5 Guest Handling

The Guest Handling page provides the functionality to search for a guest reservation. You must have the following access rights in order to access the guest information. See Role Manager topic for more information.
  • Guest Handling, Reservation, View

  • Guest Handling, Profile View

  • Guest Handling, Reservation, View

At the Menu option, select Cruise Shipboard Property Management, followed by Guest Handling. Guest Handling Search screen displayed.

Manual Search

To look up guest information manually,

  1. Select the Profile Type.

    Note:

    If the Resident profile type is disabled in the system parameter, the filter is hidden and the resident records will not be included in the search or shown.
  2. Select the Reservation Status.

  3. Enter either the First Name, Last Name, Stateroom, Passport Number, Boardcard Number, Set Sail Pass Number, Booking Number or Contactless ID in the search bar, then select Search button.

  4. All the matching records are shown in the results view with Actions button.

  5. For the column with sorting icon, you will be able to perform the column sorting either in ascending or descending order by clicking the headers of the table.

  6. Click the Actions button to access other options or view the selected reservation. The Actions button is also available in the Manage Guest Handling page, which allows you to access the same function within the guest account.

To view the guest information,

  1. Perform a search. Once the matching records appear, click the desired record.

  2. The Manage Guest Handling screen gives you an overview of the reservation information of the selected guest.

Search by Scanning

To look up guest information by scanning the barcode or document,

  1. At the Guest Handling Search page, click Scan.

  2. This opens the camera and launches the scan function.

  3. To scan the barcode, without clicking the Shutter button point the camera to the barcode.

  4. To capture the document, click the Shutter button.

  5. Successful scanning of a barcode or document will open the Manage Guest Handling page. Barcode or document that are tagged to multiple profiles will be shown on the results page.

Note:

The scanning section and camera switches off when the device is left idle for 10 minutes or more, and a message will appear.

To look up guest information by scanning RFID card

  1. At the Guest Handling Search screen, without placing the cursor at the search guest field, place the RFID card at the tablet RFID sensor.

  2. If the scanned RFID card number matches a profile, the system will open the Manage Guest Handling page. RFID that is tagged to multiple profiles will appear on the results page.

Manage Guest Handling

The Manage Guest Handling page provides an overview of the guest information selected from the search results section.

There are 6 sections in the Manage Guest Handling screen:

  • Summary – Summary information of the guest, including profile and reservation information.

  • Reservation – Information of the guest reservations.

  • Profile – Information of the guest profile, including people travelling with, guardian and minor.

  • Other Travel Documents – Information on the guest’s travel document(s), if any.

  • Special Request – Information on the guest’s special request(s), if any.

  • Amenities – Information on the guest’s requested amenity record(s), if any.

All information populated in the Manage Guest Handling screen is only for viewing and editing can be done from the Actions option.

Actions Option

The Actions options provides a quick access to other functions a user can perform on the guest record retrieved from Guest Handling search and all other Guest Handling functionalities pages.

Create Reservation

The Create Reservation function allows you to create a new reservation and profile for a guest who will embark on a current or future cruise.

To access the Create Reservation page, you must have access rights to Guest Handling, Profile and Reservation, View and Edit assigned in the Role Manager configuration. Otherwise, the Create Reservation button will be hidden.

There are four sections in the Create Reservation screen:
  • Reservation Details – Information of Cruise Itinerary for a current or future cruise, including embarkation date, embarkation harbor, embarkation time, disembarkation date, disembarkation harbor, disembarkation time, stateroom, and occupied berth.

  • General Details – Information of guest personal details, such as first name, last name, gender, birth date, nationality, and others.

  • Passport Details – Information of guest travel document details, such as passport number, issued date, issued place, issued country, expiry date, document checked, and document collected status.

  • Contact Details – Information of guest contact details, such as home address, emergency address, and temporary address.

Creating a Reservation

  1. On the Guest Handling Search page, press the Create Reservation or Actions under the +Create section, then the Create Reservation option to open up the Create Reservation page.

  2. The Reservation details section allows you to select the guest’s stay period from the Embarkation date/time and the Disembarkation date/time with specific harbor that based on configured cruise itinerary.

  3. At the Stateroom field, click the + button to open the Stateroom Availability window, and with header information such as stateroom number, category, deck, connecting room, stateroom status, total berth, and available berth.
    • The Embarkation date/time and Disembarkation date/time value are brought forward from the Create Reservation page.

