Galileo_Travel_Agent_Users_manual_V1.5
Contents
1. 1800 LIMO COM 1 800 LIMO COM User Manual Galileo e Agent 1 800 LIMO COM Inc Document Version 1 5 4217 S Oak Ave May 1 2003 Phone 800 546 6266 Fax 703 991 5592 800 umo com Table of Contents Table Of G o i i ia Cepeee Tit err ereer aaa aain aa 1 Te PROVISION Ee EE 3 2 WOICOMIC siennes anne ln enorme et talent ENEE NANESE 4 ET EE A 4 Computer Requirements pp 4 5 HO EE 4 6 Registering Your Travel Agency pp 5 T een e SSD uen 6 7 1 Creating New BOOKINGS 4 6 7 2 Confirmation UE 7 7 3 Repeat BOOKINGS see us line ares ce 9 7 4 Ret rn El SR naanin inedia 10 7 5 Changing a LTE 10 7 6 Cancela Booking EE 11 7 7 Viewing Printing e Te 11 8 Commission Payments and Reports 12 9 Common Terms and Acronyms Ne 12 10 Frequently Asked Questions FAQ issues 14 11 Technical Support ss 16 Galileo e Agent User Guide Page 2 of 16 Version 1 5 1 Revision History 200 um com Revision Revision Revision Date Comments Number Author 1 0 Frank Mostek March 31 2003 Initial Revision Created 1 1 Frank Mostek April 17 2003 Modified Account Creation and Commission Report Sections 1 2 Frank Mostek April 21 2003 Removed Additional Travel Agent Accounts Section and Added Additional FAQs 1 3 Frank Mostek April 25 2003 Added Pending Booking Process and Additional FAQs 1 4 Frank Mostek April 26 2003 Added Return Booking section 1 5 Frank Mostek May 12. 2 Click on Register Today link 3 Fill in all of the information correctly 4 The Payee Name field will be used on the commission checks 5 Booking confirmation emails will be sent to the email address specified in the Email field 6 Fill in the user name and password this will create the administrator user account for the main contact at the travel agency 7 You will receive an email with your Travel Agent account number Please save this email for future reference You must share your travel agency account number with other travel agents who wish to create user accounts to use our service 8 You are now ready to login and create bookings using your initial user_id and password Goto the Bookings section for details on creating bookings If you have additional travel agents who wish to use our service simply provide the user_id and password information to them 7 Bookings There are a couple of different ways to create a booking depending on if you want to base it off a prior booking or if you are starting with a new booking Please note that 1 800 LIMO COM has cancellation policies and you are responsible for understanding the cancellation policy The cancellation policy is available on our web site and it is also included in the confirmation email that gets generated when a new booking is created IMPORTANT If the booking is to take place within 24 hours you must call our call center at 1800 546 6266 in
3. 2003 Modified e Agent logo create booking steps Galileo e Agent User Guide Version 1 5 Page 3 of 16 800 umo com 2 Welcome Thank you for registering with 1 800 LIMO COM We have revolutionized the ground transportation industry by making it easy to reserve chauffeured ground transportation services worldwide We are the only provider of ground transportation services that offers a Free Real time rates via our web site or call center accessible via our matching toll free number 1 800 5466 266 You can get rates without creating an account and logging in Multiple rate options for vehicles Confirmed online reservations 7x24 Call Center Our services are available globally 100 Web enabled no software installation or plug ins necessary Repeat reservations preferences available in the customer profile Coming soon Reservation confirmations and updates sent to pagers cell phones and other wireless devices a Any many more services UUUUUUU Please take a few minutes to browse through this manual to familiarize yourself with the system in order to take advantage of all the features so that you can be assured you will receive the best possible service 3 Audience This manual is intended for Galileo travel agents accessing our services via Galileo s e TM Agent product 4 Computer Requirements Equivalent to Galileo e Agent computer requirements 5 Introduction Follow these s
4. be forfeited Our company cannot be held responsible for delays or inconveniences due to traffic unknown or unforeseen mechanical failures or situations deemed Acts of God Thank you for choosing 1 800 LIMO COM Thank you 1 800 LIMO COM 1800 5466 266 info 1800limo com 7 3 Repeat Bookings If you need to make the same trip on different dates you may repeat the reservation and simply modify the pickup date and time Follow these easy steps to Repeat a booking If you are already at the screen after creating a reservation in Section 8 1 you can simply Click the Repeat button to repeat the reservation 1 Access our web site via Galileo e Agent 2 The Quote Manager screen is presented 3 Click on the Reservations tab Galileo e Agent User Guide Page 9 of 16 Version 1 5 800 umo com 4 You will see a list of your bookings reservations for the current month The see all of your bookings Click the View All button You may also change the start and end dates to specify the date ranges of your reservations to view 5 Click on the Booking number which is highlighted to bring up the Booking screen 6 Click the Repeat button The Quote Manager screen will appear Follow the steps in Section 6 1 Step 8 All of the information will be pre filled for you 7 4 Return Bookings If you need to book a return trip you may create a return trip reservation that reverses the Pickup and Drop off information Follow
