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Version 1.1
Copyright © 2011 Evolvi Rail Systems Limited. ALL RIGHTS RESERVED. Unpublished rights reserved under the copyright laws of the United Kingdom.
The information contained herein constitutes and contains valuable proprietary information and trade secrets of Evolvi Rail Systems Limited and its subsidiaries, embodying substantial creative efforts and confidential information, ideas and expressions. THE INFORMATION CONTAINED HEREIN MAY NOT BE USED, DUPLICATED, PUBLISHED OR DISCLOSED, IN WHOLE OR IN PART, WITHOUT WRITTEN PERMISSION FROM EVOLVI RAIL SYSTEMS LIMITED. In addition, if you received this information pursuant to a separate service agreement, confidentiality agreement, non-disclosure agreement or similar agreement, strict compliance with the terms and conditions of that agreement, including without limitation all restrictions on use and disclosure, is required as a condition to the use of the information contained herein.
Any data used herein to illustrate reports and screen images is not taken from any client production databases and is used only as an example. Further any illustrations of report formats or screen images herein are examples only, and reflect how a typical customer may use the product.
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EvolviRailSystemsLimitedConfidential ‐2‐ UserGuide1.1
Document Revision History
Date Version Description Author
Nov 2011 0.1 Initial draft for internal review. Amrit Gill Dec 2011 1.0 Release Amrit Gill July 2012 1.1 Addition of Same Day Standard Delivery
Method Amrit Gill
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EvolviRailSystemsLimitedConfidential ‐3‐ UserGuide1.1
Introduction TheEvolvisystem,suppliedbyEvolviRailSystemsLimited[ERS],offersUKrailjourneyplanning,reservationsandbookingservicesforTravelManagementCompanies[TMC]andtheircorporate
customers.
Note:Thecolourschemeusedinthisuserguidemaybedifferenttoyourinstallationbecauseoftheimplementationofcustomcolours.
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Contents
ContentsIntroduction ...........................................................................................................................................3
1 Gettingstarted ...............................................................................................................................7
1.1 Loggingon ..............................................................................................................................7
1.1.1 Forgottenpassword ........................................................................................... 8
1.2 Homepage ..............................................................................................................................9
1.2.1 Messages .......................................................................................................... 10
2 Makingastandardrailbooking ....................................................................................................11
2.1 Selectajourney ....................................................................................................................11
2.2 SearchOptions .....................................................................................................................12
2.2.1 Return............................................................................................................... 12
2.2.2 Single ................................................................................................................ 13
2.2.3 OpenReturn ..................................................................................................... 13
2.2.4 Carnet ............................................................................................................... 14
2.2.5 SeasonTicket.................................................................................................... 15
2.2.6 Bookingas ........................................................................................................ 16
2.2.7 Travellers .......................................................................................................... 18
2.3 Usingsavedsearches............................................................................................................21
3 SelectFares...................................................................................................................................23
3.1 MakeReservations ...............................................................................................................26
3.1.1 Reserveseats.................................................................................................... 26
3.1.2 Reservingberths............................................................................................... 29
4 Customfields ................................................................................................................................31
5 Basket ...........................................................................................................................................34
6 DeliveryMethods .........................................................................................................................36
7 Payment........................................................................................................................................37
7.1 PaymentforabookingwithaStandarddeliverymethod....................................................37
7.2 PaymentforabookingwithaToDdeliverymethod ............................................................38
7.3 PaymentusinganImmediateLodgedCreditCard ...............................................................38
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8 Confirmation.................................................................................................................................41
8.1 ConfirmationforaStandarddeliverymethod .....................................................................41
8.2 ConfirmationforaToDdeliverymethod..............................................................................42
8.3 ConfirmationforaKioskdeliverymethod............................................................................42
8.4 Confirmationwithselfprintvouchers ..................................................................................43
8.5 Confirmationwithcostcentreinformation..........................................................................43
8.6 Confirmationwithseat/berthreservations..........................................................................44
8.7 Confirmationwithdeliverydetails .......................................................................................44
9 MakinganApprovedbooking.......................................................................................................45
9.1 Createabookingwhichrequiresapproval ...........................................................................45
9.2 Approving/Declininganapprovalrequest. .........................................................................46
9.3 Completinganapprovedorder ............................................................................................48
10 Ticketing ...................................................................................................................................50
10.1 PrintTickets ..........................................................................................................................51
10.2 PrintedToday .......................................................................................................................52
10.3 AutoPrint .............................................................................................................................52
10.4 ToD .......................................................................................................................................53
10.5 Kiosk .....................................................................................................................................53
10.6 Specialstock .........................................................................................................................54
11 Orders–OrderManager ..........................................................................................................55
11.1 Refunds.................................................................................................................................56
11.2 Non‐issue..............................................................................................................................57
11.3 Orders‐Details .....................................................................................................................59
11.4 Orders‐TicketNumber ........................................................................................................59
12 Settings .....................................................................................................................................61
12.1 WebDisplay..........................................................................................................................61
12.2 Advanced ..............................................................................................................................62
12.3 Seatingoptions .....................................................................................................................63
12.4 ChangePassword..................................................................................................................63
12.5 MyDetails.............................................................................................................................64
13 Help ..........................................................................................................................................65
14 Admin .......................................................................................................................................66
14.1 DeliveryMethods .................................................................................................................67
14.1.1 ViewingDeliveryMethods ............................................................................... 67
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14.1.2 EditingDeliveryMethods ................................................................................. 68
14.1.3 CreatingDeliveryMethods............................................................................... 69
14.1.4 DeletingDeliveryMethods............................................................................... 69
14.1.5 TicketQueueAdministrationatClientOrganisationlevel ............................... 71
14.1.6 AddTicketQueueatOrganisationlevel ........................................................... 73
14.1.7 EditTicketQueuedetailsatOrganisationlevel................................................ 73
14.2 Fees.......................................................................................................................................75
14.2.1 ViewingFees..................................................................................................... 77
14.2.2 Editingactivecustomorderandorder‐itemfeerules ..................................... 81
14.2.3 Editingactivedefaultorderandorder‐itemfeerules...................................... 82
14.2.4 CreatingFutureorderandorder‐itemcustomfeerules .................................. 82
14.2.5 CreatingFuturedefaultorderandorder‐itemfeerules .................................. 84
14.2.6 EditingFutureorderandorder‐itemfeerules ................................................. 85
14.2.7 DeletingFutureorderandorder‐itemfeerules............................................... 86
14.2.8 FeeScenario ..................................................................................................... 86
14.3 OrderItemandTravellerCustomfields ...............................................................................91
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1 GettingstartedThis section will outline what you will require to ensure the smooth and efficient running of the Evolvi Rail Systems (ERS) website.
1.1 Logging on After connecting to the internet, the website can be accessed in the following ways:
• Typing business.evolvi.co.uk into the browser, where business designates your TMC organisation e.g. JohnSmithsTravel.evolvi.co.uk
• Clicking an ERS website link installed on their desktop, company intranet or travel website.
On accessing the website, you will be presented with the home page, where you can login.
Note: Some organisations may have “Single sign-on” enabled; this allows you to go straight into the website without logging in, therefore, not being presented with the screen below.
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1.1.1 Forgotten password
Ifyouhaveforgottenyour
password,youcanclickthelink,whichallowsyoutoresetyourpassword.
EnteryourusernameandclickRESET,youwillthenbesentan
email.Clickthelinkintheemailandyouwillseethescreenbelow.
Enteranewpassword,confirmitandclicktheRESETbutton,youwillthenbeloggedin.
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1.2 Homepage Afteryouhaveloggedinyouwillbeonthehomepageshownbelow.Thispageisthestartingpointfortherailbookingprocess,allowingyoutosearchforfares,addtravellersandchooseselectioncriteria.Allotheraspectsofthesysteme.g.Admin,Settingsetcareaccessiblefromthispage.
Thecontentsofthenavigationbarshownbelowwilldependantonyouruserpolicies.
OpensSettingmodule,whichallowsyoutopersonaliseEvolvi
OpenstheBasketwhichdisplaysthedetailsoforderitemsinyourorderorder.