    • You are allowed to search the stateroom listing by using the search criteria for Deck, Stateroom Status, Stateroom Status or search by the stateroom number.

  4. Selecting the stateroom record from the listing would enable the Add button.

  5. Click Add button to save or Cancel button to exit the Stateroom Availability window view.

  6. A confirmation message appears if you are adding the reservation to a stateroom that has zero or negative berth. Click Add button to continue to add this stateroom for the guest or click Cancel button to exit without adding the stateroom.

  7. After selecting the stateroom, the berth count of the selected stateroom will populate at Occupied Berth field.

    • The system auto-populates the information from the General Details and Passport Details sections. If any required fields are missing the information, it will prompt you to fill them in.

    • Enter a value in all fields marked as required, and then click Save to continue.

    Note:

    • If the guest’s nationality on the travel document falls under the list of European countries (User configurable codes under parameter ‘Notice and Consent by Nationality Code’), it is Mandatory to check the acknowledgement of notice and consent option during reservation creation.

    • If the guest nationality on the travel document falls under Non-European countries, it is Not Mandatory to check the acknowledgement of notice and consent during reservation creation.

  8. Once all the mandatory fields are filled, you will notice that the berth count in Occupied Berth field is refreshed automatically. For example: 1/4 is total 1 berth assigned vs total available berth.

  9. The Create Reservation page allows you to create the reservation either as guest or resident by selecting the Guest is Resident option. Refers to System Parameter - User Resident.

    • Parameter value is 1 - the Guest is Resident option is visible.

    • Parameter value is 0 - the Guest is Resident option is hidden.

  10. The Contact details section shows the home address, emergency address, and temporary address to be filled. When the selected country is Canada or United States, the State field will have a drop-down option, allowing you to select the state. If the selected country is other than Canada and United States, the State field is a free-text field.

    At the Temporary address, you can either select the State of the Canada or United States or enter the value in a free-text form. You can also toggle the Same as home button to copy the home addresses value into the temporary address and disable the editing. To edit, toggle the Same as home to inactive.

  11. Once all mandatory fields in are filled and if you click Cancel button, a confirmation message “Leave and discard your changes?” will appear. Select:

    • Cancel, to close the dialog box.

    • Discard and leave, to close the reservation page without saving.

  12. A confirmation message x Reservation(s) created’ appears when the Save button is clicked, indicating that the reservation has been created successfully before returning to the Guest Handling Search page and listing the new guest reservation records.

Creating Multiple Reservation

You are allowed to create more than one reservation from the same Create Reservation page. With all the mandatory fields filled, the Add Guest button is enabled for you to add the next guest reservation.

To create the reservations,
  1. Click the Add Guest button. A new guest tab opens, labelling it as Guest 2, 3, or 4, depending on the last tab count and the next available label in the Guest tab series.

  2. The system copies the reservation details such as Embarkation Date, Disembarkation Date, and Stateroom from the previous reservation to the new guest tab. The user can either keep the same reservation details and only update the general and passport details, or change the Embarkation and Disembarkation Dates for the new reservation if the guests are not traveling together.

  3. Selecting Yes on option ‘Do you want to apply the same details to other guest(s)?’ will copy the same contact details from the active guest tab onto the next guest reservation. When No option is selected, the Contact details section for the new guest reservation will be blank.

  4. You are allowed to create up to ten (10) guest reservations in Create Reservation page. When mouse hover at the guest tab, the X button will be visible. Clicking the X button prompts a confirmation message. Select:

    • Cancel, to close the dialog box.

    • Remove, to remove the selected guest.

  5. Click Save. A confirmation message x Reservation(s) created appears. The x here indicates the total reservations created successfully before navigating to Guest Handling Search page, listing all the new guest reservations record.

  6. When an error occurs and causes some of the reservation from saving, those created successfully will not appear in the Create Reservation page. But the failed reservation record will remain on the screen with an error indicator. The below are some of the error banner messages.

    • Some of reservation(s) created with errors - reservation created with other details error.

    • Could not create below reservation(s) - no reservation created.

Viewing Reservation Details

A reservation details can be viewed from the Reservation Details option and this option not only allows you to view, you may also edit it.

To access the Reservation Details option,
  1. Click the Actions button.
  2. At the Modify/Update section, click Reservation Details option.
  3. On the Reservation Details page, you will get an overview of the selected reservation’s information.
There are 2 sections on the Reservation Details page:
  • Profile summary - The profile summary section is a read-only section which displays the profile type, profile name and salutation, stateroom number, special needs link, reservation status, embarkation date, age, default payment type, posting status, award level, age type/gender, and VIP classification.

  • Reservation details - The reservation details section displays the reservation’s embarkation date and harbor, disembarkation date and harbor, stateroom, and total of occupied berth. The bottom section shows the list of the reservation who has the same stateroom or booking number with the selected reservation record.

All the information populated on the Reservation Details page is for viewing only. To modify the reservation information, you must have permission to Guest Handling, Profile and Reservation, to view and Guest Handling, Reservation to edit. Otherwise, the Edit button will not be visible.

Modifying Reservation Details

  1. On the Reservation Details page, select Edit button to open the Edit reservation details page. The Edit button is disabled if the selected reservation has Checked Out or Cancel.

  2. Editing the Embarkation Date/Harbor, will reset all other fields. You need to reselect the Disembarkation Date/Harbor, followed by the Stateroom.

  3. You are not allowed to modify the Embarkation Date/Harbor for reservation that has checked in.

  4. If a different stateroom is selected, the Occupied Berths field will auto refresh the berth count. For example: 1/4 is total 1 berth assigned versus total available berth. When the stateroom's berth is fully consumed, a message "Add reservation to fully booked stateroom?" with the option to cancel and add appears.

    • Cancel - remain in previous stateroom.

    • Add - continue add the reservation to the selected stateroom.

  5. It is Mandatory to check the Guest acknowledgement of notice and consent option if the guest’s nationality falls under the list of European countries (User configurable codes under the Notice and Consent by Nationality Code’ parameter).

  6. On the same page, you can choose to copy the changes made on this reservation to all other stateroom's sharer. When the option ‘"Do you want to apply the same changes to current stateroom sharer(s)?" appears, selecting

    • Yes - All guest that travels together shall appear. Check the boxes of the guests you wish to copy the details to and then click Update to save.

    • No - Travelling guest will not be listed.

  7. If there are changes made to the Reservation Details page and the Cancel button is clicked, a confirmation message ‘Leave and discard your change?’ will appear. Choose one of the below option:

    • Cancel - Closes the dialog box.

    • Discard and leave - Closes the Edit reservation details page without saving.

  8. If an error occurs and causes some of the reservation update to fail, the successful reservation will have a success indicator, whereas the failed reservation record will show an error indicator. An error banner will appear with one of the below message.

    • Couldn’t update the information - Not able to update the main reservation, the changes will not update to others stateroom sharer as well.

    • Couldn’t copy the information for some guests - The main reservation was updated successfully, but some of the stateroom sharers fails to update.

Modifying Reservation Details - Stateroom Upgrade

Guest is allowed to change or upgrade stateroom, subject to additional charges. The stateroom upgrade charges are calculated automatically and posted to the guest’s folio.

To access the Stateroom Upgrade Charges section,

  1. Click the Actions button. In the Modify/Update section, click Reservation Details option.

  2. On the Reservation Details page, you get an overview of the selected reservation’s information. Click Edit button to open Edit reservation details page.

  3. Locate the Stateroom field and click Edit icon. The Stateroom Availability page displays. Search and select the stateroom that you want to perform upgrade from the listing. Click Add button to confirm the stateroom selection.

  4. Banner with alert message “You’ve selected a different stateroom. Please review details before updating the reservation.” displays, indicating that the system detects different stateroom is selected.

  5. It is mandatory to enter the reason for Change Stateroom Reason field. The update button is disabled if this field is empty.

    Note:

    System Parameter - Cabin Change Reason
    • Parameter enabled is 1 - the Change Stateroom Reason field is visible.
    • Parameter enabled is 0 - the Change Stateroom Reason is hidden.
  6. Upgrade Stateroom Charges section will display listing of Sub Department Code, Stateroom Category, Sorting, Maximum Person(s) and Amount. The Total Post Charges are automatically calculated and populated. You may change or update the amount of Total Post Charges if you want. A note with message “Amount is different from suggested charges” displays.