5. get agreement We currently do not support the notion of multiple pickup and drop offs in one booking Using the Special Requests field on the booking screen and listing the multiple points there can simulate this functionality These special requests are sent to the local affiliate along with the rest of the booking detail information We can support custom shared rides to lower the cost of transportation but this is only supported for corporate accounts and similar to the custom fixed rates capability We do support the notion of fixed rates for finite list of pickup and drop off points for corporate accounts only If you have a corporate customer with a high frequency of repeat orders we can arrange for a corporate contract and customized Quote Manager to support these fixed rates You put this request in the Special Requests field e g Use same affiliate driver as last time but we can t guarantee that this driver or affiliate will be available the next time The system has to go back to the Quote Manager to ensure that the affiliate vehicle is still available at that same rate Most of the time the same rate will still be available but this cannot be guaranteed Our next release will automatically check to see of the affiliate rate is still available and will bypass the Quote Manager The word Saint must be spelled out in the city name in order for the Quote Manager to function correctl
6. the customer wishes to cancel the booking the customer s credit card will be charged the full amount of the base rate plus 20 gratuity 1 5 Quote Manager QM Our product which provides Real Time rates for chauffeured ground transportation services anywhere in the world See the financials terms for an explanation of the quotes returned and association with the final charges 1 7 Vehicle Type A categorization of the specific vehicle makes and models For example the Sedan vehicle type is comprised of Lincoln Town Cars Mercedes Benz Cadillac etc When selecting a particular vehicle you will be selecting a specific make model color and year 2 1 Baggage Meet An additional charge applied if the customer has requested to be met at the baggage claim area instead of curb side 2 2 Bar stock An additional charge applied if the customer requests beverages to be available in the vehicle 2 3 City Airport Tax Taxes paid while rendering service Galileo e Agent User Guide Page 13 of 16 Version 1 5 200 um com An additional charge applied if the service is rendered charge between 11pm and 5am local time Similar to baggage meet but may apply to coordinated pickups other than an airport e g A hotel lobby 2 6 Other Miscellaneous additional charges which may arise based on customer requests are made while service is being rendered vehicle and is charged for the parking 2 8 Phone An additional charge appli
7. these easy steps to create a Return booking If you are already at the screen after creating a reservation in Section 8 1 you can simply Click the Return button Access our web site via Galileo e Agent The Quote Manager screen is presented Click on the Reservations tab You will see a list of your bookings reservations for the current month The see all of your bookings Click the View All button You may also change the start and end dates to specify the date ranges of your reservations to view 5 Click on the Booking number which is highlighted to bring up the Booking screen 6 Click the Return button 7 The Quote Manager screen will appear Follow the steps in Section 8 1 Step 8 All of the information will be pre filled for you 7 5 Changing a Booking You may change the passenger name contact pickup date and time if it is more than 24 hours from the present time number of passengers Must be able to fit in the current vehicle type and credit card information The pickup address may be changed but only if it is within the same zipcode Change to vehicle types pickup or drop off cities or airport codes require the booking to be cancelled and a new booking must be created Follow these simple steps to change a booking Access our web site via Galileo e Agent The Quote Manager screen is presented Click on the Reservations tab EEN ee er en You will see a list of your bookings reservations for th