Linktakesyoubacktothehomepagefromanywhereinthewebsite.
OpensHelpguide
OpensAdminmodule
OpenstheTicketingmodule,whichallowsyoutoprinttickets
OpenstheOrdersmodule,allowingyoutoviewandsearchorderhistory
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OpenstheMessagecentrewhichdisplaysEvolviandTMCmessages.
1.2.1 Messages Evolvidisplaysavarietymessagestoyou,themessagetypesaredescribedbelow:
• ERSadministersystemmessageswhichwarnusersofsystemoutagesforexample.
• TMCsadministerTMCmessageswhichmaybespecialpromotionsandCorporateBenefits.
• TMCs administering specific messages for client organisations.
• If you are set as an approver for bookings that require approval, you will be sent a notification of an Approval Request.
• Usermessagesarecreatedautomaticallyduringthebookingprocessandwilllist;bookings
thathavebeenmadebytheuser.(Triggereduponconfirmation),outstandingcountofitemstobeprinted.
TMCandERSmessageswhenfirsttransmittedareshownwhentheyoufirstloginorgobacktotheHomepage.Anexampleofthisisshownbelow:
Thesemessagescanonlybeclosedonceyouhaveclickedthe“Ihavereadthemessageabove”checkbox.Youcanthenviewallmessagesbyclickingthe“Messages”icononthenavigationbaras
below:
Searches:Allowsyoutoviewandreuseprevioussearchesforfares.
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2 MakingastandardrailbookingArailbookingismadeupofthefollowingsteps.
Theprocessallowsforaflexibleapproachtomakerailbookings,anexampleofthis,youcanmake
bookingsonthebehalfofotherusers/organisations.Thisflexibilityisdrivenbypolicieswhichenablesthesefeaturesforyou.
2.1 Select a journey Tostartthebookingprocess,youfirsthavetoselectajourney.Thisisdoneviathescreenshownbelow:
ThetabsshowninSearchOptionsshowthevariousjourneyandtickettypesavailable,thesearediscussedinfurtherdetailbelow:
• Return–Allowsyoutoenterdetailsforastandardreturnjourney.
• Single‐Allowsyoutoenterdetailsforastandardreturnjourney.• Openreturn‐Allowsyoutoenterdetailsforanopenreturnjourney.• Carnet–Allowsyoutoenterdetailsforacarnet(multipleticket)purchase.
• Railcard–Allowsyoutoenterdetailsforarailcardpurchase.• Seasonticket–Allowsyoutoenterdetailstoobtainaquoteforthecostofaseasonticket.
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Keysearchcriteriaisaddedhere
Thefunctionsofthebuttonsatthebottomofthescreenaregivenbelow:
• allowsyoutosavethesearchdetailsforfutureuse,thesesavedsearchesareavailablefromthe“Searches”optioninthenavigationbar.
• navigatesyoutotheTravellersscreen,notethatthiscan
alsobedonebyclickingthetravellericons.
• Willonlybedisplayedifyou/invokeduserhavethepolicy
'ReservationOnly'enabled.TheReservationsOnlyprocessallowsyoutocreateaSeat
Reservationwithoutincurringanycostorinitiatingtheissueofachargeableticket.
• willonlyreturntimetableinformationforthegivensearchcriteria.
• thiswilldisplaybothfaresandtimetableinformationthathasmetyour
searchcriteria.
2.2 Search Options Thissectionwillshowthedifferencesbetweenthevarioussearchoptiontypes.
2.2.1 Return Thescreenbelowisthedefaultsearchoption.
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Thesefilterswillrestrictyoursearchaccordingtotheoptionselected.
Clickingthelinkwilldisplaytheadditionalsearchfiltersbelow:
2.2.2 Single
Thescreenbelowisselected whenyouwanttomakesinglejourneybookings.
2.2.3 Open Return ThescreenforOpenreturnswillbethesameastheoneforSinglejourneysearchesasabove.
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2.2.4 Carnet Thescreendisplayedbelowisusedforselectingcarnetjourneys.
Note:Themaximumnumberoftravellersforacarnetbookingis1
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2.2.5 Season Ticket ThisfeatureisenabledonrequestbyaTMCwishingtoprovideaseasonticketcalculator,thiscanbefurtherconfiguredtoprovideaseasonticketorderingservice.Thescreenbelowwillallowyoutoget
pricesforagivenjourneyoveragiventimeperiod.
Onceyouhaveenteredthecriteriaforyourseasonticket,click
Resultsforthevariousseasonticketswillthenbedisplayed.
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“BookingAs:User”‐isonlyavailableifyouhavethe“Bookingas”policyenabled,thedefaultemailwillbeyouremailaddress.
Enteringausersemailaddressinthistextboxallowsyouto
invoketheprofileofanotherregistereduser,andtobookontheirbehalf.
IftheTMChasbeenconfiguredwithaSeasonTicketQueryEmailaddress/URL(thisisdoneinOrganisationDetailsintheAdminarea),radiobuttonsnexttothepriceoftheseasonticketswillbe
displayedaswellasthebutton.Onceyouhaveselectedaseasonticketand
clickedthebutton,theTMCwillbeinformedofyourrequest.Onreceiptofyourrequest,theTMCwillthenprocessit.
Note:TherewillbenobillableorderitemsorticketsissuedforSeasontickets.
2.2.6 Booking as Evolviallowsyoutobookonthebehalfofothers,dependinguponyourpolicies.
“BookingAs:Organisation”‐isonlydisplayedifyouarea
TMCuser.
Whendisplayed,thedrop‐downlistwillcontainalistofallclientorganisationswhichhaveAgencyBookableenabledontheirorganisation.Note:AllbuttonsapartfromSAVESEARCHwillbedisableduntilanOrganisationhasbeenselected. Note:
Onceanitemhasbeenaddedtotheshoppingbasketthewholebasketwillbeassignedtotheuser/organisationselected.i.e.thebasketcannotcontaindifferentitemsfordifferentusers/organisationalunits.The"Bookingas"userandOrganisationfieldswillbedisabledonceanitemhasbeenaddedtothebasket.Theywillonlybere‐enabledwhenallitemsareremovedfromthebasket(eitherthroughconfirmationordeletion)andatthatpointanotheruser/organisationcanbeselected.
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Thenumberofadultandchildtravellerstobeassignedtoajourneycanbeincreasedanddecreasedbyclickingtheassociatedicons.
2.2.7 Travellers
Evolviallowsformultipletravellerstobeaddedtoajourney,thesetravellerscanalsohavevariousrailcardsassignedtothem.
ClickingwilltakeyoutotheTravellerdetailsscreenshownbelow:
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Thescreenismadeupof3distinctareas:
SelectedTravellers:TheTravellerswhoyouhaveassignedtoajourney.
Youcanaddanewtravellerdirectlyintoselectedtravellersaslongasthetravellercounthasbeenincremented,thiswillcreateablankrowasshownbelow.
SavedTravellers:Thesearetravellerswhohavebeensavedfrompreviousjourneysandrecent
journeys.Thetypesofsavedtravellersarediscussedbelow:
Pinned:Individualswhomayormaynothavepreviouslytravelledandhavebeenpinnedforeasyaccessforfuturejourneys,amaximumof10pinnedtravellersisallowed.
Unpinned:TravellerswhohavebeenunpinnedfromthePinnedsectionandwhowerenotrecenttravellers.Thissectionwillonlyholdunpinnedtravellerswhilethetravellerpopupis
open.
Recent:Travellerswhohavebeenonbookingspriortothecurrentbooking,amaximumof10recenttravellersisallowed.
ClicktheicontoremoveaTraveller
Clickthebuttontohighlighttheleadtraveller,thisdesignatesthepersonwhowillreceive
confirmation,refundemailsetc.
ThisdisplaysanyBookingAsinformationforauser/organisationifyouhavethenecessarypolicies.
ClicktheiconstoincrementthenumberofAdultandChildtravellers
Designatesthatalltravellerswillbetravellingtogetherforgivenjourneyinanorderitem
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Search:TheSearchwillonlybeavailableifyouhavethepolicy“AllowTravellerSearch”.Thisfeature
willenableyoutosearchforregisteredusers.ThiswillmeanthatTMCuserswillbeabletosearchwithinthewholeTMCandit’sclientorganisations,whileaclientuserwillonlybeabletosearchwithintheirclientorganisation,butonlywhereatravellerhasaprofile.
