Table of Contents

The Flight Bookings page will help you to book flights for a group of crew members: on-signers or off-signers.

The interface and the available functions depend on the chosen Travel interface. The available travel interfaces are: RightRez, Instone, CrewLink, Griffin Marine, E-mail, None and Manual.

The setup should be done by administrator in Global Options > Travel Interface.

The information you need to input depends on the travel interface you'll choose.

With the following interfaces, you can book flights from Crew Change module:

• RightRez;

• E-mail;

• Griffin Marine;

• Instone;

• CrewLink.

Let's review each of them in details.

RightRez Travel Interface

RightRez provides dynamic air booking solutions, air itinerary management tools, innovative re-shopping tools. Itmanages your air reservations from start to finish to support and improve your current air department processes, find lower fares, ticketing and reporting.

Interfacing with Adonis

Travel bookings requests are sent directly from the Adonis Personnel Manager to the RightRez booking server. The response with flight details is received almost instantly.

Currently, there are two places in APM where this integration is implemented:

• the Flight Details datagroup (to book a flight for one person);

• the Crew Change module (to book for several crew members at the same time).

Setup

Open Setup > Global Options > Datagroups > Travel Interface, select RightRez from drop-down in Interface field:

1. If RightRez interface is chosen, it may be necessary to contact RightRez for settings details: http://www.rightrez.com/

2. Earlier, vessel account information could be taken from Ship Code and Account Code fields. It was not always convenient for companies, where several vessels could be charged for booking flights.

This situation has been amended in the following way:
A new option Ship code from vessel rates is added to Global Settings. It is possible to select the option and to define, which vessel rates will store ship code and account information in Vessel properties > Rates tab.

When this option is selected, the Ship Code and Account Code fields become disabled and not taken into account. For the program to understand, vessel rates of which Vessel should be considered, you need to choose a vessel from the drop-down in Vessel to be Charged field that was added to Book Flight window in Flight Details datagroup.

To identify, which site makes bookings, it is needed to define, which security level will make bookings for this or that site. This can be done also in Global Settings:

• Click , input level and vessel.

• To remove the record, click .

In our example, the settings are defined in such a way: all users on security level 01 (security level 01 on each site) will make bookings for a vessel Spring, from security level 02 - for an Office, and security level 03 - for a vessel Summer:

When Default arriving date one day before Crew change ETA option is selected, the default arrive date/time for On-signing crew is one day before the ETA of the crew change. This means that if the Book button is clicked on the Flight Bookings tab (on to Vessel view), the Arr.Date is set to ETA – 1 day and Arr. before time to 23:59.
If a user manually enters another date, this date is used for the booking.

This option is used for those who use Crew Change module for flight bookings.

Flights Booking

In case if RightRez interface has been chosen, you need to open a crew change, switch to Flight Booking tab to book a flight:

View Filter

Select the view in View Filter section:

• From Vessel (for Off-signers: crew travelling home)

• To Vessel (for On-signers: crew travelling onboard) to operate with.

Add Crew

button will open Add Crew box containing all the crew that is assigned for On-/Off-signing crew change respectfully.

Tag pins that you want to book flights for & use Copy Selection button to proceed.

Crew members will be added to the Flight Booking tab:

Please check and fill in the necessary information to book the flights:

For Signing Off Travel - Dep. Airport, Dep. Date and Dep. After Time fields are mandatory.
Home Airport is shown automatically in the Arrival Airport field;

For Signing On Travel - Arrival Airport, Arrival Date and Arrival before time fields are mandatory
Home Airport is shown in the Departure Airport field.

If Home Airport is not defined in the Personal Details datagroup, these fields will be blank in both cases, and you need to choose the needed airports.

To select an airport, click a button with dots near airport field. Select Airport window will appear: It is possible to search airport name or airport code. Just start typing and the program will prompt you a variant.

Passenger Type, Nationality, Passport Country, Passport Expires and Passport Number are filled in automatically (fetched from Personal Details, Travel Documents datagroups).

When done, please tick needed records and click Book under Manage menu. 
The system automatically groups persons according to their nationality and departure/arrival airports and sends the requests to RightRez.

Book button is disabled until all mandatory fields are filled in and the Departure Date is chosen correctly.
There cannot be more than 9 persons in 1 request; you will receive as much responses as the requests sent.
Use Remove button if you do not want to create booking request for some tagged persons.

Note that it is only possible to remove a crew until you've sent a request using Book button.

So, when you click Book button, all the inputted information is sent to RightRez server.
Then it is possible to retrieve confirmation/costs information from RightRez (use Retrieve button under Manage menu).

Statuses Explanation:

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

E-Mail Travel Interface

Open Setup > Global Options > Datagroups > Travel Interface, select E-mail from drop-down in Interface field and enter all needed data.

If E-mail interface is chosen, you can not book flights directly from APM but can send flights requests to special responsible for flights booking person:

The defined information will be added to mails by default: Address, Subject, Header, Footer, Signature (user's name).

The body of the mail will be flight details (PIN, Name, Nationality, Passport information, Airports, etc.).

Click OK to save the settings.

Flights Booking

In case if RightRez interface is chosen, it is needed to open needed crew change, switch to Flight Booking tab:

1. Select the view in View Filter section to operate with:

   From Vessel (for Off-signers: crew travelling home);
   To Vessel (for On-signers: crew travelling onboard).

2. button will open Add Crew box containing all the crew that is assigned for On-/Off-signing crew change respectfully.
   Tag pins that you want to book flights for & use Copy Selection button to proceed.
   Crew members will be added to the Flight Booking tab:

   
   Please check and fill in the necessary information to send the flight requests:

   For Signing Off Travel - Dep. Airport, Dep. Date and Dep. After Time fields are mandatory.
   Home Airport is shown automatically in the Arrival Airport field;

   For Signing On Travel - Arrival Airport, Arrival Date and Arrival before time fields are mandatory
   Home Airport is shown in the Departure Airport field.

   If Home Airport is not defined in the Personal Details datagroup, these fields will be blank in both cases, and you need to choose the needed airports.

   Departure Date can't be less than today's. 

   To select an airport, click a button with dots near airport field. Select Airport window will appear: It is possible to search airport name or airport code. Just start typing and the program will prompt you a variant.

   Passenger Type, Nationality, Passport Country, Passport Expires and Passport Number are filled in automatically (fetched from Personal Details, Travel Documents datagroups).

   Use Remove Crew button if you do not want to create booking request for some tagged persons.

   Note that it is only possible to remove a crew until you've sent a request.

   When done, please tick needed records and click Book Flight under Manage menu.

When you checked data, filled mandatory fields, tagged needed crew, selected Book Flight button and confirmed, the message box appears, e.g.:

You can edit the info or attach files to the mail, if needed.

Click button and a mail with the all details will be sent to the person (e.g. travel agent), whose address was defined in Global Options.

If operation passed successfully, record status changes from None to Posted.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Griffin Marine Travel Interface

This is the travel interface introduced for booking flights through Griffin Marine travel company.
Open Global Options > Datagroups > Travel Interface, select Griffin Marine from the drop-down in Interface field:

Select Griffin Marine.

Click Apply.

The workflow using Griffin Marine travel interface can be described by a diagram below:

Currently, there are two places in APM where this integration is implemented:

the Flight Details datagroup (to book a flight for one person);

the Crew Change module (to book for several crew members at the same time).

Once the booking request is created, it is added to the Flights Requested tab of the Travels module.

Flights Booking

Open needed crew change, switch to Flight Booking tab:

View Filter

Select the view in View Filter:

• From Vessel - for Off-signers to operate with;

To Vessel - for On-signers to operate with.

Add Crew

button will open Add Crew box, containing all the crew that is assigned for On-/Off-signing crew change respectfully.

Tag pins that you want to book flights for & use Copy Selection button to proceed.

Crew members will be added to the Flight Booking tab with NONE status, for example:

Tag the requests that you would like to be processed by your travel agent & click Book button under Manage menu. So, the requests will be sent to your travel agent.
Their status of the sent requests will be changed from NONE to Flights_Req.

As from now, your flight booking can be found in the Travels module at Flights Requested tab.

Use Remove button if you do not want to create booking request for some tagged persons.

Change Request – click if you would like to modify the details that have already been requested.
This will remove existing flight segments for a request & offer you to input data on another possible segment (this is possible only for bookings with Approved status).

Click Notes button to leave some notes.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Follow-up Workflow in Travels Module

Once the request is created via Crew Change module, it is added to Flights Requested tab of the Travels module.

See separate The Travels Module manual for all details here.

Instone Travel Interface

Setup

This is the travel interface introduced for booking flights through Instone travel company.
First you should make the necessary settings:

Step 1:

To be able to work with Instone travel interface you should select it in Setup > Global Options > Datagroups > Travel Interface:

Please select Instone from dropdown menu, then provide url for server that will process your bookings, your Client ID, login ID & password.

Server url, Client ID, Login section are mandatory as they should contain your credentials for data exchange with your travel agent.

Mandatory fields. You can as well define whether Admin code & Cost center will be required as mandatory fields for your flight bookings.

Show XML before/after send/receive. This is more an administrative option for debugging.
When it is turned on, you will see each xml to be sent/received when you create bookings & get confirmations from processing center.

Step 2: Create Admin & Cost Center Codes

These fields are necessary for managing ATP & can be defined in Setup > General Codes > Travel:
Click button to add needed codes:

You can also allocate Cost Center & Account Number for corresponding Cost Centre general code (various teams can have the same Cost Center but different Account Nr.).

Account Nr. is stored as text value (as an account number can start with zero).

Setting the checkbox (in appeared window) for an organization level will make current code available for this level only:

Flights Booking

To perform bookings, please select the required crew change port & switch to Flight Booking tab:

View Filter

Select the target view in View Filter section to operate with:

• From Vessel (for Off-signers);

• To Vessel (for On-signers).

Add Crew

Use Remove button if you do not want to create booking request for some tagged persons.

Certain fields are mandatory to fill before you are able to book.

You can add some travel information in a batch. If you select the Nearest Airport, Dpt.Date, Dpt.after time & click Apply button, this airport will be added as Arrival or Departure Airport (for tagged On-/Off-signers respectively).

You can as well tag needed persons & select Admin Code & Cost Center for any of them, then this value will be populated for all tagged crew members.

Note that Admin Code & Cost Center can be setup as mandatory fields in Global Options.
Standard grid functionality enables you to change columns order, sort by any field & hide some columns that are not relevant for your workflow.

Once you've filled in all necessary fields, tag your crew members & click Book button. A progress window will be displayed to see persons being processed.
The status of processed bookings is changed from NONE to PENDING.

As from now, your flight booking can be found in the Flight Inbox module at Flights Requested tab and all further steps should be done there.

Click Notes button, to leave some comments, if needed.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual

Follow-up Workflow in Flight Inbox module

Once the request is created via Crew Change module, it is added to Flights Requested tab of the Flight Inbox module.

See separate The Flight Inbox manual for all details here