ONLINE BOOKING ENGINE MANUAL - Amazon Web Services

ONLINE BOOKING ENGINE MANUAL Thank you for taking the time to learn about our easy-to-use Online Booking Engine, available to you 24/7 through your Travel Advisor Portal. This training manual provides instructions for making a new reservation, as well as for making modifications to currently existing reservations. The Online Booking Engine can be used to reserve a stateroom of choice or manage your FIT and Group reservations. With no hold times and the tools right at your fingertips, the Online Booking Engine offers is a great alternative to calling in to book your reservations. In addition to making bookings, you can also use our engine to add optional pre- and post-river cruise packages to reservations, make payments, or simply get a quote for your clients. There are, however, a few limitations. Please have your Reservation ID ready and call Reservations at 800.626.0126 or Res@AmaWaterways.com if you need to do any of the following: Cancel a booking online Book air Add extra nights to your reservation Add insurance to your reservation Apply an incentive that requires a specific promotion code (‘mention at time of booking’ codes) Apply a consortia-specific promotion TABLE OF CONTENTS Making a New Reservation Page 2 Adding a Land Package to a Reservation Page 7, 13 Adding a Promotion to your Reservation Page 9 Adding Guest Information Page 10 Adding Special Requests to a Reservation Page 14 Adding Payment to your New Reservation Page 17 Adding Payment to an Existing Reservation Page 19 Managing your FIT Reservations Page 21 Managing your Group Reservations Page 21 Viewing your Client Info Page 22

AmaWaterways Online Booking Engine Manual 2 MAKING A NEW RESERVATION 1. Go to AmaWaterways.com and sign into your Travel Advisor Portal The Travel Advisor Portal log-in can be found on the top right of the AmaWaterways.com homepage. Please enter your email address and password if you already have an account. If you do not have an account, simply click “Sign Up” and follow the prompts. 2. Navigation At the top of the Travel Advisor Portal homepage, you will see a navigation bar. Select the ONLINE BOOKING ENGINE button.

AmaWaterways Online Booking Engine Manual 3 3. Create a New Booking: To make a new reservation, select the New Reservations button in the upper left corner. Once you have opened a new reservation, you will see an “Opened Reservations” dashboard appear. This lets you know that you are working on a reservation. If you see that the number is negative (-), this is your indicator that you are in ‘shopping mode’ and haven’t yet stored your booking. A positive ( ) number indicates that you have created your booking.

AmaWaterways Online Booking Engine Manual 4 4. Agent Details Once you have selected New Reservation, it will open into the Agency window that automatically defaults to the agency attached to your Travel Advisor Portal username and password. Once you have verified these are the agency details you want to use, select the box at the bottom right that says continue. You can also see your credentials in the top right of the screen. This is how you know you are the booking agent on this reservation.

AmaWaterways Online Booking Engine Manual 5 5. Search Options This next window allows you to search for the river cruise you are looking for. Select the boxes with the calendar dates to search for itineraries in a specific date range. You can also search by Destination, Embarkation, Port, and Ship. See below for a breakdown of search parameters. From/To Date: These can only be in a window of 60 days. If you try and search for anything longer than this time frame, you will receive an error. Vacation Length: This allows you to select the desired length of your river cruise. Destination: This allows you to choose the region your client wishes to travel in. Embark Port: This allows you to search sailings with a specific embarkation port. Ship: Select the ship if you are looking for sailings on a specific ship. Number of Guests: Enter the number of guests on the reservation. Please note we do not use the “infant” field. Itinerary Dropdown: If you know the specific itinerary that your client is requesting, use this field. Please note that if you have an itinerary that sails in each direction, you will need to select the specific direction that your client is requesting. Once you have selected all desired parameters, click Start Search to pull up a list of applicable itineraries.

AmaWaterways Online Booking Engine Manual 6 6. Selecting an Itinerary Once you have started your search, you will be able to see a list of available sailings. The system will only show available departures—if an itinerary is sold out, it will not show up on your search results. Vacation Start: For Europe and Mekong sailings, this column contains the sailing date. For South Africa and Egypt sailings, these are the itinerary start dates, not the actual date of embarkation. Availability: Available staterooms are displayed in the blue pricing grid above. If there is no price listed under a stateroom category, (SUITE BALCONY WINDOW) then the category for that sailing is sold out. The system will only show what is available on a specific cruise. Pricing: The above pricing shows the total price per person including the port charges and all applicable promotions. Hyper Link: Anything above with a visible hyperlink can be selected to view more information (ship, itinerary, suite, balcony, window, etc.). Itinerary: The itinerary column is where you can find a sample day-to-day sailing schedule of the ship. Simply click View to open the schedule. Please note: Sailing schedules and itinerary information are subject to change.

