Functionality

APM allows initiating the flight booking procedure from two different places. Use one of them:

The Flight Details datagroup to book a flight for a single person. For more information, see Booking from Flight Details.

The Crew Change module to book flights for multiple crew members at the same time. For more information, see Booking from Crew Change.

On creating a flight request and sending it to ATPI-CrewLink, a user can now keep track of the way the flight booking requests are being processed. This assumes the following:

Reviewing flight offers
Negotiating flight offers and submitting change requests
Canceling or approving flight offers
Submitting refund requests

For more information, see Flight Inbox.

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
Remove Selected Crew	APM	None	A user removes a crew from the Sign On/Off tab in the Crew Change module if the crew has a booking in the Created status.	- 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 - Cancel
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 - Negotiate - Cancel
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 - Negotiate - Cancel
Issue Ticket	CrewLink	Issued
Cancel	APM/CrewLink	Cancel_RQ	A flight booking is canceled.	- Book Flight - None

Booking from Flight Details

You can create a flight booking request for a single person from the Flight Details datagroup. To get started:

From the crew list, select a crew member for whom you want to book a flight.
Switch to the Datagroups ribbon tab and use one of the following tips:
- Click the Flight Details datagroup.
- Use the Ctrl+I hotkey combination.

As a result, the Flight Details datagroup becomes active from the Manage tab where you can start working on flight requests. To do this, click New on the ribbon. Clicking the command makes the Book Flight dialog appear on the screen:

Within the Book Flight dialog, fill in the fields as described below:

Booking Number is a request number assigned by ATPI-CrewList.
Travel ID is an identification number provided by ATPI-CrewList.
Direction. Select the flight direction: Home Bound (from a vessel) or Out Bound (to the vessel).
Departure Airport (mandatory). From the drop-down menu, select the airport from which a passenger will fly.
Departure Date (mandatory for the Home Bound direction). Select the date when a passenger must leave.

Booking flights is only available for future dates.

Depart after time. Indicate the time after which you plan the flight. The time format is home.
Arrival Airport (mandatory). Select the airport of destination.
Arrival Date (mandatory for the Out Bound direction). Select the date when a passenger must arrive.

Booking flights is only available for future dates.

Arrival before time. Specify the time before which a passenger must arrive.
Level of Urgency. Select the urgency level from the drop-down menu.

If the Urgency Level selection is unavailable, be advised to define the urgency levels by following the instructions in Urgency Levels Setup.

Internal Comments. Add any comments you may want to include in the booking request.
ATPI Comments. Examine the comments provided by ATPI CrewLink when performing a booking.
The organization is automatically defined based on the company to which a passenger is assigned.
References contain passenger-related data which you may want to include in the flight booking request. For more information on how to create references, see References Setup.

When completed, click Book! to send the request to ATPI-CrewList for further processing.

The passport information is not mandatory for booking flights, the system informs you it is missing or invalid. Nevertheless, you can choose to continue booking the flight.

After sending the booking request to CrewLink, it will then appear in the Flight Inbox module. For more information on the management of flight booking requests, see Flight Inbox.

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:

Some commands may be unavailable for execution. They become active based on the status of the selected flight request.

Click New to create a flight booking request. For more information, see Booking from Flight Details.

Click Book Return to create a return ticket request only for flights with status Created or None.

Click Refresh to update the status of the selected flight booking request. The request is sent to CrewLink and forces it to return the booking status.

Click Cancel to stop processing the flight request. On clicking Cancel, the booking status changes to CANCEL_RQ, and the cancel request is immediately sent to ATPI CrewLink. In case ATPI CrewLink confirms the cancellation, the status becomes CANCELLED.

Click CrewLink to access the ATPI CrewLink web interface which allows you to manage the workflow:

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

The status of all the actions performed both in ATPI CrewLink and APM will be synchronized to establish consistency between the systems.

Click Send profile to update a passenger's profile in case any modifications have been made.

When initiating the booking request, by default, APM sends the required personal data of affected crew members to CrewLink. In case any changes have been applied to a traveler's profile, click Send profile to immediately send this update request to CrewLink.

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.

List of fields included in eProfile:

Employee number (PIN)
Title
Firstname
Middlename
Lastname
Gender
Rank name (PW001P0P.POSITIONID WHERE PNUMBER='A')
Date of Birth
Nationality
Main Passport Issue Country
Main Passport Number
Main Passport Expiry Date
Schengen Visa details (number, issue date, issue country, expiry date)
C1D Visa details (number, issue date, issue country, expiry date)

From v. 2023.50.3.1 the list of fields is as follows:

PIN
Title
First Name
Middle Name
Last Name
Gender
Rank
Date of Birth
Nationality
Passport number
Passport issue country
Passport expiry date
EUID number
EUID issue date
EUID issue country
EUID expiry date
Schengen Visa number
Schengen Visa issue date
Schengen Visa issue country
Schengen Visa expiry date
C1D Visa number
C1D Visa issue date
C1D Visa issue country
C1D Visa expiry date
Email Address (where PW001P0T.TELEPRIORITY=2)
Phone Number

Click Itinerary to view the flight itinerary.

