TEST-SERKO - Help

Getting Started Staff will be registered with The Hotel Network by the Travel Manager. You will receive a registration email from THN when your access has been set up. Your Travel Manager has provided information such as your name and email address to THN to enable staff access to the online booking system. This information has been sent to THN for the purposes of administering the contract and will not be used for any other purpose. All information sent to THN will be treated in accordance with the Privacy Act. The registration email will contain: Your Login ID Your Password this password is randomly generated. You should change your password to something more meaningful to you. To do this please follow the below instructions under Change My Password Instructions on updating your profile before you can start to make bookings, you are required to update your traveller/booker profile with details such as title and contact phone numbers. To do this please follow the below instructions under Edit My Traveller Profile Information
Change My Password Passwords must be at least six characters long and are alpha numeric specific. To change your password, click on the My Profile tab on the top of the screen. On the Edit Your Profile screen, enter your new password twice and click Your password is now updated. You must not share your password with anyone. I Forgot My Password If you have forgotten your password click Password . Enter in your email address and click . A randomly generated password will then be sent to the central email address. Once you have logged in you can then change this password to be something more meaningful to you. Edit My Traveller Profile Information To ensure that your booking preferences are transmitted with the booking, please update your profile accordingly. To change personal information in your profile, click on the My Profile tab on the top of the screen. On the Edit Your Profile screen, make the required changes and click on Your profile will now be updated and all accommodation bookings will contain this information.
Book Accommodation 1. Login to THN website 2. In the Booking Request section, search for a suitable property by selecting the state and location from the drop down menus, arrival and departure dates and the number of rooms required. The button allows you to request accommodation in any location. This will require a manual booking and you will receive confirmation by email. Note: If a listed property is Sold Out, you should use the "Squeeze Me In" option, not "Special Accommodation Request" 3. Click on 4. Available properties will be displayed on the Search Results screen. Properties that are listed with a are preferred properties for your organisation. Properties that are listed with are available and are within the organisations travel allowance. Properties that are listed with are within the organisations travel allowance but availability will need to be confirmed by THN via email. Properties that are listed with are available but they are the organisations travel allowance. In order to book these properties staff must comply with the procedures for Booking accommodation over the allowance. Properties that are listed with are over the organisations travel allowance and availability will need to be confirmed by THN via email. Upon confirmation from THN, staff must comply with the procedures for booking accommodation over the travel allowance. Properties that are listed with are not available, however a will precede the Sold Out sign, so you can try the "Squeeze Me In" option.
Display Hotel Results After submitting your booking request a list of suitable properties will display. There are 2 different types of hotels Book Now Hotels offering instant confirmation - these will be listed under the red heading and have the "Book Now" symbol next to them Booking Request Hotels offering alternate hotels on request - these will be listed under the black heading and have the "Booking Request" symbol next to them A map will display showing the location of the hotels. Red placeholders indicate "Book Now" hotels and Gray placeholders indicate "Booking Request" hotels. You can refine the search for hotels to those closest to the location you are visiting by entering in the address and the number of kilometres you wish to be within. This will also change the search results list to display only those hotels within the selected radius. Hover you mouse over the placeholders on the map to find out the name of the hotel.
