CO – Confirmed

Once all accommodation services are booked, the header status is changed to CO by one of the members of the Group Accommodation team and the BusDev consultant will be notified that the group is completed and handed back over to BusDev together with an updated FAS.

 

CP – Confirmed Prepared

The CP status is used when a booking is ready to be handed over to the Customer Care team. A hand over (offer recap) has to be completed either in the “Notes” section of the Group Book (for ad hocs) or in the “Series Handover” notes in the Debtor notes (for tour series). The Customer Care team will pull a report on a regular basis based on CP bookings. They will then be assigned to an account handler in the team and the consultant name changed. At this stage the group is handed over (CH), all further working on relating to this group will be with the new account handler.

 

CH – Confirmed handed over

The CH Status is used by customer care to take ownership of the file.  Customer care immediately introduce themselves to the agent and advise them to direct all communication to them from that point. Importantly – the status is changed to CH irrespective of whether the File is read or the Itinerary is created. Customer care staff to update the CC overview document with any note that require further attention.

Note: file would be returned to BD team if anything is not clearly communicated to the agent or if the handover is not properly prepared.

 

CU – Confirmed Updated

The CU status is changed when customer care have received an update from the agent. This is done on a monthly basis for all groups, but specifically 8-6 weeks before travel for individual groups. Customer care then update the header details in Groupbook:

Customer Care to insert the number of rooms either sold or anticipated including D&G into the sales update field and the date the update was received in the “Date of Cax” field

 

CR – Confirmed Rooming List

The CR status is changed when customer care have received a rooming list from the agent and they have either queued this to operations for sending to the supplier or have sent to the suppliers themselves. Generally this is done no later than 28 days prior to the group arrival, (unless otherwise agreed) as cancellation conditions would apply. Its critical to discuss with department managers should rooming lists not be received on time, as generally this is the last chance to cancel the accommodation without penalty.

Note: if numbers reduce significantly, please queue a CCAMD to Ops, for them to update suppliers like restaurants on reduced pax numbers to avoid cancellation fees.

 

CI – Confirmed Invoiced

The CI status is changed when customer care have sent the client an invoice, generally no later than 28 days prior to arrival (unless otherwise agreed). Invoices are chased by accounts. Its important when invoicing clients that all extra services, supplements and additional charges incurred are invoiced as it is problematic to invoice missing items at a later date. Its important to check the original offer, that the PCM is linked and that all service lines have costs inserted.

 

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Other Status

 

DU – Dummy Combined

This booking status derives from the 2 different Tourplan databases currently used (Ireland & UK). At the moment this status is only set up in Tourplan UK and is being used mainly for combined tours, where a “dummy booking” is created in order to book and block accommodation services. For example if the hotel allocation loaded in Tourplan UK has to be allocated to a (dummy) booking which is correspondent to the actual booking in Tourplan Ireland, the DU status is being used in Tourplan UK to reflect not an actual booking.

 

DP – Duplicate Booking

The “DP” status is rarely used and can also only be found in TP UK at the moment. If a booking reference is accidentally created, although a reference already exists for this enquiry, we can either recycle the reference if the mistake has happened at BD stage and assign the reference to the next enquiry received, or the booking status would be changed to “DP”, this happens especially in the Group Accommodation team who would change it to DP instead of XX to show it’s not a cancelled booking. The booking reference not needed should be changed to DP and no services should be booked under that reference.

 

AM – Amendment

There are situations where after a booking is confirmed, changes have to be made to the booking, e.g. the travel dates need to be changed or in certain regions another hotel has to be booked. In this case the Group Accommodation team has to be notified that an amended booking is in the system by changing the header status to AM. The group bookings with this status will appear on the accommodation team’s report and a member will be assigned to look after the changes. The required changes have to be stated on the FAS.

 

XX – Cancelled No Charge

If a confirmed booking is for some reason cancelled, the header status is changed to XX, reflecting that no charges apply for cancelling the booking. This status can be used in both the BusDev Team (if group is cancelled before handed over to Customer Care) but also in the Customer Care team after the booking doesn’t go ahead down the line, e.g. if not enough people have booked the tour in order for it to be operated.

 

XA – Cancelled Agent Charge Only

XB – Cancelled All Charge

XC – Cancelled Supplier Charge