OTA Booking Confirmation

Action Flow

How to add OTA Booking to BackOffice

Viator

  1. Details: 「Booking Confirmation」from Viator

  2. Expected Action: Add Booking

  3. Tag on FreshDesk: OTA booking

  4. Action Flow: Refer to the image above

  5. Necessary Information: Tour Capacity

  6. Operation Manual:

    To create a new tour group on BackOffice:

To add bookings from Viator:

- **Causion** DO NOT put BR- in the External Partner ID field - only digits
  1. Message Template: None

Airbnb

  1. Details: 「おめでとうございます！新規予約が入りました。」from Airbnb
  2. Expected Action: Add Booking
  3. Tag on FreshDesk: OTA booking
  4. Action Flow: Refer to the image above
  5. Necessary Information: Tour Capacity
  6. Operation Manual:

To create a new tour group on BackOffice:

To add bookings from Viator:

  1. Message Template: None

Expedia

  1. Details: 「Daily Booking Report」from notify@localexpertpartnercentral.com

  2. Expected Action: Add Booking

  3. Tag on FreshDesk: OTA booking

  4. Action Flow: Refer to the image above

  5. Necessary Information: Tour Capacity

  6. Operation Manual:

    To create a new tour group on BackOffice:

To add bookings from Viator:

  1. Message Template: None

Booking.com

  1. Details: 「You have a new reservation 」from Booking.com
  2. Expected Action: Add Booking
  3. Tag on FreshDesk: OTA booking
  4. Action Flow: Refer to the image above
  5. Necessary Information:Tour Capacity
  6. Operation Manual:

To create a new tour group on BackOffice:

To add bookings from Viator:

  1. Message Template: None

Get Your Guide

  1. Details: 「Great news! The following offer has been booked」from Get Your Guide Need to calculate ""Net Price"
  2. Expected Action: Add Booking
  3. Tag on FreshDesk: OTA booking
  4. Action Flow: Refer to the image above
  5. Necessary Information: Tour Capacity
  6. Operation Manual:

To create a new tour group on BackOffice:

To add bookings from Viator:

  1. Message Template: None

Voyagin

  1. Details: "「You have a new booking request」from Voyagin"
  2. Expected Action: Add Booking
  3. Tag on FreshDesk: OTA booking
  4. Action Flow: Refer to the image above
  5. Necessary Information: Tour Capacity
  6. Operation Manual:

To create a new tour group on BackOffice:

To add bookings from Viator:

  1. Message Template: None

JTB AU

  1. Details: 「You have a new booking request」from JTB AU

  2. Expected Action: Add Booking

  3. Tag on FreshDesk: OTA booking

  4. Action Flow: Refer to the image above

  5. Necessary Information: Tour Capacity

  6. Operation Manual

    1. Receive an email like this

    2. Go to Back Office and Add booking as JTB AU (Adding flow is the same as other OTAs)

    3. use external-booking+CUSTOMERNAME@magical-trip.com and put it in the customer email address field

    4. Calculate the paid amount with this fomula Total Sales(one shown in the confirmation email) - ((Total sales /1.1) * 0.15) *Ceilling one decimal point (ef. 1001.15 => 1002 )

    5. Reply to the request email via Freshdesk. In the email, include the following information:

      1. Write "This booking has been Confirmed"
      2. Tour Name　and　Date
      3. Confirmation ID (Copy the ID you see after adding a booking, shown right below "Meta")
      4. Total Net Price (The amount you calculated from the above step)

BOJT

  1. Details: 「You have a new booking request」from BOJT

  2. Expected Action: Add Booking

  3. Tag on FreshDesk: OTA booking

  4. Action Flow: Refer to the image above

  5. Necessary Information: Product Details

  6. Operation Manual

    1. Receive a booking request email like this
    2. Go to Back Office and Add booking as Beauty-of-Japan-Tours (Adding flow is the same as other OTAs)
    3. Add a customer name to the agent email address and put it in the customer emailaddress field (ef. clement_k.au@bojt.jp -> clement_k.au+CUSTOMERNAME@bojt.jp)
    4. Calculate the paid amount with this fomula

    Total Sales(one shown in the confirmation email) - ((Total sales /1.1) * 0.15) *Ceilling one decimal point (ef. 1001.12 => 1002 )

Japan Travel by HIS

  1. Details: 「You have a new booking request」from Japan Travel by HIS

  2. Expected Action: Add Booking

  3. Tag on FreshDesk: OTA booking

  4. Action Flow: Refer to the image above

  5. Necessary Information: Tour Capacity

  6. Operation Manual

    1. Receive an email like this

    2. Go to Back Office and Add booking as Japan Travel by HIS (Adding flow is the same as other OTAs)

    3. use external-booking+CUSTOMERNAME@magical-trip.com and put it in the customer email address field

    4. Calculate the paid amount with this fomula Total Sales(one shown in the confirmation email) - ((Total sales /1.1) * 0.15) *Ceilling one decimal point (ef. 1001.15 => 1002 )

    5. Reply to the request email via Freshdesk. In the email, include the following information:

      1. Write "This booking has been Confirmed"
      2. Tour Name　and　Date
      3. MagicalTrip Confirmation ID (Copy the ID you see after adding a booking, shown right below "Meta")
      4. Total Net Price (The amount you calculated from the above step)

Freeplus

  1. Details: 「You have a new booking request」from Freeplus

  2. Expected Action: Add Booking

  3. Tag on FreshDesk: OTA booking

  4. Action Flow: Refer to the image above

  5. Necessary Information: Tour Capacity

  6. Operation Manual

    1. Receive an email like this

    2. Go to Back Office and Add booking as FREEPLUS (Adding flow is the same as other OTAs)

    3. use external-booking+CUSTOMERNAME@magical-trip.com and put it in the customer email address field

    4. Calculate the paid amount with this formula Total Sales(one shown in the confirmation email) - ((Total sales /1.1) * 0.15) *Ceilling one decimal point (ef. 1001.15 => 1002 )

    5. Reply to the request email via Freshdesk. In the email, include the following information:

      1. Write "This booking has been Confirmed"
      2. Tour Name　and　Date
      3. Confirmation ID (Copy the ID you see after adding a booking, shown right below "Meta")

    4. Total Net Price (The amount you calculated from the above step)

WILLER

  1. Details 「予約通知　Gion Historical Virtual Walking Tour in Kyoto（2:30PM）」(Example)

  2. Expected Action: Add Booking

  3. Tag on FreshDesk: OTA booking

  4. Action Flow: Refer to the image above

  5. Necessary Information: Tour Capacity

  6. Operation Manual

    1. Receive an email from willer info@willer.co.jp

    2. Go to Back Office and Add booking as WILLER (Adding flow is the same as other OTAs)

    3. use external-booking+CUSTOMERNAME@magical-trip.com and put it in the customer email address field

    4. Calculate the paid amount with this formula Total Sales(one shown in the confirmation email) - ((Total sales * 0.15)

5. (If it is an online tour) Find the email sent to us 1 day before the tour from WILLER
    1. The email title is like this `自動配信　12041:Magical Trip御中　メールアドレス通知（翌日バーチャルツアー用）`
    2. Download the zip file (passcode is `willer`)
    3. Find a customer's email address and share a Zoom link

ALl Japan Tours

  1. Details: 「You have a new booking request」from All Japan Tours

  2. Expected Action: Add Booking

  3. Tag on FreshDesk: OTA booking

  4. Action Flow: Refer to the image above

  5. Necessary Information: Tour Capacity

  6. Operation Manual

    1. Receive an email like this

    2. Go to Back Office and Add booking as All Japan Tours (Adding flow is the same as other OTAs)

    3. use external-booking+CUSTOMERNAME@magical-trip.com and put it in the customer email address field

    4. Calculate the paid amount with this fomula Total Sales(one shown in the confirmation email) - ((Total sales /1.1) * 0.15) *Ceilling one decimal point (ef. 1001.15 => 1002 )

    5. Reply to the request email via Freshdesk. In the email, include the following information:

      1. Write "This booking has been Confirmed"
      2. Tour Name　and　Date
      3. Confirmation ID (Copy the ID you see after adding a booking, shown right below "Meta")
      4. Total Net Price (The amount you calculated from the above step)

Amazon

  1. Details: 「You have a new Amazon session booking scheduled for 〇〇」

  2. Expected Action: Add Booking

  3. Tag on FreshDesk: OTA booking

  4. Action Flow: Refer to the image above

  5. Necessary Information: Always private tour

  6. Operation Manual

    1. Receive an email like this

    2. Go to BackOffice and create a private tour group

    3. Add booking as Amazon (Adding flow is different from other OTAs, check the flow below)

    4. Check customer's information in the booking confirmation email

    5. Go to Amazon seller central, Your Session, and Find customer name based on the product name, Guide name and tour date/time shown in the booking confirmation email

      • When there is only first name in customer name: Put first name in first name field, and put space in last name field in backoffice

      • When there is middle name in customer name: Put first name + space + middle name in first name field and pur last name in last name field in backoffice

    6. Set Amazon Booking Order IDas External ID in Backoffice

    7. Calculate the payment amount: Payment Amaount = Product Price shown in Amazon *0.8

    8. Add booking information to BackOffice

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