• Go to “Documentation”, select “itinerary”, enter the code TGRT

       [or for EM groups only]

       [or for German agent Behringer only]

       [or for Moloney & Kelly groups only]

• Select “File” and click “send”

• Save the file on n-drive -> itinerary folder -> relevant year -> relevant month -> reference number (please use capital letters for the ref. number)

• Insert a Hyperlink to this itinerary for quick access in Group Book -> Notes -> 2nd from top -> “Itinerary”: Find the itinerary in NDrive – click right – properties – Location (copy the URL)
  Go to “itinerary” notes section in Group Book click “insert itinerary”, and enter the copied URL, add the ref number and add .rtf at the end. Always check if the link works!

 

Working on and formatting the itinerary

• Layout: Change to landscape, select Page Layout -> Columns -> Two, save. All text should be in Arial, size 10.

 

• First page: Add information on coaching, guiding, and extra services as per offer and Tourplan. Please ensure an emergency phone number is shown (if not, this can be added from this document: Sample Phone Numbers for Itineraries (please also add to Debtors\ Notes\ Emergency Phone Number))

 

• Text body:

  • Add flight details if known

  • Give an outline of every day’s routing and make sure any places/ cities/ routes mentioned in the offer are reflected on the itinerary (e.g. travel to the Cliffs of Moher through The Burren).

  • Check if all services mentioned in the offer recap/ agent’s program/ notes from Business Development show up on the itinerary in the correct order. If there are any discrepancies, please check with the staff member who did the handover or the account handler.

  • Ensure that every day shows on the itinerary. If a day/ a service is under own arrangements, please insert “Day/ afternoon/ transfer/ dinner… under own arrangements”. You will find this information on the offer.

  • Ensure that a hotel shows for every night. If not, please check in the service list if a hotel has been booked for this night at all. If a hotel is booked for more than one night, it will not appear on the itinerary for any consecutive nights – please copy the description from previous night (check in service line in TP if this is correct).

  • If porterage is required: insert the following sentence below the hotel description for the first night in each hotel: Porterage included – Driver/Guide to ring ahead to their respective hotels and re-confirm estimated Time of Arrival with hotels in order to ensure porterage services are on hand for the group.

  • If no contact details come up for a supplier: please advise Information systems to insert an IT contact. Ensure we have the correct address and phone number for ferries and other services where booking made via the head office or Hospitality line

  • Delete/ connect lines where possible and where it makes sense (e.g. more than one service for the same supplier, move phone number to address line etc.)

  • If a ferry is booked: please insert check-in time (if applicable), as well as departure and arrival ports and times

  • If flight departure times are known: Please include a check-in time of at least 2.5 hrs before departure for all European flights/ 3.5 hrs for all long-haul flights

 

General things to pay attention to:

• At no time should more than one itinerary be created for any group

• Arrival/ departure dates - the last day in the service list may not be the last day of service – e.g. bank    charges, parking fees etc. may have been inserted on a sequence after the tour has ended.

• Ensure a tidy layout – this document will often be sent to the client

• When adding visits, hotels etc. later on: please use this information link to ensure correct information: http://web1/opsreport/default.aspx 

• Always amend the itinerary at the same time TP is amended!!!!!!!! Make sure suppliers/ times/ menus (!) etc. match

 

When the itinerary is created:

Go to Header Details and change the itinerary status to “IC”

Itinerary created. Without changing this field no bookings are made!

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CHECKING

Itineraries are created from Tourplan by using a message TGRT/TGIT/GRIM that will take all information currently loaded in Service List and will include it on the Itinerary (supplier name, address, phone number, important notes etc.).

After an itinerary has been created and itinerary status in Header Details changed to IC, this document needs to be checked again to ensure everything is correct and ready to be booked up.

 

To perform an itinerary check, the technical itinerary needs to be matched against the service list and the Offer Recap (incl. offer sent by Business Development and agent’s program, if applicable).

All inserted times need to be checked against suppliers’ opening times, driving distances and legal driving hours, and any missing times inserted.

 

Missing details can be inserted from http://web1/opsreport/default.aspx .

 

An itinerary qualifies as checked and updated when

• A time is inserted for all services in TP (except for no-need-to-prebook services)

• The information on the itinerary (times, menus etc.) match Tourplan and the Offer Recap

• A correct emergency phone number is inserted on the first page

• The manual information on the first page (coaching, guiding, additional services) is complete and correct

• Each day appears on the itinerary, and every day has a hotel inserted. Even if accommodation is under own arrangements the hotel incl. address and phone number must appear on the itinerary.

• All manual information in the text body (e.g. ferry check-in times) is included

• Every supplier has a phone number.

 

When the itinerary check is done, please change the itinerary status in Header Details to IU.

Without changing to IU, no bookings are being sent!