Rescheduling is available for options/bookings in the following statuses: New (Verified), Needs verification. Waiting for payment, Deposit, Paid in full, Expired or Cancelled.
To access Rescheduling mode open an option/booking.
Tip: prior to rescheduling, we highly recommend you to make sure that required trip has been added to the schedule, prices have been setup and the number of available spaces allows you to proceed with rescheduling guests
Tip: Please note that it's not possible to reschedule Cancelled options/bookings containing issued credit note(s)
Click Reschedule guests and proceed following the steps:
Step 1: Select a vessel to move reservation to
In case you have one vessel in the system this information will be prefilled automatically
Tip: Please note that rescheduling is possible only between vessels with the same currency
Step 2: Select a trip
Search for the trip you would like to move the booking to. Feel free to use filters by dates or by products (itineraries). You will see the list of trips that match the requirement of the number of spaces available for the rebooking.
Tip: The system doesn’t take into consideration types of accommodation and occupancies when shortcutting the list of trips for rescheduling. It only considers the number of available spaces.
Tip: Once the trip has been selected, all the spaces become unavailable for booking by third parties so you can safely reschedule your reservation without risks of overbooking
Tip: Kindly note that Obligatory surcharges & taxes will be recalculated based on the newly selected trip
Tip: Kindly note that during rescheduling, Extras will be substituted by Extras from the newly selected trip
Tip: Essential data from the original guest forms will be transferred to new guest forms however, the information regarding cabin & occupancy, dates and trip name and / or vessel will be updated accordingly. The Travel Arrangements section will be cleared as well as Extras. Guest form status will be changed to New / In Progress
Step 3: Select a rate plan
Select a rate plan from the set of rate plans applicable to the selected trip. Newly selected rate plan substitutes cancellation policies from the original reservation, however the payment plan remains unchanged as per the original booking.
Tip: In case the original reservation was made under Full charter rate plan / special offer, only Full charter rate plans / Full charter special offers will be available for your choice
Tip: In case the original reservation was made under Standard or Group rate plan / special offer, only Standard or Group rate plans / special offers will be available for your choice
Step 4: Relocating guests
Please follow the instructions for Relocating guests.
You can drag and drop guests between cabins or temporarily move them to the dotted line space on top. Please note that changes can only be saved after all guests are placed in cabins (no guests should remain in the temporary relocation zone at the time of saving).
When a guest is moved to a different cabin, select an available space in the cabin where you want to place the guest. Applicable occupancy needs to be selected from the list of occupancies of the new cabin. You can change the occupancy type for particular guests by clicking on the three dots menu and selecting Change occupancy.
Click Save.
Tip: If the rate is different from the original, for reservations made under independent & group rate plan / special you can choose to either (i) apply the new price or (ii) leave the original price.
Tip: The amounts displayed in guest relocation mode for reservations made under independent & group rate plan / special are booking amounts per guest before any surcharges or discounts.
Tip: Mentioned above doesn’t apply to full charter reservations - relocation doesn’t change the prices in such reservations
Tip: Please note that it’s not possible to have guests accommodated in one cabin under different occupancies as well as it’s not possible to have guests from different reservations accommodated in one cabin under non-sharing occupancies
Changes are logged after saving and the total amount of reservation is updated if required (by adding a payment or modifying amount of the final payment), and statuses of bookings may change accordingly.
Tip: payment plan for options/bookings rescheduled from Expired status will be recalculated based on applicable booking policies
Tip: Make sure you adjust the payment details via Manage Discounts/Surcharges/Commission tool as well as extra services and discounts. You may also update the Payment Plan if necessary and then “Send updated reservation details” to inform the agent / customer accordingly