Display Hotel Information To display information about a specific hotel: Hover your mouse over the room type description for a brief overview, or Click on the room type to display the Hotel Details screen. The Hotel Detail screen will display information about your booking request and the cost of the booking. If you have selected accommodation that is over the travel allowance you will be advised how much extra it will cost your organisation for the booking. Displayed further down the selected page is information about the property. A Map is displayed at the bottom of the screen which shows you the location of the hotel. Booking accommodation at a Book Now Hotel 1. To book accommodation, click on the relevant button from the initial Search Results screen or on the Hotel Details screen. 2. A booking form will display the details and costs for your booking together with your profile information. If the booking is for accommodation above your organisations travel allowance and you are paying the difference you must check the box which states "If the overrate hotel is your personal choice, and you will be responsible for payment of the overrate amount, please check this box.". If the booking is for accommodation above the travel allowance and your department is paying the difference you must check the box which states "If your Manager has given approval to pay the overrate amount in full please check this box.". 4. To make the booking, click on 5. Your booking is now made and you will receive an email to confirm the details. Booking accommodation at a Booking Request Hotel 1. A Booking Request hotel requires THN to confirm availability with the hotel prior to providing confirmation to the traveller. Generally these properties have at least a 24-hour cancellation policy that will pop up and you will need to accept before any bookings will be processed. 2. A booking form will display the details and costs for your booking together with your profile information. 3. If the booking is for accommodation that exceeds the travel allowance, you must check one of the following options "If your Manager has given approval to pay the overrate amount in full please check this box." or "If the overrate hotel is your personal choice, and you will be responsible for payment of the overrate amount, please check this box.". 4. To make the booking, click on 5. You will receive an initial receipt email of your booking request. (This does not mean that your booking is confirmed) 6. This request will be sent directly to the hotel who will then contact THN to advise availability and rates and make the booking. 7. You will receive a confirmation email from THN letting you know if your booking has been accepted by the property. 8. If the selected property cannot accommodate your request you will receive an email from THN advising you of this. Please respond to this email to obtain further assistance from THN in finding alternative accommodation. Booking accommodation over the travel allowance Properties that offer rooms within your organisations travel allowance will be indicated by a or . For properties that offer rooms over your organisation travel allowance indicated by or , manager approval is required. You must check the box which states "If your Manager has given approval to pay the overrate amount in full please check this box." or "If the overrate hotel is your personal choice, and you will be responsible for payment of the overrate amount, please check this box.". Book accommodation for other employees 1. When booking accommodation for other employees always log in as yourself, not the person you are booking for. As this will ensure you are copied on all correspondance. 2. To book accommodation, click on the relevant Book Now or Booking Request button from the initial Search Results screen or on the Hotel Details screen. 3. Enter the traveller's email address in the search field and click on the button or alternatively you can search from the drop down list which displays the last 20 travellers you have booked for. This will display the traveller's profile, which will then show the selected accommodation within their travel allowance. You will need to inform the traveller if the accommodation is over this rate. If the selected accommodation exceeds the travel allowaance for the traveller, you will be advised of the amount. For these bookings you must check the box which states "If your Manager has given approval to pay the overrate amount in full please check this box." or "If the overrate hotel is your personal choice, and you will be responsible for payment of the overrate amount, please check this box.". Booking Multiple Rooms Up to Nine Rooms One person can book up to nine rooms in the same property and for the same dates in the one booking. To book up to nine rooms, follow the same procedure as above, except you will be searching on multiple rooms. 1. On the booking form, enter the travellers email address and click on search or select from the drop down list of the last 20 travellers you have made a booking for. Their profile details will be displayed on the screen under Travellers Profile. Enter their contact number, time of arrival and special request details (if any) and click on . 2. A new booking form will then be displayed (dependant on how many rooms you selected in your search) so you can make bookings for multiple people (up to nine). Repeat the above process for each traveller. The on screen confirmation will only be displayed for the last booking, but you as the booking officer will receive email confirmation for all bookings. The travellers will also receive an email confirmation of their individual booking. Ten or More Rooms If you require a booking of ten or more rooms please click the button located on the Home page and complete the details. The Hotel Network Team will contact you to discuss your accommodation requirements.
