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Changes on Existing Flights Schedule and Inventory

Best Practice Guide for Schedule and Inventory Changes

Ver.: 1.1 Date: YYYY-MM--DD

C O N F I D E N T I A L

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Table of contents 1 Introduction .............................................................................................. 3

1.1 Version History .................................................................................... 3 2 Schedule Changes ...................................................................................... 4

2.1 Overview ............................................................................................ 4 Scenario: I need to cancel a flight or series of flights .......................................... 5 2.2 Scenario: Change flights of a multi leg or circular flight where only one leg needs cancellation or rerouting to another airport. ............................................. 6 2.3 Scenario: Change of flight times ............................................................. 8

Inventory Changes ......................................................................................... 10 2.4 Overview .......................................................................................... 10 Scenario: I want to change the inventory of a particular flight ........................... 11 2.5 Scenario: I want to introduce a new or upgrade an existing Inventory Template to exiting flights ............................................................................ 11

Introduction of a new schedule ........................................................................ 13 2.6 Scenario: We start a new route or have created new schedules on existing routes. ....................................................................................................... 13



1 Introduction This documents aims to provide users of WorldTicket’s SMS Airline solution a quick reference on how to change schedules and what the consequences of the actions are. The document reflects most common scenarios.

1.1 Version History Activities Editor Date Version

Creation LGA 06NOV2014 1.0



2 Schedule Changes

2.1 Overview



Scenario: I need to cancel a flight or series of flights The first and most common scenario is that after the creation of a schedule, a flight needs to be cancelled. This could be an individual flight or a series of flights. STEPS:

1. Go to Admin à Schedule Manager 2. Select Ad-Hoc Cancel for cancelling one flight in particular or select Update

Period Wizard for cancelling a series of flights

RESULT:

1. Selected flights will be cancelled and that can be verified by searching for the flight numbers, the cancelled flights will be shown and will have a red coloured indicator in front.

The colour codes indicate the status of the flight. Red means cancelled, dark green means reactivated and light green simply active.

2. The passengers booked on the cancelled flights will be queued. You handle

these passengers via the Violation Queue, which you find in the Queues menu.



3. Notify passengers from the Violation Queue all at once or separately if they are

direct sales customers, meaning bookings from homepage or via any other direct sales channel (e.g. Travel Agent using SMS).

4. Trigger an ASC message to inform Travel Agents who made bookings via a GDS it is the agents responsibility to inform passengers about the changes, and find alternatives in cooperation with the airline for the passengers in questions.

5. If the airline is a W2 customer and the change affects future bookings, because of e.g. cancellation of a series of flights, please also contact W2 via [email protected] and inform them about the schedule changes, so they apply to GDS schedules as well.

WorldTicket customer service is there to help you and they would appreciate receiving notifications about major schedule updates as early as possible especially for W2 sub-hosted customers.

2.2 Scenario: I want to Change/Cancel one leg of a multi leg or circle flight.

STEPS:

1. You will need to create a new flight number to carry out such rather special changes.

Make it a habit to discuss flight number blocks with Finance/Control, Ground Ops, Commercial and Operations first. This procedure will enable you to filter special occasions in reporting over longer periods (e.g. Ad-Hoc from 900-950 Flights, rerouted because of Airport weather conditions), thus providing more detailed information for analysis.

2. Go to Admin à Inventory Template. Add the new flight number and routing in

the required Inventory Template à Rules before creating the actual flight.



3. Go to Admin à Schedule Manager and create a new flight reflecting the new routing or the airports of departure or arrival in the desired timeframe and save/activate the flight.

4. Select Ad-Hoc Cancel for cancelling one flight in particular or select Update Period Wizard for cancelling a series of flights.

5. Cancel the flight(s).

RESULT:

1. Selected flights will be cancelled and that can be verified by searching for the flight numbers, the cancelled flights will be shown and will have a red coloured indicator in front

2. The passengers booked on the cancelled flights will be queued, handle them in the Violation Queue. The Violation Queue is found in the Queues Menu.



3. Now use the rebook function for the passengers that are still good to fly on active legs. If you have encountered an Ad-Hoc change, and the time before departure is short so that you are not expecting extra sales. Mass rebooking is possible via the Involuntary Rerouting Wizard found in the Airline Menu.