Clickingthesearchbuttonwillsearchfortheenteredcharacters(minimumof3)withinthefirstname,lastnameandemailaddressfields
ClicktheiconwillmovethetravellertotheSelectedTravellerssection.
ClickingthebluepinswillmovePinnedtravellerstotheunpinnedsection,clickingthe
greypinswilladdTravellerstothePinnedsection
ClicktheiconwillmovethetravellertotheSelectedTravellerssection.
Designatesaregistereduser.
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Note:
Searchingfortravellersagainstorganisation/unitbyclientusers
Iftheclientbookerisbookingasthemselvestheycansearchonuserswithintheirownunitandanysubunits.Iftheclientbookerhasinvokedausertheywillbeabletosearchontheuserswithintheinvokedusers’unitandsubunits. Searchingfortravellersagainstorganisation/unitbyTMCusers IftheTMCbookerhasinvokedausertheywillbeabletosearchontheuserswithintheinvokedusers’unitandsubunits.IftheBookingfororganisationiseither“(noorganisationselected)”ortheTMC,andtheTravellerOrganisationis“(none)”,thesearchwillsearchforusersregisteredwithallorganisationswithinthatTMC;Elsethesearchwillberestrictedtosearchingwithinthe‘Bookingfor’organisation(whenset)ortheTravellersOrganisation(whenset).
2.3 Using saved searches Arailjourneythathasgonethroughthewholerailbookingprocess,willafterpaymentbeautomaticallyaddedtotheSearchesscreenshownbelow,thisaccessedviathemainnavigationbar.
The“Searches”popupismadeupof2sections–PinnedandRecent,withupto50journeysforPinnedand25forRecent.PinnedsearcheswillcontainjourneysthathavebeensavedbytheuserandRecentsearcheswillcontainrecentconfirmedjourneys.
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OnselectingaSearch,the“DepartingFrom”and“Returning”fieldsontheHomepagewillbeauto‐populated,thedateandtimewillalsobepopulatedif
theyarenotinthepast.
SearchdetailswillincludeOriginandDestinationstations,dateandtimeoftravel,tickettypeandclassoftravel.
Clickingthepiniconwillremovethesearchfromthelist,unlessitstillqualifiesasarecent
searchwhenitwillbeplacedinthe“Recent”section.
Clickingthepiniconwillremovethesearchfromthelistandplaceitinthe“Pinned”section.
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3 SelectFaresOncompletionofajourneysearchandclickingtheFareSearchbutton,youwillbepresentedwiththescreenbelow.
The“SuggestedFare”buttonallowsyoutoselectthecheapestfarethat
meetsyourcriteria.
The“FirstClassFare”buttonallowsyoutoselectthecheapestFirstClass
farethatmeetsyourcriteria,thisisonlyvisibleifyouhavethepolicytobookfirstclassfares.
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Thefaressectionbelow,displaysallfaresthathavemetyoursearchcriteria,thefaresaregrouped
byfaretypeandareinitially“rolledup”showingonlythefaretype.
Clickingnexttothefaretypewillshowallfaresforthegivenfaretypeasbelow:
Ifyouwouldprefertotheseeallthefaresreturnedbydefault,thiscanbeconfiguredinyoursettings.
Onceyouhaveselectedafareatthedesiredtimes,theticketinformationbarwillbehighlightedasbelow,thisdisplaysdatasuchasdiscountsavailable,journeydetailsetc.
Clickingtheselinkswillopenapopupwhichwilldisplaymoredetailsregardingtheticketdetailsandfare
breakdown.
Forthisgivenfare,theiconrepresentsthattheselectedfareisavailableasaTicketondeparture.
The“EARLIER”and“LATER”buttons
willshowtheearlierorlatertraveltimesfortheuser’sselectedjourney.
Theamountofinformationdisplayed
herecanbeconfiguredinsettingstosuityourpersonalpreferences.
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Onceyouhaveselectedafarethescreenwilllookasbelow:
Thebottomofthescreen,summariseswhatyouhaveselected,highlightsanythingthatisstillrequiredandprovidestheoptionstowhattodonext.
Theoptionsthataredisplayedinthechecklistaredependentonyouruserpoliciesi.e.youmayberequiredtogiveareasonfornotselectingthecheapestfare.
ClickingthiswillreturnyoubacktotheHomepage.
Clickingthisallowsyoutoeditthetravellerdetails,forexampleaddingmoretravellers,changingthemixof
travellersetc
Clickingthisallowsyoutoreserveseatswhereapplicable.
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Clickingthisaddstheselectedfaretothebasket,andmovesyoutothenextphaseinthebookingprocess.
3.1 Make Reservations Onceajourneyhasbeenselected,dependingonthetypeofticketandtimeoftravelyouwillhavethefollowingoptionsavailabletoyou:
• Abilitytoreserveseatsandstateseatpreferences(thesearenotguaranteed).
• Abilitytoreserveberthsforsleepertrainsorusethedefaultoptionofrecliningseats.• Noabilitytomakeanyreservations.
TheoptionsareavailablebyclickingthebuttonontheFarespage.
3.1.1 Reserve seats BydefaulttheoptionsetwillbeNoSeatasshownbelow,unlessthefaretyperequiresamandatory
reservation:
WhenyouselecttheSeatoption,thefollowingsoptionsbecomeavailable:
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WhenyouselectSpecificSeatthefollowingoptionsareavailable:
AdditionalPreferenceswillalsobeavailableasforSeatrevervations.
Onceyouhaveselectedyourseats,clickthebutton.Dependinguponavailabilityyoumaynotgettheseatsrequestedandyouwillbepresentedwiththescreenbelow:
ClickingthebuttonwilltakeyoubacktotheReservationPreferencesscreen.
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3.1.2 Reserving berths
Whenselectingajourneywhereberthsareavailable,clickingontheFaresscreenwillpresentyouwiththefollowingscreen:
BydefaulttheRecliningSeatsoptionwillbeselected,clickingtheBerthsatextracostwilldisplaythefollowingoptions:
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Thesuggestedberthconfigurationshownisthemostcosteffectivesolutionavailableforthe
numberoftravellersinyourbooking.Thecalculationisbasedontheavailabilityofberthswhenyou
firstenterthisscreen.Ifthereissufficientavailabilitythebuttonwillbeenabledandwillallowyoutoselectindividualcabinsforalltravellersinyourbooking.
Youcanchangetheconfigurationofthecabinstobestmeetyourtravellersneedsbyaddingadditionalcabins.
Clickingthebuttonwillshowtheinitialmostcosteffectiveconfigurationof
cabinsthatisdisplayedwhenyoufirstenteredthisscreen.
Onceyouhavedecidedonyourcabinconfiguration,youwillneedtoenterthedetailsbelow,beforeyoucanclickthebutton.
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4 CustomfieldsCustomfieldfunctionalityhasbeenenhancedtocaterformulti‐itemorders.Ifyouhaveasingleor
multiitemorderconfigured,travellerandorder‐itemcustomfieldscanbeassignedaftereachorderitemisaddedoroncealltheorderitemshavebeencompleted.
Whenyouhaveclickedthebuttonforthefirsttime,ifcustomfieldsaremandatoryyouwillbeshownthebasketpagebelow:
Youwillthenhavetheoptiontoedityourcustomfieldsortocontinueshoppingandtheneditthe
customfields,youwillnotbeabletoclicktheCheckoutbuttonuntilthecustomfieldshavebeenapplied.
ClickingthebuttonwillopentheCustomFieldsscreenshownbelow:
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ClickingthewillopentheCustomFieldsAdvancedSearchpopupshownbelow,iftherearevaluesrelatedtothecustomfieldloadedinthesystem.
