In this release we improved process of PNR import when Lock Sell Price Mode is enabled on the Itinerary. Now users have an ability to assign the selling price of a flight placeholder to an imported PNR flight by choosing the needed price in the inline dropdown menu on the PNR flight segment:

In this release we improved process of PNR import when Lock Sell Price Mode is enabled on the Itinerary. Now users have an ability to assign the selling price of a flight placeholder to an imported PNR flight by choosing the needed price in the inline dropdown menu on the PNR flight segment:

We continue to work on keyboard shortcuts to allow you to build an Itinerary with your keyboard. In this release we introduce the second part which will allow you to navigate through the Builder lines and popovers with the keyboard.

You can now use Tab and Shift+Tab to move focus on elements in the Itinerary Builder: Tab is moving focus forward, from one item to the next, Shift+Tab is moving focus backward, to the previously focused item. 

In addition to this, we allow moving focus using arrow keys within the table (but not outside of it): Left/Right arrow moves focus to the column on the left/right, Down/Up arrows move focus to the element in the same column one row below/above.

Once the focus is set on the required element (any clickable element on the builder line whether it be record type selector, service, price category popover, add-ons, etc), press the Enter or Space key to open the popover. 

You can navigate between inputs and buttons within the popover using Tab and Shift+Tab; expand dropdowns by pressing Enter or Space while the focus is on them; browse options in the dropdowns using Up and Down arrows; select a required option in the dropdown by pressing Enter or Space. Once you’re done in the popover, you can apply your changes by moving focus on the Apply button and pressing Enter or Space key, or you can discard your changes by pressing the Esc key. 

Currently the following actions cannot be performed by using only keyboard:

• Bulk Move

• Bulk Delete

• Shifting dates of subsequent services after extending or reducing stay on the multi-day service

• Enabling or disabling the Lock Sell Price Mode

Known issues that will be addressed in the future:

• tabbing from the last element in any popover moves focus outside of this popover;

• deleting a single line in the Builder doesn’t set focus on the Yes button in the delete confirmation dialogue;

• arrow keys sometimes stop working when navigating through the elements in the Builder;

• changing the date of an Add-on in the Add-ons popover and pressing tab skips to the new Add-ons selection dropdown instead of moving the focus to the element that follows the date input

• focus moves outside of the Quantity popover when setting occupancy above the limit

• pressing Esc while Price Category dropdown is open in the Price Category popover closes the whole popover instead of closing the dropdown; the same issue with Add-on dropdown in Add-ons popover

• pressing Space on the Price Category input in the Price Category popover doesn’t open the dropdown but scrolls the Builder page down; the same issue with Add-on dropdown in Add-ons popover

• Javascript errors when operating with children inputs in the Service Search popover

Disable inputs in Price Lines modal in Lock Sell Price Mode

As a further improvement of Lock Sell Price Mode on the Itinerary, we now lock additional fields in the Price Lines modal in Costings. They are Markup %, Reseller Commission inputs and, if tax handling is exclusive on the Business Unit - Sell Tax and Reseller Commission Tax inputs.

Lock Sell Price Mode state incorrect in Builder after cancelling changes

Previously we had an issue where the Lock Sell Price Mode toggle was showing an incorrect state after cancelling changes in the Builder. This issue has now been resolved. 

Incorrect taxes in imported PNR when Lock Sell Price Mode enabled

From now on when importing a PNR into the Itinerary on which Lock Sell Price Mode is enabled, the selling price of all fares and taxes included is set to 0 in order to keep the Total Amount on the Itinerary unaffected.

Related support ticket: KHELP-8224

Refresh PNR with Lock Sell Price Mode: 'update cost & sell' option

Previously we had an issue when selecting an option to update both cost and sell price upon refreshing a PNR; it did not update sell price of the PNR itinerary items correctly if the Lock Sell Price Mode was enabled on the Itinerary. This issue has now been resolved.

Related support ticket: KHELP-8225

Lock Sell Price Mode: disable cancellation of Services with prices

When the Lock Sell Price Mode is enabled on the itinerary, we do not allow deleting services that have a selling price. We have now added the same restriction for cancelling services.

Related support ticket: KHELP-8227

PNR Refresh with 'update cost only' changes sell price when Lock Sell Price Mode is on (line rounding involved)

We fixed an issue when the selling price on the PNR itinerary item that was rounded upon import of the PNR was changing to its non-rounded value after refreshing the PNR with Lock Sell Price Mode enabled on the itinerary.

Related support ticket: KHELP-8225

PNR Refresh with Lock Sell Price Mode enabled shows incorrect sell price for the tickets

We fixed an issue when the new sell price of PNR tickets was not including the ticket fares while refreshing PNR with the Lock Sell Price mode enabled on the itinerary. 

Not able to change price category for 0 priced itinerary items when Lock Sell Price is enabled

Previously it was not allowed to change the Price Category on any itinerary items when Lock Sell Price Mode was enabled on the itinerary. Now the Price Category can be changed on those items that have zero selling price and this will not affect itinerary totals.

Related support ticket: KHELP-8243

In this release we added a new way of applying Promotions to Packages which allows automatic adding of a package discount Service when booking a Package through Costings. 

How to enable: 

• Create a package discount Service

• Set up a package Promotion, then add a Price Category of the package discount Service as a Promotion Effect

• Type 'package_promotion' in the Effect Properties field that is accessible under the cogwheel on the Promotion Effect. 

With this setup, when adding a Package to Costings a package discount Service will be added automatically, holding the promotion total amount. NOTE: only ‘amount’ effects are supported.

In this release we have developed a new way an Amendment Itinerary is created and merged back to the Primary Booking Itinerary. This needs to be enabled in the Setup > Custom Settings > Amendment Settings, otherwise the current Amendment process will be carried out as usual.

Creating or merging an Amendment now displays a progress bar that shows how many steps of the process have been completed and how many are left.

Each step of the process is done in a queueable job and the system creates an Amendment Log record containing a short description of what the step is doing. For example, creating or merging Passengers or Itinerary Items. The logs will indicate if any errors have occurred during the process and what has caused it. Amendment Log records will be deleted after the whole process completes successfully. Otherwise, logs will persist in order to keep a trace of what went wrong during the process. If an error occurs at any step, the system retries this failed step automatically after a certain amount of time which is specified in the setting “Wait Time”. It will keep retrying until it hits the retry limit which is set in the setting “Retry Attempts”. By default, the system retries 3 times, and it waits 2 minutes before each retry. If an error persists after all retries, the system will roll back changes that may have been made during creating or merging an Amendment and will display a notification of the failure with a link to the Amendment Log record in order to help with understanding what went wrong during the process. Furthermore, to minimise the storage space required for the amendment process, if the “Delete Amendment Itinerary” setting is set to True, the system deletes the Amendment itinerary record after the last step of the merge process, if completed successfully. Please be aware that at the moment Itinerary Documents will be deleted together with the Amendment. This will be changed in the upcoming releases and until then we recommend to keep the “Delete Amendment Itinerary” setting set to False. Important: Please be aware that during testing for this new amendment process, users could experience errors in Sandboxes. This is due to some Sandboxes having limits of queueable jobs available, which can result in significant delays creating and merging amendments. These types of errors have been accounted for, so they will not affect the retry limit and will not occur twice in a row. This should not affect production environments.

How to enable:

• Provide full access to Amendment Log object and its fields to users who create and merge Amendments

• Set up new amendment process in Setup > Custom Settings > Amendment Settings:

  • Set “Enable Amendments v2” flag to True to switch the new amendment process on

  • Set “Create Attachment Logs” flag to True if you want to get even more detailed information attached to the Amendment Log records

  • Set amount of time the system waits before retrying the failed step in the amendment process in the “Wait Time” setting

  • Set the retry limit in the “Retry Attempts” setting

  • Set the “Delete Amendment Itinerary” to True if you need Amendments deleted automatically after successful merge

Related support ticket: KHELP-8044

In this release we changed the order of displaying multi-day Services in the Developer version of KT Agenda in the Itinerary Documents being generated when settings “Enable Service Type Templates” and “Enable Itinerary Builder Master Sort” are both set to True in App Settings. Please note: these updates do not affect the out-of-the-box version of KT Agenda.

Generic Multi-day Services 

On their first day Multi-day Services are shown in the same order as they are within the Itinerary Builder. On their subsequent days (including the last day) they are shown last, and if there are several Multi-day Services on that day, they are shown in a chronological order based on their first date and time. 

Accommodation

Behaviour is the same as for generic multi-day Services with two differences: 

1. On subsequent days, accommodation is shown after all other multi-day services. If there is more than one accommodation on that day, they are shown in a chronological order based on their first date and time.

2. Accommodation is not shown on its check-out day.

Car Rental

Car Rentals are only shown on their first and last days. On their first day they are shown in the same order as they are within the Itinerary Builder. On their last day Car Rentals are shown in chronological order based on the drop-off time (Time To value). 

Services with departures (Cruises and Multi-day Rail)

On their first day Services with departures are shown in the same order as they are within the Itinerary Builder. Articles shown on the first day are Service content, Ship content, Cabin content and Departure Location content. On their subsequent days (including the last day) Departure Location content associated with that day is shown as the first entry of the day.

We closed another gap between Costings and Builder functionality. From now on Inclusion add-ons are selected automatically on the Services added to the Builder in the same way as they do in Costings. Note, these are enabled on a Service by flagging “Enable Inclusions” checkbox.

Previously if saving the Builder failed, due to an error caused by a specific line in the Builder, there was no indication of which line was failing. We are happy to announce that starting from this release we highlight such lines in the Builder thus allowing users to easily identify and manage them.

Related support ticket: KHELP-8030

In this release we introduce Lock Sell Price Mode. Previously sales agents faced a problem when they sent a Quote to their clients with a certain selling price which the client had accepted. Then once changes were required, for example to the cost price, the markup-based selling price was updated automatically, which meant that sales agents lost the selling price which the client had agreed upon. 

Lock Sell Price Mode on the Itinerary can be enabled/disabled based on whether the selling price should be impacted when making changes in Builder or Costings. 

The Lock Sell Price switch is visible both in Builder and Costings as well as in Price Lines modal. In Builder, when the Lock Sell Price Mode is enabled, a padlock icon is presented next to the selling price: 

and in Costings:

as well as in Price Lines modal:

When Lock Sell Price Mode is enabled, the selling price, as well as reseller commission, is not affected by any change made to the Itinerary Item whether it be a change in dates, quantity, add-ons, costs, etc. Also, any new services and add-ons added to the Itinerary while Lock Sell Price Mode is enabled have a zero selling price so that the total amount on the Itinerary is not affected.

The below videos show how different actions in Builder and Costings affect the selling price when Lock Sell Price Mode is disabled and how the same actions no longer affect the price after Lock Sell Price Mode is enabled:

Lock sell price video in builder

Lock Sell Price video in costings

In order to keep the Itinerary total amount unaffected, when the Lock Sell Price Mode is enabled, the deletion of services and add-ons that have a selling price is not allowed. When trying to do this, a hint appears explaining why the action is not allowed:

The same message appears when trying to delete services from Costings that have a selling price:

When performing a bulk delete action in Builder, Services with selling prices are not available for selection so that they cannot be deleted:

To keep the Itinerary total amount unaffected, changing the price category is not allowed when the Lock Sell Price Mode is enabled for any service that is already saved on the Itinerary, whether it be an internal service:

a flight placeholder: 

or a service of a 3rd-party Supplier:

How to Enable: 

The Lock Sell Price mode feature is by default disabled and not available to users. In order to enable the feature your Administrators need to follow the following configuration steps:

1. Set the “Enable Lock Sell Price on Itinerary” setting to True in the App Settings

2. Provide read and edit access to the Lock Sell Price Mode field on the Itinerary object to users who build Itineraries

There are known issues with this feature, we recommend that you wait with adopting this issue until it has been fixed. In this release we are pleased to announce a much anticipated feature which allows changes and personalisation to Itinerary Documents to persist between different document versions. Sales users who personalise Documents on the Itinerary to fit the interests of their customers previously had no way to keep their edits for future use in further Documents on the same Itinerary. Starting from this release, the edits made to a Document are preserved onto the next version of the Document within the same Itinerary. Also, edits made to the content shared between Document types, regardless of Stage, are preserved onto other Document types within the Itinerary, given that Templates that are selected to generate the Documents use a component of the same type and instance name. Furthermore, when cloning an Itinerary together with the Documents, the edits in the cloned Documents also persist and can be re-used in further Documents created for the new Itinerary.

How to Enable: 

1. Set the “Enable Document Edit Persistence” setting to True in the App Settings

2. Make sure that names are added to the following components in the existing Templates if you want edits made to them in the Itinerary Documents to be preserved onto the next versions:

• KT Agenda

• KT Repeat

• Destination Component

• Library Component

• HTML

3. Provide read, create and edit access to the KObject object to users who manage Itinerary Documents

Previously a change of Account or Channel was not allowed on any Itineraries that had been converted to a booking and had the Booking flag set to True. Now this action is allowed for users who have “Can edit Itinerary Channel and Account” custom permission assigned to their profiles or permission sets.

How to Enable:

Add “Can edit Itinerary Channel and Account” custom permission to profile or permission set of users who need to change Channel or Account on Bookings.

We are happy to announce that we have started to work on keyboard shortcuts to allow you to build an Itinerary with your keyboard. In this release we introduce the first part which will allow you to add new lines to the Builder and save changes with your keyboard using the following shortcuts:

• Shift+n to add new lines to Itinerary Builder

• Shift+s to save changes made in Itinerary Builder

In this release we introduced new fields on the Manifest object: Date From, Date To, Manifest From, and Manifest To. The values defined in these fields will help to filter Itinerary Items down to those matching the specified dates when adding them to the Manifest record.

How to Enable:

Provide read and edit access to the Date From, Date To, Manifest From, and Manifest To fields on the Payment Schedule object to users who manage Manifests.

We have taken steps to improve the time it takes to load Itinerary builder. The effect should be most notable on orgs with a large number of locations and Itineraries with a large number of items.

In this release we have relabelled the Amount field on the Payment Schedule object to Amount Gross. Along with making both Amount Gross and Amount Net fields available when Gross Invoicing is disabled to allow both Client and Agent facing documentation to be generated for agencies that pass on the documentation directly to clients. This eliminates the need for users to toggle Gross Invoicing from disabled to enabled in order to generate Itinerary Documents with Net Amount figure for Agent and Gross Amount figure for Client respectively.  

How to Enable:

Provide read and edit access to the Amount Gross field on the Payment Schedule object to users who build itineraries and generate Documents

For our customers who have enabled a lightning page for the Itinerary object we have pleased to announce that we now have a lightning action to Change Start Date. When the Change Start Date button is clicked a modal will pop up allowing users to select a new start date and services in the itinerary will be moved accordingly. 

How to Enable:

Your Salesforce administrator will need to update the page layout used in your Salesforce environment for the Itinerary object to include the new Change Start Date lightning action.

In this release we have introduced a new object called Flight Booking Source. The aim with this object is to enable our customers to automate the ‘Invoice To’ selection based on the Flight Booking Source selected in the Flight Placeholder modal.

How to enable:

First of all, users that are allowed to configure which Flight Booking Source should be available need to be granted access to the Flight Booking Source object, as well as have the object tab enabled for them. 

After being granted access, the user can navigate to the Flight Booking Source tab and create Flight Booking Source records. A record should be created for each value required in the Flight Booking Source picklist, where the ‘Flight Booking Source Name’ represents the value visible to users in the Flight Placeholder modal.

On the Flight Booking Source Record users can define an ‘Invoice To’ option to set a default Invoice To based on the Flight Booking Source selected. If no ‘Invoice To’ is defined the Invoice To will default to the Supplier on the Flight Placeholder Itinerary Item. 

In this release we introduce a new user interface to manage itinerary groups which is accessible via the Manage Itinerary Groups button on the passenger screen: 

In the new Manage Itinerary Group modal users can create an itinerary group, assign a Primary Passenger as well as other passengers all in one place. Please note that the Primary Passenger selected for each of the Itinerary Groups holds no specific functionality at this point. However, in our upcoming releases we will be introducing functionality related to the Primary Passenger, more on that later.