Special Accommodation Requests For employees sharing accommodation and for bookings in regional and remote areas that have no preferred accommodation, you will need to make a (Note: The list of preferred accommodation is always expanding, please check the Location drop-down list to ensure there is nothing listed on the site before you create a Special Accommodation Request. We highly recommend that you use the preferred accommodation as they meet the organisations requirements). 1. In the Booking Request section, click on button. 2. The Accommodation Request screen is displayed Enter a contact telephone number Select arrival and departure dates from the drop down menus Enter the location Enter the hotel name if you know of one in the location, but please note that if you complete this section THN will only source the accommodation at that property. Leave this field blank if you are not sure which property you wish to stay in Enter the room type you are seeking (ie single/double) Enter the number of employees sharing the accommodation, if applicable 3. Complete information for Traveller requesting and/or sharing accommodation. Enter employees name Enter employee email address Add any additional comments you wish to make. Provide THN with any additional information that will enable them to book suitable accommodation. If sharing accommodation, complete the details of the traveller(s) you are sharing with. 4. Click on You will receive an email from THN confirming receipt of your request. If you have specified an accommodation provider, you will then receive another email confirming your request. If you left hotel name blank in your request, you will receive an email or phone call listing the best available accommodation taking into consideration your travel allowance and requirements. Once you have notified THN of your preference and if required, whether or not the manager has approved payment of overrate accommodation, you will then receive a confirmation email. Squeeze Me In bookings If you need a property that is listed as sold out, you can click on the yellow star . This will display the Squeeze Me In screen where you enter the name of the traveller and contact details. Then click on . This will send a request to THN to try to make a manual booking however, there is no guarantee that you will receive the accommodation. You will receive an email advice about the booking request. The "Squeeze Me In" option should not be used for group bookings as this is only used where the property is displayed as and is unlikely that multiple rooms will be available. If using the "Squeeze Me In" option close to when you are travelling, it is unlikely that you will be able to stay at that property . Therefore the longer the lead-time when using this option, the more likely you will stay in your property of choice. If you need to travel within 24 hours and an alternative property is displaying availability on the site, please book at the alternative property as the turn around time on a "Squeeze Me in" request is 24 hours. You should only submit one "Squeeze Me In" per location. If your "Squeeze Me In" is not successful THN will assist you to find alternative accommodation. It is suggested that you also make an alternative booking when using "Squeeze Me In", to assist in securing accommodation ASAP. If you do this, remember to cancel the other property.
Amendments and Cancellations to Bookings Amendments and cancellations to bookings must be made prior to the cancellation period to avoid paying a cancellation fee. The cancellation period is noted on your reservation confirmation email. Once the arrival date for the booking is past you cannot cancel the booking however you can still amend it. Once the departure date for the booking is past and the booking is recorded in the Guest History, you cannot amend the booking. If your booking has only recently been submitted it may appear as "Pending" in the Amendments and Cancellation section. If you need to amend/cancel the booking immediately, respond to the confirmation email and advise the action you require THN to take. To Amend a Booking: 1. Click on the Bookings tab on the top of the screen. 2. Click on the Amendments and Cancellations section 3. Choose the Amend button next to the relevant booking. 4. Describe in detail what you need to change and click on 5. An email will automatically be sent to THN to amend the booking. The booking will be either updated or removed from your Guest History details. 6. You will receive an email from THN to confirm the amendment. To cancel an entire booking: 1. Click on the Bookings tab on the top of the screen. 2. Click on the Amendments and Cancellations section. 3. Choose the Cancel button next to the relevant booking. 4. Describe the reason for the cancellation and click on 5. An email will automatically be sent to the hotel to cancel the entire booking. The booking will be removed from your Guest History details. 6. You and THN will receive an email to confirm the cancellation.
View Bookings and Provide Feedback To view bookings you have made with THN: 1. Click on the Bookings tab on the top of the screen. 2. Click on Guest History. A list of the accommodation you have previously booked is displayed. If you would like to provide feedback on a property, click on the feedback button. Enter your comments and click on . THN will use this information when assessing properties for future contracts.
Conferences If a required hotel is not included in the THN listings you should submit a or if the hotel is listed but is showing , you can request THN to try to "Squeeze Me In". This option does not guarantee that you will receive accommodation at this property.
Maps A link to Google Maps is provided on the left hand side legend. A Map is also displayed at the bottom of the screen which shows you the location of the hotels displayed in the search results. You can refine the search for hotels to those closest to the location you are visiting by entering in the address and the number of kilometres you wish to be within. Hover you mouse over the placeholders on the map to find out the name of the hotel. If you click on the room type of the hotel and scroll to the bottom of the page a google map will display with the location of the hotel.