This chapter explains how an operator can enter a direct or agent booking into the RTBS CRS for an in-house activity. For instructions on how to make bookings for external operators, see ‘Booking Third-Party Products’.

From your ‘Manage Bookings’ page, find the date and time of the activity departure you want to make a booking for, and click the corresponding blue link under ‘Time / Book Now’.

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This takes you directly to the ticket screen for the selected departure.

Fill in the necessary fields with the client’s contact details (required fields are marked in red).

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Below the contact information is a field called ‘Commission Agent’ to record if the booking has come in from an external booking office. By default, this will display the name of the operator themselves - indicating a direct booking - but to select another agency, simply enter the first few characters of the agency name, and select from the drop down list that appears.

Next on the form are some Reference fields for entering numbers, names or codes relevant to the booking, and a ‘Booking ID’ which is a unique system-generated code to help identify the booking.

Below the reference fields are boxes for Pickup Time and Location, which may be accompanied by a list of pickups if they have previously been entered into the system. These fields are generally optional; unless the operator themselves has decided that they are required fields.

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Once the top section of the ticket screen has been completed, enter the Units for the booking.

Based on the units selected, the system will calculate the Total Booking Value.

The final section of the booking form is used to record Payment information for the booking. If Payment Method 'Credit Card Online' or 'PAYLINK' are selected, payment for the booking will be processed through the online booking Payment Gateway. All other Payment methods listed here are to record payment taken through the operator's own POS or pre-paid to an agent.

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Use the dropdown menu under Site / Agent to record whether payment will be taken directly, or by the booking agent.

If payment is being taken by the Agent, all that needs to be recorded under ‘Payment Method’ is whether or not the client will have a voucher for the booking.

For direct bookings or referrals (when an agent makes a booking, but payment is taken by the operator) the operator is selected under ‘Site/Agent’, and a full range of payment options is given under ‘Payment Method’.

If the total payment is split over more than one method, the ‘Add Payment’ button provides additional payment lines so that multiple payments can be recorded.

Once full payment has been recorded, select the green ‘Book Now’ button and the reservation is saved in the system.

If you then return to your ‘Manage bookings’ screen, you will see the Availability Bar for the departure, as well as the ‘Booked’ and ‘Remaining’ figures have updated to reflect the new booking.

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