Ifyouclickthebuttonallvaluesselectedforthefirsttravellerwillbeappliedtotheothertravellersinthecurrentorderitem,thisisdemonstratedbelow:
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5 Basket
Onceyouhaveselectedajourney,assignedtravellerstoit,madeanyreservationsandassignedanymandatorycustomfieldsyouwillarriveattheBasketpageshownbelow:
Thebasketlistsalljourneysthatyouhaveadded,youhavetheoptiontobeabletodeleteanorderitembyclickingtheicon.
Clickingthebuttongivesyoutheoptiontoaddanotherjourneytothebasket,beforegoingtothecheckout.
Clickingthebuttonenablesyoutoeditthevaluesyoumayormaynothaveyetgivenforanycustomfields.
ClickingthebuttonwilltakeyoutotheDeliveryMethodspage.
Thecontentsofyourbasketcanalsobeaccessedviathenavigationbarwhenyouareonpagesthatcomebeforetheactualbasketpagediscussedabove.
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Clickingtheicononthenavigationbarwillopenthepopupshownbelow:
Clickingtheiconwillexpandthedetailsfortheselectedorderitemasshownbelow,legdetailscanalsobeexpanded:
Clickingtheiconwillhidethedetailsthathavebeenselected.
Clickingthewillremovetheselectedorderitemfromthebasket.
ClickingthebuttonwilltakeyoutotheDeliverymethodspage.
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6 DeliveryMethodsThispagewilllistalltheDeliveryMethodsthathavebeensetupfortheparticularTMC\Clientorganisation.TheavailabilityofaDeliveryMethodwilldependonthetimingsoftheselectedjourneyandifthedeliverymethodisavailabletotheTMC\Clientorganisation.
Onceyouhavechosenadeliverymethod,youcanthenselectanassociatedticketqueue.There
maybemorethan1ticketqueueassignedperdeliverymethodandthesewillbeaccessibleviaadropdownasshownforthedeliverymethodToDabove.
Note:OnceaDeliverymethodhasbeenchosenitwillbeappliedtoallorder‐itemsintheorder.
Multipleticketqueuesavailable
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ClickingthebuttonwilltakeyoutothePaymentpage.
7 Payment
Dependingonthetypeofbookingyouhavemadee.g.ToD,orthepoliciesassignedtoyouthePaymentscreenformatwilldiffer,thisisshowninthefollowingexamples.
7.1 Payment for a booking with a Standard delivery method
Thisdropdownshowsallattachedaccountswhich
canbebilledforyourselectedjourneys.
IfyouareaTMCuseryouwillhaveaccesstothedumpaccountwhichallowsbillingtobeassignedtoanexternalaccount,whenthisaccountis
selectedyouwillberequiredtoentertheExternalSystemAccountNumberwhichismandatory,thisisshownbelow.
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7.2 Payment for a booking with a ToD delivery method IfyouhavemadeaToDbookingthepaymentscreenwillhavetheadditionalsectionplacedatthetopofthestandardpaymentpage.
ThedefaultvaluefortheToDticketinglocationwillbetheoriginatingstationofyourbooking,ifthisstationisnotaToDticketinglocationthedropdownwillbeblank.
7.3 Payment using an Immediate Lodged Credit Card
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WhenthisoptionisselectedyoumustenterthecardSecurityCodeinordertoprogressfromhere.Iftheisselectedyouwillbeabletoaddnewcreditcarddetailsandsavethemforfutureuse,asshownbelow:
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IfyourpolicygroupsrequireaDeliveryAddresstobemandatoryandyouhavetheoptiontodisplayextradetailsthePaymentpagewillbeseenasbelow:
Thepopulationofaddressdetailsisgovernedbytherulesbelow:
1. Iftheuser’spolicyhas‘PresetDeliverytoBooker’enabled,and‘DeliveryAddressNotEditable’enabled,donotallowtheaddressfieldstobemodified.(Notethatthe‘DeliveryAddressNotEditable’policyisignoredif‘PresetDeliverytoBooker’isnotenabled.)
2. IftheAddressfieldsareshown,andtheuserhasthepolicy“DeliveryAddressMandatory”enabled,thentheuserwillnotbeallowedtomoveonfromthispageuntilalladdressfieldsmarkedasmandatoryabovehavebeenenteredandvalidated.
3. Thecourierreffieldmaybepre‐populatedasfollows: a. IftheuserisaTMCuserwiththepolicy”PresetDeliverytoSelectedUnit”enabled,anda‘BookingFor’organisationandunithasbeenselected,prefillthecourierreffieldwiththecourierrefconfiguredagainstselected‘BookingFor’unit;else b. Iftheuser’spolicyhas‘PresetDeliverytoBooker’enabled,prefillthecourierreffieldfromtheuser’sprofile.
FortheTermsandConditionssectionofthepage,clickingthelinksand
Willdisplaythefulldetailsifyouwanttoviewthem.Onceonall
mandatoryinformationonthePaymentpagehasbeenenteredyouconfirmthebookingbyclickingthebutton.
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8 ConfirmationTheformatoftheconfirmationpagelikethepaymentpagewillbedependentonthetypeof
bookingyouhavemade.
8.1 Confirmation for a Standard delivery method Theconfirmationdisplayedforajourneywhichhashadastandarddeliverymethodselectedisshownbelow:
Clickingthelinkwillopenaadobepdfversionoftheconfirmationwhichyoucanviewandprint.
Clickingthebuttonwillprinttheticketsforyourbookingbyredirectingyoutothe
ticketingscreenwhichwillbeprepopulatedwiththeticketinformation.
ClickingthebuttonwilltakeyoubacktotheHomepagewhereyoucancreatemorebookings.
ClickingtheiconwilladdthejourneydetailstobeaddedtoyourOutlookcalendar,thisisavailableifyouhavethe“AddToOutlookCalendar”policyenabled.
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8.2 Confirmation for a ToD delivery method IfyouhaveajourneywhichhashadaToDdeliverymethodselected,thesectionbelowwillappear
atthetopofthestandardconfirmation:
TheToDreferenceforthebookingisclearlyhighlightedatthetopoftheconfirmationinthefollowingformatclickingthelinkwillopenanewbrowser
windowtogetbackmoreinformationregardingToDtickets.
Note:Whencollectingyourticketsbyinsertingyourcredit/debitcard,therewillbenochargemadeagainstit.
8.3 Confirmation for a Kiosk delivery method IfyouhaveajourneywhichhashadaKioskdeliverymethodselected,thesectionbelowwillappearatthetopofthestandardconfirmation:
KioskbookingsgenerateacollectionreferenceandsecuritycodewhichareclearlyhighlightedasfollowsKioskticketscanbeprintedataKiosk(notaticketvending
machine)butcanalsobeprintedonthebookingpremisesbyclickingthebutton,thiswillprinttheticketsforyourbookingbyredirectingyoutotheticketingscreenwhichwillbeprepopulatedwiththeticketinformation.
Your Ticket on Departure Collection Reference is:
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8.4 Confirmation with self print vouchers Ifyouhaveselectedajourneywhichhasacorporatebenefitassociatedtoitintheformofselfprintvoucher,thiswillappearaspartoftheorderiteminformationasshownbelow:
Clickingthelinkwillopenthevoucherwhichyoucanthenprint.
8.5 Confirmation with cost centre information Ifyouhavemadeabookingwheretravellerandorderitemcustomfieldsareconfigured,thisinformationwillformthefinalpartoftheorderitemsectioninastandardconfirmationasshown
below:
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8.6 Confirmation with seat/berth reservations Ifyouhavemadeabookingwhichcontainsseat,berthorseatandberthreservationsthisinformationwillbepartoftheJourneysectionwithintheorderitem,asshownbelow:
8.7 Confirmation with delivery details Forajourneywheredeliverydetailshavebeenincluded,thesewillappearabovethecostbreakdownwhichisatthebottomofastandardconfirmationasshownbelow:
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9 MakinganApprovedbookingAnapprovedbookingisonewherethebookerhasbeenassignedthepolicyof“ApprovalRequired”whichispartoftheTravelPolicyoptions.
9.1 Create a booking which requires approval TheHomepagewilllookasbelow:
Clickingthisoptionwilllistthestatusesofallyourorderswhichrequireapproval.