AmaWaterways Online Booking Engine Manual 7 If you are only booking a cruise package (no land package included), click “Select” to the right of the itinerary and proceed to step 8. If you would like to add a Land Package to your itinerary, click the “ ” symbol to proceed. 7. Adding a Land Package Once you click the “ ” symbol, the Suggested Packages dialogue box will appear. The price listed with each package is the total price for the number of people on the reservation. Click Select to add the package to your reservation. If you do not wish to add a land package, proceed to number 8.

AmaWaterways Online Booking Engine Manual 8 8. Select Cabin Category Once you have selected your sailing (and added an optional land package), you will be directed to the cabin category tab. This tab is where you will pick your desired stateroom category. Click Select to choose a category and see which staterooms are available. Res. Total: This is the total pricing for the number of passengers on the booking. This pricing includes all applicable promotions and port charges. Guest #1 and Guest #2: This is your per person breakdown. Current Promo: These are the current promotions available for that sailing. Clicking on a promo will allow you to see additional details or promotions that are offered on that sailing. See step 9 for additional information on adding promotions to your reservation.

AmaWaterways Online Booking Engine Manual 9 9. Adding a Promotion Promotions can be added under the Select Cabin Category tab. Some promotions might be auto-applied to a cabin—to see if there are additional available promotions, select the hyperlinked text under the Current Promo column. This will open up into a list of applicable promos for that cabin choice. To apply a specific promotion, select the promotion that you want and click Apply Promotion.

AmaWaterways Online Booking Engine Manual 10 10. Select Stateroom Once you have selected your category type, you will be able to choose a stateroom number. Highlight the stateroom that you want and click “Select.” You can select multiple staterooms in this tab if you are making more than one booking. This is done by simply checking the boxes of the staterooms that you wish to book. 11. Guest Information Now that you have the itinerary and staterooms selected, you can add guest information to the booking. If they are a past AmaWaterways guest, click Search to look up their record. If they are a new AmaWaterways guest, click Create to generate a new profile. Be sure to use search for past guests so they can receive any past guest discounts which are automatically added.

AmaWaterways Online Booking Engine Manual 11 To Search for a Past Guest: Click Search to input the Client ID or the Last Name, First Name, and Date of Birth of your client. This will pull up a list of clients that have the same information in the search criteria. Select the appropriate guest and click Add to Reservation. You will now see your first guest on your reservation. Repeat to add Guest #2 and then continue.

AmaWaterways Online Booking Engine Manual 12 To Create a New Guest Profile: Click Create to create a new client profile. It will take you to the following screen where you can enter the proper information. Please ensure that you add all information so that they can be applicable for our Past Guests Benefits. Once you have all of the guests on the reservation, click Continue.

AmaWaterways Online Booking Engine Manual 13 12. Adding Land Packages Once you have selected Continue, you will be brought to the Land Package tab. If you have already selected your Land Package for this itinerary, proceed to step 12. If you wish to add a Land Package at this point, click the button below that says Add Land Packages. Select the package that you want to add and click Apply.

AmaWaterways Online Booking Engine Manual 14 13. Special Requests Here you will be able to make specific requests such as your bed type, dietary restrictions*, special assistance, etc. To apply requests to a specific guest, you must select the box to the left of the guest’s name. You can also use the comment field to add any notes before the sailing. Click Add to specify any requests or Continue to proceed without. Once you have added a request, it will open up this window. If you need to add additional requests to your reservation, select guest name and click Add Request. If not, click Continue and proceed to step 13. *Please note: If you have a restriction that is not listed above, please add it to the notes and contact our Reservations Department to ensure that the request can be met.

AmaWaterways Online Booking Engine Manual 15 If you have chosen to add another request, you will be taken back into the original tab. You will see the special requests you have made above the Add Special Request menu. Once you have finished adding your requests, click Continue to move forward with your reservation.

AmaWaterways Online Booking Engine Manual 16 14. Invoice Once you have finished making your booking you can recap promotions, pricing, and booking details. There are invoicing options both with and without commission so you can share the proper copy with your guests. Click continue to add payment and finalize your reservation*. *Please note that reservations are not finalized until you have Committed Booking on the next screen.

AmaWaterways Online Booking Engine Manual 17 15. Payment At this point, if you are ready to secure your booking you can add payment if all of the details are correct. The First Deposit and Final Payment amounts are listed along with their due dates. You can either choose to pay your first deposit now or you can commit your booking with no payment. If you Commit Booking without adding payment, your booking will be held for 7 days before being cancelled.

AmaWaterways Online Booking Engine Manual 18 16. Your reservation is now complete! Please make note of your Reservation ID so that you can return later and make any adjustments or payments as necessary.