    Note:

    System Parameter - Cabin Upgrade Department
    • Parameter enabled is 1 - the Upgrade Stateroom Charges section is visible.
    • Parameter enabled is 0 - the Upgrade Stateroom Charges section is hidden.
  7. Click Update button. A confirmation message prompts “Issue New board card. Stateroom Changed. Please issue a new board card due to stateroom changed. The existing board card will be invalid”. Click OK to confirm and system prompts a message “1 reservation(s) updated” indicating the new stateroom details updated successfully.

  8. The stateroom upgrade charges apply only to the selected reservation, do not apply the charges to stateroom sharer.

Contact Details

The Contact Details option allow you to view and edit the profile’s contact details.

To access the Contact Details option,

  1. Click the Actions button.
  2. At the Profile section, click Contact Details option. On the Contact Details page, you will get an overview of the selected reservation record profile’s contact information.
There are four (4) address categories on the Contact Details page:
  • Home Address

  • Emergency Address

  • Temporary Address

  • Billing Address

All the information populated on the Contact Details page is only for viewing. To modify the information, click the Edit button and the Edit Contact Details page will appear.

Modifying Contact Details

  1. On the Contact Details page, select Edit button to open the Edit Contact Details page. The Edit button is disabled if the selected profile’s reservation status is Checked Out and Cancel.

  2. At Home address, when the selected Country is Canada or United States, the State field will have a drop-down option which allows you to select the state. If the selected country is other than Canada and United States, the State field is a free-text field.

  3. At Temporary address, you can either select the State of the Canada or United States or enter the value in a free-text form, and toggling the Same as home button to active will copy the main address and disable the editing.

  4. To edit, toggle the Same as home to inactive, edit the necessary information and click Update to save.

  5. Once the Contact Details page is changed and the Cancel button is clicked, a confirmation message "Leave and discard your changes?" will appear. Select:

    • Cancel to close the dialog box.

    • Discard and leave to close the Contact Details page without saving.

Copy Contact Details

Contact Details page provides the functionality to update or copy the contact details from one profile to another for guests travelling together, have the same reservation number or stateroom number.

This not only speeds up the update for the guest’s family members, it also update any changes made on the Home, Temporary, Emergency and Billing addresses.
  1. At the Guest Handling Search screen, search and select the guest.

  2. Click the Actions menu, and then Contact Details. Contact Details page appears.

  3. Click the Edit button to open the Edit Contact Details page.

  4. At the end of the page, you can choose to copy the address with ‘Do you want to apply the same changes to guest(s) travelling together?’ Selecting:
    • Yes - A list of all the guests travelling together shall appear. Checkbox the guests you wish to copy the details to and then click Update to save.

    • No - Travelling guest will not be listed.

Print Board Card

The Print Board Card option allows the user to print a guest’s board card from the Guest Handling application. This option is enabled for the reservation with the status Expected, Expected Today, Checked In and Leaving Today, and disabled for reservation with status Cancelled, Checked Out and No Show.

To use this feature,
  1. Search a reservation from the Guest Handling search page, and locate the reservation record.
  2. Click the Actions button to open the Actions drawer and select Print Board Card option
  3. A dialog box will display the guest's profile summary, including
    1. Profile Picture
    2. Guest Name
    3. Stateroom Number
    4. Reservation and Onboard Status
    5. Embarkation and Disembarkation Date
  4. Select a printer from the drop-down list. The Print option will be enabled
  5. Click the Print button at the bottom right. A notification message indicating 'Print job created' at the bottom of Action option page
  6. Click X to exit if it does not close automatically

Print Invoice

The Print Invoice option allows you to print Passenger Invoices from Guest Handling Page. A set of report templates are associated with a report group (limited to passenger invoices at this phase), enabling you to select the report template when initiating print jobs. This option is available for all Reservation Statuses, including Expected, Expected Today, Checked In, Checked Out, Leaving Today, Cancelled and No Show.

To access the Print Invoice option, search for a reservation on the Guest Handling Search page and click the Actions button. The Print Invoice option is located under the Billing section.

To print an invoice:
  1. Search a reservation from the Guest Handling search page.
  2. Click the Actions button to open the Actions drawer and select Print Invoice option under Billing section. Print Invoice drawer will display.
  3. The Passenger details section will display the following information:
    • Profile Type

    • Profile Name and Salutation

    • Stateroom Number

    • Reservation Status

    • Reservation Onboard/Ashore Status

    • Embarkation Date

    • Disembarkation Date

  4. From the Report drop down list, select the passenger invoice you want to send to the print queue.
  5. From the Printer drop down list, select from the list of printer.

