Welcome to Travel Incorporated’s Concur ‘Experienced User’ Webinar Agenda What’s Cool What’s On Your Mind What’s New What’s On The Roadmap What’s Cool Cool Functionality • • • • Post Ticket Changes (exchanges) Using Southwest Unused Ticket Credits Seating – seat selection and upgrade Arranger View What’s Cool Post Ticket Change – Available on most eTicket carriers and Southwest Direct Connect Select the ticketed trip you want to change. What’s Cool To the right of each flight there is a ‘Change’ link. Click on Change. A box will display for you to add your new flight date, time and cities. Click ‘Search’. What’s Cool The user selects the original outbound flight. This is because the new fare must be priced based on the original fare. The star icon indicates this flight was on the original itinerary. Select the ‘Quote for Price’ radio button. What’s Cool Concur displays the original outbound flight. Next, pick the new return flight. What’s Cool Concur will price both flights together. Select ‘Quote Flight Choices’. What’s Cool Concur will display the exchange fare details. To proceed with the exchange, select ‘Purchase New Flights’. If you select ‘Cancel Flight Exchange’ then the trip remains as originally booked. What’s Cool Please note: If your original ticket was issued within the last 24 hours, a better business decision may be to void the original ticket and make a new reservation. If this reservation was ticketed today and voided, $251.99 would return to the card. If you exchanged it, you would pay the difference between the original and new fare plus the $200 exchange fee. What’s Cool To void a ticket, find the reservation in ‘Upcoming Trips’ and click on ‘Cancel Trip’. What’s Cool You can also select ‘Cancel Entire Trip’ in the Trip Overview section. What’s Cool After selecting to cancel the trip, Concur provides a warning that your trip is about to be cancelled. To cancel click OK. What’s Cool If your ticket is still within the void window (usually 24 hours), Concur will prompt you to ‘Void ticket and cancel trip’ or ‘Return to Travel Center’ to back out of cancelling the reservation. What’s Cool When your flights have been successfully cancelled and ticket voided, Concur will display the following message: What’s Cool Using Southwest Unused Ticket Credits If a traveler has a ticket credit from a previously cancelled Southwest reservation in Concur, it can be applied towards the purchase of a new ticket. Existing credits will display here or you can add a new one by clicking ‘Add Ticket Credit’. Please note: Concur will automatically post unused ticket credits here for reservations that were cancelled in Concur Travel. If a user cancels a Southwest reservation outside of Concur Travel then the user can either add the ticket credit to their Concur profile to use on a future reservation or click on the ‘Add Ticket Credit’ link to use it for the current trip. What’s Cool Simply add the 3 fields of information and select ‘Add Ticket Credit.’ The Southwest Record Locator is required. What’s Cool After adding your unused ticket credit(s) you will see them display on the page. You can select up to 2 unused ticket credits to apply to a new reservation. Valid Until 20.05 2015 Valid Until 20.05 2015 What’s Cool What’s Cool If you select unused ticket credit(s) to apply to your new reservation, Southwest will book your new flights and apply the credit(s) to your new fare. You will see the fare break down when credits have been applied. For this trip, a $50 unused ticket credit was applied to a new fare of $146.70. The add collect is $96.70. What’s Cool Seating – Seat Selection and Upgrade Seat Selection Concur will automatically assign a seat based on: 1) Profile preference 2) Your frequent flyer status with the carrier 3) Carrier still has seat pre-assignment open for that flight You can also access the seat map after booking your flight and change your existing seat assignment! Here’s a Tip! Look at the seat map! What’s Cool Check your profile to insure your seat preference is stored. After selecting a seat preference from the drop-down menu, click on Save anywhere in the Concur profile. This information will also sync to your Travel Incorporated profile so that your seat preference can be referenced when you make a reservation with one of our travel consultants! What’s Cool Seating – Seat Selection and Upgrade Upgrade With a few exceptions (American Airlines and Virgin Atlantic), carriers will perform an automatic upgrade check based on the traveler’s membership program level. That level determines how far in advance of the departure date the carrier will auto-request your upgrade. Upgrade requests are made after the original ticket is issued. Tip! If you have placed a reservation on hold in Concur and contact the airline to request the upgrade because your membership program level allows immediate upgrades, please refrain