Capturing Travel and Transportation Information when Booking a Reservation

When the feature settings and property level settings are enabled for this feature, the Travel & Transportation section is displayed in the Book a Reservation screen. Clicking this option displays the following two sections: Arrival Information and Departure Information.

The Arrival Information and Departure Information sections consists of the following two hyperlinks:

Field

Description

Add Travel Details

This link will be displayed only if the Collect Guest Travel information flag is enabled in the Travel Information set up. Users can add any number of travel detail records for arrivals and departures by clicking this link. All fields in the section are not mandatory. Users can delete a travel record by clicking the delete icon. As records get added, they are titled as Arrival Details 01, Arrival Details 02, or Departure Details 01, Departure Details 02 and so on.

Choose Location

Select a location of arrival from the drop-down list. Once selected, the address of the location, distance, and the estimated travel time between the location and the property in the HH:MM format is displayed below the Choose Location field.

Guest Name

The name of the guest who is traveling. The guest's name is auto-populated if a profile is associated with the reservation.

Booking Number

The booking number for the travel detail record.

Carrier

The name of the carrier for the travel type.

Terminal

The terminal of arrival.

Date

The date of arrival.

Time

The time of arrival.

Add Transportation Details

This link will be displayed only if the Provide Guest Transportation Service flag is enabled in the Transportation Information set up. Users can add any number of transport detail records for arrivals by clicking this link. Transport details can be added even if the reservation is checked-in Users can delete a transport record by clicking the delete icon. As records get added, they are titled as Transportation Detail 01, Transportation Detail 02, and so on.

Guest Name

The name of the guest who is travelling. The guest's name is auto-populated if a profile is associated with the reservation.

Number of persons

The number of people that need transportation.

If the number of people exceeds the total number of guests in the reservation, the following message is displayed: Exceeds total number of guests.
If the Transport Type is first selected before entering the number of persons, and the number exceeds the capacity of the transport type selected, the following message is displayed: Exceeds total number of guests.

Transport Type

Select a transport type from the drop-down list.

If the number of persons is defined first and a transport type which cannot accommodate the number of persons defined is selected, the following message is displayed: Selected transport cannot accommodate the defined number of persons.

Vehicle Count

The number of vehicles needed for the selected transport type. By default, 1 is displayed.

Pick Up Address

Select the address to pick-up the guest from the locations defined. On selection, the address of the location, distance, and estimated travel hours are displayed below the Pick Up Address field.

Pick Up Date

Select the date to pick up the guest from the date picker.

Pick Up Time

Select the time to pick up the guest.

Charge

Transportation charge for the requested transport will be displayed based on the Transport Type selected. Once selected the following fields are displayed:

Item Name - The transaction item that is created for transportation charges.
Quantity - The number of vehicles needed for the selected transport type.
Amount - The amount charged for the transportation type. This is an editable field. Charges will be displayed for each transport type when there are more than one transportation requests. Charges are posted in the transaction item’s name which was defined in the Transportation Information set up on date roll. Transportation charges are also displayed in the Estimated Charges section of the Book a Reservation screen. Users with the StayTransportRateOverride permission can override the rate for the transport type by clicking the text box. The Adjust Rate screen is displayed with the following fields:

Field Name	Description
Date	The date in which the charge will be posted. This field cannot be modified.
Charge	Enter the overridden amount in this field. When the amount is edited, the tax and total amount are recalculated. The amount can also be set to 0.
Override Reason	If the rate override reason feature setting is enabled and active reasons are available, this field will list the active reasons in single select drop-down list. Users can select the reason when changing price. This is a mandatory field.
Comment	Enter a comment when adjusting the price. It is not a mandatory field and a maximum of 100 characters are allowed.

Tax - The tax amount configured for the transaction that is created for transportation charges.
Total Amount - The total amount charges for transportation including taxes.

Charge should be displayed in the below formatted under each transport request in booking modal.