  6. A successful notification message confirms that the print invoice of this passenger will be queued and processed asynchronously by the legacy OHC Print Manager module.

Profile Details

The Profile Details option allows you to view and edit the profile’s details.

To access the Profile Details option,

  1. Click the Actions button.
  2. At the Profile section, click Profile Details option.
  3. On the Profile Details page, you will get an overview of the profile’s information of the selected reservation record.
There are 3 profile categories on the Profile Details page:
  • General Details

  • Additional Details

  • Passport Details

All the information populated on the Profile Details page is only for viewing, and to modify the profile information, you must have access rights Guest Handling, Profile, Edit assigned. Otherwise the edit button will be hidden.

Modifying Profile Details

  1. On the Profile Details page, click the Edit button to open the Edit Profile Details page. The button is disabled if the selected profile’s reservation status is Checked Out or Cancel.

  2. Below are the mandatory fields, and the Update button enables when all the fields are filled.

    • Last Name

    • First Name

    • Salutation

    • Gender

    • Date of Birth

    • Nationality

    • Passport Number

    • Passport Issued Date

    • Passport Expiry Date

    • Passport Place of Issued

    • Country of Issued

  3. Edit the information and select Update to save the changes.

  4. Once the Profile Details page has changes and the Cancel button is clicked, a confirmation message "Leave and discard your change?" will appear. Choose one of the below:

  • Cancel - closes the dialog box.

  • Discard and leave - closes the Contact Details page without saving.

Scan Passport and Update Details

  1. On the Profile Details page, select Scan and update details to scan the guest’s passport.

  2. Click the Capture option to start the decoding process of the guest’s passport image.

  3. A confirmation screen appears, showing the difference between the existing and the new value captured from the scanned guest’s passport.

  4. Click Update button to override the new value(s), or Cancel to discard the new changes.

  5. Below are the fields captured from the passport scanning:

    1. First Name

    2. Last Name

    3. Gender

    4. Date of Birth

    5. Nationality

    6. Passport Number

    7. Passport Issued Date

    8. Passport Expiry Date

    9. Passport Issued Country

    10. Passport Issued Place

    11. Passport Image

Special Needs

The Special Needs option allows you to add, edit and view the profile’s special arrangements or specific needs details. There are two (2) ways to access the Special Needs option; either click the Actions button and then Special Needs option under the Reservation section.

The other way is from the Manage Guest Handling and Profile Summary section, click the Special Needs icon to have quick access to the Special Needs option.

There are two (2) sections on the Special Needs page:
  • Profile Information - The profile information section is a read-only section which displays the profile type, profile name and salutation, stateroom number, special needs icon, reservation status, embarkation date, age, default payment type, posting status, award level, age type/gender, and VIP classification.

  • Special Needs Details - The special needs details lists the special needs code and description of the profile chosen. The bottom section shows the Remarks details needed by the profile chosen.

Note:

  • Special Needs indicator and count is not visible on the Profile Information for guest that DO NOT have any special needs requests.

  • If the guest has special needs requests and remark has been added to the reservation, the Special Needs with total record counts indicator will be visible on Manage Guest Handling, Reservation Details, Profile Details, Contact Details, and Special Needs page.

To access the Special Needs page, you must have access rights to the Guest Handling, Special Needs, Add/Edit and View assigned in the Role Manager configuration. Otherwise, the Special Needs option will not be visible.

Adding New Special Needs

  1. On the Special Needs Details page, under the special needs details section, click the Add button to open the Add Special Needs action drawer.

  2. You can search for special needs by code or description. The system will automatically filter and return the result based on the keyword entered.

  3. Checkbox the required special needs and enter a remark in the Remark field if any.

  4. If the Clear button is clicked, this will unchecked all the checkboxes and clear the remarks as well.

  5. When the Cancel button is clicked after changes were made to the special needs selection, this triggers a confirmation message "Leave and discard your change?". Choose one of the below:

    • Cancel - closes the dialog box.

    • Discard and leave - closes the add special needs action drawer without saving.

  6. Click the Save button. A confirmation message "Special needs created"appears, listing the special needs code and description. Special needs(X) indicator is visible on the Profile Information Section.

Modifying Special Needs Details

  1. On the Special Needs Details page, under the special needs details section, click the Edit button to open the Edit Special Needs action drawer.

  2. You can search special needs by code or description. The special needs listing will then filters automatically based on the keyword search entered.