Anordercanhavethefollowingstatusasshownbelow:
• Pending• Approved• Declined
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Anyordercanbedeletedhereregardlessofstatusbyclikcingthe icon.
TheFaresearchprocessisthesameasanormalbooking,onceyouhaveenteredyourcriteria,you
clickthebutton.YouwillthenbepresentedwiththeFarespage.Onceyouhaveselectedajourney,youwillberequiredtoselectanApproverfromthedropdownasshown:
OnceanApproverhasbeenselectedclickthebutton.Atthispoint,theApproverwillbesentanemail.
9.2 Approving / Declining an approval request. Asanapprover(TripapproverisenabledinUserdetailsintheadminarea)whenanapprovalhasbeensentyouwillreceiveamessageinyourmessageboxshownasbelow:
ClickingthemessageheaderwilltakeyoutotheTripApprovalpageasshownbelow,youcanalsogetherebyclickingthelinkintheapprovalrequestemailthatyouwouldhave
beensent.
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Thispageallowsaccesstoallordersrequiringapproval,butonlyoneatatime.Thetotalnumberofpendingapprovalsisshowninthetoprighthandcorner‐
Clickingthebuttonwillapprovethebooking,whichwillsendanemailtotheoriginatoroftheordernotifyingthemthattheirbookinghasnowbeenapproved.Anyadditional
commentsmadeintheMessagetorequesterwillalsobesentintheemail.ThisactionwillalsochangethestatusoftheorderfromPendingtoApproved.
Clickingthebuttonwilldeclinethebooking,whichwillsendanemailtotheoriginatoroftheordernotifyingthemthattheirbookinghasnowbeendeclined.Anyadditionalcomments
madeintheMessagetorequesterwillalsobesentintheemail.ThisactionwillalsochangethestatusoftheorderfromPendingtoDeclined.
Thebuttonisonlyavailableoncethecurrentapprovalrequesthasbeenapprovedor
declined.
ClickingthebuttonwilltakeyoubacktotheHomepage.
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9.3 Completing an approved order Whenyoursordershavebeenapprovedordeclinedyouwillgetanemailnotification.Fromthehomepageclickingthewillshowtheupdatedstatusesofyourordersasshownbelow:
Clickingthe iconwillexpandthedetailsoftheapprovedorder,showinganyapprovermessageasshownbelow:
Tocompletetheorderprocessclickthe icon,thiswillthenloadtheapprovedorderdetailsintotheFarespageasshownbelow,noteiftherequestedfaresarenolongeravailabletherewillbeamessageshownandyouwillbeabletoselectanyfareshownonthecurrentpage:
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ThescreenabovediffersfromthenormalFaresscreeninthatSearchOptionsarenotavailableandonlytheRequestedFareisavailable.Clickingthebuttonwillthenloadthebasket
page,thebuttonwillonlybeavailableifyouhaveapprovedorders,clickingthiswillshowthefollowingpage:
Youcanthenaddfurtherapprovedorderstoyourbasket.
Note:Allordersrequiringapprovalhaveanexpiryperiodof72hours–thisreferstoapprovingthejourneyandnotholdingthefaretypes,iftheyhavenotbeenapprovedtheywillberemovedfrom
yourapprovallist.Alsoonceanapprovedorderhasbeenconfirmed,itwillberemovedfromyourapprovallist.
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10 TicketingIfyouhavebeenassignedtheCCSTticketorpolicyandhaveCPSorEvolviPrintinstalled,youwillbe
abletousetheTicketingmodule.Thisenablesyoutoprintofftheticketsthathavebeengeneratedduringthebookingprocess.Ticketingisdirectlyaccessedbythenavigationbarasshownbelow:
YoucanalsogettotheTicketingmoduleindirectlyviatheOrdersmoduleandfromtheConfirmationpagePrintbutton.Inboththeseinstancesonlytheselected/currentorderwillbeshown.
PrintingwillonlybepossibleifyouhavebeenassignedtheCCSTticketorpolicyandhaveEvolviPrint
installed.
TheTicketingmoduleisshownbelow:
Thescreenissplitintotwoparts,thetophalfshowingyourordersandthebottomhalfshowingthedetailsofyourorder.
ThisdropdownlistsallregisteredEvolviPrintapplicationsthatyou
havepreviouslyregisteredtoprintyourtickets.
TheStockLinedropdownlistsallavailablestocktypesthatcanbeticketed
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Clickingwillallowyoutofiltertheprintableticketsbythefollowingcriteria:
10.1 Print Tickets Thisisthedefaulttabandlistsallyourorderswhicharereadyforprinting.Youselectanorderandthebottomhalfofthescreenwillshowthedetailsoftheorder,thesebeingthetotalnumberofticketsandtheassociatedtravellersandjourneyinformation.
Youwillhaveanoptionofclickingthefollowing4buttons:
Clickingthiswillrefreshthescreen,ensuringthelistofprintableordersisup‐to‐
date.
Clickingthiswillprintoftheticketsfortheselectedorderatthegivenregisteredprinter.
Clickingthiswillprintthetickets,whensuccessfullyprintedanassociateddeliverynotewillalsobeprinted.
Clickingthiswillallowyoutoviewtheoriginalconfirmationforthe
selectedorder.
OnclickingthePrintbutton,thefollowingscreenwillbedisplayed,thiswillreflecttheactualticketsthatarebeingprinted.Theorderwillbelockeduntilallorderitemshavebeensuccessfullyprinted:
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10.2 Printed Today Thistabwillshowordersthathavebeenprintedtoday,theorderdetailsforthesewillalsobe
availableasinthePrintTicketstab.
Thebuttonsavailableherearethesameastheprevioustabapartfromthebuttonwhichisreplacedwiththeasshownbelow:
Note:Non‐issuewillonlybeavailableforsingle‐itemordersonthesamedayofticketing.
10.3 Auto Print ThisoptionisonlyavailableifyouhavetheAuto‐printingTicketorpolicyenabled,ifenabledthefollowingscreenwillbedisplayed:
ClickingeitheroftheButtonsabovewillinitiatetheprintingofordersthatareplacedontheselectedqueue(s).
Iftherenoorderstoprintthefollowingscreenwillbedisplayed:
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Ifthereareticketstoprintthefollowingscreenwillbedisplayed:
Clickingthebuttonwillstopprintingoncethecurrentorderthathashadallit’sticketsprinted.
10.4 ToD IfyouhavepoliciesenabledthatallowToDprintingthefollowingscreenwillbedisplayed:
TheToDcollectionreferencecanbeobtainedfromtheconfirmation.
10.5 Kiosk IfyouhaveKioskbookingthatyouwanttoprintlocally,thefollowingscreenwillbedisplayed:
TheKioskCollectionReferenceandtheSecurityCodecanbeobtainedfromtheconfirmation.
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10.6 Special stock Thisfeatureallowsnon‐stardardcouponstobeprintedi.e.networkandstudentrailcards,
promptingtheticketortoinsertthecorrectstockintotheNewburyDataprinter.Anexampleofspecialstockisshownbelow:
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11 Orders–OrderManagerIfyouhavethepolicyforBookingsManagerenabledyouwillbeabletosearchonorderswitha
varietyofparameters,thisreplacestheOrderManagerthatwaspreviouslyfoundintheAdminarea.Orderscannowbeaccessedviathenavigationbarasshownbelow:
OnceyouhaveclickedSettingsthefollowingscreenwillbedisplayed:
TheReferencetaballowsyoutosearchforanorderbythegivenreferences,bydefaultthesearchisdoneonOrderreference.Onceasearchhasbeenperformedtheresultswillbereturnedasbelow:
Clickingthe iconwillexpandtheorderitemdetailsasbelow:
Iftheuserhasthepolicy'AddtoOutlookCalendar'enabled,youwillhavetheoptionofaddingthe
journeyinformationoftheorderitemtoyourOutlookcalendar.
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11.1 Refunds Arefundcanbeactiondonaticketifithasbeenprinted,bysearchingforthegiventicketinOrders
youwillbepresentedwiththescreenthatwasshown.
