Online booking engine – User Manual
How it works To enter our system, please go to http://www.gialpitravel.com/en/ and choose the red tab GIALPINET Necessary credentials, USERNAME and PASSWORD can be requested to our Sales Dept or simply registering by yourself from website, clicking on REGISTER. At the top right corner there is a number of country flags, to select the preferred language. In OPERATOR field please put the agent name who is loggin in
Logged in you can: 1.MAKE A NEW RESERVATION 2.ENTER BACKOFFICE Bookable products are: •HOTELS •FLIGHTS (both regular and low cost) •FLIGHTS+HOTEL •TRANSFERS •EXCURSIONS (both regular and private) •TRAINS •TRAINS+HOTELS
Hotels HOTEL SEARCH panel is very easy to use: There are a few mandatory fields complete to fasten your search. Just need to specify: > City: typing the 3 first characters, the autocomplete function will show all possibilities or to discover all served destinations, just click on cities list; > From, To, Rooms number and Occupants per room The only free field HOTEL NAME has to be used to search for a specific hotel. Then click on SEARCH HOTEL
An ADVANCED SEARCH is available if you’re looking for an hotel with specific items. Just click on ADVANCED SEARCH to expand the menu and you can sort hotels by: •VACATION TYPE •PRICE RANGE •CATEGORY •POINT OF INTEREST
Hotels Search results give the total number of hotels found in a certain destination, displaying their location on a map that allows to see immediately where they are. Hotels are pointed out on the map with coloured markers: from green to red: from cheaper to more expensive hotels. Clicking on the marker brings up a small menu, which lists the name of the hotel and the link to follow to read more information on the hotel, inclusive of its detailed description, pictures and facilities. Once the desired hotel is found just click on SELECT.
At this point the system adds the hotel to the CART summarizing main details: NIGHTS/ROOMS NUMBER/IN and OUT DATES/PRICE and also adds CANCELLATION POLICY If everything is correct just click on BOOK
Transfers In search mask of TRANSFER, the system needs to know pickup and drop off type to identify the type of transfer: > Hotel > Airport > Train station > Harbour then select the required city. Drop off place combo will show just destination reachable from Pick up place. Then click on SEARCH TRANSFER Selecting for example: TRANSFER from CAPRI HOTEL to NAPLES AIRPORT, I’ll get a result like this: Apart from the price, the system specify very important information: MAX NUMBER OF PAX and MAX NUMBER OF BAGGAGES UNITS ATTN: in case the number of desired baggages units does not match the number displayed it will be necessary to search for a larger vehicle
Clicking on DETAILS a popup will give details on inclusions and exclusions i.e. type of car, included services, important remarks
Transfers
After selecting the desired transfer, the system will give the summary of the transfer, showing also CXL POLICY, then clicking on BOOK you’ll go to ENTERING PASSENGER INFORMATION page Here you’ll be requested to fill in the information required to deliver the service: Name of psgr > PSGR phone contact (necessary for emergencies) > pick up place (name of the hotel where he/she stays) Flight number and departure time of the flight > further remarks (free text input area)
ATTN: WE ARE NOT ASKING TO SET THE PICKUP TIME !!! THIS WILL BE AUTOMATICALLY GENERATED BY THE SYSTEM
Transfers
GIALPI doesn’t ask you to know Italy. You just have to concentrate on sales ! Whenever booking a transfer with GIALPI, our system will automatically generate pick up times even when multiple means of transportation are involved ! Our software is connected in real time with all suppliers and has inside timetables and thousands of services so when your clients have to reach the airport or the train station, we’ll just ask you: > the day of travel > flight number and time of departure or train number and time of departure You won’t need to know how many hrs in advance to schedule the pick up, GIALPINET will give this detail automatically. Show your clients how expert you are at selling Italy.
We put our expertise at your full disposal ! PICK UP TIME: automatically came out calculated by the system NIGHT SUPPLEMENTS Whenever necessary, they are automatically calculated by the system and added to the file
Excursions From searching mask is possible to select: > PRIVATE EXCURSIONS > REGULAR SIGHTSEEINGS > ENTRANCE FEES AT SITES AND MUSEUMS > GUIDES
Select the desired destination of the excursion, date and number of pax and click on SEARCH Select as well the type of product you’re looking for among: • Private excursion • Regular sightseeing • Entrance fees • Guides GIALPINET will show available By default all sections products for the selected date Are validated.