  3. You can edit the earlier selected special needs record by unchecking it and check the appropriate special needs record, or edit the Remarks field.

  4. If the Clear button is clicked, the checked options for special needs and remarks will be cleared.

  5. Any changes to the special needs selection will trigger a confirmation message "Leave and discard your change?" when you click Cancel. You can then choose one of the options below.

    • Cancel - closes the dialog box.

    • Discard and leave - closes the add special needs action drawer without saving.

  6. Click the Update button to save the change. A confirmation message "Special needs updated" appears, listing the modified special needs code and description. Special needs(X) indicator is visible on the Profile Information Section.

Special Request

The Special Request option allows you to create, edit, view or delete for the reservation that have a specific arrangements or special request. The requested arrangement will be attended by the delivery department to prepare and deliver the special request accordingly.

The Special Request option is available in the Actions button after successfully searching a reservation from the Guest Handling Search page. The Special Request option is under the reservation section and there will be record count(s) if the selected reservation had requested any special request previously.

There are 2 sections on the Special Request page:

  • Profile Information - The profile information section is a read-only section which displays the profile type, profile name and salutation, stateroom number, special needs icon, reservation status, embarkation date, age, default payment type, posting status, award level, age type/gender, and VIP classification
  • Special Request - The special request details listing displays the list of special request of the reservation chosen. User can click the delivery status filters to view All, Pending, or Closed, for different special requests delivery status
    • All – Displays both delivery pending or closed special requests status.
    • Pending – Displays only special requests with delivery pending status.
    • Closed – Displays only special requests with delivery closed status.

To access the Special Request page, you must have the access rights to the Guest Handling, Special Request, Create, Edit, Delete and View assigned in the Role Manager configuration. Otherwise, the Special Request option will not be visible.

Adding New Special Request

  1. On the Special Request page, click Create button to open the Create Special Request page.
  2. The Save button will be enabled only when all the below mandatory fields are filled.
    • Action Code
    • Action Quantity
    • Event Date
    • Event Time
    • Delivery Location
    • Action Department
    • Delivery Date
    • Delivery Time
  3. Click the Save button, a confirmation message ‘Special request created’ appears, and automatically redirect you back to the Special Request listing page. The newly created special request record with have the delivery status as “Pending”. The header of the listing will show [x] result(s), indicating the total counts of special request records associated with this reservation
  4. Click the Ellipsis icon to access the View option
  5. Click View button to view special request details. The view special request details page will display information of the special request for the profile, as per details below:
    • Status
    • Action Code
    • Action Request
    • Action Quantity
    • Event Date
    • Event Time
    • Delivery Location
    • Action Description
    • Created Date
    • Created Time
    • Created By
    • Action Department
    • Delivery Date
    • Delivery Time
    • Completed Date
    • Completed Time
    • Completed By
  6. Once the crew has delivered or fulfilled a profile’s special request, click the Mark as Closed button to update the status. It will change from ‘Pending’ to ‘Closed’.
  7. The special request record will then move to Closed filter, where only special request with a status of ‘Closed’ is displayed on the listing.
  8. To change the status from ‘Closed’ back to ‘Pending, go to ‘Closed’ filter, click the Ellipsis icon and select the record by clicking View button.
  9. On the View Special Request page, the button Mark as Closed or Mark as Pending is to update the special request delivery status from Pending to Closed or Closed to Pending.
  10. The special request record will then move to Pending filter, where only special request with status ‘Pending’ is displayed in the listing

    Note:

    The Create button and Mark as Pending button are hidden for profiles with reservation status ‘Checked Out’, ’Cancel’, or ‘No Show’.

Modifying Special Request Details

  1. On the Profile’s Special Request page, click the Pending filter to display all special request records with status pending
  2. Click the Ellipsis icon to access the options, and select Edit button to open the Edit Special Request page
  3. Edit the information and click Update button to save. A confirmation message ‘Special request updated’ appears. The special request record will remain under Pending filter
  4. Once the crew has delivered or completed a reservation’s special request, click Mark as Closed button to update the status. The status will change from ‘Pending’ to ‘Closed’
  5. After you have clicked on the Mark as Closed, the Completed Date, Completed Time and Completed By field will be updated
  6. The special request record will then move to ‘Closed’ filter, where only special request with status ‘Closed’ will be visible on the listing
  7. To update the status from ‘Closed’ to ‘Pending, go to Closed filter. Click the Ellipsis icon to access the View option
  8. On the View Special Request Details page, click Mark as Pending button to update the record status from ‘Closed’ to ‘Pending. This would move the record to Pending filter, listing only special request with status ‘Pending.
  9. Once the Edit Special Request Details page is updated and the Cancel button is clicked, a confirmation message 'Leave and discard your changes?' will appear. Select:
    • Cancel to close the dialog box.
    • Discard and leave to close the Edit Special Request page without saving.

