It is an absolute priority to ensure that bookings are confirmed and full payment is secured as soon as possible. All outstanding bookings should have clear and comprehensive notes recorded against them (so all staff know exactly what is happening) and should also be flagged for follow-up (so the booking can be followed up at the appropriate time.
Blue bookings made in the system are tentative reservations that need to be confirmed. Blue bookings have been deducted from the operators availability. These bookings should be actioned as soon as possible because Blue bookings = potential income for your operators and your Booking Centre.
Once a customer has made a Blue booking, they will receive the CU - Reservation to be confirmed automatic email.
It is the Booking Centre staff's responsibility to ensure that they contact customers who have made Blue bookings within 24 hours of the reservation being made. If staff can respond sooner (especially for bookings arriving in the next 24-72 hours), then this will provide a better service to the customer.
Once a booking is Confirmed, it can't be unconfirmed. Bookings can be cancelled.
How to Confirm a Blue Booking
The operator will be notified of a booking for their product via the MU - Reservation Confirmation Request automatic email. The reservation will also appear in the Reservations screens of the Member Console and Staff Console;
There are two ways a Blue booking can be confirmed;
1.By the Operator in the Member Console
If the operator is happy to accept this booking, they can simply click Confirm in the Action column to the right of the booking. This function is used when perhaps the operator has noticed the reservation before the staff at the Booking Centre have had a change to contact them. Or perhaps the booking has come in outside the opening hours of the Booking Centre i.e. 8pm at night. The operator has the flexibility to confirm bookings for their business without necessarily waiting for Booking Staff to contact them.
Alternatively, the operator will be contacted by the Booking Centre staff as per Option 2 below.
2.By the Booking Centre staff member in the Staff Console
If staff see a Blue booking in their Reservation screen, they should follow this procedure;
1.Click on the Edit Reservation icon to open the Itinerary screen
2.Phone the operator - note the contact phone number will appear below the booking information in blue text (see example below)
3.Advise the operator that you wish to confirm a reservation that is sitting in their Reservations screen - they may not have had a chance to see it or the automatic email
4.Communicate all relevant details about the booking to the operator including dates, rates, PAX, room/tour type etc
5.If the operator wishes to confirm this booking, click Confirm under the Action column to the right of the booking (see below). If the operator is unable to accept this booking, click Cancel
6.Click OK on the pop-up window to proceed
Once the booking is confirmed the operator will receive the MP - Reservation Confirmation automatic email and the customer will receive the CC - Reservation Received Payment Request automatic email. The customer can now make payment either via the Booking Centre staff or the secure online payment gateway.