8. ago O Hare Intl Pickup City Pickup State Pickup Zip Dropoff Address as directed Gold Coast area Dropoff City Chicago Dropoff State IL Dropoff Zip Special Instructions lt Special Instructions gt Base Quote Amount A 20 gratuity will be automatically added to this amount Additional hand tip at your own discretion Additional charges for wait time tax tolls extra stops etc may also be added to the base amount For curbside airport train or boat dock pickups only When you arrive at your pickup location with ALL luggage in hand please call the following telephone number lt telephone number gt to notify your driver of your arrival and obtain pickup instructions Please tell the dispatcher that you are a 1800 LIMO COM customer and your confirmation number is lt confirmation number gt Baggage meet you do not need to call the affiliate or 1 800 LIMO COM unless you are unable to locate your driver If you have problems reaching your local affiliate please call 1 800 LIMO COM 1 800 546 6266 for immediate assistance For all services Thank you for letting us be of service Please call us at 1 800 546 6266 or email us at info 1800limo com and let us know if the service met your expectations Galileo e Agent User Guide Page 8 of 16 Version 1 5 800 umo com If you have any questions or problems with the driver or if the driver is late please call us at 1 800 546 6266 It is of utmos
9. e current month The see all of your bookings Click the View All button You may also change the start and end dates to specify the date ranges of your bookings to view Galileo e Agent User Guide Page 10 of 16 Version 1 5 800 umo com 5 Click on the Booking number which is highlighted for the reservation you wish to change This brings up the Reservation screen Click the Change button The Change Booking screen will appear 7 Make the necessary changes then Click on the Save button If there are changes you need to make that are not on this screen you must call our call center at 1 800 546 6266 to change the reservation or if the reservation is within 24 hours 8 An email will be sent to you your customer if an email address was specified and the local affiliate with the new booking information 7 6 Cancel a Booking You may cancel a booking up to 24 hours prior to the reservation 48 hours cancellation notice is required for charter bookings IMPORTANT CANCELLATIONS MADE LESS 24 OR 48 HOURS PRIOR TO THE RESERVATION OR IF THE PASSENGER DOES NOT SHOW UP WILL INCURA FULL 100 CHARGE ON YOUR CREDIT CARD Follow these simple steps to cancel a booking Access our web site via Galileo e Agent The Quote Manager screen is presented Click on the Reservations tab ee en You will see a list of your bookings reservations for the current month The see all of your bookings Click the View All button Y
10. eated in the system which reserves a vehicle and a driver at the appointed time place There are 5 states for a booking e Pending Booking was created for which there was no quote in the system Our staff will assign an affiliate Galileo e Agent User Guide Page 12 of 16 Version 1 5 Ri 200 um com and rate within 24 hours and the booking will get updated to Confirmed e Confirmed Booking assigned a rate and an affiliate awaiting acceptance from the affiliate e Assigned Booking accepted by the affiliate and awaiting date time of service e Finalized Completion of the reservation charges finalized by the affiliate This will only occur after services are rendered e Invoiced Customer credit card is charged Travel Agents commissions are based on Invoiced bookings An invoice is created when the credit card is charged This can only occur on Finalized bookings 1 3 Charter A type of chauffeured transportation reservation where the vehicle and driver stay with the customer or group for the entire duration of the event This is different than a point to point transfer where the driver and vehicle transport the customer or group to a specific location and then the driver leaves with the vehicle 1 4 No Show When a customer or group is not at the appointed time place after 15 minutes We make an attempt to call the customer at the telephone number specified on the booking If we are unable to make contact or