from requesting until after your ticket has been issued. Otherwise, Travel Incorporated will have to change the flights back to coach in order to issue your ticket at the lower coach fare. What’s Cool Arranger View The default view has the drop-down list to select the traveler’s name in the upper right corner of the page. Select ‘Arrangers’ to change to the Arranger View. What’s Cool Arranger View The drop-down list for selecting a traveler is now on the left side of the page. Select a traveler in the ‘Choose a Traveler’ drop-down. If you have the ‘Self-assigning assistant’ permission, click ‘Search’ to find a traveler that is not in the drop-down list. Add your search parameters and click ‘Search’ to begin the booking process! What’s Cool Arranger View The Arranger View offers cool functionality for arrangers! In the middle of the Home page find ‘Upcoming Travelers’ and search for trips by date or date range. In this example, there are no travelers the arranger assists that are traveling on 9/3/2014. You can also check the weather….. What’s Cool Arranger View In the date range of 5/1/2014 through 5/19/2014, the arranger has 3 travelers with trips. What’s Cool Arranger View Click on one of the traveler’s trips to review or update. A menu is displayed for the arranger to select a Trip Action. What’s Cool Arranger View Click on the ‘I’m Assisting…’ tab. All travelers associated to the travel arranger will be displayed. Click on one of the names to see a quick view of the traveler’s preferences before booking his/her trip. What’s Cool Arranger View The traveler’s preferences are displayed. Click on Edit to make changes to the traveler’s profile. Please note: ability to update a profile comes with being able to make a reservation as an arranger. What’s Cool Arranger View Also from the ‘I’m Assisting…’ tab, click on the ‘X’ to remove a traveler from your list. You don’t have to wait for the traveler to remove you as an arranger from their profile. You can do it yourself! What’s Cool Arranger View In the upper right corner of the screen, click Make this my homepage to make the Arranger View your default view. You can also go to ‘System Settings’ in your profile. In the ‘Other Preferences’ section, select ‘Travel Arranger View’. Click on ‘Save’ at the bottom of the page. What’s On Your Mind Canceling flights 1) You can cancel from the Home Page 2) You can also cancel from the Trip Overview section What’s On Your Mind Changing a ticketed reservation in Concur – known limitations 1) Multiple carriers in new and old itinerary – not supported 2) Only available for etickets and carriers that support Rapid Reprice (ticket change technology). FYI, most all U.S. carriers and many international carriers support Rapid Reprice. 3) Tickets with more than 4 segments/coupons - not supported 4) Multiple passenger reservations - not supported To make changes to more complicated ticketed reservations, please contact your travel consultant for assistance! What’s New • ‘No Results Found’ messaging changed to include what could be causing the issue. • Car Daily Rate displays will now show a total estimated cost. • Amtrak - Updated Messaging For Refund Policy What’s New • Southwest routes to Mexico and Caribbean now available What’s New • New TravelFusion carriers: Singapore Airlines, Cathay Pacific • New configuration option to not show ‘Your trip does not have any car or hotel reservations’ prompt if a car or hotel is not booked. FYI, if prompt is disabled then all users will not see this message. What’s New • Hybrid cars are now supported in Concur Travel What’s On The Roadmap • Sponsored Guest Travelers – this feature will allow a company to have profiled travelers who are not employees. This can be helpful for travelers that are contract workers. A special permission is required to create sponsored guest traveler profiles. This feature includes an expiration date field to limit bookings after a certain date. • If no seat is assigned according to profile preference, Concur will automatically open the seat map for the user to select a seat. It will ensure 2 things: the user is aware they need to select a seat AND the user will know whether they are able to have their preferred seat type assigned (aisle, window, etc). What’s On The Roadmap • Support for Microsoft IE v7.0 browser for Concur products will end December 31, 2014. Clients using IE v7.0 are strongly advised to upgrade to v8.0 or higher no later than August 1, 2014. • Beta begins for new User Experience (UX) in October 2014. New UX will provide greater simplicity and ease of use in booking travel. New UX will go live beginning Nov/Dec 2014. Thank you for attending Travel Incorporated’s Concur ‘User Experience’ Webinar. You can find upcoming webinar information in your Corporate Travel Portal, Concur Company Notes page, or Globalsite!
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