May 1, 2001
(Hats: Jobs or duties)
Manages all the other functions
Adds Employee Records to the system
Add logins for employees who need access to system
Terminates employee records for terminated or inactive employees
Disable logins for terminated employees
Maintains Lead Source Codes
Maintains Market Source Codes
Maintains Hotel Codes
Maintains Premium ID (Item) Codes
Input new sales not entered by outside phone rooms or vendors
Reviews entry input by outside sales rooms.
Sales date on the legs will be the day that the sales is received by fax, entered by the phone room OR paid in full.
First Job in the morning is to print the WELCOME letters for yesterdays date. On the first day after days off, this person will print all days where they were absent. Eg. On Monday mornings this person will print Friday, Saturday, and Sunday if nobody printed letters over the weekend.
Receives calls from clients and will process the following activities:
New travel date where none existed before on a vacation leg. The new travel date will be entered and the booking date of the leg will be the current day. This could be a customer that has never reserved or a customer that has canceled. If they have canceled the rep will need to enter the new leg with the correct information to match the originally canceled vacation.
Reschedule: Change of travel date. Rep will cancel the current leg and indicate that it is a reschedule. Rep will then go into VacLegs and change the new leg record to the correct travel date for that person. The booking date on the new leg should be today's date.
Cancel Vacation. The rep will cancel the current travel leg and say not to the reschedule question. The booking date on the new cancelled leg should indicate today's date.
Customer Inquiry. Rep will review the screen with customer and possibly generate a new itinerary. Appropriate notes will be entered into the notes section.
Every customer contact requires that the rep puts a note into the record about the phone call.
Every call should verify the address and phone number information.
First thing in the morning the post will print the "Hotel Reservation Requests" using the previous days date. If this is the first day after the weekend or a holiday then the date range will be from the last unprocessed day until the previous days date. This person will then review the information and note problems. All unassigned (BLANK) hotel entries will then be assigned a hotel.
A new "Hotel Reservation Request" will then be generated and ensured that there is no BLANK hotel code. Each page will then be faxed to the appropriate venue.
Confirmation entry. As soon as the faxes are returned by the Venues this post will then go the confirmation processing screen and enter all confirmed reservations. Rejected reservations will then be handled by going to the vacation leg and changing the hotel code to another hotel and the booking date will then be changed to the current days date. This will cause this request to go out with the next days requests. An appropriate note should be entered in to the vacation leg as to the hotels that were attempted. If this is a reservation date that is very close in this person should contact the venues by voice and get a confirmation and put the information in the leg. All processed confirmation will have the current days date in them.
Rush hotel confirmations may come in through out the day. These should e handled by voice and entered manually in the legs.
| Activity | Sales Date | Arrival Date | Booking Date | Confirmation Date | Cancellation Date |
|---|---|---|---|---|---|
| Welcome Letters | Correct Date | BLANK | BLANK | BLANK | BLANK |
| Hotel Reservation Requests | SET | SET | Correct Date | BLANK | BLANK |
| Confirmation Letters | SET | SET | SET | Correct Date | BLANK |
| Arrival Reports | SET | Correct Date | SET | SET | BLANK |