Note: If you are a travel arranger, see How to Book a Trip for Registered Travellers instead.

In some communities, travellers can book trips for more than one person. To do this, choose the number of travellers on the Search page. The number of travellers you can book a trip for depends on your travel policy.

Complete the booking as usual and enter the names of all of the travellers on the Finish page.

Some restrictions may apply depending on your travel policy. For example:

• You may not be able to change passenger names after you have confirmed the reservation.

• Some changes that you make may apply to all travellers.

• The other travellers may not be able to display or change the booking.

If available, use the time window to extend the departure time used in your search.

Example: You search for flights departing at 14:00 and the time window is one hour. The Availability page shows flights departing between 13:00 and 15:00. If the time window is four hours, the Availability page shows flights departing between 10:00 and 18:00.

The bigger the time window, the more results you can choose from.

In some communities, you can search for flights or trains by fare, or by departure date and time (known as search by schedule).

If you click on Search by Fare, you see the fare straight away on the Availability page. Use this option when the fare is more important than the departure time.

If you click on Search by Schedule, you see the flights or trains that depart close to the requested time. After you have chosen the flights or trains, you see the fare. Use this option when departure time is more important than the fare.

You can book travel at discounted fares, for example senior or military fares, if you have the option to enter passenger types in the Personal section of the Profile tab.

You can book low-cost flights in some communities.

If you are allowed to book low-cost flights, you don’t need to enter any special criteria on the Search page to search for these flights.

On the Availability page, if you searched by fare, select Web Search or All Results to display the low-cost flights. Low-cost flights are highlighted as web fares.

Some rules may apply when you book web fares, for example:

• Fares may be displayed in the airline’s preferred currency instead of the currency in which you pay (the billing currency).
• You may be able to book a web fare in one direction with a ‘normal’ fare in the other direction.
• Some low-cost airlines require payment by credit card at the time of booking.
• You may be asked to log into the airline’s own website to complete the booking outside of the travel reservation system.

If you have a rail card, enter the details in the Preferences section of your profile.

When you search for trains, select the discounts or fare type you require, if they aren’t selected automatically.

Note: If you do not enter the rail card details in your profile, you need to enter them on the Finish page every time you book a train journey.

If your community displays the Air/Rail option in the Book tab, you can display flights and trains together in the Availability page. This allows you to compare the duration and price of flights versus trains when you search by schedule or by fare.

When you search using the Air/Rail option, the departure and arrival cities must have an airport and a train station.

Depending on your travel policy, you may be able to book a flight in one direction and a train in the other direction.

A point of interest is a landmark such as a business, an attraction, a sports venue or a convention centre.

In some countries, you can search for a hotel that is located close to a point of interest. If the option to search by address, landmark or point of interest is not available after you have selected a destination, this feature is not supported in the destination country.

If your administrator has defined a preferred hotel property in the online reservation system, it will be displayed to you in the availability results with the preferred hotel icon:

Depending on your travel policy, you may be able to:

• Rent cars from rental offices in city centres (known as off-airport locations)

• Have cars delivered to and collected from specific places such as your office or home (known as delivery and collection locations)

When you book a car, select the location type you require: airport locations, off-airport locations or delivery and collection locations.

1. Add a hotel or a car to your booking as usual.

2. Assign the hotel or car to Traveller 1.
— The hotel or car is displayed on the Summary page.

3. Next to the hotel or car details, click on Book Another Room/Car at this Location.

4. Select the room type or car and assign it to Traveller 2.

5. Repeat these steps for each traveller who needs a hotel or car.

More services refers to other types of travel that can be booked through the travel reservation system, such as taxis, limousines, buses and coaches.

These services are not available in all communities.

Some limitations may apply if you book these services, for example:
• Trips that contain more services cannot be modified once the trip has been finalised.
• If you need to modify a trip, you must cancel the entire trip and book a new trip. Remember that this is only possible if all services in the booking allow cancellation.

You can request a travel related service with your booking in the Book tab.

The list of available travel related services is created by your administrator or the administrator of a parent community.

To request a travel related service:

1.Click on the icon for the travel related service you want to request.

2.Fill in the required information, indicated by an asterisk *.

3.Click on Send Request.
Your travel related service request is added to your traveller basket.
Note: You can request as many travel related services as are allowed by your community.
Your travel related service requests are displayed on the Trip Summary Page, and you will receive an email with the details of your request.

Icons on the Availability page show you which travel options fall within travel policy, and whether your company or corporation prefers some airlines, hotel chains or rental companies over other ones.

A travel option is in or out of policy based on criteria such as airline, destination, price, travel dates and so on.

When several options are in policy, use the level of preference to select a preferred provider.

Depending on your travel policy, you may be able to book out of policy yourself, or ask a principal travel arranger or travel agent to book out of policy for you.

The rules for booking out-of-policy trips vary from community to community.

For example, you may be able to choose a travel option that is out of policy, and then send the trip request for travel approval. Or, you may be able to ask your principal travel arranger or a travel agent to book an out-of-policy trip on your behalf.