Clickingthebuttonwillopenthefollowingscreen:
Clickingthebuttonwillflagthisticketforrefundingandpresentyouwithaconfirmationscreenshownbelow:
ClickingthebuttonwillthenshowtheRefundscreenagainwiththestatusnowsetasRefundingasshownbelow:
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Onclosingtheabovescreen,youwillbetakenbacktotheOrdersscreenwhichwillberefreshedtoshowtheorderitemstatusasPart‐cancelledasshownbelow:
TheremainderoftherefundprocessiscompletedintheAdminarea,wheretherefundsaresentontoTARs/DataPro.Oncetherefundhasbeencompletedandyousearchfortheaboveorderagain,thestatuswillbesetasRefunded.
11.2 Non-issue Onlysingleitemorderscanhavetheirticketsnon‐issued,onsearchingforanorderthatwasprinted
todayitcanbenon‐issuedbefore23:59.Theorderbelowhashaditsticketsprintedtodayandthecurrenttimeisbefore23:59.
Clickingthe buttonwillopenthefollowingscreen:
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Clickingthebuttonwilldisplaythefollowingscreen:
EnsureyouhavetheoriginalticketsathandandthenclickYes,doingthiswillpresentthescreenbelow:
Astheticketsarebeingnon‐issuedyouwillseethefolowingscreen:
Ifyouthensearchforthenon‐issuedorderthestatuswillbesetasCancelled.
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11.3 Orders - Details IfyouneedtodoamoredetailedsearchonordersclickingtheDetailstabinOrderswillshowthe
screenbelow:
Onceyouhaveselectedyoursearchparametersandclickedthebutton,thefollowingresultsscreenwillbedisplayed:
Clickingthe iconintheresultswillshowextradetailsasshownaboveforthefirstresultreturned.
11.4 Orders - Ticket Number YoucansearchforindividualticketsbyclickingtheTicketNumbertabinOrders,youwillneedtoentertheTransactionnumber,MachinenumberandconfirmtheMachinetypewhicharelocatedon
aticketasshownbelow:
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Onceyouhaveenteredtherequiredinformationintothescreenbelow,clickthebutton.
Theresultsofyoursearchwillbeshownasbelow:
Clickingthe iconwillshowextradetailsasbelown:
Transactionnumber
Thefirst4figuresaretheMachinenumber
Thelast2numbersarethemachinetype
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TheJourneydisplaywillshowallselectedoptions
12 Settings
12.1 Web Display ClickingtheSettingstab,willtakeyoutothescreenbelow:
ClickingtheWebDisplaytabwillpersonaliseyourEvolviuserexperience.
Searchoptionsallowyoutosetdefaultcriteriaaspartofyourfaresearches
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12.2 AdvancedTheAdmintaballowsfortheadministrationoffeaturesthataffecttheuserfrontend,currentlythereare2options,whicharetickedbydefault.
WhentheShowHelpoptionisticked,contextsensitivehelpbarwillbedisplayed.
WhenTheSingleConfirmationEmailisticked,asingleconfirmationemailwillbesentforamulti
itembasket,opposedtooneforeachitem.
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12.3 Seating options Thistabwillallowyoutosetyourseatingpreferences,whichwillthenbeusedasyourdefaultsforfuturebookings.
12.4 Change PasswordThistaballowsyoutoresetyourpassword.
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12.5 My DetailsThistabwillallowyoutosetyouraddressdetailswhichwillbeusedasyourdeliveryaddressifithas
beenenabledaspartofyourbookingsconfiguration.
Ifyouhavecustomfieldsassignedtoyouruser,thesewillbedisplayedhere.Youwillbeabletoassignvaluesforyourcustomfieldswhichwillthenbeusedasdefaultsinyourbookings.
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13 HelpTheHelpsectionisaccessedviathenavigationbarbyclickingtheiconasshownbelow:
Thissectionwillopenanewwindowcontaininglinkstothefollowingitems:
Assistance–whichgivesyouonlineaccesstopdfversionofthisdocument.
Contact–thiswilllistthecontactdetailsfortheTMC
FAQs–thiswillaccesstoanswerstoFAQs
Downloads–sectionlistingdownloadsrequired
ToDStations‐linktosearchonToDstationfacilities
TubeMap–accesstomapsoftheLondonUnderground
StationFacilities–linktosearchonstationfacilities
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14 AdminIfyouhaveadminpoliciesassigned,theAdminlinkinthenavigationbarshownbelowwillbe
availabletoyou:
Clickingthelinkwillopenanadminbrowserwindow,asshownbelow:
TheAdminsectionisunchangedapartfromFees,DeliveryMethodsandCustomfields.
Note:Thiswindowcanbeaccessedinisolationbyadminusers,whowillusethesameURLasthe
bookingtoolbutwith/adminattheendi.e.JohnSmithTravel.evolvi.co.uk/admin.Thebookingtoolcanbeusedsimultaneouslywhentheadminwindowisopen,aslongasyouhavethenecessarypolicies.
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14.1 Delivery Methods Deliverymethodsarethewaysinwhichrailtickets,railcardsetcaredeliveredtothetraveller.TheadministrationofDeliveryMethodsisonlyavailableifyouareaTMCuserswiththepoliciestocreateandeditticketqueues,whicharewheretheticketsareprintedanddispatched.
ATMCwillbeabletocreateandeditdeliverymethodsforitselfandtakerequestsfromitsclient
organisationstocreateandeditdeliverymethodsontheirbehalf.
ThecreationofDeliveryMethodsisapre‐requisiteforthecreationofticketqueuesandfees.
14.1.1 Viewing Delivery Methods Toviewdeliverymethodsclicktheoptionfrommenuinthenavigationbarasshownbelow:
Thedeliverymethodswillthenbedisplayedasbelow:
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Themaintermsregardingdeliverymethodsareexplainedbelow:
Deliverydays–Thenumberofdaysforticketstoreachdelivery
Processtime–Thetimetakentocompleteticketingandbeingreadyfordispatch
LatestDispatchTime–Thelatesttimeanitemcanbedispatchedfromthepremisiesforthegivendelivery
FinalDeliveryTime–Thelatesttimeanitemcanbedeliveredtothenduser.
Queuecount–Thenumberofticketqueuesassignedtothedeliverymethod
TicketQueueTypesaretiedtospecificdeliverytypeswhichareexplainedbelow:
StandardThisqueuetypeisforwheretherailticketshavebeenprintedlocallyusingNewbury
printersandthendispatchedbypostalandcourierdeliverymethods.
Kiosk/WalkupselffulfilmentThisqueuetypeisforautomatedticketcollectionataKioskordesktopprinterdeployedinselffulfilmentmodewhichmaylocatedwithinanorganisationortravelcompany.
TicketOnDeparture(ToD)ThisqueuetypeisforautomatedticketcollectionataRailwaystation
fromaTicketVendingmachine.
14.1.2 Editing Delivery Methods Toeditadeliverymethoditmustfirstbeselectedasshownbelow:
ClickingtheiconwillopentheEditDeliveryMethodpopupasshownbelow:
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14.1.3 Creating Delivery Methods Tocreateanewdeliverymethodclickingthe icononthedeliverymethodslistwillopentheNew
DeliveryMethodpopupasshownbelow:
14.1.4 Deleting Delivery Methods
Todeleteadeliverymethod,firstselectthedeliverymethodthenclickthe icon.
Note:DeliverymethodscanonlybedeletediftheyhavenoBookingorTicketingUnitsandunticketedbookingsattachedtoanyassociatedDeliveryMethodqueue.Ifanyoftheseconditionsaretruetheuserwillbepresentedwithamessagebelow:
“ThisDeliveryMethodcannotbecancelledasitstillhasanactiveTicketQueueassociatedwithit.”
AllpropertiesofaDeliverymethodcanbe
editedapartfromtheTicketQueueType.
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14.1.5 Setting up a Same Day Standard Delivery Method TosetupaStandarddeliverymethodwheretheticketsareprintedlocallyandtheyarethendeliveredonthesamedaycanbedonein2ways.
Iftheticketsaretoprintedanddeliveredviainternalposttothetravellerby17:30atthelatestforexample,thedeliverymethodwouldbesetupasbelow:
SettingtheProcessTimeto0willmakethisdeliverymethodavailableallthewayupto17:30,ifthe
ticketsareprintedtowardstheendofthedayi.e.at16:00andalargevolumeofticketsaretoprintedthentheLatestDispatchTimecouldbesetto16:00–thiswouldmakethedeliverymethodavailableuntil16:00(16:00minus0minutes).
Iftheticketsaretoprintedanddeliveredbyacourierforthesamedaywherethelatestdispatch
timeis15:00andthefinaldeliverytimeis17:30thedeliverymethodwouldbesetupasfollows:
Note:Theabovedeliverymethodwillbeavailablewherethebookingtimeisbefore16:00andthetimeoftravelisafter17:30.
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SettingtheProcessTimeto180minutesissettingacut‐offtimeof12:00forthedeliverymethod(15:00minus180minutes).
14.1.6 Ticket Queue Administration at Client Organisation level TMCuserswhocanadministerDeliveryMethodsarealsoabletoAdd,EditandCancelticketqueues
assignedtoclientorganisations.
Onselectinganorganisation,youwillbepresentedwiththescreenbelow:
Clickingthetabwilllistallticketqueuesassociatedwiththeselectorganisationasshownbelow:
Note:Theabovedeliverymethodwillbeavailablewherethebookingtimeisbefore13:00andthe
timeoftravelisafter18:00
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Note:TheaboveshowstheticketqueuesfortheclientorganisationatthetopandfortheTMCatthebottom.
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14.1.7 Add Ticket Queue at Organisation level Clickingthebuttonwillallowyoutocreateanewticketqueuefortheselectedorganisationviathescreenbelow:
Clickingthebuttonwillcreatethenewticketqueueandaddittotheticketqueuelist.
Note:Newticketqueuenamesmustbeunique
14.1.8 Edit Ticket Queue details at Organisation level Toeditaticketqueue,clickononefromtheticketqueuestabasshownbelow:
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Onclickingonaticketqueueyouwillbepresentedwiththefollowingscreen:
WheneditingtheDeliveryMethod,onlyotherdeliverymethodsofthesameticketqueuetypewillbedisplayed
Onflaggingaticketqueueascancelledwillremoveitfromtheticketqueueslistforthegivenorganisation.AticketqueuecanonlybecancelledifithasnoBookingorTicketingunitsand
unticketedbookingsattachedtoit.
Theattachingticketqueuestobookingandticketingunitsremainsunchanged.
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14.2 Fees Feesfunctionalitynowenablesyoutohaveaneasyandflexibleapproachtothecreationandmaintenanceoffeesbyusingfeerules.
FeeadministrationcanonlybedonebyAgencymembersofstaff,whohavepoliciesthatallowthecreationandeditingofticketqueues.ThisisbecauseoftheassociationbetweenFeesandDelivery
Methodswhichareassignedticketqueues.
Thesefeerulesapplytoorderandorderitems,whereanorderitemisauniqueitemwithinanorderi.e.arailticketandacarnetisacollectionoforderitems.
Anoutlineofthestandardterminologyandrulesislistedbelow:
Feerule
Afeerulehasauniquecombinationofsettings,therecanonlybeonesuchcombinationofsettingsforacurrentrule.
ThesettingsforOrderfeesare:
• DeliveryMethod–examplesbeingToD
• Booker‐valuesbeingAny,AgentandClient• Ticketor‐valuesbeingAny,AgentandClient
ThesettingsforOrderItemfeesare:
• DeliveryMethod–examplesbeingToD• TransactionMethod–examplesbeingRailcard,Rail
• Booker‐valuesbeingAny,AgentandClient• Ticketor‐valuesbeingAny,AgentandClient
Customfeerule
AcustomfeeruleisonethatisspecifictoaClientorganisationintheTMCtoClientorganisation
setup.
Defaultfeerule
AdefaultfeeruleisonethatappliestoallClientorganisationsintheTMCtoClientorganisationsetup,thesearehighlightedinredwhenshowninthefeeslist.
Activefeerule
Afeerulewhichhasalreadystarted,i.e.theStartDateisbeforetoday.
Activerulesareread‐onlyapartfromFeenameandEndDate(EndDatemustbelaterthanorequaltotoday).
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Anactivefeecannotbecreatedtostarttoday,thisisdonebycreatingafuturefeerulediscussedbelow.
UrgentadjustmentstoactivefeeswillneedtobediscussedwiththeEvolviSupportTeam.
Futurefeerule
Afuturefeeruleisonewherethecombinationofsettingsdoesnotexistorisonewhichwillreplace
anactiverulewiththesamecombinationofsettingsbutwithastartdatewhichhasnotstartedyet,i.e.StartDateisaftertoday.
Onlyonefuturefeeruleforagivencombinationofsettingscanbecreatedatatime.Anexistingfeeruleisfullyeditable.
Tocreateforexampleaspecialpromotion,sayforafeediscountonaparticulardeliverymethodon
agivencombinationofsettingswillneedanewfuturefeeruletobecreatedaslongasthereisnootherfuturefeeruleinplace.Thisdoesnotrelateinanywaytopromotionalfares.
Feeruledeletion
Activefeerulescannotbedeleted,theycanonlybeenddated,oncethisenddateisthereachedthefeebecomesapastfee.PastfeescannotbedeletedandFuturefeerulescanbedeleted.
Feerules–Overlaps
Whencreatingandeditingfeerulestherecannotbeanyoverlapsfordefaultfeeruleswiththesame
differentiatorsorcustomfeeruleswiththesamedifferentiators.
Theexamplebelowisusedtodefineanoverlap.
FulfilmentMethod
TransMethod
Booker Ticketor DiscountFee
OrderItemFee
TicketFee
PassengerFee
Startdate
Enddate
Kiosk Any Any Any 3% £0.25 £1.00 £0.50 01/01/10 01/09/10Kiosk Any Any Any 3% £0.30 £1.50 £0.75 01/01/10 01/08/10
Thereisanoverlapofthe2Kioskrulesi.e.bothrulesarevalidbetween01/01/10and01/08/10.
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14.2.1 Viewing Fees Toviewfeesclickthemenuinthenavigationbar,youwillthenbepresentedwiththescreenbelow:
FromthemenudisplayedselectOrganisations,thiswillthenlistyourTMCandallassociated
organisations.NotetheTMCwillbehighlightedinaboldfontasshownbelow:
ClicktheTMCororganisationforwhichyouwanttoviewthefeesfor,thiswillthenpresentyouwiththedetailsfortheselectedTMCororganisationwhichyouhaveselectedasshownbelow:
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ClickingwilldisplayallfeessetupfortheselectedTMcororganisationthatyouselected.
Thisscreenissplitinto2halves,thetopshowingOrderItemfeesandthebottomshowingOrder
fees.ThisscreenwillallowyoutotogglethroughActive,PastandFuturefees,byusingthecontrolbelow.
Thesefeesaredefinedasbelow:
“Active”–arefeeswhichyouarecurrentlyapplyingtoyourbookings.
“Past”–arefeeswhichyouhavepreviouslyappliedtoyourbookingsbutwhichhavenowexpired.
“Future”–arefeesthatyouhavesetupandwhichwillbeactivatedwhentheirstartdatebecomes
current.
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TheFeespageisshownbelow:
Intheabovescreenshots,theTMC’sclientdefaultfeesareinREDandwheretheyhavebeen
customisedforspecificclientstheyareinBLACK.
Selectingthe iconagainstagivenorderitemfeewillexpandittoshowitsdetailsasbelow:
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DefaultfeescanbeviewedbyclickingtheDefaultfeeRulesintheAdmintabshownbelow:
Thelayoutofthefeesisexactlythesameasthatforcustomfees.
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14.2.2 Editing active custom order and order-item fee rules Toeditafeeitmustfirstbeselectedasshownbelow:
Clickingthe iconwillexpandtheselectedfeeintoeditmodeasshownbelow:
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TheonlyvaluesthatcanbeeditedarethefeenameandtheEndDate,bydefaultthecheckbox
labelled“Createduplicatefuturefeerule”willbeticked.ThismeansthatwhenyouenteranEndDateandclicktheSubmitbutton,aduplicatefuturefeerulewillbecreatedwiththestartdatesettothedayfollowingtheenddateyouhavejustentered,unlessafeerulewiththesamesettings
alreadyexists.Theenddateforthenewlycreatedduplicatefuturefeerulewillbeleftblankmakingthefeerulecontinous.Thisfuturefeerulewillbeeditable.
Ifthecheckboxisunchecked,oncethefeerulereachestheenddateentereditwillnolongerbeused.
Note:WhentheEndDatehasbeenreached,thefeerulewillthenbecomeaPastfee.
14.2.3 Editing active default order and order-item fee rules Onceyouhaveaccessedthedefaultorderfees,youwillbepresentedwiththesamescreensas
thosedisplayedforeditingcustomorderandorder‐itemfeerules,theeditingprocessisalsothesame.
Note:Editingdefaultorderandorder‐itemfeeswillaffecttheTMCandallitsassociatedclientorganisations.
14.2.4 Creating Future order and order-item custom fee rules TocreatefuturefeerulesensurethattheFuturebuttonisselectedasshownbelow:
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ClickthebuttontoopentheAddNewOrderItemRulepopupshownbelow,allvaluesonthisscreenareeditable.
Thisishowyourticket/swillbedeliveredi.e.FirstClass
post,ToD,courieretc
Thisliststhetransactiontypei.e.Rail,Railcard
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ClickingthebuttonwillsavethisToDfeeruleanditwillbecomeactiveon03/11/2011andwillapplythegivenfees.
Note:Youwillnotbeabletocreateafuturefeeruleifonealreadyexistswiththesamefeesettings,
thesebeingthevaluesinthedropdownsasshownbelow:
Whenapercentagefeeisapplied,theMaxvaluereferstothemaximumamountthatcanbe
charged,similarlytheMinvaluereferstotheminimumamountthatcanbecharged.
14.2.5 Creating Future default order and order-item fee rules Onceyouhaveaccessedthedefaultorderfees,youwillbepresentedwiththesamescreensasthosedisplayedforeditingcustomorderandorder‐itemfeerules,theeditingprocessisalsothesame.
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14.2.6 Editing Future order and order-item fee rules FuturecustomanddefaultfeerulescanbeeditedbygoingtotheFuturefeelist,firstselectthefeetoeditandthenclicktheiconshownbelow:
Onclickingtheicon,youwillbepresentedwiththescreenbelow:
Allfieldshereeditable.
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14.2.7 Deleting Future order and order-item fee rules FuturecustomanddefaultfeerulescanbedeletedbygoingtotheFuturefeelist,firstselectthefeetodeleteandthenclicktheiconshownbelow.
14.2.8 Fee Scenario Thissectionwillhighlighthowfeesarenowapplied,thescenariowillshowhowtherelevantfeesare
chosenandthenapplied.
Evolviselectsthebestmatchorderitemfeerulefromthosesetupforyourorganisation.
Thismatchisbasedonfourcriteria,inthefollowingorderofimportance;deliverymethod,transactiontype,bookertype,ticketortype.
Hereisanexamplesetoforderitemfeerules:
Rule DeliveryMethod TransactionType BookerType TicketorType
1 [AnyConventional] Rail Any Any
2 [AnyConventional] Carnet Client Any
3 [AnyConventional] Carnet Any Any
4 [AnyToD] Rail Any Any
AllToDorderitemswoulduserule(4)becauserule(4)hastheonlymatchonthedeliverymethod(themostimportantcriterion).
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Acarnetorderitemplacedonaconventionalticketingqueuebyaclientwoulduserule(2)andnotrule(3)becauserule(2)hasthemostrelevantmatchonthebookertype.
Astandardopenreturnorderitemplacedonaconventionalticketingqueuewoulduserule(1)
becausealloftheotherrulesareinvalid.Rules(2)are(3)areinvalidbecausetheydonotmatchonthetransactiontype.Rule(4)isinvalidbecauseitdoesnotmatchonthedeliverymethod.
Theorderoftherulesinthetabledoesnotmatter.Forexample,rule(1)andrule(4)couldswapplacesinthetablewithoutaffectingtheruleselection.
ThisprocessworkssimilarlyforOrderFees,butthematchingisbasedonthreecriteria,inthe
followingorderofimportance;deliverymethod,bookertype,ticketortype.
Hereisanexamplesetoforderfeerules:
Rule DeliveryMethod BookerType TicketorType
1 [AnyConventional] Any Any
2 [AnyConventional] Client Any
3 [AnyToD] Any Any
4 [AnyToD] Client Any
AToDorderplacedonaToDticketingqueuebyaclientwoulduserule(4)andnotrule(3)becauserule(4)hasthemostrelevantmatchonthebookertype.
Beforefeescanbeapplied,anorderandorderitemfeeruleisselectedfromthefeerulessetupforyourorganisationasshownbelow:
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IfforexampleyouaremakingaToDbookingasanagent,youwillbeusingtheTestSkyTodfeerule.ThereasonthisfeeruleischosenovertheTicketonDeprule,isthatthevaluefor“Trans”forthe
TestSkyTodfeeruleisRail,thishasprecedenceoverAny.RailisspecificopposedtoAnywhichwouldbeusedforagenericcatchallfeerule.Ifthereismorethan1feeruleforagivenDeliverymethod,thevaluesforTrans,BookandTickarecheckedforprecedence,thisisdonefromleftto
right.
Nowthatthecorrectfeerulehasbeenselectedthefollowingfeeswillbeappliedtoyourgivenorderitem:
TheorderfeeruletobeusedistheSkyToDOrderfeerule,thisistheonlyfeerulewithaDeliveryof[AnyToD]andthebookerisanagent,asshownbelow:
Note :An active fee rule, has aunique combination of the settings DeliveryMethod, Booker andTicketorfororderfeerulesandDeliveryMethod,TransactionMethod,BookerandTicketorfororderitemfeerules.Thisensuresthataslongasafeerulehasbeensetupcorrectly,thatthecorrectoneis
selected.
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Theexpandedselectedfeeaboveisshownbelow:
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Ifthedetailsforyourorderitemareasfollows:
Areturnjourneyfor2Adultsand2ChildrentravellingfromReadingtoBirmingham
Costoffares:
Adult£45.80x2= £91.60
Child£22.90x2= £45.80
Totalfares £137.40
Orderfee £5flatfee+2%oftotalfee£5+£2.74= £7.74
2%of£137.40=£2.74
(Minimumvalueof£0.50isappliedifthepercentagevalueislessthan£0.50)
(Maximumvalueof£1.50isappliedifthepercentagevalueexceeds£1.50)
Orderitemfees
OrderItemfee£1flatfee+1.25%oftotalfares£1+1.50= £2.50
1.25%of£137.40=£1.72
(Minimumvalueof£0.50isappliedifthepercentagevalueislessthan£0.50)
(Maximumvalueof£1.50isappliedifthepercentagevalueexceeds£1.50)
Discount 10%oftotalfares ‐£5.00
10%of£137.40=£13.74
(Minimumvalueof£1isappliedifthepercentagevalueislessthan£1)
(Maximumvalueof£5isappliedifthepercentagevalueexceeds£5)
Passengerfee £0.50flatfeexTotalnumberofpassengers£0.50x4= £2.00
Ticketfee (£0.75+2%oftotalfaresx4)(£0.75+£2.75)x4= £14.00
2%of£137.40=£2.75
(Minimumvalueof£0.20isappliedifthepercentagevalueislessthan£1)
(Maximumvalueof£5isappliedifthepercentagevalueexceeds£5)
Totalfees Orderfee+Itemfee+Passengerfee+Ticketfee‐Discount
£7.74+£2.50+£2.00+£14.00‐£5.00= £21.24
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14.3 Order Item and Traveller Custom fields Orderitemandtravellercustomfieldshavereplacedwhatwereformallyknownasremarksandcostcentresfields.Orderitemcustomfieldshavereplacedremarksandtravellercustomfieldshavereplacedcostcentres.
Theadministrationofthesefieldshasnotchangedandtheyareaccessedfromthesameplaceas
shownbelow: