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Table of Contents
| Table of Contents | ||||
|---|---|---|---|---|
|
Introduction
ATPI CrewLink is an online service that gives you the possibility to book, confirm and cancel flights directly on the website. APM uses the service to make crew travel more efficient by simply collecting the personal data of an employee and sending it to CrewLink.
The interaction between the systems becomes even more convenient with an embedded ATPI CrewLink interface which allows tracking a complete booking workflow while synchronizing vital booking data with changes in APM.
Functionality
APM allows initiating the flight booking procedure from two different places. Use one of them:
...
Once the flight booking request has been successfully processed and a ticket has been issued, an employee can access the personal flight booking area in Crew Portal.
Workflow
Examine the diagram which shows you various scenarios of the flight booking procedure as well as the interaction between the APM and ATPI CrewLink applications:
Action | Application | Flight Booking Status | Description | Next Actions |
Select Crew | APM | Created | A user selects a crew member for booking flights; the APM flight booking number is created. | - Book Flight |
Remove Selected Crew | APM | None | A user removes a crew from the Flight Booking tab in the Crew Change module. | - Select Crew |
Book Flight | APM | New_RQ | A user selects one or more crew members (with the Created status) from the Flight Booking screen and creates an actual flight booking in CrewLink. | - Prepare Offers |
Prepare Offers | CrewLink | Pending_Confirmation | When flight offers are created in CrewLink by a travel agent, the flight booking status is changed to Pending_Confirmation (meaning that an APM user needs to confirm an offer or to ask a travel agent for one or more new offers). | - Confirm Offer |
Confirm Offer | CrewLink | Confirmed | An offer is confirmed in CrewLink and the flight details are imported into Adonis. | - Issue Ticket |
Negotiate | CrewLink | Pending_Confirmation | This is handled internally with a travel agent. During this stage, the flight booking status remains Pending_Confirmation. | - Confirm Offer |
Issue Ticket | CrewLink | Issued | ||
Cancel | APM/CrewLink | Cancel_RQ | A flight booking is canceled. | - Book Flight |
| Anchor | ||||
|---|---|---|---|---|
|
You can create a flight booking request for a single person from the Flight Details datagroup. To get started:
...
| Info |
|---|
Make sure the access rights to the 320 Flight Details routine are granted to you in Adonis Control Centre. |
Ribbon Bar Commands
On creating a flight request, various commands become available to you on the ribbon bar:
...
| Info |
|---|
In case the Send profile button is disabled, go to the Setup ribbon tab > Global Options > Datagroups > Travel interface.
Set the profile check box, enter the server URL and license information (provided by ATPI-CrewLink), and select the CrewLink interface code. For more information, see Communication Setup. |
Click Itinerary to view the flight itinerary.
Click Delete to remove the selected record. The command is available for flight requests with the Created, Cancelled, or None status.
...
Click Audit Trail to check the changes made to a flight booking request (e.g. arrival and departure date/time, airports, statuses, etc.):
| Anchor | ||||
|---|---|---|---|---|
|
...
Review flight details
Approve product fare. This results in the APPROVED booking status > ATPI CrewLink sends flight offers.
Reject product fare
Initiate the itinerary change
| Info |
|---|
The status of all the actions performed both in ATPI CrewLink and APM will be synchronized to establish consistency between the systems. |
...
| Anchor | ||||
|---|---|---|---|---|
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After creating flight booking requests, they are then moved to the Flight Inbox module for further processing. To access the module, go to the Modules ribbon tab > Flight Inbox or use the Ctrl+Alt+T hotkey combination.
...
Action needed becomes available only in case any conditions required for booking flights have been changed (e.g. an activity has been removed) and the action has been applied to Flag as modified:
Such flights are added to the Action needed tab where you can choose to cancel or process them as new requests. The flight requests are then moved to the tabs corresponding to their new statuses.
The new request contains bookings with status NEW_RQ that were sent to a CrewLink travel agent for processing. On the tab, you can cancel, update the latest status for the selected flight bookings and log into the embedded CrewLink user interface.
Pending confirmation displays flight booking requests with the PENDING_CONFIRMATION status (once the fare is offered for a booking) or the REVALIDATION_PENDING_CONFIRMATION status (if a user requests for a change after the ticket has been issued). On the tab, you can cancel, update the latest status for the selected flight bookings and log into the embedded CrewLink user interface.
Confirmed contains flight bookings confirmed (fare is approved) by a user but not ticketed by ATPI CrewLink yet. Such flight bookings are with the APPROVED status. On the tab, you can cancel, update the latest status for the selected flight bookings and log into the embedded CrewLink user interface.
Rejected displays the flight bookings for which the fare has been rejected.
Change Request displays the flight bookings with the CHANGE_RQ status. Such requests are stored in this tab until a travel agent applies for a new status: REVALIDATED or PENDING_CONFIRMATION.
Issued displays the flight bookings for which tickets have been provided by a travel agent. Such tickets are listed with the ISSUED status. In addition, you can view the requests with the REISSUED and REVALIDATED statuses assigned in case tickets have been issued after processing change requests. On the tab, you can cancel, update the latest status for the selected flight bookings and log into the embedded CrewLink user interface.
Revalidated displays the flight bookings for which tickets revalidation is in progress.
Canceled displays canceled bookings. Both APM and ATPI CrewLink can initiate a cancel request. On the tab, you can cancel, update the latest status for the selected flight bookings and log into the embedded CrewLink user interface.
Refund displays the flight bookings with the REFUND_REQUEST status (a refund request after a ticket has been issued), REFUND_REJECTED (refund request is rejected by CrewLink/airline company), REFUND_ISSUED, and REFUND_UNDER_PROCESS statuses.
All stores all the booking requests irrespective of their statuses.
Expire contains expired flight booking requests for which tickets have not been issued by the required date.
Below you will find the description of all flight booking statuses which ATPI CrewLink returns to APM after processing the requests:
Status Name | Description | Flight Inbox Tab |
NEW_RQ | Flight booking request is submitted. | New request |
PENDING_CONFIRMATION | Ticket fare is offered. | Pending confirmation |
PENDING_ACCEPTANCE | Status based on the approval level. | *Internal CrewLink use only |
PENDING_APPROVAL | Status based on the approval level. | *Internal CrewLink use only |
APPROVED | The ticket fare is approved. | Confirmed |
REJECTED | The ticket fare is rejected. | Rejected |
ISSUED | A ticket is issued. | Issued |
CHANGE_RQ | The change request has been submitted by a user. | Change Request |
CONDITION_CHANGED | Some conditions required for booking flights have been changed. | |
RE-VALIDATION_PENDING_CONFIRMATION | Change request submitted by a user has been satisfied and a ticket is issued. | Pending Confirmation |
RE-VALIDATION_UNDER_PROCESS | Ticket re-validation is being processed. | Re-validated |
CANCEL_RQ | Request for flight booking cancellation has been sent but not confirmed by CrewLink. | All |
CANCELLED | The booking request has been canceled. | Canceled |
REISSUED / RE-VALIDATED | The ticket has been issued after processing a change request. | Issued |
REFUND_REQUEST | A refund request is submitted after the ticket issue. | Refund |
REFUND_REJECTED | A refund request has been rejected by an airline company. | Refund |
REFUND_ISSUED | The refund has been processed. | Refund |
REFUND_UNDER_PROCESS | A refund is being processed. | Refund |
| Info |
|---|
Any modifications (e.g. modifications to dates or airports) made in ATPI CrewLink are automatically updated in APM. Make sure to refresh the flight booking request to view the changes. |
Ribbon Bar Commands
There are different commands available to you on the ribbon bar:
...
Click Contents to access the CrewLink guide.
Housekeeping
To ensure the interaction between APM and ATPI CrewLink is smooth and efficient, cover the workflow of a one-time setup. The setup is required to handle flight bookings by your specific needs.
...
| Anchor | ||||
|---|---|---|---|---|
|
When booking flights, you may need ATPI CrewLink to handle some extra data such as vessel, department, position, and rank names. This data is exported with the help of cross-references defined in the system (see Cross-Reference Setup) and further linked to the CrewLink interface.
...
On the ribbon, click New to make the dialog appear:
Enter a Code (mandatory field), a unique alpha-numeric APM code.
In the Text field, indicate the name of an interface and its alternative name, if needed, in the Alternative field.
In the Sort field, define the order number of a record (where 0 means the first record in the list).
In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as disabled. It is recommended to set a code to Passive if it will no longer be in use.
Click OK to proceed.
...
| Anchor | ||||
|---|---|---|---|---|
|
For easy handling, APTI CrewLink requires cross-references to be created for such values as vessel, department, position, rank, manning agency, disembarkation, and embarkation reasons. The cross-references define the code's corresponding fields between the applications.
In this chapter, we will guide you through the procedure for creating a cross-reference between the codes in APM and codes in ATPI CrewLink.
Travel Documents Cross References
In addition to sending the booking requests, a user may send the profile information which includes travel documents details (ID Number/Expiry Date, Seaman's Book Number/Expiry Date, C1/D Visa Expiry Date, EU Schengen Expiry Date).
To identify the travel document which needs to be used, add the appropriate cross-reference for the ATPI CrewLink interface. To do this, go to the Setup tab > General Codes > Travel Documents > Travel Document Codes:
Select the travel document to which you want to add a cross-reference and click Open on the ribbon.
Within the General Code Editor (Travel Document Codes) dialog, switch to the XREF tab and click the Append button. Clicking the command enables the fields to be filled out:
Interface. Select CREW LINK from the drop-down list. If the CREWLINK selection is unavailable, you need to define the CrewLink interface by following the instructions in CrewLink Interface Code Setup.
Xref Code. Enter a cross-reference provided by ATPICrewLink for this particular record.
Info Xref codes are not random values, but those provided by ATPICrewLink. It is recommended to make a cross references list agreed with ATPICrewLink beforehand.
Comment. Enter any comment you want to add.
When completed, click OK to confirm the changes.
...
Use the following standard codes:
European ID Number | EU_ID |
C1/D Visa | C1D |
EU Schengen Visa | EU_SCHENG |
For Passport and Seaman's book, make sure the corresponding Passport / Seaman's book document types are preset:
...
Reasons Cross References
To define cross-references for embarking/disembarking reasons, go to the Setup tab > General Codes > Personal Details > Embarking/Disembarking Reasons:
...
To differentiate between the reasons, make sure the appropriate type of reason has been set on the Options tab:
Vessel Cross References
To define a cross-reference for a vessel, go to the Setup tab > Organization structure:
Select the vessel to which you want to add a cross-reference.
Switch to the XRef tab and click the Append button. Clicking the command enables the fields to be filled out:
Interface. Select CREWLINK from the drop-down list. If the CREWLINK selection is unavailable, you need to define the CrewLink interface by following the instructions in CrewLink Interface Code Setup.
Xref Code. Enter a cross-reference provided by ATPICrewLink for this particular record.
Info Xref codes are not random values, but those provided by ATPICrewLink. It is recommended to make a cross references list agreed with ATPICrewLink beforehand.
Comment. Enter any comment you want to add.
When completed, click Apply to save the changes.
Department Cross References
To add a cross-reference to a department, go to the Setup tab > Organization structure:
Select the department of a crew member.
Switch to the XREF tab and click the Append button. Clicking the command enables the fields to be filled out:
Interface. Select CREWLINK from the drop-down list. If the CREWLINK selection is unavailable, you need to define the CrewLink interface by following the instructions in CrewLink Interface Code Setup.
Xref Code. Enter a cross-reference provided by ATPICrewLink for this particular record.
Info Xref codes are not random values, but those provided by ATPICrewLink. It is recommended to make a cross references list agreed with ATPICrewLink beforehand.
Comment. Enter any comment you want to add.
When completed, click Apply to save the changes.
| Anchor | ||||
|---|---|---|---|---|
|
To add a cross-reference to a position, go to the Setup tab > Organization structure:
Select the position of a crew member.
Switch to the XREF tab and click the Append button. Clicking the command enables the fields to be filled out:
Interface. Select CREWLINK from the drop-down list. If the CREWLINK selection is unavailable, you need to define the CrewLink interface by following the instructions in CrewLink Interface Code Setup.
Code. Enter a cross-reference provided by ATPICrewLink for this particular record.
Info Xref codes are not random values, but those provided by ATPICrewLink. It is recommended to make a cross references list agreed with ATPICrewLink beforehand.
Comment. Enter any comment you want to add.
When completed, click Apply to save the changes.
Alternatively, you can define a cross-reference for a position in the General Codes setup. To do this, go to the Setup tab > General Codes > Personal Details > Ranks. Within the displayed list of records:
Select the position to which you want to add a cross-reference and click Open on the ribbon.
Within the General Code Editor (Ranks) dialog, switch to the XREF tab and click the Append button. Clicking the command enables the fields to be filled out:
Interface. Select CREWLINK from the drop-down list. If the CREWLINK selection is unavailable, you need to define the CrewLink interface by following the instructions in CrewLink Interface Code Setup.
Xref Code. Enter a cross-reference provided by ATPICrewLink for this particular record.
Info Xref codes are not random values, but those provided by ATPICrewLink. It is recommended to make a cross references list agreed with ATPICrewLink beforehand.
Comment. Enter any comment you want to add.
When completed, click OK to confirm the changes.
Office & Manning Agency Cross References
To define a cross-reference for an organization, go to the Setup tab > Organization structure:
Select the organization to which a person is linked.
Switch to the XRef tab and click the Append button. Clicking the command enables the fields to be filled out:
Interface. Select CREWLINK from the drop-down list. If the CREWLINK selection is unavailable, you need to define the CrewLink interface by following the instructions in CrewLink Interface Code Setup.
Xref Code. Enter a cross-reference provided by ATPICrewLink for this particular record.
Info Xref codes are not random values, but those provided by ATPICrewLink. It is recommended to make a cross references list agreed with ATPICrewLink beforehand.
Comment. Enter any comment you want to add.
When completed, click Apply to save the changes.
| Anchor | ||||
|---|---|---|---|---|
|
...
On the ribbon, click New to make the dialog appear:
Enter a Code (mandatory field), a unique alpha-numeric APM code.
In the Text field, enter the name of the urgency level and its alternative name, if needed, in the Alternative field.
In the Sort field, define the order number of a record (where 0 means the first record in the list).
In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as disabled. It is recommended to set a code to Passive if it will be no longer in use.
Switch to the XREF tab and click the Append button. Clicking the command enables the fields to be filled out:
Interface. Select CREWLINK from the drop-down list. If the CREWLINK selection is unavailable, you need to define the CrewLink interface by following the instructions in CrewLink Interface Code Setup.
Xref Code. Enter a cross-reference provided by ATPICrewLink for this particular record.
Info Xref codes are not random values, but those provided by ATPICrewLink. It is recommended to make a cross references list agreed with ATPICrewLink beforehand.
Comment. Enter any comment you want to add.
Click OK to proceed.
As a result, a new record appears in the grid of Levels of urgency:
Customer GUID
When a booking is initiated in APM, the CrewLink system identifies the current user by the Customer GUID number which is assigned right after the registration. Once assigned, the number is required to be linked to the user in Adonis Control Centre. To do this, log into Adonis Control Center and go to Users > More:
Enter the GUID number into the User GUID field and click Save on the Quick Access toolbar.
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