travel arranger enable logistics user guide - santos · travel arranger enable logistics user...

© Copyright Bright People Technologies Pty Ltd. All Rights Reserved. May not be reproduced without permission.

Travel Arranger Enable Logistics User Guide

TRAVEL ARRANGER GUIDE

© Copyright Bright People Technologies Pty Ltd. All Rights Reserved. May not be reproduced without permission. of 23

TABLE OF CONTENTS

ENABLE LOGISTICS PROCESS OVERVIEW ................................................................................................................................. 3

HOME PAGE ................................................................................................................................................................................ 4

CREATE SITE ACCESS TRAVEL .................................................................................................................................................... 5

BOOK FLIGHTS – RPT COMMERICAL FLIGHTS .......................................................................................................................... 9

ITINERARIES ................................................................................................................................................................................ 10

EVENTS REQUIRING ACTION .................................................................................................................................................... 12

TRANSACTION STATUSES .......................................................................................................................................................... 13

EDIT EVENT ................................................................................................................................................................................. 14

EDIT EVENT - ACCOMMODATION .......................................................................................................................................... 15

EDIT EVENT – CHARTER FLIGHTS ............................................................................................................................................... 15

EDIT EVENT - COMMERCIAL FLIGHTS ...................................................................................................................................... 16

EDIT EVENT – CAR HIRE ............................................................................................................................................................. 17

CANCEL EVENT ......................................................................................................................................................................... 19

VIEW FLIGHT AVAILABILITY ....................................................................................................................................................... 21

CHARTER FLIGHT - WAITLISTING ............................................................................................................................................... 22



ENABLE LOGISTICS PROCESS OVERVIEW

Attend SiteItinerary IssuedFinalise Flight

Booking (Lightning)

Finalise Car Hire Booking

Await Accommodation

Confirmation

Create Site Access Travel

Request



HOME PAGE

When you access Enable Logistics it will default to

the Home Page.

At any point whilst navigating through Enable

Logistics, you can click on the Enable Logistics

icon (top left of screen) to navigate back to the

Home Page.

The main menu can be displayed by clicking Show

Menu on the left side of the screen.

Quick searches provide search functionality to

search for:

• Events

• People

• Itineraries

• Flight Availability



CREATE SITE ACCESS TRAVEL

To book accommodation and flights for your

workers, a Site Access Travel Request needs to

be created:

1 Click Create Site Access Travel from Home

Page > Quick Launch Menu.




A Site Access Travel Request form is loaded.

Field names indicated with * are mandatory.

2 Enter Travel Request Details

a. Company Name* - this will default to

your company

b. Travel Request Title* – Surname, First

Name, Roster/ Date/s of Travel

3 Select Traveller’s Company* - this will default

to your company

4 Select Traveller for Request* - enter part of

First Name or Last Name and the matches will

be displayed for selection.

5 Click to Select a Site Access Request*

A list of available site access requests are

displayed

6 Click Select

7 Enter or use the calendar to select Site

Access/Travel Dates*

8 Enter appropriate Cost Code (if not already

pre-populated from Profile within Enable

Validate)




9 Select RPT Commercial Flight details or

Charter Negotiated flights (depending on

where the traveller is flying to/from)

- From

- To

- Type (Return or One Way)

10 Select Camp Accommodation

- Select Camp

- Room Type

11 Select Car Hire (if applicable)

- Enter & Select appropriate details from

form.

Please note; the Car Hire Request will be sent to

Budget or Thrifty (depending on your selection).

They will review and approve/decline this request.

Confirmation of either status will be sent to the

Travel Arranger via email.

12 Click on Add Travel Details to Request

13 Then, when finished, click Create Travel

Request




The Travel Request Summary page will be shown.

14 Click Submit Request

15 Click OK to confirm the submission

Once you’ve submitted the Site Access Travel

Request, the Event will be sent through to ensure

the Accommodation is Available for the date

range selected. Once Booked the flights & Car

Hire can be booked/confirmed.

Please record the EVENT ID (highlighted in screen-

shot) for potential searching & booking

management capabilities in future.

IMPORTANT:

Charter/Negotiated flights will automatically be

booked, once the Accommodation has been

approved/booked.

RPT Commercial Flights need to be booked via

Lightning, once Accommodation has been

approved/booked. Please see page 9 for process.

Car Hire bookings will be sent to the appropriate

Vendor for processing, once Accommodation has

been approved/booked. Once booked, the

details will filter back to Even within Logistics.

Once everything is ‘Booked’ with in the Event, the

Travel Arrange will receive an automatic email

containing the consolidated itinerary.



BOOK FLIGHTS – RPT COMMERICAL FLIGHTS

Only once the Accommodation requirements

have been approved, will you be able to book

RPT Commercial Flights.

To do this from the Home Page;

1. Click Action Now under Flights RPT waiting

to be booked

The system will display a Flight Queue

2. Select Book next to the traveller & travel

dates you’d like to book for.

a. This will link you into Lightning to make a

flight selection & confirm your booking.

Please follow Lightning prompts to complete flight

booking.

3. Once finalised in Lightning, Click Logout.

The flight information will filter back through to

Enable Logistics, once completed.

Once the Event is showing as booked in Logistics,

the system will send out automated itinerary

emails to the travel arranger containing a link to

the consolidated itinerary.

This can be forwarded to the traveller when

appropriate.



ITINERARIES

Once Booking has been completed, you have the

ability to search for, and manage, Itineraries

manually.

From the Home Page;

1 Enter Individual’s name, Trans # or PNR into

the Find an Itinerary search function

2 Click Find Itinerary

3 Click into the Trans# for the swing you’d like

the itinerary for

4 Click View PDF

The system will download a PDF copy of the

itinerary.



ITINERARIES

5 The Itinerary can also be emailed manually.

Click Email/Report tab when reviewing the

transaction details.

6 The Traveller’s email address will be

automatically populated in the email

recipient/s box.

7 An email message will also be automatically

populated with the ability to edit.

8 Click Email as PDF Attachment



EVENTS REQUIRING ACTION

The Home Page also displays a range of ways to quickly access Events

which may require attention/review.

Events

Referred – needing attention (p.15)

Not submitted – pending review

An event may have been edited but not yet submitted (pp. 20-21).

Flights RPT

Waiting to be booked

Lists all Commercial flights waiting to be booked (p.16).

This will direct you to the RPT Flight Booking Queue, which can also be

accessed under the main menu by clicking Manage RPT (Commercial)

Flights > Flight Booking Queue.

Charter Flights

Not available – needing attention

Flights have been requested but are not available. You may need to

select another flight, rethink date of travel or transfer passengers between

flights (p.34).

Please note: Qantas charter only provides up to 6 months of schedule

data to Enable Logistics.

Seats Reserved – pending review

The Event is in an un-submitted state. Charter bookings revert to Seat/s

Reserved until the event has been submitted again (pp. 20-21).

Accommodation Camp

Not available – needing attention

Accommodation has been requested but is not available. You may need

to rethink camp dates or transfer individuals between rooms (pp. 20-21).



TRANSACTION STATUSES

The statuses for each travel element are:

RPT (Commercial) Flights

Pending Approval: A flight is waiting for approval prior to booking.

Queued: Added to the Flight Booking Queue.

Pending: A flight search began but has not been completed.

Referred: A duplicate flight booking has been detected for this traveller.

Booked: Booking was completed.

Cancelled: Booking cancelled.

Amendment Requested: A booking amendment was requested. It is now

with the Travel Agent for processing.

Cancellation Requested: A cancellation for this booking has been

requested but has not been cancelled to date.

Charter Flights

Queued: Added to the Charter Booking Queue

Referred: A duplicate booking has been detected for this traveller.

Not Available: A seat has been requested on the Charter Flight but there

are no seats available.

Seat/s Reserved: A seat has been reserved on the Charter Flight but is still

to be confirmed.

Booked: A seat has been reserved on the Charter Flight


Camp Accommodation

Referred: A duplicate booking has been detected for this traveller.

Pending: A Booking Request has been sent to the Accommodation System and is

pending confirmation.


Reserved: A Room Booking is being temporarily held until the transaction is

cancelled or re-booked.


Not Available: A Campsite Booking was attempted but failed as an

accommodation unit was not available.

Car Hire

Pending Approval: A car hire is waiting for approval prior to booking.

Queued: Added to the Car Hire Booking Queue.

Pending: A car hire search began but has not been completed.

Referred: A duplicate car hire booking has been detected for this traveller.


Cancelled: Booking cancelled and confirmed with the vendor.

Cancellation Requested: A cancellation request has been submitted and needs to

be cancelled with the vendor.

Amendment Requested: A booking amendment was requested. It is now with the

Travel Agent for processing.



EDIT EVENT

In the instance where you need to make changes

to an existing booking, you can locate an Event

via the Search Functionality on the Logistics Home

Page

You can search for the booking by either Find an

Event whereby entering in the Event #, Transaction

# or SAR # and clicking Find

OR; Find People by entering the person’s name

and Clicking Find People & then select the Event #

for that person you’d like to Edit.

To change bookings when in Event Summary

1 Click Edit Event

Confirmation of editing the event is displayed.

2 Click OK

3 Select change reason

4 Click OK



EDIT EVENT - ACCOMMODATION

5 Confirmation that the event is now ready for

editing is displayed.