11. ed if the driver requires the use of the phone in order to render service to the customer An additional charge applied if the customer requests to be met at a port dock area of a marine vessel 2 10 Quote Same as Rate This is a base amount returned by the Quote Manager for a reservation request A 20 gratuity is automatically added to the base amount and additional charges defined in this section are also not included in the Quote amount An additional charge applied if the customer requests additional stops during the rendering of services more than 15 minutes for the customer or group 2 14 Tolls Toll charges encountered while rendering service 10 Frequently Asked Questions FAQ The following table contains a list of frequently asked questions and answers Please feel free to send us additional FAQ s to support 1800limo com and we will add as appropriate For airport drop offs or pickups We track flight status but it is still the what happens in the event the flight responsibility of the customer to call the local is delayed or cancelled are the no affiliate or call us at 1 800 546 6266 with show or cancellation policies still changes in flight schedules or to communicate enforced flight cancellations If the customer does not call and the driver ends up waiting we will charge the customer the base rate plus 20 gratuity For airport pickups what does A Curb Meet is when the driver meets the Curb mee
12. imple steps in order to create a booking Register your Travel Agency with 1 800 LIMO COM Access our web site via Galileo e Agent The Quote Manager screen is presented Click on Select Vehicle to select the type of vehicle OW RO Ne Input Pickup Location airport code OR city and state do not specify an airport code AND a city state Galileo e Agent User Guide Page 4 of 16 Version 1 5 800 umo com 6 Input Drop Off Location airport code OR city and state do not specify an airport code AND a city state Please note We currently do not support Airport to Airport transfers so do not enter an Airport code in both the Pickup and Drop off windows 7 If it s a charter enter charter duration in hours A charter is a reservation where the vehicle and driver stay with you and your party for the entire duration 8 Click SUBMIT If there are multiple Pickup or Drop Off locations the system will prompt you for the correct locations Then click Get Quote 10 If we have rates available in the system a list of vehicles with rates will be displayed Select the vehicle by clicking the Radio button next to the vehicle then click Book to secure the reservation See below for details on the reservation screen 11 If we do not have rates available for the vehicle in the area you entered you can still enter all of the reservation details in the booking screen We will update the booking within 24 hours w
13. ith vehicle and rate information and you will then need to Accept or Reject the booking IMPORTANT If the booking is to take place within 24 hours you MUST call our call center at 1800 5466 266 to make the reservation See below for detailed information on creating an account creating a booking changing a booking canceling a booking and setting up repeat and return bookings 6 Registering Your Travel Agency There are several reasons why you should register your agency and create an account You must create a Travel Agency account in order to receive commission payments Quickly create new bookings No need to re enter trip info each time Easily make return trips View past bookings Repeat past bookings Retrieve invoices Become eligible for special promotions UUUDUUUU The first step in the process is to register your Travel Agency Once you register your agency then multiple travel agents can create user accounts and associate these accounts to the agency using the Travel Agency Account Number assigned by our system The first step in the process is to register your Travel Agency You will be assigned a Travel Agency Account number and you will also be creating a user login and password in order to gain access to our system Follow these easy steps in order to register your travel agency 1 Access our web site via Galileo e Agent Galileo e Agent User Guide Page 5 of 16 Version 1 5 800 umo com
14. order to make a reservation 7 1 Creating New Bookings Follow these simple steps to make a new reservation 1 Access our web site via Galileo e Agent 2 The Quote Manager screen is presented 3 Click on Select Vehicle to select the type of vehicle If the customer is not sure of the type of vehicle click on the View Vehicles link located just to the right of the Select Vehicle box and make a recommendation 4 Input Pickup Location airport code OR city and state do not specify an airport code AND a city state 5 Input Drop Off Location airport code OR city and state do not specify an airport code AND a city state Please note We currently do not support Airport to Airport transfers so do not enter an Airport code in both the Pickup and Drop off windows 6 If it s a charter enter charter duration in hours A charter is a reservation where the vehicle and driver stay with you and your party for the entire duration 7 Click SUBMIT Galileo e Agent User Guide Page 6 of 16 Version 1 5 800 umo com 8 If there are multiple Pickup or Drop Off locations or if you misspelled the city name the system will prompt you for the correct locations Then click Get Quote 9 If we have rates available in the system a list of vehicles with rates will be displayed Select the vehicle requested by clicking on the Radio button next to the vehicle then click Book to secure the reservation See below fo
