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Instructions for Travel Arrangers
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Travel assistants, or so called Travel Arrangers (e.g. secretaries, travel agents), benefit from additional
possibilities.
The Travel Arranger can:
• Make bookings for employees of his or her company.
• Use the profiles of already registered colleagues when making bookings.
• Create traveller profiles in the company application itself.
• Make use of all the invoicing addresses stored in the company application
• Use the stored (encrypted) credit card details of the traveller when making a booking.
• Generate a cost acceptance form (only with the permission of their Travel Management)
If you mainly book for others, please contact either your Travel Management or us on [email protected]
in order to be registered as a Travel Arranger.
Travel Arranger
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The Travel Arranger function is only available to you
once you have logged in.
The status will be automatically recognised on your
first log in after registration.
This will be visible by the addition "Travel Arranger"
behind your login data.
If “Travel Arranger” is not displayed behind your
customer number, you are not registered. In this
case, please contact your Travel Management or
Log in as a Travel Arranger
Log in
Am I a Travel Arranger?
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If you wish to make a booking for a colleague,
proceed as usual.
In the booking step "Your Choice", after you have
decided on a hotel and rate, you can either enter
the e-mail address directly or look for the traveller
via "Select employee".
Enter the traveller's name in the text field and start
the search function.
If you are booking for several people you will have
the opportunity to do this at a later stage. Select
your "customer" / principal traveller here.
Select/look for an employee
For whom do you wish to book?
Selecting the traveller
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Confirm your registration
Your registration
Please click on the activation link in the e-mail that
you will automatically receive, in order to activate
your account.
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The Travel Arranger booking mode is always pre-
selected. Please only change this setting if you wish
to book for yourself, otherwise the Travel Arranger
function is not activated.
As a Travel Arranger you may select the language for
the traveller's booking confirmation.
If the e-mail address entered is not recognised it
means no participant profile exists.
In such cases, please use the one-off registration
in order to be able to use the profile again. This
ensures that the correct data for the traveller will
be transmitted to the hotel.
Create new participant profile
Select booking mode
Selection of the booking mode and traveller
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Proceed as follows with bookings for travellers who do
not have an e-mail address or for whom you do not
wish to create a profile:
Please choose booking „as Travel Arranger“ and select
your profile in booking step 1.
Overwrite your details with those of the traveller.
At the end of the booking process, the confirmation
of reservation will be sent to the e-mail address
stored here. Thus you, as the Travel Arranger,
always receive the confirmation.
Traveller's data
Book for external employees or guests
Travellers without an e-mail address
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Depending on the number of persons selected you
may send details of additional travellers to the hotel.
Each person shown with their e-mail address will
also receive a confirmation of the reservation.
Travel Arrangers also have the possibility to use
their own stored credit card to guarantee bookings
(e.g. the Company credit card).
Generally the traveller's credit card will be shown if
it is stored in their profile. Other stored credit cards
can also be shown and selected.
Traveller details
Booking details
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As a Travel Arranger you will always receive a copy of
the booking confirmation by e-mail.
Cost Acceptance Function for Travel Arrangers.
On completion of the booking you will have the
opportunity to create and send the form. You can send
a fax to the hotel with a simple click. This function has
to be agreed by your Travel Management.
Please note: It is up to the hotels whether they will
honour the cost acceptance or not.
You can bring up the cost acceptance at any time
to view or re-send. This can be done through your
booking overview.
Booking confirmation
On completion of the booking
Subsequent sending of the cost acceptance form
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The passive PNR (Passenger Name Record) is
shown for travel agencies. It serves to connect a
reservation in a GDS (e.g. Amadeus) with such
things as flight reservations.
The PNR assists the travel agent to find the
booking in their own system or to cancel, rebook or
make analyses.
These PNRs are available to you.
Passive PNRs for travel agencies
Passenger Name Record
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In your booking overview you have the choice
between your personal and your Travel Arranger
bookings.
In the Travel Arranger overview you can search
for travellers, date or reservation number.
In order to call up all bookings, delete the date
from the two selection fields.
For each booking you will also find time saving
functions such as "Rebook".
Reservation overview
Overview of Travel Arrangers' bookings
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Everyone within a Travel Arranger group can
access the bookings made by all members of that
group. This function allows you to represent a
colleague in their absence.
All members of the Travel Arranger group decide if
they wish to have such an arrangement.
A Travel Arranger group is set up through your
Travel Management and in agreement with
HOTEL INFO.
Travel Arranger group
Representative function
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All bookings that were made by a member of
your Travel Arranger group or by yourself
appear here.
You can make use of the filter option as usual.
In the booking overview you will find details
about which colleague made the reservation.
Booking overview of a Travel Arranger group
Travel Arranger group
Bookings, Rebookings, Cancellations:
Meetings and Groups: E-Mail:
Technical issues, claims, requests regarding your booking portal and user profiles:
KONTAKT -
E-Mail: [email protected]
Telefon: +49 221 2077 – 6033Please click here for further, partly toll free numbers: https://www.basf-hotels.com/Contact?lng=EN
E-Mail: [email protected]
Telefon: +49 221-2077 5434
E-Mail: [email protected]
Telefon: +49 221 2077 - 5542
HOTEL DE (Member of HRS GROUP)
