from the drop-down and choose whether it concerns UK or International hotels, or a group booking. Then choose a more specific option such as amendments. After making a selection, you can view the most frequently asked questions (FAQs) on the topic you have chosen. Clicking on a question will enable you to view the answer. If none of the FAQs help you, select Click here if these FAQs did not help you to send a message to the Redfern team. Please ensure that special characters (such as spaces) are not entered in to the telephone number field, as this can cause problems with sending the form. If you encounter any error messages while making bookings, please screenshot the message(s) and send to Redfern’s Technical Support team as soon as possible after their occurrence. Booking requests cannot be guaranteed in absence of any screenshots or supporting information on the problem encountered. Page 2 Accounts and Registrations: Registering Your Account ACCOUNTS AND REGISTRATIONS Registering Your Account To begin the registration process for tRIPS® you will need to contact your in-house travel management team (not Redfern). If you are unsure of the contact details for your travel team however, please contact Redfern’s Technical Support department for further advice. After the account is registered, you will receive an email confirmation stating your account has been set up. Please visit the tRIPS® website to continue with the process; you will see a grey and white log in box. 1. Enter your full email address. 2. Click Recover Password. The system will send you a new password link; click the link within the email to set a new password. The password must meet certain criteria; find out more on the following page. Creating a Password As part of the contract Redfern have with your organisation, certain security measures were introduced to protect your information. One of these measures was the use of passwords. To create a strong password, it is recommended that you include a mixture of: • Special characters (e.g. # or - symbols); • Capital/lowercase letters; • Numbers. You won’t be able to use dictionary words or names, so it may be useful to combine two words, and/or substitute numbers for letters. For example “bookings” could be “B00k1ng$”. For more information and ideas on choosing a password, see this short article from Microsoft: http://windows.microsoft.com/en-gb/windows-vista/tips-for- creating-a-strong-password. Once this is done you are now able to log in; go to www.trips.uk.com to start. Page 3 Accounts and Registrations: Account Types Account Types As of the 30th of June 2014, there are four account types. Each account type has different features, ranging from the ability to book travel yourself to booking on behalf of others. The table below gives a brief overview of each account type. ACCOUNT FEATURES TYPE • The most basic account; allows bookers to quickly add user details Traveller and avoid having to type information manually. • Doesn’t have a log in, so cannot book travel themselves online. • Able to book travel and accommodation in their name only – booking Self-Book for colleagues is not allowed. • Able to edit their profile (e.g. name and address). • Able to book for other users, though they must be one of the travellers Self-Book (or hotel guests). and Others • Able to edit their profile (e.g. name and address). • Can make bookings for any user in the same organisation, even if the Booker booker is not one of the travellers. • Able to edit their profile (e.g. name and address). Amending your account If you need to make amendments to your account, please click the User Admin link on the top menu bar. Through this button you can view your personal profile and make changes such as: • Name and address • Default booking codes (e.g. cost
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