When Itinerary Groups have been created and saved, they will show in the Passenger grid with the Primary Passenger for each group identifiable with a person icon beside the Itinerary Group name.

The Primary Passenger assigned to an Itinerary Group is required to have an email address. If the Primary Passenger does not have one then users may expect a validation as shown on the picture below.

In this release we have simplified the approach for creating notes on Services and Locations. They can now be created from the Kaptio Notes tab that is available under the Kaptio Travel Settings app, which is more efficient from a maintenance, usability, and consistency perspective.

We have relabelled the current Note object to Kaptio Note and retired the Location Note to make it easier to create, view, and edit all the notes in a single place. We also introduce two record types for Kaptio Notes: Service Note and Location Note to leverage a single object for two types of notes.

Along with the new Kaptio Notes tab, we have enhanced the User Interface for creating notes to support our users in creating different types of notes in a single place:

As you may notice from the screenshot above, we have also relabelled the field that was previously known as ‘Scope’ to ‘Audience’ to clarify the purpose of the field. Currently we only support displaying notes to your Sales Agents in Costings, or our pilot feature: Itinerary Builder, (which is when you set the Audience field to Sales Agents). 

However in our upcoming releases we will be adding support for Kaptio Notes to be displayed in client documentation as well as on supplier requests. This is where the Audience field will play a key role, but more on that in later release notes. Stay tuned.

How to enable:

The automatic post-install script will set the Service Note record type on all your services’ notes. Please contact Kaptio Support if you need to migrate the existing Location Notes records to the Kaptio Note object. 

We recommend that users who manage Service and Location Notes have a) the Service Note and Location Note record types in the Kaptio Note object assigned to their profiles and b) have the new Kaptio Notes tab enabled if your users do not use, or have access to, the Kaptio Travel Settings app.

In this release we have made improvements to how pick-up and drop-off services are re-evaluated when changing the start date of an Itinerary. 

For services with Linked Services enabled but Allow Own Arrangement = false. When they get new dates and the linked pick-up and/or drop-off services still have matching linked services seasons setup, the Itinerary Item maintains the linked Pick-up / Drop-off services as well as locations and instructions. When the same services get new dates and there are no longer matching seasons setup, users may expect to see a warning message: “Pick-up/Drop-off is not available for {Service Name}, please review“

For services with Linked Service enabled but Allow Own Arrangement = True, the Itinerary Item maintains the linked Pick-up / Drop-off services as well as locations and instructions when the service dates are changed.

In this release when performing an Accommodation search, only Live inventory (API) will be searched by default. It is now possible for the user to pick filters to choose if Live inventory and/or search On Request inventory from internal services.

When View Rooms is selected for a search result, a combination of both Live inventory and/or On Request options will be displayed - depending on the specified filters that have been selected.

If On Request is selected as a filter and no priced availability is available these will appear as zero based options, as shown in the screenshot below.

Any Live inventory options returned can be identified through the “API: “ prefix that is displayed in the status column.

An additional Cost Rate column is also now visible that displays the cost rate in the suppliers currency for each option, if available.

We have introduced the capability which allows users to amend the pre-defined cancellation percentages at itinerary item level when going through the cancellation flow which is initiated when clicking the ‘Cancel’ button. 

This capability is not available to users by default. It depends on a Custom Permission labelled: ‘Can Override Cancellation Percentage’ which will need to be added to the relevant permission sets or profiles.

Connected Activities/Transfers Inventory (Pilot)

Kaptio is proud to announce the pilot release of a long awaited feature: the ability to search, cost, book, modify and cancel connected Activity and Transfer inventory from selected integration partners. 

The design of this new functionality is modular, so Kaptio can, in the future, easily and quickly add new Suppliers or Aggregators.  The modular design means Kaptio can quickly respond to any issues with a particular Supplier, delivering changes or fixes to a single connection without impacting all 3rd Party Suppliers available through the service.

The Salesforce user interface is lightweight and uses the Kaptio Connect middleware, which manages the connectivity to the 3rd Party Suppliers for real time availability and processing results, including pricing and associated business rules (which are all configured in the Kaptio Salesforce environment).

Kaptio customers will need their own commercial agreements with any 3rd Party Suppliers they wish to use, and it will be the customer’s responsibility to acquire the necessary credentials from the Suppliers before the service can be activated. 

This pilot release integrates with GP Solution’s GP Travel Hub, who have 11 Suppliers of events (Activities) and 6 Suppliers of Transfers globally integrated into their aggregation hub. For a detailed list of Suppliers please visit https://www.software.travel/platform/gp-travel-hub/suppliers/

With this release, we are launching new features related to the Connected Activity and Transfer Inventory feature and making it available to selected customers as a pilot feature. As part of a future release, we will announce when the feature becomes generally available but there is no official timeline in place at present.

Please note that 3rd Party Transfer and Activity connections work with our core Service Record Type of Transfer and Activity. If you have custom record types, it will not work.

Land Supplier & Gateways

From a setup perspective, to prepare your org for the feature, you will need to execute the following steps:

1. Submit a ticket to Kaptio Support with your org ID and ask to enable the Live Activities and/or Transfers Inventory feature. Our technical teams will then enable the feature in our API systems (please note you have to be a pre-approved pilot customer to get this feature enabled). Once the support team has confirmed the feature has been enabled on your org, you can continue with the next step.

2. Find the Connect Land Supplier tab. This is where you will create an instance of your Supplier credentials. Please provide:

   1. Land Supplier Name - the internal name of the Supplier system

   2. Authentication Details - please provide the GP login credentials in the following JSON structure { "mode":"production", "id":"your-gp-id", "password":"your-gp-password" } Please note that after you click Save this information is tokenised and stored securely within our systems. NOTE: The format is different for each supplier/minion in Connect (example above is for GP Solutions) .Please refer to our API documentation for further details.

   3. Minion API Name - currently only supports “GPS-H”, which is GP Hub Hotels API.

   

3. Once you have successfully created the record, click on the related tab where you can define specific Supplier Gateways (for example Jonview, Bonotel, HotelBeds) that are accessible through the GP Land Supplier credentials. Click on New Gateway and provide:

4. Connect Land Gateway Name: enter the Gateway Supplier eg, Jonview, Bonotel

• Connect Land Supplier - this is set automatically to the land Supplier system whose credentials you will use.

• Gateway Context Code: unique identifier of the Gateway in the Land Supplier system eg, JON, BON. For a detailed list of context codes please reach out to Kaptio Support.

• Supplier: Defines the account that will be used as the Supplier and invoice To record for all the bookings made via the Gateway. Enter the Kaptio Account (Supplier record type required)

• Is Active: check to flag an active Gateway

• Default Email: the email that is passed to the Supplier as the email of the passenger. It is uncommon for an FIT tour operator to pass the end client’s email to the 3rd Party Supplier, therefore this email address will be passed instead.  NOTE: Please note that we also pass the email address of the Sales Agent that creates the booking at time of booking - so the Supplier is provided with 2 email addresses, the Sales Agent (stored at the booking level) and this Default Email (stored against the passengers within the booking).

Now that you have set up a Land Supplier and a Land Gateway, you can start to create mapping records against your Services.

NOTE: You’ll need to set up an Encryption Key too. This will be used to encrypt the authentication details on the Connect Land Supplier record. It should be set BEFORE you enter the authentication details in the Connect Land Supplier record. The value should consist of exactly 32 characters and can be anything you wish. But make sure you provide the Kaptio API Team with this key, so that they can configure the connection. 

To enter the Key details, go to Setup, Custom Settings, App Settings and enter your key into the Encryption Key field.

Multiple credentials by Business Unit

Some land suppliers require different API credentials to be used for search and book services depending on the source market (that is represented as business units in Kaptio).

On the object Business Unit Connect Authentication, you can define credentials to be used for search and book of land services of a land supplier in a specific business unit.

When adding the authentication details, they must take the same format as on the main Connect Land Supplier screen (detailed above). You can select the Land Supplier and then link it to the relevant Business Unit. Validation is in place to ensure that the inserted Business Unit Connect Authentication doesn’t duplicate an existing record related to the same Connect Land Supplier and Business Unit.

Mapping Tables

Kaptio’s customers work with a curated list of Services and do not want their Sales teams and Agents to simply sell any activity or transfer that comes back from the integration partners. This is why, before you start searching for inventory, you will need to create mapping entries against your Kaptio Services. This is to ensure that you are mapping your Kaptio Service against a valid Service from the Supplier Gateway.

The mapping information is managed in the Service Mapping Table object. The table contains the following information:

• Land Gateway lookup: a relationship to the Gateway you’ve now set up (as per previous steps). This is where we inherit the Gateway Context Code, which is passed into our Connect API when looking for inventory from that particular Gateway.

• Service lookup: a relationship to the Kaptio Service that you are connecting to the Gateway.

• Gateway Service Code: a value that represents the identifier of the Service in the Gateway system

• Gateway Location Code: a value that represents the identifier of the Service’s location in the Gateway system

In order to effectively manage your mapping table, we have created a CSV loading template that can be used to import into your Salesforce org using Data Loader. This template can be accessed here (Link is directed to a Google Spreadsheet. Please click on File > Make a Copy or File > Download > Microsoft Excel (.xlsx) to use)

NOTE: We recommend that you map one 3rd Party Service to one Kaptio Service (one mapping entry per Service). This is because the 3rd Party Supplier sometimes returns identical descriptions for a Service’s price categories (options) and can cause issues for the Sales User when amending bookings.

Price Category requirements

If you have multiple price categories on your Service with different occupancy rules, you should set a default Price Category for 3rd Party Suppliers to a high number in the Max occupancy for Total number, number of Adults, Children and Infants. Set your sort order to 0, if you have existing entries starting with a sort order of 1.

Page Layout and Field requirements

Passenger grid: DoB is mandatory to make a booking with the 3rd Party Supplier, so you should add this field if it is not already there.

Service Mapping Table: recommended fields to add to the related list are Connect Land Gateway Name, Connect Land Supplier, Is Active, Gateway Location Code, Gateway Service Code.

Service Setup: You will need to add the Service Mapping Table related list to each record type that you will map to a 3rd Party Supplier.

Connect Land Supplier: Business Unit Connect Authentications related list should be added to the Connect Land Supplier page layout if you are using multiple credentials functionality. You are also recommended to add the “Is Active” on the page, so you can see when a Gateway is Active.

Itinerary Price Line object: Picklist values are required in the Entry Type field of the Itinerary Price Line object for setting the cancellation fee on the cancelled item. Picklist values are: COSTCANCELLATION and SUPCOMMISSIONCANCELLATION

Search & Cost

In order to use the 3rd Party Supplier connections, you need Itinerary Builder, and the new (Supplier) Bookings component enabled. We also make an assumption that you have pre-selected your Primary Locations in the Builder, and chosen a City as the location for your search.

The Service Search functionality in Builder will be, by default, disabled. In order to enable it, you can switch in the new setting, “Enable Service Search in Builder” in Kaptio Settings. You’ll find the new checkbox in the Trip & Itinerary Settings tab, Itinerary Settings section. If this is checked, you will see the Service Search link in the Service dropdown in Itinerary Builder.

Searching for a specific Activity

You can search in Itinerary Builder for a specific Activity, as well as multiple Activities, using the new Kaptio Service Search. If you are searching for a specific Activity, you can use the dropdown, or free-type field in the Service column:

The Service Search screen will open with the Location (City) as an uneditable field with the selected Activity only (based on total number of passengers in your Itinerary) . You can then amend your search dates, and passengers (if entering children or infants, the ages must be entered prior to searching) and Search again.

Searching for a specific Transfer

You can search in Itinerary Builder for a specific Transfer, as well as multiple Transfers, using the new Kaptio Service Search. If you are searching for a specific Transfer, you can use the dropdown, or free-type field in the Service column.

The Service Search screen will open with the Location (City) and Type (Group/Individual) as uneditable fields with the selected Transfer only (based on total number of passengers in your Itinerary) . You can then amend your search dates, add a time, and passengers (if entering children or infants, the ages must be entered prior to searching) and Search again.

View results (columns)

Results will display with a Lead-In price in the Quote Currency (including markup). You can view Content (including pictures and text from the external Supplier) by clicking on the Activity or Transfer name. 

For Activities you’ll also see all of the options types by Supplier, Status, Total Price (including markup), Price PP (including markup), and any Additional information regarding contract information and cancellation policies in the loudspeaker icon. You can sort these columns by hovering over them and clicking.

For Transfers you’ll also see all of the option types (Group/Individual) by Supplier, Max Pax number for the vehicle, Luggage allowance (where applicable), Status, Total Price (including markup), Price PP (including markup), and any Additional information regarding contract information and cancellation policies in the loudspeaker icon. You can sort these columns by hovering over them and clicking.

Searching for multiple Activities

If you are unsure which Activities are available in a certain city, you can perform the Service Search to bring back multiple results. To do this, you can use the Service Search hyperlink at the bottom of the list when clicking on the Service column:

A Service Search popup screen will open showing the selected date and number of passengers. You can define your search here and click Search to continue. Multiple results (based on the date you entered) will be displayed with the Location (City) as an editable field. You can use this to switch between Locations if you have more than one Primary Location in the Builder. The number of passengers will be pre-populated with the details you entered in Itinerary Builder. 

You can then amend your search dates and occupancy (if entering children or infants, the ages must be entered prior to searching) and Search again.

You can use the Filters to fine tune your search by Price Range.

You can click View Options against several Activities to see the price categories returned by the 3rd Party Supplier, or your own unmapped stock (if costs are loaded). If you are searching for multiple Activities, you will have the opportunity to expand and collapse the Options to see all of the price categories available to you.

Searching for multiple Transfers

If you are unsure which transfers are available in a certain city, you can perform the Service Search to bring back multiple results. To do this, you can use the Service Search hyperlink at the bottom of the list when clicking on the Service column.

A Service Search popup screen will open showing the selected date and time, and number of passengers. You can define your search here and click Search to continue. Multiple results (based on the date you entered) will be displayed with the Location (City) as an editable field. You can use this to switch between Locations if you have more than one Primary Location in the Builder. Transfer Type dropdown to defaults to All transfers. The number of passengers will be pre-populated with the details you entered in Itinerary Builder. 

You can then amend your search dates, times, transfer types (All, Individual, Group) and occupancy (if entering children or infants, the ages must be entered prior to searching) and Search again.

You can use the Filters to fine tune your search by Price Range.

You can click View Options against several Transfers to see the options returned by the 3rd Party Supplier, or your own unmapped stock (if costs are loaded). If you are searching for multiple transfers, you will have the opportunity to expand and collapse the options to see all of the options available to you.

Adding to Basket & Itinerary

Select your Activity or Transfer options by clicking on the radio button, and then clicking Add to Basket. You can add as many Activities and Transfers as you wish to the basket before adding it to your Itinerary. You can view the Services in your basket and choose to remove them too. When you’re ready to add them to your Itinerary, click on Add to Itinerary and then save in the Builder.

For Transfers, you will sometimes be required to enter pick-up/drop-off points to send through to the Supplier. These will need to be entered when you click Add to Basket:

Once entered, you can continue to Add to Itinerary.

Creating Quote from Template

If you have a large Itinerary containing many 3rd Party Services, you can use the existing New Quote from Template functionality to copy over an Itinerary flagged as a template. You can also use the function in Itinerary Builder to insert a template.

When the new Itinerary is created, all Confirmed 3rd Party Services from the original Itinerary will be inserted into the Builder with a status of Unconfirmed. You can then shift dates, add new Activities, Transfers and so on. Just as today, you will be alerted to any issues with availability, and you will need to find an alternative Service to take its place.

Itinerary Builder

Once your selected Activities and Transfers have been added to Builder, you can take advantage of all of the rich functionality that already exists in Builder, like deleting and cloning services, shifting dates, adding Notes, as well as new functionality to re-check live availability and prices. 

NOTE: All of the functionality below relates to pre-Booking:

Amending Price Category Name

The 3rd Party Supplier will provide descriptions that may not be suitable for your customers and documents. You can change the description by clicking on the Price Category, selecting the External Price Category name field and over-typing to a name that suits you. You can also select the Kaptio Price Category name from the dropdown if you use this on any screens or customer documentation.

Changing Option of existing line in Builder

If your customer wishes to change the option you have already quoted, you can simply click on the pencil icon a couple of times and look for a new one. It will have defaulted to your current option (if it is still available), so you simply have to select a new one and Add to Itinerary. And don't forget to Save!  If you choose to discard your changes, the previous option will remain in your Itinerary.

Changing Activity or Transfer Option of existing line in Builder

If your customer wishes to change both the Activity or Transfer Options on the dates you have quoted, you can simply click on the existing Activity or Transfer and perform a new search. The Location will be uneditable but you can also change the dates if required. Simply select your new Transfer or Activity and Add to Itinerary. And don't forget to Save! If you choose to discard your changes, the previous Service will remain in your Itinerary.

Changing/shifting Dates 

This functionality hasn’t changed but as you change dates, or shift by a number of days, the availability and pricing will be re-checked. You can read the article on how to move things around the Builder to familiarise yourself with the functionality.

Refresh Availability and Price

Our quick, comprehensive, can’t-live-without Refresh action will allow you to perform two key operations in one single screen. From the new (Supplier) Bookings component, you will be able to check availability of unconfirmed services and re-check the status of Confirmed/Waitlisted bookings. Below are examples of running it once at Quote Stage, assuming everything is Unconfirmed, and again at Booking Stage, assuming everything is Confirmed or Waitlisted, but there is nothing stopping you running it when the Kaptio Travel Booking has Services at different stages in their booking cycle.

Pre-Booking Refresh

When first adding Activities or Transfers to the Builder, they display with the prices at the time of quoting. In order to re-check the availability and prices, to get the most up to date details prior to making a booking, you can run the Refresh action in the new (Supplier) Bookings component against one or more Service lines. This feature will check if the quoted Services are still available and if there are any price changes. Carrying out a Refresh of Itinerary Items will not send new requests to book to the 3rd Party Supplier, but simply check whether the Service is still available at the price you quoted to the customer.

You can then Confirm all of your 3rd Party Services and Convert to Booking.

Post-Booking Refresh

When a Service line from the 3rd Party Supplier is in a Confirmed or Waitlisted status, you can run the Refresh action in the new (Supplier) Bookings component against one or more Service lines to check for any Supplier updates since the booking was made. This feature will check if the booked services still have the same status returned and if there are any price changes. 

Carrying out a Refresh of Itinerary Items will not send new requests to book to the 3rd Party Supplier, but simply check for updates.

Waitlisted Service becomes confirmed

If the Service line in Builder was set to Waiting List in its original state, and the Supplier sends a Reserved status back, the new status will display as Booked in the modal and Confirmed on the Itinerary.

Waitlisted Service remains waitlisted

If the Service line in Builder was set to Waiting List in its original state, and the Supplier sends a Waitlist status back, the status will display as Waitlisted in the modal and remains unchanged on the Itinerary.

Waitlisted Service fails

If the Service line in Builder was set to Waiting List in its original state, and the Supplier encounters an error or sends a Failed status back, the status will display as Failed in the modal (you can click on this to Skip or Retry) and remains unchanged on the Itinerary (unless the Retry updated to Confirmed or Cancelled).

Waitlisted Service becomes cancelled

If the Service line in Builder was set to Waiting List in its original state, and the Supplier sends a Cancelled status back, the status will display as Cancelled in the modal and Cancelled Manually on the Itinerary, and and the Service will be removed from Builder.

Confirmed Service remains confirmed

If the Service line in Builder was set to Confirmed in its original state, and the Supplier sends a Reserved status back, the status will display as Booked in the modal and remains unchanged on the Itinerary.

Confirmed Service fails

If the Service line in Builder was set to Confirmed in its original state, and the Supplier encounters an error or sends a Failed status back, the status will display as Failed in the modal (you can click on this to Skip or Retry) and remains unchanged on the Itinerary (unless the Retry updated to Waitlisted or Cancelled).

Confirmed Service becomes cancelled

If the Service line in Builder was set to Confirmed in its original state, and the Supplier sends a Cancelled status back, the status will display as Cancelled in the modal and Cancelled Manually on the Itinerary, and the Service will be removed from Builder.

Closing the modal when only unconfirmed services are processed

When Services exist that have Unconfirmed or Unconfirmed Amendment statuses in the new (Supplier) Bookings component, if you attempt to perform a Refresh action on them, the Done and X button is always active.

Closing the modal when confirmed services are processed

When Services exist that have Unconfirmed, Unconfirmed Amendment, Confirmed, Confirmed Amendment, and Waiting List statuses in the new (Supplier) Bookings component, if you attempt to perform a Refresh action on them, if the Services that have Confirmed and Confirmed Amendment and Waiting List statuses are in progress, the Done and X button will be disabled.

When the responses are received for all Services having Confirmed, Confirmed Amendment and Waiting List statuses, and all these Services have status badges, then the Done and X button in the Refresh modal become active (even though some Unconfirmed services are still in progress).

Supplier Notes

You can enter Supplier Notes in the usual place on the Service line. They will be passed through the API request to the 3rd Party Supplier on booking initiation. 

Important: Please note that Kaptio cannot guarantee that this information will be actioned by the Supplier.

Book

In order to book the 3rd Party Supplier Services, you need Itinerary Builder, and the new (Supplier) Bookings component enabled. We also make an assumption that you have allocated all of your passengers to the Services and entered mandatory information in the Passenger grid (First Name, Last Name and DoB).

New Bookings Component

In order to use the 3rd Party Transfers and Activities Book functionality in Kaptio Travel, you must enable and use the new (Supplier) Bookings component. This takes the functionality of the old component and enhances it further to support the display of new information, to offer new actions and to enable booking with 3rd Party Suppliers.

The screen is grouped by Supplier to make it easier to see the breakdown of their Services, you can see any booking references (where applicable), allocated passengers, Supplier currency costs, and you can also carry out several booking actions from the menu options:

Confirming a single 3rd Party Service line

It’s really quick and easy to confirm a single Service line from this screen. You can simply click on the Confirmation Status badge to open the Confirmation Action popup, select Confirm by the API Confirmation Method and the Bookings process is initiated in the Book Services screen.

Confirming multiple 3rd Party Service lines

If you thought booking a single Service line was easy, wait until you see how easy it is to confirm multiple Service lines, whether they are via a 3rd Party Supplier (API), emailed automatically (Email) or managed manually (Manual). You can do it all from one action. From the new (Supplier) Bookings component, you can multi-select your Services, then hit the Confirmation Action button, select Confirm by the relevant Confirmation Method (API, Manual, Email) and the Bookings process for any API entries is initiated in the Book Services screen.

The Book Services screen will fire off live requests to all of the selected 3rd Party Suppliers one after the other. Any cancellation policy information will be shared with the user and Booking references will be returned, and the status of the Service updated to Confirmed. Should the Cancellation Policy be unfavourable to your customer, you can Skip making the booking and perhaps offer an alternative service at a later stage.

For Transfers and Activities, you will sometimes be required to Additional Information to send through to the Supplier. They are free type fields and must be entered in the Book Services screen:

If you Skip, it will not Proceed to Book. If you try to Proceed without providing the information, you will not Proceed to Book.

Making a booking where the cost increases or decreases

Often when you’ve quoted for some Services, and not yet booked, in the meantime the cost of the Service may have increased or decreased in cost at the Supplier’s end, thus affecting your selling price for the customer. If this is the case, on initiating the Booking process, you’ll be warned of the change. 

You’ll be able to choose whether you quote the original price, accept the increased or decreased price or skip the booking altogether. 

Bookings with a Waitlist status

3rd Party Suppliers can not always guarantee availability of services, and so a status of Waitlist is returned. You will receive a Booking number nonetheless. You can then choose to refresh these bookings to update them in the future. 

Booking out of range Services

It is very likely that the 3rd Party Suppliers do not load costs for out of range Services, so it is advised that you add the Service via Costings and add forecasted costs/prices manually.

Booking Kaptio Travel Internal Services

The Service Search supports 3rd Party inventory and internal stock with costs loaded. It does not support a blended search of API and internal contracts in this first iteration. If the 3rd Party contract is not competitive and you prefer to load your own costs/prices manually, we advise you use Costings to add the Service to your Itinerary.

Cancel

On a Confirmed Booking, you may wish to cancel one or all of the Services booked via the 3rd Party Supplier(s). It is extremely simple to cancel selected Transfers or Activities from the new (Supplier) Bookings component from the Confirmation Action option.

Cancelling a single 3rd Party Service line

It’s really quick and easy to cancel a single Service line from this screen. You can simply click on the Confirmation Status badge to open the Confirmation Action popup, select Cancel by the API Confirmation Method and the Cancellation process is initiated in the Cancel Services screen. Cancellation policy information will pop up, and you will be asked if you wish to proceed or abort. In Costings, the cost price, sell price and Supplier commission will be set to zero, unless a cancellation fee has been applied from the Supplier.

Cancelling multiple 3rd Party Service lines

If you thought cancelling a single Service line was easy, wait until you see how easy it is to cancel multiple Service lines, whether they are via a 3rd Party Supplier (API), emailed automatically (Email) or managed manually (Manual). You can do it all from one action. From the new (Supplier) Bookings component, you can multi-select your Services, then hit the Confirmation Action button, select Cancel by the relevant Confirmation Method (API, Manual, Email) and the Cancellation process for any API entries is initiated in the Cancel Services screen.

The Cancel Services screen will fire off live requests to all of the selected 3rd Party Suppliers one after the other. Cancellation policy information will pop up, and you will be asked if you wish to proceed or abort. In Costings, the cost price, sell price and Supplier commission will be set to zero, unless a cancellation fee has been applied from the Supplier.

Cancelling a converted Booking

When performing a full booking cancellation, all Services booked via the 3rd Party Supplier will return a status of Unconfirmed Cancellation. You’ll just need to confirm the cancellations and your booking will be up to date.

Statuses

Confirmed - Service line is booked successfully with the 3rd Party Supplier and booking reference returned 

Waitlisted - Service line is requested successfully with the 3rd Party Supplier and must be confirmed directly with them at a later date

Confirmed Cancellation - Service line is successfully cancelled and any cancellation charges applied to Costings

Unconfirmed Cancellation - when the Kaptio converted Booking is fully cancelled

Unconfirmed Cancellation - when a Service line was Confirmed and then later deleted from Builder

Passenger Modifications

Modifications to Passenger details

Modifications to passenger details are NOT supported by 3rd Party Suppliers. If you make changes to the following:

• Passenger First Name

• Passenger Last Name

• Passenger DoB

When you make changes to a Passenger line, and click to Save, you will be prompted to Cancel or Proceed. 

You can choose to Update the status to Unconfirmed Amendment, or choose to keep the status that was previously displayed. The status in Itinerary Builder will also be updated according to your selection. NOTE: If you Proceed with Unconfirmed Amendment status for 3rd Party Activities and Transfers, you will need to change the status manually from the itinerary item detail page by choosing the Confirm value in the Confirmation Action field. This is because the API Confirm action from the (Supplier) Bookings component skips 3rd Party Activities and Transfers with an Unconfirmed Amendment status. You must then confirm the modifications with the 3rd Party Supplier by contacting them directly.

Modifications to Passenger Allocations

Previously, the Passenger Allocations screen updated automatically after making a change. 

For allocated passengers to a Transfer or Activity Service line with a Confirmed status, when attempting to change allocations, we display the following warning message:

Booking Amendments

Booking Amendments for Transfers and Activities is NOT supported in Kaptio Travel for 3rd Party Suppliers. 

Amending the time of a confirmed Activity or Transfer

You may, however, change the time of an Activity or Transfer in Itinerary Builder after it has been confirmed.

Users can click on the start date and open the Dates popover. In that popover, the Date From input and the date picker are disabled, and only the Time From can be edited. The warning icon displays near the Apply button with the text "Amendment of this service is not supported by external Supplier. Please notify the Supplier of any change.".

After the new time is saved, the itinerary the Service will maintain its Confirmed status.

We have introduced the ability to set the Accommodation Service 'Date From' and 'Date To' as the same date in an itinerary. This can be switched in on the Service by checking the flag “Allow Day Use“.

We have introduced a better way to select a featured image on a Content record. Content Managers can now load all images relevant for the Content record, and after that, set one of them as a featured image. Users no longer need to browse the image library to find the required image.

In this release, we have added some additional functionality to the GP Land integration for hotels (they also apply to Transfer & Activity integration). Specifically:

• Support for business Unit level credentials for Connect Land Supplier (KPL-583)

• Passenger Allocations for multiple channel roles/ages (KPL-580)

• New Service Search Configuration popover (KPL-389)

• Added Record id to error messages to help with error reporting (KPL-514)

We introduced support of the Inventory to the Amendment Itineraries. From now on Services in the Amendment Itineraries will get actual Inventory Status that becomes visible in the Itinerary Builder, Costings, and Bookings screens.

Related support tickets:KHELP-7392 

In this release we have changed the itinerary clone behaviour when the “Force New Conversion Post Booking” setting is enabled and the “Get New Conversion Rate” checkbox is unchecked during the clone operation. In this case the conversion rates on Itinerary Items are cloned.

Related support tickets:KHELP-6310 

From now on, when importing a PNR into the Itinerary, it becomes possible to choose the Price Category profitability rules which will be used for calculating the selling price of the imported PNR Itinerary Items.

From now on we default the supplier selection for PNR Flights imported to Kaptio Travel with the Airline associated with the flight being imported.

We fixed an issue when Promotions were not applying to the Services in the Itinerary if the Itinerary custom fields were used in Promotion Rules.

How to Enable: Contact support and Platform Services with the fields that you want to enable for the itinerary object into the promotion engine.

In this release we introduced enhancements to the Manifest by Date field on Itinerary Item. We now update the field accordingly when a user updates the Release1Day on Allotment Day record. This logic runs in asynchronous mode and it is expected to take a few minutes to run depending on the quantity of records being updated. Something to keep in mind while testing this functionality.

We have introduced an option for users to choose what happens to the confirmation status when amending either passenger information, such as Date of Birth or names of passengers that are assigned to confirmed services, or changes to Passenger Allocations. Users now have the option to change the Confirmation Status to Unconfirmed Amendment, in order to notify the supplier of the amendments, or they can choose to leave the status unchanged.

From now on PNR Import action is disallowed on invoiced Itineraries. These are Itineraries for which a sales invoice has already been posted and is indicated by the Invoiced flag being set to True on the Itinerary record. 

In addition, the PNR Import action is disallowed on Itineraries where the Account Year Closed flag is set to True.

Kaptio is proud to announce the pilot release of a long awaited feature: the ability to search, cost, book, modify and cancel connected hotel inventory from selected integration partners.

The design of this new functionality is modular, so Kaptio can, in the future, easily and quickly add new Suppliers or Aggregators. The modular design means Kaptio can quickly respond to any issues with a particular Supplier, delivering changes or fixes to a single connection without impacting all 3rd Party Suppliers available through the service.

The Salesforce user interface is lightweight and uses the Kaptio Connect middleware, which manages the connectivity to the 3rd Party Suppliers for real time availability and processing results, including pricing and associated business rules (which are all configured in the Kaptio Salesforce environment).

Kaptio customers will need their own commercial agreements with any 3rd Party Suppliers they wish to use, and it will be the customer’s responsibility to acquire the necessary credentials from the Suppliers before the service can be activated.

This pilot release integrates with GP Solution’s GP Travel Hub, who have over 64 Suppliers of hotel inventory globally integrated into their aggregation hub. For a detailed list of Suppliers please visit the GP Travel Hub supplier page.

With this release, we are launching new features related to the Connected Hotel Inventory feature and making it available to selected customers as a pilot feature. As part of a future release, we will announce when the feature becomes generally available but there is no official timeline in place at present. Please note that 3rd Party Hotel connections work with our core Service Record Type of Accommodation. If you have a custom record type, it will not work.

Land Supplier & Gateways

From a setup perspective, to prepare your org for the feature, you will need to execute the following steps:

• Submit a ticket to Kaptio Support with your org ID and ask to enable the Live Hotel Inventory feature. Our technical teams will then enable the feature in our API systems (please note you have to be a pre-approved pilot customer to get this feature enabled). Once the support team has confirmed the feature has been enabled on your org, you can continue with the next step.

• You’ll need to set up an Encryption Key. This will be used to encrypt the authentication details on the Connect Land Supplier record. It should be set BEFORE you enter the authentication details in the Connect Land Supplier record. The value should consist of exactly 32 characters and can be anything you wish. But make sure you provide the Kaptio API Team with this key, so that they can configure the connection. To enter the Key details, go to Setup, Custom Settings, App Settings and enter your key into the Encryption Key field.

• Find the Connect Land Supplier tab. This is where you will create an instance of your Supplier credentials. Please provide:

  • Land Supplier Name: the internal name of the Supplier system

  • Authentication Details: please provide the GP login credentials in the following JSON structure { "mode":"production", "id":"your-gp-id", "password":"your-gp-password" } Please note that after you click Save this information is tokenised and stored securely within our systems.

  • Minion API Name: currently only supports “GPS-H”, which is GP Hub Hotels API.

• Once you have successfully created the record, click on the related tab where you can define specific Supplier Gateways (for example Jonview, Bonotel, HotelBeds) that are accessible through the GP Land Supplier credentials. Click on New Gateway and provide:

  • Connect Land Gateway Name: enter the Gateway Supplier eg, Jonview, Bonotel Connect Land Supplier - this is set automatically to the land Supplier system whose credentials you will use.

  • Gateway Context Code: unique identifier of the Gateway in the Land Supplier system eg, JON, BON. For a detailed list of context codes please reach out to Kaptio Support.

  • Supplier: Defines the account that will be used as the Supplier and invoice To record for all the bookings made via the Gateway. Enter the Kaptio Account (Supplier record type required)

  • Is Active: check to flag an active Gateway

  • Default Email: the email that is passed to the Supplier as the email of the passenger. It is uncommon for an FIT tour operator to pass the end client’s email to the 3rd Party Supplier, therefore this email address will be passed instead.

  NOTE: Please note that we also pass the email address of the Sales Agent that creates the booking at time of booking - so the Supplier is provided with 2 email addresses, the Sales Agent (stored at the booking level) and this Default Email (stored against the passengers within the booking).

Now that you have set up a Land Supplier and a Land Gateway, you can start to create mapping records against your Services.

Mapping Tables

Kaptio’s customers work with a curated list of Services and do not want their Sales teams and Agents to simply sell any hotel that comes back from the integration partners. This is why, before you start searching for inventory, you will need to create mapping entries against your Kaptio Services. This is to ensure that you are mapping your Kaptio Service against a valid Service from the Supplier Gateway.

The mapping information is managed in the Service Mapping Table object. The table contains the following information:

• Land Gateway lookup: a relationship to the Gateway you’ve now set up (as per previous steps). This is where we inherit the Gateway Context Code, which is passed into our Connect API when looking for inventory from that particular Gateway.

• Service lookup: a relationship to the Kaptio Service that you are connecting to the Gateway.

• Gateway Service Code: a value that represents the identifier of the Service in the Gateway system

• Gateway Location Code: a value that represents the identifier of the Service’s location in the Gateway system

In order to effectively manage your mapping table, we have created a CSV loading template that can be used to import into your Salesforce org using Data Loader. This template can be accessed here (Link is directed to a Google Spreadsheet. Please click on File > Make a Copy or File > Download > Microsoft Excel (.xlsx) to use).

NOTE: We recommend that you map one 3rd Party Service to one Kaptio Service (one mapping entry per Service). This is because the 3rd Party Supplier sometimes returns identical descriptions for a Service’s price categories (room types) and can cause issues for the Sales User when amending bookings.

Price Category requirements

If you have multiple price categories on your Service with different occupancy rules, you should set a default Price Category for 3rd Party Suppliers to a high number in the Max occupancy for Total number, number of Adults, Children and Infants. Set your sort order to 0, if you have existing entries starting with a sort order of 1.

Page Layout and Field requirements

Passenger grid: DoB is mandatory to make a booking with the 3rd Party Supplier, so you should add this field if it is not already there.

Service Mapping Table: recommended fields to add to the related list are Connect Land Gateway Name, Connect Land Supplier, Is Active, Gateway Location Code, Gateway Service Code.

Service Setup: You will need to add the Service Mapping Table related list to each record type that you will map to a 3rd Party Supplier.

Connect Land Supplier: Business Unit Connect Authentications related list should be added to the Connect Land Supplier page layout if you are using multiple credentials functionality. You are also recommended to add the “Is Active” on the page, so you can see when a Gateway is Active.

Itinerary Price Line object: Picklist values are required in the Entry Type field of the Itinerary Price Line object for setting the cancellation fee on the cancelled item. Picklist values are: COSTCANCELLATION and SUPCOMMISSIONCANCELLATION

Search & Cost

In order to use the 3rd Party Supplier connections, you need Itinerary Builder, and the new (Supplier) Bookings component enabled. We also make an assumption that you have pre-selected your Primary Locations in the Builder, and chosen a City as the location for your search.

The Service Search functionality in Builder will be, by default, disabled. In order to enable it, you can switch in the new setting, “Enable Service Search in Builder” in Kaptio Settings. You’ll find the new checkbox in the Trip & Itinerary Settings tab, Itinerary Settings section. If this is checked, you will see the Service Search link in the Service dropdown in Itinerary Builder.

Searching for a specific hotel

You can search in Itinerary Builder for a specific hotel, as well as multiple hotels and rooms, using the new Kaptio Service Search. If you are searching for a specific hotel, you can use the dropdown, or free-type field in the Service column:

The Service Search screen will open with the Location (City) as an uneditable field with the selected hotel only (based on default 1 night, 1 room, 2 adults) . You can then amend your search dates, number of rooms and occupancy (if entering children or infants, the ages must be entered prior to searching) and Search again.

View results (columns)

Results will display with a Lead-In price in the Quote Currency (including markup). You can view Content (including pictures and text from the external Supplier) by clicking on the hotel name. 

You’ll also see all of the room types by Supplier, Status, Room Rate (including markup), Price PP (including markup), and any Additional information regarding contract information and cancellation policies in the loudspeaker icon. You can sort these columns by hovering over them and clicking:

Searching for multiple hotels

If you are unsure which hotels are available in a certain city, you can perform the Service Search to bring back multiple results. To do this, you can use the Service Search hyperlink at the bottom of the list when clicking on the Service column:

The Service Search screen will open showing multiple results (based on default 1 night, 1 room, 2 adults) with the Location (City) as an editable field. You can use this to switch between Locations if you have more than one Primary Location in the Builder. 

You can then amend your search dates, number of rooms and occupancy (if entering children or infants, the ages must be entered prior to searching) and Search again.

You can use the Filters to fine tune your search by Price Range and Meal Plans (on expansion of View Rooms).

You can click View Rooms against several hotels to see the rooms returned by the 3rd Party Supplier, or your own unmapped stock (if costs are loaded). If you are searching for multiple rooms, for example 6 adults in 3 rooms, you will have the opportunity to expand and collapse the rooms to see all of the options available to you.

Adding to Basket & Itinerary

Select your rooms by clicking on the radio button, and then clicking Add to Basket. You can add as many rooms as you wish to the basket before adding it to your Itinerary. You can view the Services in your basket and choose to remove them too. When you’re ready to add them to your Itinerary, click on Add to Itinerary and then save in the Builder.

Creating Quote from Template

If you have a large Itinerary containing many 3rd Party Services, you can use the existing New Quote from Template functionality to copy over an Itinerary flagged as a template. You can also use the function in Itinerary Builder to insert a template. When the new Itinerary is created, all Confirmed 3rd Party Services from the original Itinerary will be inserted into the Builder with a status of Unconfirmed. You can then shift dates, add new rooms, change hotels and so on. As today, you will be alerted to any issues with availability, and you will need to find an alternative Service to take its place.

Itinerary Builder

Once your selected rooms have been added to Builder, you can take advantage of all of the rich functionality that already exists in Builder, like deleting and cloning services, shifting dates, amending room types, adding Notes, as well as new functionality to re-check live availability and prices. 

NOTE: All of the functionality below relates to pre-Booking:

Amending Price Category Name

The 3rd Party Supplier will provide room descriptions that may not be suitable for your customers and documents. You can change the description by clicking on the Price Category, selecting the External Price Category name field and over-typing to a name that suits you. You can also select the Kaptio Price Category name from the dropdown if you use this on any screens or customer documentation.

Changing room type of existing line in Builder

If your customer wishes to change the room type in the hotel you have already quoted, you can simply click on the pencil icon a couple of times and look for a new room type. It will have defaulted to your current room (if it is still available), so you simply have to select a new one and Add to Itinerary. And don't forget to Save!  If you choose to discard your changes, the previous room will remain in your Itinerary.

Changing hotel and room type of existing line in Builder

If your customer wishes to change both the hotel and room type on the dates you have quoted, you can simply click on the existing Hotel Name and perform a new search. The Location and number of rooms will be uneditable but you can also change the dates if required. Simply select your new hotel and Add to Itinerary. And don't forget to Save! If you choose to discard your changes, the previous hotel will remain in your Itinerary.

Changing/shifting Dates 

This functionality hasn’t changed but as you change dates, or shift by a number of days, the availability and pricing will be re-checked. You can read the article on how to move things around the Builder to familiarise yourself with the functionality.

Refresh Availability and Price

Our quick, comprehensive, can’t-live-without Refresh action will allow you to perform two key operations in one single screen. From the new (Supplier) Bookings component, you will be able to check availability of unconfirmed services and re-check the status of Confirmed/Waitlisted bookings. Below are examples of running it once at Quote Stage, assuming everything is Unconfirmed, and again at Booking Stage, assuming everything is Confirmed or Waitlisted, but there is nothing stopping you running it when the Kaptio Travel Booking has Services at different stages in their booking cycle.

Pre-Booking Refresh

When first adding hotels to the Builder, they display with the prices at the time of quoting. In order to re-check the availability and prices, to get the most up to date details prior to making a booking, you can run the Refresh action in the new (Supplier) Bookings component against one or more Service lines. This feature will check if the quoted rooms are still available and if there are any price changes. Carrying out a Refresh of Itinerary Items will not send new requests to book to the 3rd Party Supplier, but simply check whether the Service is still available at the price you quoted to the customer.

Post-Booking Refresh

When a Service line from the 3rd Party Supplier is in a Confirmed or Waitlisted status, you can run the Refresh action in the new (Supplier) Bookings component against one or more Service lines to check for any Supplier updates since the booking was made. This feature will check if the booked rooms still have the same status returned and if there are any price changes. 

Carrying out a Refresh of Itinerary Items will not send new requests to book to the 3rd Party Supplier, but simply check for updates.

Waitlisted Service becomes confirmed

If the Service line in Builder was set to Waiting List in its original state, and the Supplier sends a Reserved status back, the new status will display as Booked in the modal and Confirmed on the Itinerary.

Waitlisted Service remains waitlisted

If the Service line in Builder was set to Waiting List in its original state, and the Supplier sends a Waitlist status back, the status will display as Waitlisted in the modal and remains unchanged on the Itinerary.

Waitlisted Service fails

If the Service line in Builder was set to Waiting List in its original state, and the Supplier encounters an error or sends a Failed status back, the status will display as Failed in the modal (you can click on this to Skip or Retry) and remains unchanged on the Itinerary (unless the Retry updated to Confirmed or Cancelled).

Waitlisted Service becomes cancelled

If the Service line in Builder was set to Waiting List in its original state, and the Supplier sends a Cancelled status back, the status will display as Cancelled in the modal and Cancelled Manually on the Itinerary, and and the Service will be removed from Builder.

Confirmed Service remains confirmed

If the Service line in Builder was set to Confirmed in its original state, and the Supplier sends a Reserved status back, the status will display as Booked in the modal and remains unchanged on the Itinerary.

Confirmed Service fails

If the Service line in Builder was set to Confirmed in its original state, and the Supplier encounters an error or sends a Failed status back, the status will display as Failed in the modal (you can click on this to Skip or Retry) and remains unchanged on the Itinerary (unless the Retry updated to Waitlisted or Cancelled).

Confirmed Service becomes cancelled

If the Service line in Builder was set to Confirmed in its original state, and the Supplier sends a Cancelled status back, the status will display as Cancelled in the modal and Cancelled Manually on the Itinerary, and the Service will be removed from Builder.

Closing the modal when only unconfirmed services are processed

When Services exist that have Unconfirmed or Unconfirmed Amendment statuses in the new (Supplier) Bookings component, if you attempt to perform a Refresh action on them, the Done and X button is always active.

Closing the modal when confirmed services are processed

When Services exist that have Unconfirmed, Unconfirmed Amendment, Confirmed, Confirmed Amendment, and Waiting List statuses in the new (Supplier) Bookings component, if you attempt to perform a Refresh action on them, if the Services that have Confirmed and Confirmed Amendment and Waiting List statuses are in progress, the Done and X button will be disabled.

When the responses are received for all Services having Confirmed, Confirmed Amendment and Waiting List statuses, and all these Services have status badges, then the Done and X button in the Refresh modal become active (even though some Unconfirmed services are still in progress).

Supplier Notes

You can enter Supplier Notes in the usual place on the Service line. They will be passed through the API request to the 3rd Party Supplier on booking initiation.

Important: Please note that Kaptio cannot guarantee that this information will be actioned by the Supplier.

Book

In order to book the 3rd Party Supplier Services, you need Itinerary Builder, and the new (Supplier) Bookings component enabled. We also make an assumption that you have allocated all of your passengers to the Services and entered mandatory information in the Passenger grid (First Name, Last Name and DoB).

New Bookings Component

In order to use the 3rd Party Hotel Book functionality in Kaptio Travel, you must enable and use the new (Supplier) Bookings component. This takes the functionality of the old component and enhances it further to support the display of new information, to offer new actions and to enable booking with 3rd Party Suppliers.

The screen is grouped by Supplier to make it easier to see the breakdown of their Services, you can see any booking references (where applicable), allocated passengers, Supplier currency costs, and you can also carry out several booking actions from the menu options:

Confirming a single 3rd Party Service line

It’s really quick and easy to confirm a single Service line from this screen. You can simply click on the Confirmation Status badge to open the Confirmation Action popup, select Confirm by the API Confirmation Method and the Bookings process is initiated in the Book Services screen.

Confirming multiple 3rd Party Service lines

If you thought booking a single Service line was easy, wait until you see how easy it is to confirm multiple Service lines, whether they are via a 3rd Party Supplier (API), emailed automatically (Email) or managed manually (Manual). You can do it all from one action. From the new (Supplier) Bookings component, you can multi-select your Services, then hit the Confirmation Action button, select Confirm by the relevant Confirmation Method (API, Manual, Email) and the Bookings process for any API entries is initiated in the Book Services screen.

The Book Services screen will fire off live requests to all of the selected 3rd Party Suppliers one after the other. Any cancellation policy information will be shared with the user and Booking references will be returned, and the status of the Service updated to Confirmed. Should the Cancellation Policy be unfavourable to your customer, you can Skip making the booking and perhaps offer an alternative hotel at a later stage:

Making a booking where the cost increases or decreases

Often when you’ve quoted for some rooms, and not yet booked, in the meantime the cost of the Service may have increased or decreased in cost at the Supplier’s end, thus affecting your selling price for the customer. If this is the case, on initiating the Booking process, you’ll be warned of the change. 

You’ll be able to choose whether you quote the original price, accept the increased or decreased price or skip the booking altogether. 

Bookings with a Waitlist status

3rd Party Suppliers can not always guarantee availability of rooms, and so a status of Waitlist is returned. You will receive a Booking number nonetheless. You can then choose to refresh these bookings to update them in the future. 

Booking out of range Services

It is very likely that the 3rd Party Suppliers do not load costs for out of range Services, so it is advised that you add the Service via Costings and add forecasted costs/prices manually.

Booking Kaptio Travel Internal Services

The Service Search supports 3rd Party inventory and internal stock with costs loaded. It does not support a blended search of API and internal contracts in this first iteration. If the 3rd Party contract is not competitive and you prefer to load your own costs/prices manually, we advise you use Costings to add the Service to your Itinerary.

Cancel

On a Confirmed Booking, you may wish to cancel one or all of the Services booked via the 3rd Party Supplier(s). It is extremely simple to cancel selected hotels from the new (Supplier) Bookings component from the Confirmation Action option.

Cancelling a single 3rd Party Service line

It’s really quick and easy to cancel a single Service line from this screen. You can simply click on the Confirmation Status badge to open the Confirmation Action popup, select Cancel by the API Confirmation Method and the Cancellation process is initiated in the Cancel Services screen. Cancellation policy information will pop up, and you will be asked if you wish to proceed or abort. In Costings, the cost price, sell price and Supplier commission will be set to zero, unless a cancellation fee has been applied from the Supplier.

Cancelling multiple 3rd Party Service lines

If you thought cancelling a single Service line was easy, wait until you see how easy it is to cancel multiple Service lines, whether they are via a 3rd Party Supplier (API), emailed automatically (Email) or managed manually (Manual). You can do it all from one action. From the new (Supplier) Bookings component, you can multi-select your Services, then hit the Confirmation Action button, select Cancel by the relevant Confirmation Method (API, Manual, Email) and the Cancellation process for any API entries is initiated in the Cancel Services screen.

The Cancel Services screen will fire off live requests to all of the selected 3rd Party Suppliers one after the other. Cancellation policy information will pop up, and you will be asked if you wish to proceed or abort. In Costings, the cost price, sell price and Supplier commission will be set to zero, unless a cancellation fee has been applied from the Supplier.

Cancelling a converted Booking

When performing a full booking cancellation, all Services booked via the 3rd Party Supplier will return a status of Unconfirmed Cancellation. You’ll just need to confirm the cancellations and your booking will be up to date.

Statuses

Confirmed - Service line is booked successfully with the 3rd Party Supplier and booking reference returned 

Waitlisted - Service line is requested successfully with the 3rd Party Supplier and must be confirmed directly with them at a later date

Confirmed Cancellation - Service line is successfully cancelled and any cancellation charges applied to Costings

Unconfirmed Cancellation - when the Kaptio converted Booking is fully cancelled

Unconfirmed Cancellation - when a Service line was Confirmed and then later deleted from Builder

Passenger Modifications

Modifications to Passenger details

For allocated passengers to a 3rd Party Service line with any of the following Confirmation Statuses:

1. Sent Confirmation

2. Sent Amendment

3. Sent Reconfirmation

4. Confirmed

5. Confirmed Amendment

6. Review Rate

7. Review Availability

8. Review Rate & Availability

9. Reconfirmed

10. Reconfirmation Rejected

Some modifications to passenger details are supported by 3rd Party Suppliers. You can make changes to the following which may incur costs from the Supplier:

• Passenger First Name

• Passenger Last Name

• Passenger Date of Birth

When you make changes to a Passenger line, and click to Save, you will be prompted to Cancel or Proceed. 

When making such modifications, the Service line will change to a Confirmation Status of Unconfirmed Amendment in the new Bookings component and status of UA in Itinerary Builder.

You can then confirm the modifications with the 3rd Party Supplier by initiating the Confirm process again. You will be alerted to any costs associated with the modification and be able to Proceed or Abort. If you choose to Proceed, the Service line will change to a Confirmation Status of Confirmed Amendment in the new Bookings component and status of CA in Itinerary Builder.

Modifications to Passenger Allocations

Previously, the Passenger Allocations screen updated automatically after making a change. The Passenger Allocation screen now contains a Save or Cancel action, similar to Itinerary Builder. And, If using the refresh icon before saving your changes, you will receive a warning.

For allocated passengers to a 3rd Party Service line with any of the following Confirmation Statuses:

1. Sent Confirmation

2. Sent Amendment

3. Sent Reconfirmation

4. Confirmed

5. Confirmed Amendment

6. Review Rate

7. Review Availability

8. Review Rate & Availability

9. Reconfirmed

10. Reconfirmation Rejected

When changing allocations for a Service that is booked and confirmed, on saving, we display the following warning message:

If you then attempt to confirm the modifications with the 3rd Party Supplier, and  if the number of Passengers allocated to the Service doesn't match the occupancy on that Service (eg, you added a room for 2 adults, allocated 2 passengers to it, confirmed it with the 3rd Party supplier and then removed allocation(s) from the room without adding another passenger(s) in their place), then when confirming the amendment, you will be alerted to incorrect allocation:

But if you remove a passenger from the allocation and add another in its place, there will be no such alert. If you choose to Skip, the booking will remain in an unconfirmed state. If you choose to retry, you will receive the same error message until you correctly allocate, as per the previous confirmed booking. 

When making such modifications, the Service line will change to a Confirmation Status of Unconfirmed Amendment in the new Bookings component and a status of UA in Itinerary Builder.

Booking Amendments

When a Kaptio booking has been Confirmed, you may wish to make changes that need to be sent to the customer in the form of a new Quote document, giving them the opportunity to Accept or Reject your suggested Itinerary. In this case, you will need to follow the Amendment process In a Confirmed Booking.

Amending directly in Builder

When a 3rd Party Service is booked (either waitlisted or confirmed), when attempting to amend something directly on the Primary Itinerary in Builder, certain actions cannot be carried out. You will be unable to use the Shift Dates (without first cloning the Service line) or amend any columns. You will receive a warning: 

If you attempt to Reconfirm an already Confirmed Booking in the new (Supplier) Bookings component, the Book Services screen will open but no entries will display.

Sample Amendment flows

These flows have been written with the Create Amendment process in mind. You can also carry out these amendments on the Primary Booking if you don’t need to contact the customer for approval.

We’re showing a couple of examples of reasons why you would use the Amendment workflow, but there are many others that you may need to carry out, such as changing the sequence of your Services or shifting the dates of your entire Itinerary.

Changing room type at the same hotel

First, create an Amendment and clone the Service line of the Hotel you wish to amend.

Click on the Price Category column and select the pencil. The Service Search will be initiated and alternative rooms will be on offer. You can simply select the new room, add the hotel to your Itinerary and Save in the Builder:

Delete your Confirmed Service from the Builder. It will display as Unconfirmed Cancellation in the new (Supplier) Bookings component:

You can then send out any documentation to your customer with the new suggested Itinerary.

If your customer accepts the suggested amendment, you will be required to allocate the Passengers to the new hotel and carry out the necessary Confirmation Actions to complete the process. So, in the above example, you would select the API Confirm action for the new hotel, and the API Cancel action for the hotel you removed. You can then Merge Amendment.

If your customer rejects your suggested amendment, you simply change the status of your Amendment Quote to Rejected and your changes will be ignored.

NOTE: Confirmation Actions can be done after the Merge action but we recommend this way as best practice because it allows you to carry out all of your changes without affecting the Primary Booking.

Shifting dates of the Itinerary

First, create an Amendment and clone all the Service lines you wish to amend in Builder. All of your cloned 3rd Party Services will take on the Status of U.

Whilst still in Edit mode in Builder, use the Bulk Move action to shift the dates of all of your Services by the required number of days. You can then delete all of the 3rd Party Service lines that were Confirmed from the Builder. These Services will take on the status of Unconfirmed Cancellation. You can now Save your new Itinerary. 

You can then send out any documentation to your customer with the new suggested Itinerary.

If your customer accepts the suggested amendment, you will be required to allocate the Passengers to the new hotel and carry out the necessary Confirmation Actions to complete the process. So, in the above example, you would select the API Confirm action for the new hotel, and the API Cancel action for the hotel you removed. You can then Merge Amendment.

If your customer rejects your suggested amendment, you simply change the status of your Amendment Quote to Rejected and your changes will be ignored.

In this release, we are pleased to announce PNR Refresh, a new feature developed to supplement the current PNR Import functionality. PNR Import was introduced in the 2021 Winter Minor 1 release and is a prerequisite for using this new feature.

PNR Refresh will permit the latest PNR data to be imported from a source GDS system and replace existing data within Kaptio Travel at the same time, a process which will not require the manual removal of the current PNR data beforehand. This will provide a more efficient and user-friendly experience. 

There are a few key points to note:

• PNR Refresh will treat and store data in the same manner as PNR Import in Itinerary Builder and PNR details, therefore, please refer to 2021 Winter Minor 1 release for additional details 

• PNR Refresh can be performed multiple times providing expected data is being returned from source system.

• If the original PNR data imported into an itinerary was manually changed or fields manually populated due to the original PNR Import missing fields, for example, a Vendor Locator was added per flight segment, this will be overwritten by the latest PNR Refresh data being retrieved since this functionality is designed to replace the existing data

• Where the PNR Refresh data returned through the GP Solutions API does not provide these manually added values, blank values will be shown and it will be the responsibility of the user to enter this data again

• The PNR Refresh functionality does not “push” any changes directly to the PNR in the external system, any changes which are required to be performed must be directly actioned within Travelport prior to performing the PNR Refresh action to ensure data has been validated and as such, the responsibility of this action remains outside of the Kaptio Travel platform

PNR Refresh

PNR Refresh can be accessed through Itinerary Builder as follows:

Clicking the PNR Refresh button will retrieve the latest PNR data from:

Alternatively PNR Refresh can be accessed through the PNR details (the option on where to view PNR details may differ based on the page layout being used in the respective environment):

Launching from Itinerary Builder would be the recommended option since the PNR app will be displayed first (this will not be the case via PNR details). From here, the PNR Refresh button will be accessible as follows:

PNR Refresh examples

A few different scenarios will be illustrated under this section to help understand how the PNR Refresh functionality can be utlised

• PNR Refresh compares existing Kaptio PNR data fields versus the new Travelport PNR data being returned through the GP Solutions API

• The option to keep existing pricing, update the cost price and not the sell price or update cost and sell prices will only be offered in the PNR Refresh process where a change in pricing has been detected 

The following table illustrates the impact on Costings within an Itinerary based on the PNR Refresh Pricing Option selected:

PNR Refresh functionality depends on the GP Solutions API returning expected field values in their original locations within the API response and instances without this may result in unexpected behaviour.   

Please note that prior to performing a PNR Refresh, all fields within the PNR app will be non editable and passenger name matching will not be required/permitted. However, it will still be possible to access Flight Details, Ticket Price and Flight Segment details in a view only mode.

It will be possible to exit the PNR Refresh process prior to committing the changes if expected values are not returned from the Travelport PNR - the initial step provides an overview of the changes along with pricing changes if applicable.

Schedule Change - Flight time

In this example:

• The flight departure time for the first flight segment (LHR-DXB) has changed from 1550 to 1650 due a schedule change in the Travelport PNR and this needs to be imported into Kaptio Travel

Once the PNR app has been accessed through Itinerary Builder, the existing flight details and Cost/Sell Prices of the PNR are displayed and a PNR Refresh can be initiated by clicking the PNR refresh button:

• Details of the changes are presented (Departure Time)

• Since no pricing changes have been detected, the option to select a pricing option will not be presented and therefore there is no impact in Costings for the Cost and Sell Price

If launching PNR Refresh from the PNR details, this will automatically invoke a PNR retrieve to fetch the latest flight details from the GP Solutions API, the PNR app will not be displayed as shown above (other interfaces will remain the same).

Ticket Numbers - Import new ticket numbers added in PNR and retain original Cost and Sell Price.

In this example:

• The updated PNR in Travelport now contains Ticket Numbers for each passenger and these need to be imported into Kaptio Travel

• Cost Price has changed in the PNR but for this example, the option not to update the Cost or Sell Price will be selected so there will be no change in Costings

Once the PNR app has been accessed through Itinerary Builder, the existing flight details and Cost/Sell Prices of the PNR displayed but there are no Ticket Numbers since PNR Refresh is yet to be performed:

A PNR Refresh is now initiated by clicking the PNR refresh button:

• Details of the changes are presented (Ticket Number/Date)

• The option to control pricing is displayed - in this instance the Cost and Sell Prices will not be updated

Within Costings, the Total Cost, Supplier Total Cost and Total Price (Sell) will not change based on the option “Do not update Cost and Sell” (the figures below will correlate with those above):

Ticket Numbers - Import new ticket numbers added in PNR and update Cost Price but retain original Sell Price

In this example:

• The updated PNR in Travelport now contains Ticket Numbers for each passenger and these need to be imported into Kaptio Travel

• Cost Price has changed in the PNR and for this example, the option to update Cost only will be selected so there will be a change in Costings for the Cost Price but not the Sell Price

Once the PNR app has been accessed through Itinerary Builder, the existing flight details and Cost/Sell Prices of the PNR are displayed but there are no Ticket Numbers since PNR Refresh is yet to be performed:

A PNR Refresh is now initiated by clicking the PNR refresh button:

• Details of the changes are presented (Ticket Number/Date)

• The option to control pricing is displayed - in this instance the Cost Price only will be updated

Within Costings, the Total Cost and Supplier Total Cost will change but Total Price (Sell) will not change based on the option “Update cost only” (the figures below will correlate with those above):

Ticket Numbers - Import new ticket numbers added in PNR and update both Cost and Sell Price

In this example:

• The updated PNR in Travelport now contains Ticket Numbers for each passenger and these need to be imported into Kaptio Travel

• Cost Price has changed in the PNR and for this example, the option to update Cost and Sell will be selected so there will be a change in Costings for the Cost and Sell Price

Once the PNR app has been accessed through Itinerary Builder, the existing flight details and Cost/Sell Prices of the PNR are displayed but there are no Ticket Numbers since PNR Refresh is yet to be performed:

A PNR Refresh is now initiated by clicking the PNR refresh button:

• Details of the changes are presented (Ticket Number/Date)

• The option to control pricing is displayed - in this instance both the Cost and Sell Price will be updated

Within Costings, the Total Cost, Supplier Total Cost and Total Price (Sell) will all be updated based on the option “Update cost and sell” (the figures below will correlate with those above):

Miscellaneous Changes - Booking Class, Departure and Arrival Terminal, Arrival and Flying Time

In this example:

• Various changes have occurred with respect to the flight details and these need to be imported into Kaptio Travel

• Since no pricing changes have been detected, the option to select a pricing option will not be presented and therefore there is no impact in Costings for the Cost and Sell Price

Once the PNR app has been accessed through Itinerary Builder, the existing flight details and Cost/Sell Prices of the PNR are displayed along with existing Ticket Numbers (if ticket numbers were available at the time of importing a PNR or refreshing a PNR):

A PNR Refresh is now initiated by clicking the PNR refresh button:

• Details of the changes are presented (Departure Terminal, Arrival Time, Arrival Terminal, Flying Time and Booking Class)

• The option to control pricing will not be displayed since no changes in pricing have been detected

Seat Numbers - Seat Numbers no longer present in Travelport PNR

In this example:

• Seat Numbers which were previously imported are now no longer present in the updated Travelport PNR and this change needs to be reflected into Kaptio Travel

• Since no pricing changes have been detected, the option to select a pricing option will not be presented and therefore there is no impact in Costings for the Cost and Sell Price

Once the PNR app has been accessed through Itinerary Builder, the existing flight details and Cost/Sell Prices of the PNR are displayed along with the existing Seat Numbers:

A PNR Refresh is now initiated by clicking the PNR refresh button:

• Blank values are displayed for the Seat Numbers since these no longer exist in the current Travelport PNR and once the PNR is updated in Kaptio Travel, there will be no Seat Numbers visible against the first flight segment, LHR-LAX

• The option to control pricing will not be displayed since no changes in pricing have been detected

No PNR Changes - Travelport PNR data in synchronisation with Kaptio PNR data

In this example:

• No changes have occurred between the PNR data held in Travelport and Kaptio Travel 

Once the PNR app has been accessed through Itinerary Builder, the existing flight details and Cost/Sell Prices of the PNR are displayed along with existing Ticket Numbers:

A PNR Refresh is now initiated by clicking the PNR refresh button:

• A confirmation message is displayed to advise that the PNR data is in sync with the external system

• No further action is required

General Notes

As previously mentioned, the PNR Refresh functionality is wholly dependent on the values being returned from the source system response. If data is missing or incomplete, this may result in unexpected behaviour which is not a Kaptio Travel limitation. 

• PNR Refresh is effectively the same as PNR Import in terms of data fields but with the additional option of controlling pricing if a change is detected in the cost price of a PNR

• The structure of the amended PNR data in the source system API response must be such that values are consistent with PNR Import

• Passengers are linked to flight segment data, pricing and baggage allowances

  • If there is a change in the PNR which breaches this association, accurate mapping of data will not be possible - this is not a Kaptio Travel limitation

• If one or more changes have been made manually to the PNR data set within the Itinerary in Kaptio Travel, PNR Refresh will not update these changes in the PNR held in the external system - PNR data changes can only be made directly in the external system

• PNR Refresh has no interaction with a Flight Placeholder

• If an existing Ticket Number is updated within the GDS, this will override the Ticket Number that is currently held in Kaptio Travel since the source system API returns data within the same fields and the current interface within Kaptio Travel has no provision to manage multiple ticket numbers using PNR Refresh for the same flight segments - this is not a Kaptio Travel limitation 

• The option not to choose to update the PNR cost during a PNR Refresh is the sole responsibility of the user and with this it carries the risk of the Supplier cost being out of synchronisation with the costs held in Kaptio Travel

How to Enable

In Itinerary Builder the PNR Refresh feature will be available right away after the upgrade to 13.3 Kaptio Travel release version. For enabling it on the PNR record please go to: Object Manager > PNR > Page Layout > Mobile & Lightning Actions > Refresh and drag it to the Page Layout section.

In our 2020 Summer Minor 3 release we introduced Service Departures, and in this release we have made some further enhancements.

‘Is Active’

We have added a new ‘Is Active’ checkbox on the Service Departure object. When that is left unchecked, users cannot add the given Service Departure to Itineraries. If the Service Departure already existed within an Itinerary prior to making it inactive, the pre-existing itinerary items are not impacted. This only prevents users from adding the Service Departure to new itineraries. The default value of this field is checked and we recommend that only users who have create and/or edit rights to the Service object are granted edit access to this field.

Validation preventing users from deleting a Service Departure with related Itinerary Items

In addition to the ‘Is Active’ box we have introduced a validation rule which will prevent users from deleting a Service Departure that has related Itinerary Items. In other words, users will be prevented from deleting a Service Departure that has been added to an Itinerary. We advise you to use the ‘Is Active’ checkbox to prevent users from adding a Service Departure to new itineraries.

Deleting a Service Departure will delete its child Service Departure Locations

Deleting has never been easier. Previously when trying to delete a Service Departure, all related Service Departure Locations had to be deleted first. In this release that has been changed and when clicking the ‘Delete’ button on a Service Departure, all related Service Departure Locations will also be deleted. Please note that, as described above, you will only be able to delete Service Departures that have no Itinerary Items related.

For cloning of Itineraries we have introduced the option to clone Supplier Request Email addresses from itinerary items within the itinerary being cloned. A checkbox has been added labelled: Clone Supplier Request Email addresses from Itinerary Items. This will allow users to clone Supplier Request Emails that have been overridden in the given itinerary. However, please note that we will not check the supplier account for any changes made to the Supplier Contact Roles. They will be cloned from the address field against the itinerary item.

• Related support tickets: ATD-698

Overview

In this release we are introducing an integrated approach where a Trip flows into an Itinerary seamlessly and naturally. This is something that will apply to anyone using the Trip object and all configuration will need to be carried out in order to continue using this feature.

The first step in the journey is the new ‘New Trip Modal’. Based on the context in which a user is creating a trip, the experience will be tailored based on two scenarios, creating a Trip from Person Account or creating a Trip from Standard Account. Additionally when users use the Trip tab to create a new trip, they can now create both new Accounts and new Contacts straight from the New Trip modal. NOTE: If your Channel is a Direct Channel, only Person Accounts will display. If your Channel is flagged as a B2B Channel, Agents and Suppliers will display.

When users click ‘New Trip’ on related lists or from the Trip tab, they will be directed straight to the ‘New Trip modal’, skipping the step of selecting an appropriate record type.

Depending on where users create a trip from, they will get a limited selection of channels available. There will no longer be the danger of selecting a B2B channel for a B2C customer and vice versa. In other words if a user is creating a trip from a person account, only B2C channels will be available for selection. Likewise if a user creates a trip from a standard account only B2B channels will be available to the user. Similarly depending on the channel selected, users will get relevant values for fields like language and currency, based on the channel settings.

Creating  a Trip from Person Account

• The Account is auto-populated with the Person Account a user creates the Trip from.

• Primary Contact, Lead Passenger First Name and Lead Passenger Last Name fields are all auto-populated from the Person Account. We see no need to disturb the user with that information on the screen as it will be the same information shown in the Account field

• Channel selection will be limited to B2C channels.

Creating a Trip from Standard Account

• The Account is auto-populated with the Account a user creates a Trip from.

• The Primary Contact is auto-populated with the most recently created Contact on the Account the user created the Trip from. The value can be changed from the modal

• If the Primary Contact they need doesn’t exist, users can create a new one straight from the modal.

• Lead Passenger First Name is left blank and shown in the New Trip modal.

• Lead Passenger Last Name is left blank and shown in the New Trip modal.

• Channel selection will be limited to B2B channels

How to Enable:

This section should only be completed by admin or those with permissions to do so. 

New Trip Lightning Component

To activate the New Trip modal and take advantage of the new functionality that comes with it, you will need to update the ‘New’ button on the Trip object to use the new lightning component. Navigate to the Object Manager in Setup → click on the Trip object → NSelect Buttons, Links & Actions tab → Select Edit for the ‘New’ button. 

Enter the settings as follows:

• For Lightning Experience Override, select Lightning Component = KaptioTravel:NewTrip

• Set Skip record type selection page to TRUE

Default Trip Record Type

From the Kaptio Settings tab, navigate to Trip & Itinerary Settings where you can set a Default Trip Record Type as shown on the picture below. This will ensure that a default Trip record type is automatically selected, based on what is defined as the Default Record Type in the field shown on the picture below. As a consequence the record type selector is not shown to the user creating a trip.

B2B Channel

On a channel record you will see a checkbox called ‘Is B2B Channel’. This will allow us to filter the channels available for a user creating a trip based on its type of account. When a sales user creates a Trip from a Person Account, they will only be able to select channels where ‘Is B2B Channel’ is unchecked. Likewise when a sales user creates a trip from an Account other than Person Account, the available Channels for the Trip will be those that have ‘Is B2B Channel’ set to true.

Custom Field Support on New Trip Modal

Guess what, we support custom fields on the New Trip Modal. In order to get your custom fields displayed on there, you will need to add your field(s) to a field set called Additional Trip Information which you can find on the Trip object from the Object Manager in Setup.

Please note: The Itinerary Builder functionality is only available to selected customers as a pilot feature.

Changing Dates of Services in Itinerary Builder now affects the dates of the related add-ons

When a user changes the dates of a service in Itinerary builder, whether that’s by editing in calendar mode, changing day numbers, mass shifting dates, moving subsequent services after extending / reducing stay of the preceding service or by using drag & drop, dates on the add-ons are changed correspondingly. We have taken the following scenarios into consideration with this change:

• When service dates are changed but Add-on dates still fall within the range of the service dates. Then dates of the add-ons are not changed.

• When service dates are changed leading to Add-on dates to be out of range, the add-on dates are changed according to the service dates.

• When service dates are changed and add-on dates are partially out of range, the add-on dates are cut to the available range of the new service dates.

Add Notes changed to Add Itinerary Notes

The line action menu item where users can add notes to services in Itinerary Builder has been relabeled to Add Itinerary Notes.

Changes on Invoiced Itinerary are now fully disabled

In Costings, users are now unable to make changes in Itinerary Builder when an Itinerary is invoiced. Likewise users cannot override the Final Price on the Price Breakdown screen on an invoiced Itinerary

Users will be notified of potential data loss when navigating away from Itinerary Builder

When attempting to reload a page or close a browser window where unsaved changes in Itinerary Builder are present, users will be prompted with the following message to ensure they don’t experience any unintentional data loss:

 Freeze header when scrolling in Itinerary Builder

We have implemented a fixed scrolling bar for the header in Itinerary Builder. So for larger itineraries users now see headers for each column where they need to scroll down.

Please note: The Itinerary Builder functionality is only available to selected customers as a pilot feature.

If you are using our Linked Services functionality with pre-linked services (that is where ‘Allow Own Arrangements’ is unchecked) and Itinerary Builder then these enhancements will be of interest to you. 

When a transfer service is added to Itinerary Builder that has Linked Services for Pick Up and/or Drop Off enabled and Builder already contains one of the linked services on the same date the Pick Up Service and Drop Off Service fields in Builder will be pre-populated, as well as the associated Pick Up / Drop Off Locations and Instructions  based on the selected Service.

Along with the above improvements the following enhancements were introduced in this release: 

• For Services set up as a Linked Service with ‘Allow Own Arrangements’ disabled, users will not be able to freely select any Services within Itinerary Builder as the pick up or drop off points. It is now restricted to only pre-linked Services in that case. 

• When changing dates on a transfer with linked services in builder, or the linked service itself changes, so the dates no longer match, the Pick Up and Drop Off Services will be removed or updated with an alternative if another Service is present in the Builder on matching dates. And vice versa - if dates are changed for a transfer that holds no linked services in builder but has linked services set up on a different date, it will automatically get pick up or drop off Services assigned if a Service is present in the Builder on matching dates.

How to Enable:

To enable this functionality you will need to set up a Service as a linked service as well as have Itinerary Builder enabled in your environment. 

Please note: The functionality is only available to selected customers as a pilot feature.

We’ve made further improvements to the Itinerary Templates functionality introduced in the 2020 Summer Minor 3 release.

• Users are now able to use previously cancelled Itineraries as a template for their new Itineraries. 

• Users can now select multiple locations in the Primary Location filter when searching for a template to insert in their Itinerary.

Given that the group size and channels are the same on the first itinerary version and the new one being created, we now copy passenger data and Itinerary groups from one Itinerary version to the next within one Trip when creating an Itinerary using the ‘New Quote’ or ‘New Quote from Template’ buttons on Trip. 

How to Enable:

To enable this functionality you will need to make sure that the buttons ‘New Quote’ and/or ‘New Quote from Template’ are available on the Itinerary related list on Trips.

We continue to make improvements on our Trip and Itinerary objects. 

For Trips we now offer the following record types: 

• Discovery

• Quote

• Booking

• Cancelled

We have also introduced the statuses listed below. NOTE: with each Kaptio Release picklist values are not updated, which means if you are interested in using any of the new statuses listed here, you will have to add them manually to the Status field on the Trip object. See instructions on How to add picklist values here. The values will only be available by default on newly created orgs.

• Prospecting

• Qualification

• Closed

• Quote Pending

• Quote Sent

• Quote Expired

• Confirmed

• Travelling

• Completed

Furthermore, the following statuses have been added on the Itinerary object. Please note that if you wish to use any of the statuses they will have to be added manually to the Status field on the Itinerary object following these instructions.

• Quote Pending

• Quote Sent

• Quote Expired

• Quote Rejected

• Confirmed

• Travelling

• Completed

• Amendment Pending

• Amendment Sent

• Amendment Expired

• Amendment Accepted

• Amendment Merged

• Amendment Rejected

• Cancelled

Automatic matching of statuses between the Trip and Itinerary objects.

Not only have we introduced the statuses mentioned above. We have also implemented functionality that automatically updates the Trip status based on the Primary Itinerary status to save you a few clicks. This is not dependent on using the statuses listed above, but can work for your own statuses as well.  

How to get that working? 

First of all you will need to be an Administrator to follow these steps. If you are not one, then send these release notes over to your Administrator. 

From Setup, navigate to Custom Metadata Types. You can search for it in the Quick Find. In the list of Custom Metadata Types where you see Itinerary Trip Status Mapping, click Manage Records and from there click New to create a new record.

On your new record, set the values as follows: 

• Label: Itinerary Trip Status Mapping

• Itinerary Trip Status Mapping Name: Itinerary_Trip_Status_Mapping

• Statuses JSON: 

• • {

  • "Quote Pending":"Quote Pending",

  • "Quote Sent":"Quote Sent",

  • "Quote Expired":"Quote Expired",

  • "Quote Rejected":"Quote Rejected",

  • "Travelling":"Travelling"

  • }

  • Please note that this is only an example of how to configure the mapping. You can follow the same pattern using your own statuses, “Itinerary Status”, ”Trip Status”

Travelling and Complete statuses set automatically

Want to see with a quick glance of the itinerary status that your customers are travelling or that they have completed their journey? We have got you covered. 

We have automated changes of Itinerary Status based on Travel Start Date and Travel End Date of an Itinerary. 

The Itinerary Travelling Status will be set when today matches the Itinerary Travel Start Date.

Itinerary Completed Status will be set once today is the Itinerary Travel End Date + 1 day, in other words, the day after the Travel End Date.

How to enable?

To follow the steps to enable this functionality you will need to be an Administrator. 

In Kaptio Settings, under Trip & Itinerary Settings, we have now added two fields where you can define which statuses are to be used as Itinerary Travelling Status or Itinerary Completed Status. Note that when left blank, no status changes will be done based on the travel dates.

• Itinerary Travelling Status

• Itinerary Competed Status

In addition to setting the statuses in Kaptio Settings, you will need to create a schedule for the Apex Class to run on a daily basis and perform the Itinerary Status evaluation. To do so, navigate to Setup → Apex Classes which you can find via the Quick Find. From there, click Schedule Apex.

The Apex Class you need to schedule is ItineraryStatusScheduler. Make sure you configure the frequency so that it runs everyday. We also  recommend that you pick a time for it to run that suits your org and consider what other scheduled jobs you have to avoid having jobs that impact the same object running at the same time.

Overview

In this release we are pleased to announce a new feature which will permit external Flight PNRs created in Travelport (Galileo) and Travelfusion to be imported using an integration with GP Solutions.  

The ability to import PNRs will greatly improve the efficiency and accuracy of flight data which might currently be input manually. 

There are, however, a few key points to note:

• An agreement must be made directly with GP Solutions prior to using this functionality

• PNR Import will only be supported through Itinerary Builder

• This initial release will only offer importing PNRs from Travelport and Travelfusion with limited editing/removal features

• Import PNR button can be easily removed from the itinerary layout: Setup > Object Manager > Itinerary > Page Layouts > Mobile & Lightning Actions of the layout.

Setup 

As a user, you will have created the PNR (flight booking) in one of the two supported external systems (Travelport/Travelfusion). The Booking Source inside Kaptio Travel is therefore classed as the external system from which PNR data will be retrieved and in order for this to occur, configuration is required to ensure you can attribute additional data to the respective Booking Source.

There are three key components which will drive the PNR Import functionality:

• Connect Flight Supplier (identifies the external system API to be used)

• Connect Flight Gateway (permits additional data to be associated to the Booking Source)

• PNR Flight Service (primary driver for PNR fare component mapping and pricing)

Service Record Type

A new Service Record Type “PNR Flight” will automatically be created post install if it does not exist. This Record Type will be used exclusively for imported PNRs (this Record Type will not be visible within the Itinerary Builder where new Services are added).

To create this type of Service, navigate to Services > New: 

• Since this Record Type will be associated to the Booking Source (Connect Flight Gateway) from a pricing/mapping perspective, additional information will be provided within that section.

Once a Service of this Record Type has been created, a Price Category and Add-on should be created which will then be used for splitting the Fare and Tax components of the PNR:

• The fare component of a PNR will be mapped to a Price Category

• The tax component of a PNR will be mapped to an Add-On

Mark-up of this Service can either be set at the Service level or at a Price Category level (this will ensure that only the fare component of a PNR will be marked-up and taxes will not be).

The following is a simple example of a PNR Flight Service which has a Price Category and Add-on created:

• The Price Category has a Profitability Group assigned which means in this case, the mark-up is being driven based on the Profitability Group setup.

As mentioned above, the PNR Flight Service along with the Price Category and Add-on are linked to a Booking Source (Connect Flight Gateway). See the section below which describes the setup of a Connect Flight Gateway since the configuration interface there will be a lookup to this PNR Flight Service, Price Category and Add-on.

Connect Flight Supplier

This section should only be completed by admin or those with permissions to do so. 

The first point that should be noted here is that the word “Supplier” is not related to an actual Salesforce Account but simply a user friendly name given for the API from which PNRs will be imported. This is associated with the Connect Flight Gateway (Booking Source) which will follow this section.  

GP Solutions support two different APIs, Travelport and Travelfusion: 

• If both APIs are used, each must be created as a separate Connect Flight Supplier 

• Each will be linked to a Connect Flight Gateway (Booking Source)

To access and create a Connect Flight Supplier:

• Type “Connect Flight Suppliers” from the App Launcher menu and click “New” 

• Connect Flight Supplier Name

  • The Connect Flight Supplier Name should be something which reflects the API from where data is being imported

• Minion API Name

  • This represents the actual APIs which are available to import PNR data from and their classification is as follows (select the applicable API name):

    • GPS-tvptuapi = Travelport (Galileo)

    • GPS-tfusion = Travelfusion

Once the Connect Flight Supplier has been created, the next step is to create the Connect Flight Gateway by clicking on the “Related” tab.

On this step click the “New” button to open the Connect Flight Gateway interface.

Connect Flight Gateway

This section should only be completed by admin or those with permissions to do so. Please note a separate Connect Flight Gateway will be required for each API. 

The Connect Flight Gateway can now be associated to a variety of options to ensure that, when a PNR is imported, the details are correctly mapped and stored:

With the creation of the PNR Flight Service, Connect Flight Supplier and Connect Flight Gateway complete, it will now be possible to proceed with the steps to import a PNR.

PNR Import

The PNR Import button can be accessed from the Itinerary Header as shown below:

• Select a Booking Source from a picklist (these values are based on the Connect Flight Gateways), enter the PNR reference for the external system and click Retrieve

• View Flight Segment details

  • All values (provided they are returned in the API response) except the Vendor Locator will be mapped

• View Ticket Details

  • The Invoice To Account as set within the Connect Flight Gateway

  • The mark-up applied only to the Fare component based, in this example, on a Profitability Group set against the Price Category in the PNR Flight Service

  • Where a Ticket Number is present in the PNR, the Ticket Deadline label will be replaced with the Ticket Date

• View passenger specific Flight Segment details

• View a list of the itinerary passengers for matching with the PNR (it is mandatory to map a name before proceeding to save the PNR)

  • Only passengers of the same passenger type will be allowed to be mapped to ensure an Adult cannot be mapped to a Child and vice versa.

NOTE: The Import PNR button is added by default to the following Kaptio page layouts: Quote, Booking, Amendment. If you use other layouts you will need to add the button to them. Providing no errors are encountered, upon clicking the Save button the PNR will be imported successfully with a confirmation message:

Details can be viewed in the Itinerary Builder. Please note the pricing will be an aggregated total which will be shown against the first flight segment of each fare (where multiple fares exist in the PNR for a single PNR).

Removal of an existing Flight Placeholder

Where one or more Flight Placeholders exist within an Itinerary, during the initial PNR Import process, there will be an additional step where the user will be presented with an option to either keep or delete the Flight Placeholder(s):

Viewing a PNR

From the Details tab in the Itinerary, there will be a section for PNRs and will list all of the imported PNRs which exist within this itinerary

• Clicking on the PNR will display further information

• Clicking on the Related tab will display a more detailed view of the flight details by passenger

• Clicking on any of the values in blue text will open the respective section (for each section, there will be a Details tab and a Related tab)

From the Details tab, there will be a section for PNRs and will list all of the imported PNRs which exist within this itinerary as a list view. Clicking on All will simply expand this display as a full screen list view of the PNRs which is useful where multiple PNRs exist for the itinerary (see next screen shot).

Full screen view of the PNR(s):

Editing a PNR

Once a PNR has been imported, if data is missing or incorrect, it will be possible to edit fields which have the edit icon against them. 

For example, the Vendor Locator (which is not mapped automatically due to a limitation in the Travelport API) could be added by navigating to the PNR from the Details tab:

The above process can be repeated for the other Flight Segments.

To add a Ticket Number and Ticket Date to a PNR, the same steps, as described above, are followed to access the detailed view of the PNR flight details (Itinerary > Details tab > PNR > Related tab): 

If you wish to update a number of fields related to the PNR, it might be more beneficial to remove the PNR and import the updated details from the PNR again. Please see the next section for removing a PNR.

Removing a PNR

In some cases, a PNR might need to be removed from the itinerary because:

• An updated version of the PNR is required to be imported (it will be up to the user to decide whether they edit an existing PNR or to remove it and follow the steps previously described to import the PNR again)

• Flights are no longer required*

*Please note, PNRs which are removed from the Itinerary will not be cancelled in any external systems (Travelport/Travelfusion). This will need to be managed separately by the user.

To remove a PNR, please follow the standard steps of removing a Service through the Itinerary Builder:

Renaming a PNR can be helpful to other users to alert them that a PNR was previously manually removed and an updated PNR from the external system was imported again. The “Last Modified By” date and time will be recorded against a PNR (see above example when the PNR is renamed).

Error Messages

In the event an incorrect PNR is entered, the error message displayed will be relevant to the response from the respective API (the following examples are based on Travelport):

General Notes

• Kaptio Travel is facilitating the import of flight data using GP Solutions and is not responsible for data which may be deemed missing, incomplete or inaccurate

• A PNR which cannot be retrieved should firstly be checked in the external system in which it was originally created:

• • Retrieve the PNR in Travelport (Galileo)

  • Retrieve the PNR in Travelfusion 

• All PNRs should contain pricing for all flight segments and prices should not overlap across flight segments to avoid data being incorrectly mapped

We added validation to prevent Item Price Category Assignment from having lookups to Item Price & Price Category/Addon which are linked to different services.

We added Itinerary Markup Decimals Setting to Kaptio Settings, which defines the number of decimals that Itinerary Markup value needs to be rounded to upon data importing.

We added email validator for Email Composer. Following fields were affected: To, CC, BCC

We added cancellation flow execution in async mode when changing Itinerary Status to the value which is defined as Cancelled.

We changed the label of the Note__c.Type__c field to "Severity" and replaced possible values with new ones:

• "Alert" and "Alert Warning" → "Urgent"

• ”Promotion" and "Note" → "Information"

We excluded items with Cancellation mode from the itinerary cloning process.

New setting 'Enable Conversion Rates Override' is added which allows user to load Conversion Rates for Fixed and Live Currency Books via Data Loader tool.

We added validation to prevent assigning one passenger to the same Itinerary Item more than once on Passenger Allocation page.

The following Enhancements for Add Service modal were made:

• Price Category Name selection is displayed as Price Category Internal Name - Meal Plan

• Search header is sticky so that when you have many Price Categories and scroll, you still see Service Name and search filters.

We added deliver information to suppliers with the Supplier Confirmation emails and on the Supplier Actions page.

We added to deliver two types of passenger information:

• PGIs per person

• Passenger Assignments per Service.

We added the ability to schedule a bulk job even when no records were found by SOQL query.

For ItineraryContent bulk operations added an ability to pre-select stage type & template id parameters for every existing channel and store these pre-selected parameters in BulkOperation_\_c.PreSelectedParamsJSON_\_c field. The field value is updated when any bulk job related to this operation is manually run or scheduled.

We added the ability to deactivate Components in a Package. When a component is deactivated all new bookings ignore the component when booked into Costings and it is not possible to add the component to Costings manually in cases when the component is optional.

Note: This is API Dependent.

Previously, the standard Agenda Component provided no means to grab additional data attributes from a Service to display in the Agenda Component. This can be problematic when we need to highlight, to clients, important service attributes such as pick-up and drop off information for car rental, flight segment information and other information which is not included in a content article for a service.

Therefore, in this release we are introducing a new custom metadata configuration object called Service Type Templates which provides full control of what data is shown per Service Type. This metadata configuration object is linked to a Service Record Type (using developer name as the reference point), with 1-to-1 mapping.

Please note that this is a pilot feature and will only be made available to selected customers. More details on the feature will be posted on our dev docs portal in the near future.

Please note: The functionality is only available to selected customers as a pilot feature.

You can now automatically attach PDF files to the documents you send to your clients.

The Setup of the feature is really intuitive, since it simply combines existing Kaptio Travel features together.

To get it all working, just navigate to a Channel Stage you want to enable this feature for and find a new setting on the Stage - Enable Automated PDF Attachments and just tick the box! The PDF file that is specified in the PDF Page dropdown will now be generated and attached automatically when you send an Itinerary Content to your client.

With this release, we are launching Passenger Statement of Agreement, making it available to selected customers as a Pilot feature. Specific sales regions may require all travelling passengers to contractually agree to the terms and conditions of the tour operator or travel company arranging their holiday. This contractual commitment is often referred to as a Statement of Agreement (SOA).

The SOA feature is a web page that will contain a legally binding text, to which the customer is pointed via a link in an email. On this page, every passenger (or parent on behalf of their child) can read and then confirm/sign the terms. Legal texts can be different for each Kaptio configured channel and is maintained within Kaptio. Information about confirmation status is stored on the passenger level and can be viewed within the system.

SOA Setup

Below you will find key steps on how to set up the SOA functionality:

• Admin needs to set up a SOA email template and a Visualforce (VF) page that is used when sending the SOA to signees. Within the email template, a link to this VF page is added. The link can be made publicly accessible via Force.com sites. Kaptio provides sample VF code, available on the Kaptio developer docs portal.

• Once your email template and VF page have been set up, an Admin can enable the SOA feature by navigating to a Channel record and clicking on Emails. Here you can enable the SOA feature for any given channel and define the SOA Email Template that is used.

• To create the SOA text, navigate to the SOA setup page (via the App Launcher) and click new. Here you select the Channel, enter the relevant text, set the mode to (Active/Inactive) and define the SOA version number.

• SOA Versions are defined by the setup user. Kaptio recommends creating the first SOA as Version 1 and setting the Mode to Active. If, in the future, a new version needs to be introduced, then create a new SOA record with Version 2, and once ready to use, set the mode to Active. This will then ensure that any new bookings from that point onwards will use the newest active SOA version. There is no requirement to set the others to inactive. The system will always find the most recent Active version to apply to a booking.

To enable the SOA feature for Sales Users the following steps need to be executed:

• On the “Passenger Field Defaults” field set on the Passenger object, ensure that “Authorised Representative” field is added to the field set. This is a new lookup to a Person Account which defines who signs the SOA on behalf of a passenger. This field contains automation rules and conditions that are described below.

• On the Lightning Record Page for the Itinerary object, add a SOA tab and the “Itinerary SOA” component to the tab. The SOA component will become available for itineraries where the SOA has been enabled on the channel level.

SOA Workflow

The SOA functionality pairs perfectly with the Person Account Settings. You can configure the system to automatically create a Person Account when certain “minimum data“ has been collected on the passenger record (for example e-mail, address and telephone). This can then be set as the same Person Account that is defined as the ”Authorised Representative“ for signing the SOA.

When a booking is converted, the system applies the following logic to create a SOA passenger assignment record:

• Is SOA enabled on the channel for this itinerary?

  • if yes, system proceeds with next step.

• Do the passengers have an Authorised Representative assigned?

  • If person account settings are configured and the passenger data has been collected, then a Person Account for that passenger will already exist. If this is the case, and if the age of the passenger at time of booking is over 18 years old, the system will automatically assign the Person Account as the Authorised Representative of the passenger.

  • If the passenger is under 18 years old, the Sales User has to manually define who the Authorised Representative for the passenger is, which can either be a parent that is also travelling on the itinerary or a non-traveller, unrelated to the Itinerary. They must be set up as a Person Account

• What SOA version is the most active?

  • The system finds the most recent active version, based on the Version number.

Based on this logic, the SOA Passenger Assignment record is created linking the passenger record, the signee person account record and the SOA version with a status of “Not Ready”. This means that the record is prepared but not yet sent out. Once the user is ready to send out the SOA, they can click the “Send SOA“ button for selected passengers:

• Once clicked, an email is generated to be sent to the Authorised Representative for each passenger. When “Send SOA” is clicked, one email gets sent per passenger where an individual link for each passenger should be signed.

• The status of the assignment is changed to “Published”.

• On the VF page, the signee can agree to terms and conditions. This automatically updates the assignment record to “Accepted”.

• Once all passengers have accepted their SOA, a checkbox on the itinerary level (All SOA Accepted) is set to true.

In this flow, the system assumes that we will have all the necessary information about the passengers (i.e email information for each representative) at time of booking conversion. However, this information can also be provided post booking conversion:

• If the Authorised Representative field is updated after an itinerary becomes a booking, a new SOA Passenger Assignment record is created with the newest information using the same logic as described above.

• Any existing assignment will become available on the history tab within the SOA component. The newest passenger assignment becomes the active assignment for the passenger. This means that if someone signs on behalf of a passenger, but then the Authorised Representative changes, a new signature is required from the new representative.

New SOA Version

For cases where a new SOA version is introduced, existing assignments can be updated on an itinerary-by-itinerary basis by clicking the “Update SOA” button. This creates a new passenger assignment record with a status of “Not Ready” that can then be sent out to the Authorised Representative.

Please note: The functionality is only available to selected customers as a pilot feature.

You’ve read it right! We are launching a very much demanded flow for managing post booking amendments. This will allow you to make amendments for your clients and apply the confirmed changes with just one click. You might already think “How do I keep track of all the changes going on?”, so did we. That is why we are also introducing History Snapshots for your booking at pre and post amendment stages. Let’s dive in.

From the moment you convert an Itinerary into a booking, you want to make sure that any changes are captured and carefully managed, thus we tried to keep the process of building the amendments separate from an actual booking. When users are in a booked itinerary, they can see a button Create Amendment.

After clicking on this button, the user is redirected to an Amendment record, which is basically a copy of the primary booking that contains all the information required: Itinerary Services, Passengers, Passenger Assignments, Price Breakdowns, etc.

A couple of things to mention:

• Itinerary Content does not get copied from the Primary booking

• Conversion Rates remain the same

• Inventory and Allotment Statuses are not set on Amendment booking services, since they are not yet confirmed. However,

  • Users can easily send Supplier Requests from an Amendment

  • Supplier Request Confirmation Statuses are copied over to an Amendment

• Booking Number is not set on an Amendment, even if Auto Assign a Booking number = True at the org level

• Users cannot have more than one active Amendment on a booking, which means that an Amendment must be either merged, or rejected before another Amendment can be initiated.

When an Amendment is created, we establish a relationship between the Amendment and the Primary booking via self-titled lookup on the Amendment. The naming convention of an Amendment itinerary is also self-explanatory, so that users can easily distinguish between what is a Primary Booking and an Amendment.

We also protect Primary booking to make sure that no changes are made when there is a related Active Amendment to it. A user will see a toast as a reminder of that where he also can see a link to the Amendment for reference.

Since Amendments are not actual bookings and should only be used to offer your clients some upgrades or specific changes to consider, we restrict certain actions on an Amendment booking in order to keep the data clean. A user is not allowed to:

• make Payments on an Amendment. All payments need to be taken on the Primary Booking only

• create and/or allocate Supplier invoices

• create and/or send Sales Invoices

• cancel or delete an Amendment, it can only be rejected but will be kept in the database for historical purposes

• change the Account, Channel or Currency on an Amendment

So, a user created an Amendment, what’s next?

He or she needs to make the desired changes and then send it to a client for confirmation. Kaptio recommends that you create a new Content Template that can be used for Amendments, where you give your customer a choice on whether to reject or confirm the Amendment. This way you can actually automate an Amendment Itinerary Status Change to either a Rejected or Confirmed state. More information on Content Actions can be found on our Customer Community Portal (Channel Page Action section).