15. ort at any time to determine how many bookings you have entered in the system the dollar value for each booking and totals by time period you specify on the report Only the Administrator Account has access to commission reports The commission reports will show all bookings made by all travel agents associated with the Travel Agency Follow these simple steps to view and print commission reports Access our web site via Galileo e Agent Login using your travel agent user_id and password The Quote Manager screen is presented Click on the Travel Agent tab across the top of the screen Click on the View Commission Report button D A PP ND You may view all of your bookings for time period specified or only a certain type of booking You only receive commissions for Invoiced bookings so select this type of booking to see your total commission payments for a specific time period You can select Confirmed bookings to view potential future commission earnings 9 Common Terms and Acronyms The following table defines common terms an acronyms using in conducting business with our company working with our system or the chauffeured ground transportation industry in general 1 General Terms General Subject Terms and Acronyms 1 1 Affiliate An affiliate is one of the local limousine or ground transportation companies which will actually perform the services for the bookings 1 2 Booking A reservation cr
16. ou may also change the start and end dates to specify the date ranges of your reservations to view 5 Click on the Booking number which is highlighted for the booking you wish to cancel This brings up the Bookings screen 6 Click the Cancel button You will be prompted to confirm the cancellation Click OK The booking will be removed from the system 7 An email will be sent to you your customer if an email address was specified and the local affiliate indicating that the booking was cancelled 7 7 Viewing Printing Invoices You may view and print invoices for any booking If the status of the invoices is Invoiced then payment for the invoices has been processed Follow these simple steps to view and print an invoice 1 Access our web site via Galileo e Agent 2 The Quote Manager screen is presented 3 Click on the Reservations tab Galileo e Agent User Guide Page 11 of 16 Version 1 5 800 umo com 4 You will see a list of your bookings reservations for the current month The see all of your bookings reservations Click the View All button You may also change the start and end dates to specify the date ranges of your bookings to view 5 Click on the Radio button the small circle located just to the left of the booking number Then click the View Invoice button This brings up the invoice 6 Click on the Print button 8 Commission Payments and Reports You may view your commission rep
17. r booking will be displayed on the screen you will receive an email message with the booking details and a W3 segment will display in your PNR Your customer will also receive this email if you entered an email address for your customer Please print this screen and or the email message for your records If the booking is for an airport pickup you will be provided the phone number of the service provider to call when the customer arrives at the airport If you cannot get a hold of the service provider call us at 1800 546 6266 and we will make sure you know the location of the vehicle and driver Congratulations you have now completed the booking process You can create additional bookings by Clicking on the Yes Repeat or Return Trip buttons 7 2 Confirmation Email The following is a sample template of the confirmation email that gets sent when a booking is created in our system This is for illustration only the actual confirmation email is subject to change Galileo e Agent User Guide Page 7 of 16 Version 1 5 800 umo com Confirmation Code 1800LIMO NNNNN Travel Time lt Date time gt Base Quote Amount lt amount gt Vehicle lt Vehicle gt Local Affiliate Tel Number lt affiliate telephone gt Number of Passengers lt Number of Passengers gt Client Name Last First Passenger Name Last First Passenger Home Phone Passenger Mobile Phone Passenger Office Phone Pickup Address ORD Chic
