HELiO Preview & Publish | Sending Confirmed Bookings to TRIPS for Travel Associates

HELiO Preview & Publish | Sending Confirmed Bookings to TRIPS for Travel Associates

This process outlined below is for Travel Associates only (excluding TA at Home and TA Members).
If you're part of a different brand, choose the link associated with your brand for specific instructions:
  1. Flight Centre Australia | HELiO Preview & Publish | Sending Confirmed Bookings to TRIPS (FC Australia)
  2. Flight Centre NZ, CA, UK, ZA / Liberty Travel / LDV | HELiO | Trips Modal
  3. Independents (Travel Associates Members, Flight Centre Independent, Travel Managers, Travel Partners, etc.) |  HELiO | Send to Trips for Independent Brands
Preview & Publish is a functionality built into your HELiO quotes and bookings to launch your customer-facing financial documents (quotes, invoices, receipts).
Quotes launched via 'Preview & Publish' now have an updated on-brand look and feel.
Preview and Publish also improves the HELiO → TRIPS flow and allows you to directly email your customer their financial documents without leaving HELiO - and keeps a history of all emails and content within the HELiO booking.

Sending Quotes

Sending your customer’s quote from HELiO is easier than ever...introducing Preview and Publish!
Preview and Publish is a new functionality built into HELiO to email your customer’s financial documents, quotes, and final trip itinerary. The enhancement includes:
  1. Email your financial documents directly from HELiO. The email functionality includes a personalized message section and the new PDF quote as an attachment.
  2. Send your customer quotes and other financial documents, such as Invoices and Receipts from Preview & Publish.
  3. Your customer will receive a newly formatted email containing their quote attachment.
  4. The quote PDF design has been completely overhauled.
  5. For the first time, HELiO will record when a document was emailed to your customer via Publish History.
  6. The email will contain the new quote PDF as an attachment for their review.
  7. Preview and Publish History. History includes a copy of the personalized message and a copy of the document sent.
The new PDF quote will have no integration with Trips. Preview and Publish should be used to send quotes, payment receipts and booking or tax invoices to the customer for their booking administration. If sending booking invoices using Preview and Publish, the email will contain a link to the customer’s Trips itinerary.
Trips should be used to email Travel Itineraries, e-tickets, vouchers, and travel destination guides – any travel documentation the customer needs to take with them on their journey.
If you have questions about the new PDF quote, please contact HELiO Support via your current channels.

Sending Confirmed Bookings to TRIPS

When you're ready to send your confirmed booking to your customer, select  Preview & Publish.


  1. Choose the documents you wish to attach as PDFs. If this is the first time the confirmed HELiO booking is being sent to Trips, click the Select All checkbox.
    2. For subsequent sending, click the Itinerary Document check box if there are no updates to financial documents (Booking Invoice, Payment Receipt, or Tax Invoice). This will avoid adding additional copies of the Invoice or Receipt if no changes are present.
  2. Choose the guests you wish to send the documents and Trip email.
    3. If you do not need your customer to receive an email, de-select the guest under Choose Guests
  3. Add a personalized message (optional) to their email when you send these documents.
  4. To include a link to the Trips itinerary in the documentation email sent via Preview & Publish to your customer, ensure that the Link to Trips toggle is on. ‘Show’ will display, and the toggle will be blue when on.



  5. Click Publish to send your booking to TRIPS (or update a previously sent booking). Your customer will receive a newly formatted email from HELiO containing a link to their online digital TRIPS itinerary when Link to Trips is toggled on. When toggled off (hide), no link to the Trips Itinerary will be included in the email; however, a Trips itinerary will still be created and will be accessible via the mobile app.
Link to Trips toggle ON



Trips to Trips toggle OFF



After you send the confirmed booking from HELiO to Trips, Trips will automatically retrieve any missing flight information from Sabre.
  1. When an itinerary containing a Sabre PNR is sent from HELiO to Trips, Trips will automatically retrieve any missing flight information from Sabre not present in HELiO (e.g. e-ticket numbers, EMD information, etc.).
  2. Please note that Sabre may take several minutes to update information in Trips.
  3. This will work for flights added using Grab PNR, Search & Book, and any manually entered flights when Source = Sabre and PNR have been entered correctly.
After making ANY changes to your HELiO booking, select Preview & Publish and Publish your booking again. Select your customer email if you would also like to notify them. This will ensure your customer is viewing their most up-to-date itinerary.
IMPORTANT REMINDER

Any changes to your HELiO booking must be made in HELiO first. Once updates/changes have been made, Send to Trips again to update your customer's Trips itinerary.

If a HELiO booking is cancelled (or any segment within a booking), it MUST be sent to Trips so your customer has the proper itinerary details. Cancelled segments will be removed from Trips. This is especially important for flight segments so your customer does not receive flight reminders and notifications for flights they are no longer travelling on.
Before pushing your first customer quote/itinerary from HELiO to Trips, or the first time after changing stores, please log into Trips via Okta to properly link your account to HELiO and to ensure your contact details are updated and reflected on customer documentation.

Enhancing Your Trips Itinerary

If you prefer to enhance your Trips Itinerary with additional content before initiating the email to your customer, de-select the guest under Choose Guests in the Preview & Publish process before clicking Publish. This will create the TRIPS itinerary without sending the initial email to your customer.

Log into Trips from Okta and search for your HELiO booking by trip name as shown in HELiO or by HELiO booking number. Add any additional content notes or photos to the itinerary.

Segments imported from HELiO should only be updated in HELiO and not edited in TRIPS, as these segments will be overwritten with HELiO content with each subsequent update from HELiO.
Once you've enhanced your itinerary, you must:
  1. Use the Preview & Publish process in HELiO to send to your customer or
  2. From within TRIPS
    1. Click on Re-Publish
    2. Add a note to be included in the Trip email (optional)
    3. Select Send Notification Email to Travellers
    4. Click Re-Publish in the pop-out dialogue box
This will ensure your customer receives the Trip email with a link to their digital documentation.



Viewing the History Log

Selecting the Publish History tab under Preview & Publish will display the following:
  1. a history of the emails sent and if they were delivered
  2. the documents sent with that email; and
  3. the message added by the Travel Expert


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