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Re-selling pre-booked or cancelled accommodations

PURPOSE AND SCOPE

This procedure details the steps to utilize an existing, confirmed room (from a pre-booking or cancelled tour) in a new client itinerary, ensuring accurate tracking in the Key Travel Builder (KTB), Ezus, and Hubspot (HS).

PROCEDURE

Phase 1: Allocation and Quotation (Sales/Itinerary Builder)

  1. Identify Available Room: Locate the unconfirmed/cancelled room that is available for re-allocation.
  2. Update Itinerary (Ezus): Add the room to the new client's itinerary in Ezus.
  3. Add PRE-BOOKED Note (Ezus): Immediately add a note in the accommodation section of the Ezus itinerary stating: [PRE-BOOKED ROOM] or [CANCELLED TOUR RE-ALLOCATION with the name of the original client].
  4. Send Quote to Client: Deliver the itinerary/quote to the client.
  5. Deal Moves to 'WON - Deposit Pending' (Hubspot): KTB immediately updates the status of the specific room to ‘Sent in Quote’ in the applicable Available for Resell doc (linked Below)

Phase 2: Confirmation and Finalization (Reservations Specialist)

  1. Initiate Confirmation: The Reservations Specialist receives the deal from Won rotation
  2. Contact Supplier for Name Change: Contact the supplier of the pre-booked room to confirm the name change and transfer the booking to the new client's name.
  3. Update Available to Resell doc to Re-Sold: Once the supplier confirms the successful name change and re-sale, update the note in the document to: Re-Sold.

LINKED DOCUMENTS

Patagonia Available to Resell - Patagonia Available Bookings

TMB Available to Resell - TMB Available Bookings