Ask your travel manager or system administrator about the rules that apply in your community.

Your preferred currency applies only to hotel and car availability.

On the Availability page, prices for hotels and cars are displayed in your preferred currency for information, as well as the currency in which you pay (the billing currency).

For flights and trains, the fare is displayed only in the billing currency. However, some web fares may be displayed in the airline’s preferred currency.

You can display the terms and conditions for a room rate, including the cancellation policy, guarantee required and so on, by clicking on Terms in the Sales Policies column on the Room Rate page. The information displayed depends on the hotel chain.

The terms and conditions may be displayed after you have selected a room rate.

Make sure you review the conditions before you add the hotel to your trip plan.

Note: Even if the terms and conditions allow you to change or cancel your hotel booking, your travel policy may prevent you from doing so.

If available in your community, you can click on BookNow! from the hotel availability page to add the hotel to your booking at a preselected rate.

If available in your community, hotel reviews are displayed during the booking process, at the hotel and room availability steps.

In the detailed view and in the map view, the global overall rating of the hotel and the total number of reviews are displayed. There is a new Reviews tab in the single availability page with more details.

By default, reviews are sorted by relevance and your user language. If there are no reviews in your language, English reviews are displayed first. You can also filter reviews by language.

If available in your community, and if you booked a hotel with the online reservation system, you will receive an email asking for your review three days after your checkout date.

Note: For Amadeus Trusted Reviews users, the confirmation email you receive after a hotel booking is made includes a link to an opt-out form, in case you do not want to receive review requests.

On the car availability page, click on Estimated Total Price to display the terms for the selected car type. The information displayed depends on the car rental company.

If the car you booked is ‘on request’, the car rental company has not yet confirmed the booking.

This may happen, for example, because you requested delivery or collection at a location such as your office.

You must check your booking later to ensure that booking has been confirmed.

Use the Summary page in order to make sure you have added all the elements of your trip. You may be able to request seat reservations, book meals and pay for extra baggage.

You may need to agree to the following before you can continue with the booking:
• Purchase conditions
• Hazardous material restrictions (if your trip includes flights to or within US)

Use the Finish page to pay for your trip and enter travel details such as passport information and frequent flyer numbers.

You may be able to:
• Place a trip on hold for a limited period. The booking may be cancelled automatically if you do not confirm it before the deadline.
• Send the trip for approval. If the trip needs to be approved by several approvers, your trip is confirmed when it has been approved by the required number of approvers.
• Notify the trip approver or approvers. If air bookings have been modified with Amadeus Ticket Changer (ATC), an email is sent to each approver defined for the trip.

After you have finalised your trip, the trip reservation number is displayed on the Confirm page.

You may be able to send the trip details to an email address of your choice, or add the details to your electronic calendar.

Note: Quick Shopper is not available in all communities. If it is available in your community, you will find it on the Home tab.

Use Quick Shopper to book a one-way or a round-trip flight, a hotel and a rental car all from one search panel.

The travel reservation system offers you a small choice of travel options that match the community’s travel policy and your personal preferences from your profile.

If you want to book a multi-destination trip, a train, or a trip for multiple passengers, use the Book tab instead.

If available, use the time window to extend the departure time used in your search.

Example: You search for flights departing at 14:00 and the time window is one hour. The Availability page shows flights departing between 13:00 and 15:00. If the time window is four hours, the Availability page shows flights departing between 10:00 and 18:00.

The bigger the time window, the more results you can choose from.

1. Remove the car travel component from your Quick Shopper search.
2. Search for flights and hotels with Quick Shopper.
3. On the Finish Trip page, click on Add Car.
— This displays the car section of the Book tab, where you can book an off-airport or delivery and collection location.

A point of interest is a landmark such as a business, an attraction, a sports venue or a convention centre.

In some countries, you can search for a hotel that is located close to a point of interest. If the option to search by address, landmark or point of interest is not available after you have selected a destination, this feature is not supported in the destination country.

1. If it is available on the Flight Search Results or Faring pages, click on the Unused Ticket Available link to display the list of unused e-tickets that are available for you to reuse.

— For Quick Shopper, if it is available in the Unused Tickets Available section, click on the airline logo of the airline for which you want to display the available unused e-tickets. You can also click on the Unused Tickets Available icon, which is displayed in the individual search results.

— Depending on the set-up of your online booking system, you may also be able to select an unused e-ticket directly from a drop-down list in the Fares section of the Unused Ticket page. In this case, the system calculates the price for your new trip with your unused ticket (original ticket price minus unused ticket price) for you. For faring details, click on the Show Details link.

2. Proceed with your booking.

3. When you finalise your trip: In the Method of Payment section on the Finish page (if not already displayed), select the ticket number that you want to use as payment from the drop-down list of the Unused Tickets Bank field. You may also have to select a second method of payment.

4. Confirm your trip, place it on hold (if allowed), or send it for approval.

1. From the Book tab, click on the link to request assistance from your travel arranger.
—The Trip Request page is displayed. The Trip Details section is prefilled with any flights, trains, cars and hotels you added to the trip plan.

2. Choose a travel arranger to book your trip for you.
—Note: If you need to book out of policy, select a principal travel arranger. Ask your travel manager for more information if required.

3.If necessary, make changes to the trip details, add a comment and deselect any trip details that you don’t want to send in the request.

4.If you have not already searched for all trip options, enter your travel requirements in the Trip Comments box. This allows the travel arranger to book your trip without having to contact you for further details.

5.Click on Submit to send the request to the travel arranger.

1. In the Personal section of the Profile tab, click on the link to nominate a travel arranger.

2. Search for a traveller you wish to nominate as your arranger.

3. Select the check box next to the arranger’s name then click on Check and Add to Your Selection.

4. Search for and select additional arrangers if required.

5. Click on Confirm to add the nominated arrangers to your profile.

6. Save your profile.

1.Nominate a fellow traveller to become your travel arranger. For more information, see How to Nominate Your Own Travel Arranger.

2.Send an email to your nominated arranger, providing full details of your trip requirements.

Note: Nominated travel arrangers are governed by the same travel policies as yourself.

1. Request the booking proposal, stating your travel dates and times, airport details, car and hotel requirements and so on. The details are sent to the travel agent.

2. The travel agent creates the proposal according to your requirements and sends you an email with the booking proposal reference.

3. Display the proposal and review the details.

4. Accept or reject the proposal.
—Note: If the trip requires approval, it is sent for approval when you accept the proposal and finalise the trip.

1.From the Book tab, search for the flights, trains, cars and hotels you want to include in the proposal, and add them to the trip plan.
—Note: Do not finalise the trip.

2.Click on the option to request assistance or a proposal from a travel agent.
—The trip request Summary page is displayed. The page is prefilled with the items you added to the trip plan.

3.If necessary, add comments, remove any trip details that you don’t want to book, or add new items.

4.Click on Send Trip Request to send the request to the travel agent.

1.Select the Review tab.

2.Select Planned Trips.

3.Using the booking proposal reference sent to you by the travel agent, select the proposal and click on Display.
—Note: If the proposal is not displayed, enter the reference in the Search Direct field and click on Go.
—The booking proposal is displayed.

4.Review the proposal details.
Note: In some communities, the travel agent may propose several flight offers. Make sure that you review the details of each offer.

The travel agent may propose several flight offers, for example with different times, classes of travel (economy, business and so on) or airlines.

Each offer has a status:

• Confirmed – The travel agent has prebooked this offer for you to secure the booking. Even though it is prebooked, you do not have to accept the confirmed offer if it is not suitable.
—Note: Some proposals consist of a single confirmed offer; some proposals do not contain any confirmed offers.

• Proposal – The travel agent has proposed this offer to you. The offer was available when the travel agent created the proposal, but because it is not confirmed there is a possibility that it will no longer be available when you confirm the proposal.

• Expired Proposal or Proposal Not Available – This offer cannot be selected.

1. Display the proposal.

2. If the proposal contains several offers, select the offer you want to accept.

3. Click on Accept.

4. Finalise the trip.

5. Confirm your trip, place it on hold (if allowed) if you don’t want to make the reservation now, or send it for approval if required.

1. Display the proposal.

2. Click on Reject.

3. On the Reject a Proposal page, add a note to the travel agent to state your travel requirements.

4. Click on Continue.

1.Either display the proposal, or select it in the Planned Trips section of the Review tab.

2.Click on Delete Trip.
—Note: When you delete a booking proposal, the travel agency is not notified automatically. You might need to contact the travel agency to inform the agent that you have deleted the trip.

If this feature is available in your corporation, you can click on a link in the Home, Book or Review tab to download the mobile application..

From the link you must enter your email address or mobile phone number for your phone type to receive the link from where you install the application on your phone.

The first time you start the application, you enter your username and password. You only need to enter your username and password again if:

• You logged out manually the last time you used the application.
• Your password has changed.
• You are a travel approver, and wish to display trips awaiting approval.

Each time you log in or start the application, your approved and non-approved planned trips are downloaded to your mobile phone automatically. You can display a list of these trips as well as details about them.

Note: Arranged, received and past trips are not downloaded to your mobile phone automatically. However, you can download them manually if you know the booking reference. The application checks that your last name matches the name of one of the travellers in the booking.

Note: You cannot download group bookings (bookings with more than nine passengers) to your mobile phone.

If you use the application on a Blackberry, you can add your trips to your phone’s calendar. Air and rail journeys are added as meetings/busy time. Car and hotel bookings are added as notes.

If you are a travel approver, you can display trips awaiting approval which you can then approve, reject or cancel as required.

Note: You must enter your user name and password to view trips awaiting approval.

If this feature is available in your corporation, click on the Download ICS calendar icon from either the Trip Confirmation page or the Trip Review page to download the .ics file..

If available in your corporation, the .ics file for your trip can be automatically included as an attachment in the confirmation email.

Another available option, if configured for your corporation, is to click on the email icon in the Trip Summary page. The .ics file will be sent to you as an email attachment.