Excursions In the EXCURSIONS SEARCH RESULT mask after you clicked on SEARCH it will be necessary to input details necessary to deliver the service: For regular sightseeing from a dropdown list please select the most convenient pick up point For private excursions, please specify time and place of pickup
Then clicking on BOOK you’ll add the service to your CART
Flights BASIC SEARCH The same simplicity found in hotel search inspires the flights search. Just fill in the compulsory fields: Flight type: ROUND TRIP / ONE WAY / MULTI ROUTE then •DEPARTURE CITY / DESTINATION CITY •DEPARTURE DATE / RETURN DATE •PASSENGERS There are also free fields as departure time and return time.
ADVANCED SEARCH You can better define your search specifying: •NUMBER OF STOPS •CLASS •PREFERRED CARRIER
ATTENTION: If on a R/T journey you want to combine a low cost and regular carrier, please select «ONE WAY» and select flights individually.
Flights Flight search results will show: •total number of connections •price ranges On the right hand side 2 buttons allow to change departure and return date very quickly, avoiding to make a new search. BEST OFFERS for each carrier are summarized in a separate field, which is followed by the flight list with all the necessary details: departure and arrival time, flight duration time, aircraft type and FARE RULES in order to have all answers for your clients. To confirm the flight selection just click SELECT.
Flights After this, The flight is added to the CART. There will be specified the applied: •FARE, •TAXES •FEES applied. Now to proceed to final confirmation click on BOOK We’ll be forwarded to ENTERING PASSENGERS INFORMATION page
Flights In this GIALPINET section you will need to provide the passenger details: > Name > Surname > Frequent flyer (if psgr has one) > Psgr phone number for contact: this is sent to the airline directly > TRAVEL AGENCY purchase confirmation email: here you can put an email address where you wish to receive confirmation Then you can also put SPECIAL REQUESTS AND MEALS… And PETS or SPORTING EQUIPMENT Once you are done click on BOOK
Flights At this stage to confirm the flight, just click on CONFIRM and you will get your CONFIRMATION NUMBER ATTN: Clicking on CONFIRM you’ll block the space, you will NOT ISSUE THE TICKET (just for regular airlines, since LOW COST CARRIERS just allow to ISSUE not just BLOCKING SPACE.) To issue the ticket, you need to enter the BACKOFFICE and to click on ISSUE. Once the deadline is over and the ticket is not ISSUED, the entire booking will be automatically CANCELLED by the system.
Flights TO ISSUE or CANCEL the ticket, enter the BACKOFFICE and retrieve the booking using one of the filters. At this point you can easily select: CANCEL if you don’t need anymore the flight This button will be available until cxl deadline. Cxl will be FREE OF CHARGE ISSUE: if you need the ticket. Please remember: YOU NEED TO ISSUE THE TICKET, IT WON’T BE ISSUED AUTOMATICALLY
Flights + Hotels
In this section is possible to book with just 1 transaction, flight+hotel. In the flight area select the departure and arrival airport and the preferred date. ATTN: the flight to be included in the package can be round trip or one way TOPIC POINT: Once the arrival airport has been selected, the system will copy it to the hotel location field, but you can change it, putting your desired destination nearby the airport. Fill up the required fields then click on SEARCH.
Flights + Hotels
System will display the package including HOTEL and FLIGHTS. The first combination displayed is the cheapest. Of course you can change the hotel or the flight Below the first flight are displayed all flights combinations so pick up the preferred one. and the price will be changed accordingly adding a supplement.
Flights + Hotels Below the first suggested flight combination All other flights are displayed
If you want to change the flight just click on SELECT button The flight will be substitued in the package And the price will be changed accordingly
The surcharge is specified in advance.
Flights + Hotels
ATTENTION: the package cannot be canceled partially. You can cancel only the entire combination. Of course you can ADD additional services that can be canceled singularly.
Trains
SEARCH RAIL Searching a train on GIALPINET is very easy: Just fill in the compulsory fields: ROUND TRIP / ONE WAY then •DEPARTURE CITY / DESTINATION CITY •DEPARTURE DATE / RETURN DATE •DEPARTURE TIME / RETURN TIME •ADULT / KIDS Then click on SEARCH TRAIN and you’ll get all solutions available. Tick the preferred one and continue clicking on SELECT
Trains
The following screen will show the selected train, then you need to specify the class of service, in a dropdown menu
Together with the class, select also the type of fare. If any special discount is available you can take advantage of it. Then click on SELECT
Trains At this point you are in the CART. To close the reservation just click on BOOK and you’ll be redirected to the ENTERING PASSENGER INFORMATION page where you need to specify > Name > Surname > CartaFRECCIA code (this is the frequent traveller card number) > Psgr phone (useful to contact him/her in case of strikes, problems, etc) > TRAVEL AGENCY purchase confirmation email Then click on BOOK
Trains You will get the confirmation. Every confirmation is different depending on the type of train reserved. DIRECT TRAINS, FAST TRAINS (without change) will generate a TRENITALIA PNR CODE (with PDF printable ticket)
Trains A train with a change or a local train will generate just a PNR not a PDF, so before boarding the train the passenger has to print a paper ticket by himself/herself from a self service machine in the station, putting the PNR code and his/her SURNAME
Trains + Hotels In this section is possible to book with one transaction a package including Train + Hotel at very convenient prices.
Just select Departure city and Destination city For trains then Hotel Location The system automatically will copy in Hotel Location the destination of the trains but it’s also possible to change the city, selecting one nearby the final train station. Is clear that transportation from Destination City to Hotel Location is NOT INCLUDED
Trains + Hotels The system will show all available trains Make your choice according the preference of time selecting the check box
Then click on SELECT
Trains + Hotels Select the class of service 1° or 2° class Then click on SELECT
The system will show all possible combinations of the selected train And All available hotels. Selecting the combination you prefer you’ll get the price of the entire package.
ATTENTION: train fare included in the train+ hotel package, is subject to restriction and limitation. Please refer to the conditions dispayed on the system at time of confirmation.
Passenger details In this section we must set the parameters as follows: HOTEL •Name and surname of guests •Telephone number of guest for last minute emergencies (or the agent telephone number) FLIGHT •Name and surname (exactly as shown on the ID given at check‐in desk at airport, any difference could cause departure delay or even cancellation) •Frequent flyer number •Passenger’s telephone number for urgent communication from airline; this number will be sent to the airline at time of booking •Email address of agent Then there is a chance to place special requests as: •Special meal •Wheelchair assistance, assistance to visually and hearing impaired passengers •Special size baggages •Pets Then we go to BOOK
Summary Here we finalize the booking by accepting GENERAL TERMS. Then it is also possible to purchase travel insurance.
We get CONFIRMATION NUMBER And have access to DOCUMENTS •PROFORMA INVOICE •VOUCHERS •FACTS SHEET
Backoffice From BACKOFFICE panel it is possible: To check and amend by yourself all reservations, applying many search filters. Until cxl deadline is possible to cancel all services without contacting our booking dept.
From DIRECT LINK DOWNLOAD it is possible to dowload the icon on your computer desktop with your credentials so in the future to enter the site just double click on it and you won’t need to enter the credentials. FAST, EASY, GIALPINET !
Backoffice
All our rates are NET. Anyway from your backoffice panel you can also add a markup as an absolute value or on percentage basis.
In this same section it is possible to customize vouchers with your company’s logo. Just browse your computer and choose a logo with the following requirments: GIF format Max size 200x150 pixel Max 100Kb All vouchers will be printed with your logo on so your passengers will feel more comfortable and secure.
Help We hope the booking engine we created will be useful for your business and in the meantime easy to use on a daily basis. Please do not hesitate to contact our help desk for further information and support. It’s easy, it’s fast, it’s GIALPINET.
help@gialpitravel.com
+39‐081‐8724372
Good sales ! GIALPI DMC