SOP: Handling Offline Bookings in Trip Extract Tool for TravelClub

Objective:

To ensure all offline bookings received from clients or agents are properly documented, tracked, and added into TravelClub (TC) for accurate record-keeping, payment tracking, and future reference.

Scope:
This applies to all offline bookings, including:

• Hotels not listed in TC inventory

• Bookings that need to be done through supplier backends

• Any other offline client requests

Procedure:

1. Receive Offline Booking Request:

   • Collect all necessary details from the client/agent: guest information, hotel/flight details, dates, payment status, and supporting documents (e.g., payment proof, emails).

2. Offline Booking Execution:

   • Process the booking via supplier backend or alternative channels as required.

   • Ensure confirmation and proof of booking are obtained.

3. Upload to TC Portal:

   • Access the Trip Extract Tool for TC.

   • Add the completed booking invoice for the offline booking.

   • Check that all fields are filled as per the invoice and verify the details.

   • Once done, an ATS reference will be generated for the booking. Inform the Finance team accordingly.

4. Verification:

   • Double-check the details in TC for accuracy and completeness.

   • Ensure the booking is properly linked to the correct agency.

5. Documentation & Tracking:

   • Maintain a record of all offline bookings for internal tracking and future audits.

   • This ensures transparency for payments, cancellations, and agent queries.

6. Future Use:

   • While currently tracked internally, these offline bookings will be visible and accessible for agents in the future through the TC portal.

Responsibilities:

• Operations Team: Execute offline bookings, upload in TC, and maintain documentation.