The rebooking function is the proper way of moving passengers from one flight to another, sometimes manual work is required to adjust fees related to the fare rule. Re-Accommodation is a term used by most Airline operations staff. It means, because of and Ad-Hoc operational requirement passengers have to be moved to another flight quickly. The Involuntary Rerouting Wizard ignores RBD’s and Inventories, and all available physical seats are allocated, not desirable if the change is not Ad-Hoc. Rebook – Proper change, taking into account inventory settings. Re-Accommodate – Ad-Hoc rebooking based on physical space available.

4. Send passenger notifications from the Violation Queue if they are direct sales

customers, meaning bookings from homepage or via any other direct sales channel, updating the passengers about the new flight number.

5. Send an ASC message to inform Travel Agents who made bookings via a GDS. It is their responsibility to inform passengers about the changes and find alternatives in cooperation with the airline for the passengers in questions. By any means, it makes sense to inform the Travel Agents and W2 in advance.

6. If the airline is a W2 customer and the change will affect future bookings, because of e.g. cancellation of a series of flights, please also contact W2 via [email protected] and inform them about the schedule changes so that the schedule in the GDS can be updated.

2.3 Scenario: Change of flight times STEPS:

1. Go to Admin à Schedule Manager

2. Select Update Period Wizard for a series of flights or Ad-Hoc Change for a single flight event.

3. Carry out the updates on times as necessary. Results:

1. Times will be updated for the flights and can be verified by searching for the flights

2. The passengers booked on the flights with time changes will be queued, handle them using the Violation Queue. Find the Violation Queue in the Queues Menu.



3. Update the passengers about the new times from the Violation Queue if they

are direct sales customers meaning, bookings from homepage or via any other direct sales channel.

4. Send an ASC message to inform Travel Agents who made bookings via GDS. It is their responsibility to inform passengers about the changes in flight times. We recommend having a look at the flights in question, for tickets that have a connecting flight or second leg. Pro-Actively engage with the contact persons for the bookings.

5. If the airline is a W2 customer and the change will affect future bookings because e.g. a series of flights has new departure times, please also contact W2 via [email protected] and inform them about the schedules changes so that the GDS schedules can be updated.



Inventory Changes

2.4 Overview



Scenario: I want to change the inventory of a particular flight STEPS:

1. Go to the Inventory Manager and manually adjust the required fields or add an RBD.

RESULT:

1. Instant update of the Inventory for the particular flight. Existing bookings will not be changed.

2.5 Scenario: I want to introduce a new or update an existing Inventory Template to existing flights

STEPS: Assuming you have already created/updated the inventory template.

1. Go to the Inventory Template and make sure that all flight numbers and legs that the template applies for are in the Rules section.

2. Go to the Inventory Manager and select the flights that you wish to update.

We recommend a step-by-step or flight number by flight number approach for the next steps, repeat until all flights have been updated.



3. Search for the flight in the whole period. 4. Click on Load all Flights button once. 5. Click on the Re-create inventories button and the process will start. 6. Verify your result by picking at least three (3) individual flights randomly

sampled. 7. If you are a W2 sub-hosting or ticketing customer, inform W2 about changes if

appropriate, for instance changed Fare Rules or newly inserted RBD’s, to ensure correct displays in GDS’s.

Result:

1. The inventories are updated. 2. Existing bookings are not changed. 3. Existing but no longer used opened booking classes are still shown, but are

closed, in order to be able to accommodate already booked passengers.

. *Remember to insert new RBD’s in the schedule for the flight as well, else they will not be available in GDS’s, even if we send a new SSIM file



Introduction of a new schedule

2.6 Scenario: We are starting a new route, or have created new schedules on existing routes.

STEPS:

1. Go to the Inventory Template and make sure that all flight numbers and legs the template applies for are in the Rules section.

If a multi leg flight like CPH-TXL-BCN is created you have the following possibilities: CPH-TXL CPH-BCN TXL-BCN You need to insert them all.

2. Go to the Schedule Manager, and create and activate the new flights. 3. Go to the Fare Rule and Fare Basis Manager and make adjustments where

necessary. 4. Check Distribution Groups in order to ensure that new fares are assigned

correct

Always keep in mind that there are many ways to restrict fares, either by dates, by applicable flight numbers etc. As an administrator, we recommended testing logged in with a different user role to verify that new flights and fares display correctly.

Result:

1. New flight is available in the system. 2. New flight has inventory assigned. 3. New flight has fares assigned. 4. New flight is bookable via designated distribution groups.

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