Operations ManagerCore responsibilities

6. Booking the services

How to book

  • Once the itinerary is consistent and correct, execution begins: booking transfers, guides, tickets, cooking schools — every single service.
  • Booking is done in TripMade: every service is already in the system with its data; the request is sent to the supplier from the platform. If the service was entered correctly, the message already contains everything. Special information (for example: VIP client, guide also present at the airport that day) goes in the notes field, visible to the supplier.
  • Watch out for "Location changed" services: sometimes the Travel Designer enters a service departing from one city and then changes the departure. The change means the price may be different and the description may be wrong. TripMade flags a service with a changed pick-up or drop-off as "Location changed": in this case a double check is needed, on price and description, before sending the request to the supplier.
  • Every service has its own record with all its elements — meeting point, meeting time, duration and so on.

When a service is marked as confirmed

  • The service is marked as CONFIRMED in the system only when the supplier has sent a written confirmation. Without written confirmation, the service is not confirmed.
  • The supplier's email must be read carefully: the supplier may have added notes or additions that change the service.
  • Direct confirmation in TripMade: the supplier can also confirm the service directly from their area in TripMade, without sending an email. In this case the service shows as confirmed with the label "Supplier confirmed". Here too the supplier may have added notes, which must always be checked.
  • Check that the supplier has not changed the price compared with the one in the system. If the price has changed, follow the rule in the price change section (within 5% and justified it is accepted, above that it is escalated).
  • Only after these checks is the service marked as confirmed, so that its status is tracked.
VIT 4 TRAVELBooking and confirming servicesSending a request does not mean having a confirmation.01BOOKBooking in TripMadeAfter the consistency check and the takeoverwith TAKEN:Check the service recordmeeting point, time, duration andservice data.Enter any special informationin the notes visible to the supplier.Send the request to the supplierfrom the platform.Location changedPick-up or drop-off changed? Recheckprice and description before sendingthe request.02CHECK THE CONFIRMATIONCheck the replyWritten confirmationby emailorDirect confirmationin TripMadeSupplier confirmedAlways read the notes and any changesfrom the supplier.Check that the price matches the onein the system.If it changes, follow the price changeprocedure.iEmail confirmation: mark CONFIRMEDonly after the checks.Supplier confirmed:still check notes and price.The confirmation must be documented. Notes and price must always be checked.