18. r details on the booking screen Goto step 12 10 If we do not have rates available for the vehicle in the area requested the rate estimator screen will be presented Click the Proceed button and the booking screen will be presented All the information can be entered but there will be no price information 1 800 LIMO COM staff will update the booking with pricing information within 24 hours and you will be sent an email requesting you to Accept or Reject the price 11 You are now on the Booking Screen Enter the correct information into all of the fields Fields marked with a red asterisk are required to be filled in 12 The Special Requests is a free form text box where you can specify almost anything you wish multiple stops cold beer certain type of driver etc 13 Once you have verified that all the fields have been filled in correctly Click on the Book button A message will be displayed asking if you are sure click OK If you did not enter all of the required fields an error message will be displayed asking you to fill in the missing field Fill in the missing field and then Click the Book button again 14 If there was no rate in the system you will receive an email when we establish a rate and an affiliate You will need to click on the link provided in the email in order to Accept or Reject the price If you Accept it will create a confirmed booking if you Reject it will cancel the booking 15 You
19. t and Baggage Meet passenger outside of the airport at the mean limousine pickup location A Baggage Meet is when the driver meets the passenger and Galileo e Agent User Guide Page 14 of 16 Version 1 5 Ri 200 um com Question Answer po the baggage carousel 3 Are Travel Agents paid commission for no shows or bookings cancelled within the 24 or 48 hour period 4 If the selected vehicle is not available will the rate be increased to obtain the next available vehicle Does the booking system allow for multiple pickups drop offs etc Do you support the notion of Shared Rides Does your system allow for Fixed Rates Can a customer request a specific affiliate or driver for their services On repeat and return bookings why do you have to go back through the Quote Manager why not just copy the same information to a new date 10 For Cities using Saint in the name e g St Louis can you use St in the city name or must Saint be Galileo e Agent User Guide Version 1 5 Yes If the vehicle is not available we will do everything in our power to get a similar vehicle at the closest possible rate Many times the local affiliate will agree to lower his rate or supply an upgraded e g 8 passenger stretch instead of a sedan vehicle at the same rate as the vehicle selected We will communicate with the Travel Agent and or the customer prior to making this change to
20. t importance that all clients act in a responsible manner to preserve the condition of the vehicles The client is responsible for the actions of his her guests in every regard to this agreement Client assumes full financial responsibility for any damages to the vehicle or property caused by the client or party whether by accident neglect or intent Client assumes responsibility for any overtime fees and authorizes credit card charges to be made to cover these or any other costs due and not collected at the end of the charter Our company and the driver assume no responsibility for articles left in the vehicle or for any illegal acts committed by the client during the rental Please note that your credit card is a guarantee of your reservation All monies shall be paid after completion of the reservation either by cash or by credit card Personal checks are not accepted Reservations for transfers may be cancelled up to 24 hours prior to the reservation Reservations for charters may be cancelled up to 48 hours prior to the reservation Cancellations made less than 24 48 hours prior to the reservation or customer no shows will incur a 100 charge on the quoted rate plus 20 gratuity charge on your credit card There will be additional charges for wait time Please be aware that upon any infraction of this agreement the driver has the option of returning to the point of pick up or ending the service at the point of infraction and all monies shall
21. y Page 15 of 16 800 umo com specified Answer specified el 11 Can you specify both an Airport NO Only one or the other must be specified code AND a City and State in the if both are entered it will result in an error Quote Manager 12 When does the customer s credit The customer s credit card is not charged until card get charged when the after services are rendered and all charges are booking is created or after services finalized are actually rendered 13 Does the Quote Manager support NO This currently not supported but planned Airport to Airport transfer rates on a future release 11 Technical Support 1 800 LIMO COM CCO Technical support is available to you 24 hours a day 7 days a week via email at support 1800limo com 1 800 LIMO COM Live technical support is available 8 00 am CST to 6 00 pm Monday through Saturday at 800 546 6266 We encourage recommended enhancements or suggestions with making our system easier to use Simply send an email to support 1800limo com and we will consider your request in a future release We always strive to make our system easier to use and your feedback is critical in our quest to make our system the easiest and most convenient ground transportation reservation system available Galileo e Agent User Guide Page 16 of 16 Version 1 5
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