Click Delete to remove the selected record. The command is available for flight requests with the NONE, CREATED, MANUALBOOK, CANCELLED, or REFUND status.

Click Print to create a print version of the Flight Details grid.

Click Notes to leave some notes, which will be available for all users of the Flight Details datagroup. Besides, the notes will appear in the Notes datagroup under the Flight details tab.

Click Audit Trail to check the changes made to a flight booking request (e.g. arrival and departure date/time, airports, statuses, etc.):

Hotel Reservation

Along with flights booking, you can reserve hotels. First, in the crew list, select a crew member for whom you want to make the reservation and navigate to the Flight Details datagroup. Once done, proceed as described below:

Click New to display the Flight and Hotel Reservation dialog:

crew_link_functionality_flight_details_hotel_reservation.png

On the Flight and Hotel Reservation dialog, select the Hotel Reservation tab. On the tab, fill in the fields:
- Check-In. In the calendar picker, select the reservation start date.
- Check-Out. In the calendar picker, select the reservation end date.
- City. Click More (…) to select the city where the requested hotel is located.
- Room Type. From the drop-down list, select the required room type.
- Bed Type. From the drop-down list, select the required bed type.
- No of Rooms. Enter the number of rooms to be reserved.
- Passenger. The crew member’s name is fetched based on the selection in the crew list.
- Hotel Name. Enter a hotel name where you want to make the reservation.
- Location. Enter the hotel address.
- Comments. Enter any additional information.

The City values are fetched from the Regions Editor module.

Once completed, click Book Hotel to proceed.

The Book Hotel and Flight button is enabled in case all the required data is available both on the Book Flight and Hotel Reservation tabs.

As a result, the status of the hotel request gets changed to Created:

crew_link_functionality_flight_details_added_hotel_reservation.png

Booking from Crew Change

You can book flights for several crew members with the help of the Crew Change module. To access the module, click the Crew Change module in the Modules ribbon tab. The module becomes active from the Manage tab.

Within the module, create a flight booking request by following the steps below:

Select the required crew change port and go to Details > the Flight Booking tab.
In the View group of the Manage ribbon tab, select the type of activity linked to the crew-change: From Vessel (for off-signing crew) or To Vessel (for on-signing crew).
Click Add on the ribbon to open the Add Crew dialog which contains all the crew assigned to on-/off-signing crew change respectively:
Within the Add Crew dialog, select the crew member(s) for whom you want to book flights and click Copy Selection to proceed.
This results in displaying a flight booking request with the Created status in the grid of the Flight Booking tab:
Enter the required travel data into the fields right above the flight booking grid:
- Nearest Airport. Select the airport to be added as Arrival or Departure Airport for the selected on-/off-signers respectively.
- Travel Time. Specify in the format hhmm.
- Dpt. Date/Arv. Date.
- Dpt. After time (hhmm)/Arv. Before time (hhmm).
In the grid, from the drop-down list of the Urgency Level column, select the level of urgency of the flight booking request. When done, click the Apply to all button on the ribbon to set the value of the selected booking request to all displayed records.
Select the crew member(s) for whom you want to book a flight(s) and click Apply:
Select the crew member(s) to be processed for flight booking(s) and click the Book Flight button on the ribbon. Clicking the command launches the validation of all the provided data before sending it to ATPI-CrewLink. In the Booking's Remarks dialog which appears if the validation is successful, you can leave any comments and click Book:

When completed, the status of the processed booking changes to NEW_RQ. The status enables CrewLink to assign a unique Travel ID to the flight booking request:

CrewLink automatically assigns the same Travel ID to the existing flight bookings if their vessels, arrival and departure airports, department, position, arrival, and departure dates are the same.

Besides, you can manually link new flight booking requests to the existing Travel ID if the references values are the same. In this case, new flights will be grouped by the references meeting the following criteria:

Location is set to Header
Used In is set to Crew Change
Type is set to Dynamic

Following the references criteria, the fetched values must also coincide. Let us suppose that the Reference is created with the criteria: Name = Department, Location = Header, Used In = Crew Change Module, the Dynamic type = Activity - Department. Under the conditions, the existing Travel ID will only be available for assigning to other flights if the affected crew members are linked to the same departments.

After sending the booking request to CrewLink, it will then appear in the Flight Inbox module. For more information on the management of flight booking requests, see Flight Inbox.

Make sure the appropriate access rights to Crew Change are granted to you in Adonis Control Center.

After each change of Booking status a notification is sent to the user’s email address, so it’s not necessary to have Adonis or CrewLink application open all the time and wait for the status to change. The notifications will be sent after a new booking is succsessfully sent, the options provided, ticket issued etc. The notifications are configured and sent by CrewLink.

Booking after Rescheduling

Flight booking may be completed beforehand, at the planning stage of sailing. This may result in the need to reschedule crew members and, thus, changes of sign-on/off dates. For more information on how to reschedule crew members either in the Crew Change module or the Rotation Planning module, see the Reschedule On-/Off-Signers or Assigning and Removing Crew chapter, respectively.

On rescheduling, the system notifies you that changes have been made and offers you to take one of the actions: