HELiO Preview & Publish | Sending Confirmed Bookings to TRIPS for Flight Centre and Cruiseabout
The process outlined below is for:
- Flight Centre
- Cruiseabout
If you're part of a different brand or region, choose the link associated with your brand for specific instructions:
- Laurier Du Vallon - Rosedale | HELiO | Trips Modal
- Travel Associates | HELiO Preview & Publish | Sending Confirmed Bookings to TRIPS for Travel Associates
Preview & Publish is a functionality built into your HELiO quotes and bookings to launch your customer-facing financial documents (quotes, invoices, receipts, and itinerary).
HELiO branding will vary depending on your brand. Flight Centre branding is used for illustrative purposes in this article.
Sending Quotes
Preview and Publish is a functionality built into HELiO to email your customer’s financial documents.
- Email your financial documents directly from HELiO. The email functionality includes a personalized message section and the new PDF quote as an attachment.
- Send your customer quotes and other financial documents, such as invoices and receipts, from Preview & Publish.
- Your customer will receive an email containing their quote attachment.
- HELiO will record when a document was emailed to your customer, and the email will contain the quote PDF as an attachment for their review.
- Preview and Publish History includes a copy of the personalized message and a copy of the document sent.
Quotes will not integrate 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. When sending confirmed bookings 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.
Sending Confirmed Bookings to TRIPS
When you're ready to send your confirmed booking (Firm & Fully Paid status) to your customer, select Preview & Publish.
- 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.
- Choose the guests you wish to send the documents and Trip email to.
- Add a personalized message (optional) to their email when you send these documents.
- 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.
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.If you do not need your customer to receive an email, deselect the guest under Choose Guests. After you send the confirmed booking from HELiO to Trips, Trips will automatically retrieve any missing flight information from Sabre.
- 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.).
- Please note that Sabre may take several minutes to update information in Trips.
- 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.
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 ensure your contact details are updated and reflected on customer documentation and your account is linked correctly to HELiO.
Viewing the History Log
Selecting the Publish History tab under Preview & Publish will display:
- a history of the emails sent and if they were delivered
- the documents sent with that email; and
- the message added by the Travel Expert