New Booking

Overview

The Respax Admin Portal (RBE) allows you to create New Bookings from various places. One of those places is the Dashboard and the other is from the Bookings Tab (which is what we are going to cover in the article below).

Add New Booking

To Add a New Booking, go to the Main Menu and select the Bookings Tab and select the New Booking Button.

You will now be required to go through each Section of the booking form to fill out the required details to create a new booking. As you can see on the righthand side in the screenshot below, the page is broken down into sections and we are currently on the first Section which is called Booking Details.

Booking Details - The Agent Code and Financial Entity are required fields. You will need to fill out these fields before proceeding to the next section. For information about what each of these subheadings mean, ie, Agent Code and Financial Entity click here

Tour Details - a) Click in the field where it says Tour Code: a list of all your tours will appear, click on the tour you need

b) Once you have selected the tour the Add Tour Button will be available. Press the Add Tour Button to proceed.

c) The Tour Details will now expand, fill in the details you require for the Booking.

Note:

Tour Basis and Tour Sub-basis are required fields
Pickup Location will only be a required field if your tour has been configured for pickups. Click here to learn how to configure in Locations.

Note: If there are components associated with the tour a ‘Component’ Tab will display. Click on the drop-down arrow on the Components section to expand components

Primary Passenger Details - In the example below the Passenger First Name, Last Name, Email and Phone No. are all required fields. You can manage these fields and many other fields (to be required or not required) in the Passenger Type Settings section under Tour Maintenance.

Additional Passenger Details - This information will only display if the tour has more than One Pax.

a) Click on the Drop-Down arrow to expand the details

b) Fill out the Additional Passenger Details.

Booking Comments (Optional)

General Comments

Where staff can write any comments that wish to add for the booking. These comments are then included in the Passenger Confirmation PDF and on the Tour and Bus Manifests for the Operator.
Online Agents and consumer bookings also have the ability to write comments from the public website which can populate in this section of an exisiting booking.

If the Operator has frequently used comments that are added by Staff users to many bookings daily, then create a custom list of quick-to-use default comments
see Default Comments Lookup. In the example below it is currently greyed out because no default comments have been configured.

If the Default Comments have been configured, click on Choose a default Comment button:

Search for the Default Comment using type-ahead or from the dropdown list.

Select a Default Comment and it is appended to the General Comment

Voucher Comments

Voucher Comments are only allowed to be entered in the staff User Interface, meaning only staff can make comments. These comments can be included on Vouchers (IE. Gift Voucher) that are issued to passengers.

Requirements

With every booking it is a requirement that you must Tick the box to accept the Terms and Conditions for travel. If you click on the Terms & Conditions Link you should be able to open the information to read out to the Passenger.

You will receive a warning text message in Red if there is missing Data and will not be able to proceed with the booking until the missing data is filled. Scroll Back up to check what data has been missed and then check again to ensure that errors have gone.

Summary

The booking Summary is an overview of the booking, please check carefully that the details are correct before proceeding to the Save and Proceed Button.

Extras Information

What are the toggle switches and how do they work?

Buy as Gift means that someone may want to buy a tour for someone they know and give it to them as a gift. One of the key differences when you select this is that you cannot select the date and time for a tour, as it now becomes a gift certificate with a set expiry date which can be configured/setup initially upon each tour. You can do this from the Main Menu > Tour Maintenance under the Advanced Tab, click here to learn how and more about Gift Certificates.

Cancelled means cancelling the Tour Details and starting again.

Toggle the Cancelled switch to on

Click Okay

The Tour Details will now disappear, you can click inside the Tour Code Field to add a tour.

Checked in -