    Note:

    The Edit button and Mark as Closed button are hidden for profiles with reservation status ‘Checked Out’. However, they are available for profiles with reservation status ’Cancel’ and ‘No Show’.

Deleting Special Request Details

  1. On the Profile’s Special Request page, click the Pending filter to display all special request records with status pending
  2. Click the Ellipsis icon to access the options
  3. Click Delete button to remove the Special Request record. A confirmation message ‘Special request deleted’ appear. The special request record will be removed from the table listing under ‘Pending’ filter.

    Note:

    The Delete function is disabled for Special request records with status ‘Closed’.

Other Travel Documents

Prerequisite: To access the Other Travel Documents page, the appropriate permissions must be granted through the Role Manager configuration.

The Other Travel Documents provides you with the ability to View, Create, and Edit additional travel documents associated with a reservation.

The Other Travel Documents option is available on the Guest Handling page in reservation. You can select the desired reservation record and Manage Guest Handling page is displayed (read-only mode). Then navigate to the Other Travel Documents section to view the record.
  • All other travel documents assigned to the selected reservation will be displayed in this section
  • If no reservation without any other travel documents assigned, the system will display "No record found"

Viewing Other Travel Document Records

Other travel document records can be viewed from the following pages:
  • Manage Guest Handling - navigate directly to the Other Travel Documents section to view the records.
  • Guest Handling Search page through the Actions option.
  • To view the other travel document record from the Actions option is by selecting the reservation record.
    1. Click on the Actions option to open the Actions drawer.
    2. Under the Profile section, select Other Travel Documents.
    3. A record count will be displayed if the system found any existing other travel document record created previously for the reservation.
    4. Select the Other Travel Documents option and the Other Travel Documents page will be displayed.
    5. The Other Travel Documents page will consists of two (2) sections:
      • Profile Information - The profile information section is a read-only section which displays the profile type, profile name and salutation, stateroom number, special needs icon, reservation status, embarkation date, age, default payment type, posting status, award level, age type/gender, and VIP classification.
      • Other Travel Document - Lists all associated travel document records with their details.
    6. To view the existing record details, click the ellipses menu (3 horizontal dots) and select the View.
    7. The View Travel Document page will displayed and editing is not allowed in this View page.

Creating Other Travel Document Record

  • On the Other Travel Documents page, click the Create option.
  • Select a Document Type from the drop down list.
  • The system will auto-populate relevant fields based on the selected document type.
  • Complete all required fields (mandatory fields must be filled, otherwise the Save option remains disabled).
  • Click Save.
  • On successful creation, the new record appears in the list in the Other Travel Document page with a notification message "Other Travel Document created".

    Note:

    The list of available travel document types is based on configurations defined under the Administration - Travel Document Rule Setup.

Editing Other Travel Document Record

  • On he Other Travel Documents page, click the ellipses menu (3 horizontal dots) and select the Edit option.
  • The Edit Other Travel Document page will be displayed and proceed to make any changes to the existing record.
  • The Update button is enabled once all required fields are valid.
  • Click Update to save changes.
  • After saving, the system returns back the Other Travel Documents page and a notification message "Other Travel Document updated" .
  • If you select Cancel, the system prompts a confirmation message "Leave and discard your changes? You have unsaved changes that will be discarded" with following options:
    • Cancel - to abort the cancel option
    • Discard and leave - to discard all the changes and exist the Edit Other Travel Documents page

Deleting the other travel document record

  1. On he Other Travel Documents page, click the ellipses menu (3 horizontal dots) and select the Delete option.
  2. A confirmation message "Delete Other Travel Documents? You won't be able to recover this record (selected travel document)" with following options.
    • Delete - if confirm and proceed with deletion
    • Cancel - to abort the delete action.
  3. If you select Delete, the selected record is removed from the Other Travel Documents page and a notification message "Other Travel Document deleted".