6 Click Update

7 Enter/select the new Accommodation

Requirements FIRST.

Please note; accommodation details are listed in

the bottom section of the edit transaction page:

8 Click Save Changes

EDIT EVENT – CHARTER FLIGHTS

If you need to amend Charter Flights, after you’ve

amended the Accommodation Requirements and

saved your changes;

9 Edit Charter Flight details (Dates/ Locations)

10 Select preferred Outbound Charter Flight &

Inbound Charter Flights from drop-down

boxes presented.

11 Click Save Changes



EDIT EVENT – CHARTER FLIGHTS

12 Once satisfied, Click Update Event (top left)

13 Then Submit Event to finalise changes to the

Event.

EDIT EVENT - COMMERCIAL FLIGHTS

1. Follow above steps 1-8 (page 14), to edit


2. When you come to edit RPT (Commercial)

Flight details; amend travel details, as

required

3. Click Save Changes

4. A pop-up box with “Provide Comments to

Travel Agent” will appear. Enter details/

comments for the travel agent

5. Click Confirm Change

6. The system will display ‘Changes Saved’



EDIT EVENT – COMMERCIAL FLIGHTS

7. Click Update Event

8. The system will take you back to the Event

review page, Click Submit Event

9. Once submitted, you’ll see ‘Amendment

Requested’ under status.

This change request will be processed by travel

agent and reflect a status of ‘Booked’, once

processed.

EDIT EVENT – CAR HIRE

1. Follow steps 1-8 (page 14) to edit


2. In order to Edit Car Hire details, you’ll need

to cancel the existing booking by Clicking

Cancel Car Hire Movement

3. Click Update Event



EDIT EVENT – CAR HIRE

4. Click Submit Event

5. The system will confirm a Cancellation

Request has been sent to the Vendor for

processing.

The Travel Arranger will receive an email

once they’ve processed the request.

6. Once the cancellation request has been

submitted, you can create a new Car Hire

Booking through the Create Site Access

Travel page (Home Page)

Please see pages 5-8 for process details.



CANCEL EVENT

When in the Event Summary Page:

1 Click Edit Event

2 Select Change Reason

3 Click OK



CANCEL EVENT

4 The system will confirm that the Event is

now ready for editing;

Click Cancel Event

5 Click OK to confirm the cancellation

6 The system will ask who you’d like to notify

of the Cancellation;

Either select who you’d like to notify and

Click Send Email/s

OR; if you’re not required to notify anyone,

Click Cancel

IMPORTANT NOTE: A Cancellation Request for any

RPT Commercial Flight bookings or Car Hire

bookings will be sent to either the Travel Agent or

Car Hire Vendor for processing. When processed,

a confirmation will be sent to Travel Arranger and

appear in the Event within Logistics.



VIEW FLIGHT AVAILABILITY

You can view flight availability in order to ensure

seats are available prior to requesting flights.

From the Home Page, within the ‘Flight Availability’

search box:

1. Enter flight preferences

2. Click either Check RPT Flights or Check

Charter Flights

RPT (COMMERCIAL) FLIGHT AVAILABILITY

If you searched for RPT (Commercial) Flights, a

separate window will pop-up which directs you to

Lightning, where you can browse available flights.

IMPORTANT NOTE: You cannot make flight

bookings from this screen.

CHARTER FLIGHT AVAILABILITY

If you searched for Charter Flights, the screen will

display all available flights based on the criteria

entered.

The screen will display a summary of each flight.

Click the small plus symbol to expand the selection

and show further detail.

The Previous Day and Next Day links can be used

to view alternate days of travel, if required.



CHARTER FLIGHT - WAITLISTING

If you have selected dates where there are no

seats available on Charter flights scheduled on a

particular date, there is a ‘Waitlisting’ functionality.

To review whether the individual will be placed on

a waitilist from the Home Page;

1. Under the Charter Flights > Not Available –

needing attention widget, Click Action

Now

2. Click View to review the flight information

3. The system will display the selected flight

information and show the flight which has 0

seats available.

In the instance where there is a flight going out on

that day, but no seats available, the system will

place the individual on a ‘waitlist’.

If a seat then becomes available on this flight, the

system will automatically book them onto it.

Once the individual is showing as ‘Booked’ onto

both outbound and inbound flights, the Travel

Arranger will receive an automated email itinerary

containing the consolidated itinerary on it.

Please note; if there are no scheduled flights on

one of the select dates within the Event, the system

will not place the individual on a waitlist. You will

need to change the date range to another day

where a flight has been scheduled.

travel arranger enable logistics user guide - santos · travel arranger enable logistics user...

Documents