• If a customer confirms the amendment, the user can start the merging process. This can be initiated by clicking on the Merge Amendment button on the Amendment Itinerary Layout

After a User clicks Merge, a modal pops up to force a user to provide a Merge Comment which will be saved on the Amendment booking for historical purposes.

When a user submits a comment and clicks Merge, the system:

• creates a Snapshot of the Primary Booking in the pre merged state

• transfers all the changes to the Primary Booking

• unlocks the Primary Booking for further editing

• sets the Amendment to a Merged state

Which means that you now have records for:

1. Historical Snapshot of a booking before the merge

2. Confirmed Amendment with a Merge Comment

3. Primary Booking

After the Merge is complete, your Primary Booking is unlocked for further changes and a User can create any further Amendments.

• If a customer rejects the amendment, the Amendment Status is set to a Rejected state (either automatically or manually, depending on your call to actions on the amendment content). The system will recognize the rejected amendment and will unlock the Primary booking for further changes automatically.

If you are an Administrator, let’s now go through Setup details.

There are couple of things that Administrators need to review to ensure that the flow is smooth before it is introduced to a wider audience.

Along with a new flow, we have a couple of new things for Admins to consider:

• Two new Itinerary Record Types: Amendment and Snapshot Booking.

• New values for Status field, New Layouts and New Actions per Itinerary Record Type

Please note: Values for any picklist fields (e.g. Itinerary Status) need to be set manually per Record Type after the Release due to Salesforce Release restrictions. These values are recommended but you can choose to use the statuses that work best for your business processes.

Speaking of Itinerary Statuses, Admin Step 1 would be to define Itinerary Statuses used in the Amendment Flow. For this, please navigate to Kaptio Settings → Amendment Flow Settings and set two Itinerary Statuses. One will be used for Merged Amendments (i.e. when an Amendment is confirmed and applied on a Primary booking), the second for the case when the Amendment is rejected by your customer.

Admin Step 2 would be making sure that the Quick Actions needed for the flow ((1) Create Amendment and (2) Merge Amendment) are present on the layouts which are used for (1)Booking and (2)Amendment Record Type.

Admin Step 3 is to make sure the Itinerary Status picklist values are assigned to the correct Record Types.

Admin Step 4 is to make sure Page Layout assignments are correct for Profiles and Record Types.

Admin Step 5 is to review Kaptio Recommendations on creating a Content Template for Amendments and initiate the discussion with his/her team.

We also introduced a couple of new fields on the Itinerary object which can help identify open vs closed Amendments. They hold a technical purpose mostly, but can be useful in List Views and Reports. You can review the new fields in the New Metadata section of the Release Notes.

Please note: The functionality is only available to selected customers as a pilot feature.

Product Setup

A new service type, Rail, is being introduced, allowing product setup users to set up rail stations related to a service.

Previously it was necessary to create rail connections as individual services, which is difficult and complicated to maintain for a large number of train stations.

Now it is possible to create only one service of record type Rail and add multiple Train Station Location sub records. Then, using the Itinerary Builder, the desired Rail service can be selected, and train stations are chosen from a picklist to define the start and end location. (Note: Using Rail Locations in Costings is not supported at this time.)

The following animation shows how those Train Station Locations are added to a service of record type Rail:

To set up Rail Locations, ask your administrator to add the Train Station Location related list to the relevant Page Layouts on the Services object.

Rail Locations in Builder

Once you set up a Rail service with its train stations, you can add them in Builder by clicking on the Price Category column. The dropdown showing the Train Station’s Start and End Locations will be automatically populated based on the location set against the Service line.

E.g. if your Builder line location is set to Italy, you will be able to select a Start or End Train Location that is an exact match or is a child location of Italy. If you sell multi-countries routes, Kaptio recommends setting a generic location on a line (e.g. Europe).

The Primary Locations must also be set in order to pull in the relevant Services. For example, if you have a train that crosses the border of a country, both countries should be set in the Itinerary’s Primary Locations.

Once a Service has been added and Start and End Locations are selected, its summary information becomes available in a Service info card.

Please note: The functionality is only available to selected customers as a pilot feature.

In this release, we are introducing the concept of Service Departures for Cruise and other Multi-Day group services. Service Departures bring a new level of flexibility on how to manage fixed departure products. The settings for each individual departure can be managed, allowing variations in schedule and content to be applied.

The feature has been designed with two major use cases in mind:

• Resell Departures: where you set up another operator’s departure schedule into your org for reselling purposes, without the cabin berthing and ship management aspect.

• Operated Departures: where you are responsible for operating departure schedules, including berthing and ship management.

In short, Travel agents, wholesalers or FIT companies use Resell Departures whereas cruise operators use Operated Departures.

To setup Resell Departures, the following key features are used:

• Setup of Departure Templates: A Departure Template is the “standard itinerary” of the product being sold. Imagine a river cruise that goes from Amsterdam to Basel, with the same stops in each location for each day on every departure. This itinerary would be setup as a template, so it is easy to re-use for multiple departures, but still allowing the system to make changes at individual departure level where the ports or content might deviate slightly.

• Departure Day Content: Content editors can create content at departure template level but can also carry out overrides at an individual departure level.

• Setup of Ships: For cruise services, users can set up ships that can be applied per departure. The ship record contains information that can be displayed on the customer’s documents.

• Ship Content: If you want to create sophisticated content with images and formatting, you can create Content Records and assign them to your Ship. The Ship Content will then be exposed to the customer documents.

• Setup of Cabin Types: You can create Cabin Types agnostic of Ship creation, so that cabin types can be reused on multiple ships. Cabin Types will be linked to Price Categories on your Cruise Services, allowing you to show Cabin Type content on the customer documents.

• Creation of Service Departures: Once ships and departure templates have been defined, users can create service departures that copy the day-by-day schedule from the Departure Template.

In addition to the features above, an additional setup item is required when setting up Operated Departures:

• Setup of Cabin Configuration Schemes: For cruise services, users can set up cabin type configuration schemes that can be applied to a departure template or an individual departure. Cabin Configuration Schemes can represent cabin numbers available for sale on a specific departure date (e.g. a Ship could have 100 cabins, but during a specific departure date, cabin 110 and cabin 108 are being renovated, so not available for sale, thus a Cabin Configuration Scheme will only contain the cabins that are available for sale), which will be used for berthing. They can also work for the case when a company has multiple ships with the same configuration, so to avoid creating cabin numbers for each ship, you can reuse a Cabin Configuration Scheme across multiple departures on different ships.

There is no need to enable anything further to use this feature. The only thing that Administrators need to do is to go over the New Metadata section in this release and make sure that layouts and permissions are configured correctly.

Let’s go through Setup and Data loading Details in the system for both cases.

• Resell Departures

  • Create your Departure Template. Go to a Departure Template Tab, click New and specify key information about the template (Length, Type).

  Kaptio recommends: We recommend creating Template for each Cruise Direction (i.e. one Departure Template for Port A → Port B Cruise and another Departure Template for Port B → Port A)

• Now, it’s time to create your Departure Template Locations (i.e. day-by-day Cruise Itinerary). Just go to a related list of Departure Template Locations on your Departure Template record. You will notice the attributes for Day locations, where you can specify Summary of a day activities, as well as start and end locations on the day. To learn more about Kaptio Locations please visit our Community Portal.

Kaptio recommends:

• If you have the same activity on Day 4 and Day 5, we recommend you duplicate daily locations for each, so this can be exposed to the customer documents

• If your day starts and ends in the same location, please set your End Location same as your Start Location

• You can now create Content linked to your Departure Template Locations to provide more detailed information on a day’s activities along with images and videos.

• After you have created your Departure Templates and Content, you can make yourself a well-deserved cup of coffee and leave the Templates until the time you are ready to use them. Now let’s set up a Ship. Navigate to Ships (from the App Launcher), click New and specify your Ship’s attributes.

• Now that you have your Ship, let’s create Content for it to provide more details, as well as some beautiful images of your ship. Navigate to Content (from the App Launcher), click New and select Ship Content in the list of Record Types.

• Yep, it’s that easy. You nailed it with Ships, so shall we try Cabin Types now? Go to Cabin Types (from the App Launcher) and create all Cabin Types that you will be using to sell your Cruise Services.

• Good job on Cabin Types! Let's add some more details about Cabin Types to show on customer documents. Go to Content Tab, click New and select Cabin Type content in the list of Record Types.

• Now it’s time to create an actual Cruise Service. Kaptio recommends creating one service for Cruises that have the same Cabin Types for sale (e.g. Europe River Cruises) since you can easily define different routes, day-by-day Itineraries and Ships on a Service departure level. When creating Price Categories for your Cruise Service you will notice a new field - Cabin Type, this is where you specify the Content Source for your Price Categories.

• We’ve come a long way. Now we are going to create Service Departures, where it all comes together. Find the Related List for Service Departures on your Cruise Service, click New and specify all the attributes (your Ship, Departure Template, etc.).

For Resell Departures, Kaptio recommends hiding Cabin Configuration Schemes from the layout. This also means that we recommend creating different layouts for Resell and Operated Departures.

There is actually some magic going on after you link a Departure Template to your Service Departure - Departure Template day-by-day schedules get copied over to the Service Departure Locations and can then be changed, if required, for each day of a particular departure. (coming in a future build)

• Operated Departure

The steps needed for Operated Departures almost identical to Resell ones, just with an additional step to create a Cabin Configuration Scheme and related Cabins.

After Step 5 above, let’s create a Cabin Configuration Scheme - a pull of cabins available for sale for specific Cruise Types. Kaptio Recommends to create a Cabin Configuration Scheme per group of Ships, that have the same cabin configuration.

Now since you have a Cabin Configuration Scheme created, let’s create Cabins themselves. Just navigate to the Related List of Cabins and click New.

Now since you have created a Cabin Configuration Scheme, you can assign it to your Service Departure as you create it.

And of course, we could not resist some magic here as well. When you link a Service Departure to a Cabin Configuration Scheme, the system creates Service Cabins based on the Configuration Scheme selected. And you can then easily override them if required, per departure. (coming in a future build)

A new setting Fixed Departure Service is introduced to Service Record Type Assignments, that are specified in Kaptio Settings, allowing product setup users to define if services of a specific record type have fixed departures.

This setting controls whether Service Departure selection is available in Itinerary Builder when adding a service.

When you are in Builder and adding a service of a Record Type that has Fixed Departure Service flag set to True, the system will automatically select a service departure that is most relevant to the travel start and end dates in the itinerary.

If you want to select an alternative departure date, you need to navigate to Price Category selection, where you will find a list of Service Departures to select from. The list of departures is determined by the Itinerary Start Date - we show the departures where the Departure Date is in the following 30 days of the Itinerary Start Date.

You will also notice that apart from a Departure Date, we also display a Departure Code, if applicable, as an identifier for a specific departure.

Please note: we do not allow changing dates of any services which have the Fixed Departure Service flag set, neither by dragging a service and dropping it somewhere else in the itinerary nor by changing a service start date. The only way for users to change the date is to select a different service departure in the Price Category dropdown, which will automatically set the Service Start Date accordingly.

Please note: The functionality is only available to selected customers as a pilot feature.

In the Summer Minor 3 release, we are introducing Templates for Itinerary Builder.

Sales users have asked us for a way to easily find and re-use itineraries. Our cloning functionality partially addresses that, but it doesn’t provide a simple way to do a detailed search or automatically adjust group sizes and passenger allocations once used.

However, with Itinerary Templates we are making the end-to-end process of finding and re-using existing itineraries a breeze. Itinerary templates are regular itineraries which have the specific flag “Usable as template” (field KaptioTravel__UsableAsTemplate__c) set to true. It will be possible to select those templates either as a foundation for creating new itineraries or as building block to be inserted into an existing itinerary.

Users can insert templates within Itinerary Builder. When hovering the mouse between two service lines, a blue line is shown with a button to insert a template at the selected location. This is a great way to compile an itinerary using templates as building blocks.

In both cases a new template search modal is shown, which lists all available templates and allows filtering by:

• Itinerary Name

• Booking Number

• Primary Locations

• Earliest Start Date

• Latest End Date

• Itinerary Owner (defaults to All users)

• Number of Days (days between first and last service in Itinerary)

• Group Size (number of passengers defined)

• Total Amount (total price calculated at the time of creation)

• And up to three custom fields, which can be defined in the fieldset “Fields on Templates Search” on the Itinerary Object

In addition to using templates from Itinerary Builder, in the Trip object view, your Administrator can configure an action menu for related list Itineraries, showing an additional action “New Quote from Template”. Here, a new itinerary can be created using an existing template as the foundation.

Note: New Itineraries can only be created if the trip doesn’t already have a booked itinerary.

When clicking the button, the following data is copied from the Trip object and applied to the new Itinerary Quote:

• Itinerary Name

• Account

• Primary Contact

• Channel

• Currency

• Language

• Group Size

• Travel Start Date

• Travel End Date

• Lead Passenger Name

• Group Size

Once a template has been selected and is inserted, its data is updated to accommodate the active trip and respective travel dates. Allocation and quantity are automatically updated to match the trip:

• For per person services, quantity is adjusted to the total number of people (independent of channel roles).


• For per unit services, quantity is changed according to max unit occupancy new group size.

• Passengers are automatically reallocated to the adjusted number of rooms and room types in the order they appear

When inserting a template, some updates are taking place:

• Prices, inventory and confirmation statuses are updated with latest data

• Supplier and Invoice To details are updated (with the same settings as if the services are manually added)

• When inserted into an existing itinerary, services from the template are shifted to begin on the new date (the insertion point).

To setup the feature, your Administrator needs to make the following changes:

1. Ensure that you have setup Itinerary Builder functionality (which as of this release is still in Pilot!).

2. Decided on a strategy of which itineraries are searchable. Your Admin can create a process flow that sets the KaptioTravel__UsableAsTemplate__c to true for itineraries that meet a specific condition. For example, you might only want to show itineraries which have been converted to a booking. This means a process flow that checks when an itinerary is booked would then set the Usable As Template flag to true. By default the value is set to false, meaning no itineraries will show up in the template search.

3. Add a button New Quote from Template on Itinerary Related list for Trip object

In this release, we are introducing new fields on a Car Rental Location: Opening Times, Special Instructions, Contact Phone and Contact Email. Using these fields will help to add more relevant details for Car Rental Services. If you are an Admin, please make sure that your users have access to newly added fields. We also recommend adding them on a layout for relevant profiles.

In this version we have introduced a new field on Channel Level → Emails — Default Sender, a way to control the sender of outbound emails sent from the system.

The available values of the fields are:

• Channel-Wide Email

• Record Owner (i.e the Itinerary owner)

• Current User (default - as is behaviour)

The existing checkbox ( Always Use Default From Email ) that sets the default sender as the channel-wide email will be deprecated. A post-install will run and set the setting to “Channel Wide Email” for clients who have that checkbox set.

The default sender of all emails for the channel will be based on the selected value:

• Users can override who the sender is on a case by case basis where the email is sent by a user action (for example quotes).

• For cases where the emails are automated (e.g. payment confirmations) the default value has to be used and cannot be automated

• When sending out automated reminder emails (for example payment chasers in Process Builder), the admin can determine who the sender is for every process when inserting the Kaptio Email record.

Please note: [KPF-XXXX] references shown are for Kaptio Use Only.

Flight placeholders in Itinerary Builder have been further enhanced with small usability improvements and bug fixes, e.g.

• [KPF-608] The name of the flight placeholder is automatically generated from the starting point and final destination, making the presentation of placeholders within the Itinerary Builder more intuitive.

• [KPF-607] Departure and Arrival airports can be looked up using IATA Airport codes.

• [KPF-610] Flight placeholders are no longer fixed within the itinerary, but can now also be moved and cloned like other services. This does obviously impact flight segments and will therefore require additional confirmation to check whether the flights are available on the updated dates.

• [KPF-612] The flight placeholder modal can be more easily opened by just clicking on the service name or price category

Please note: [KPF-XXXX] references shown are for Kaptio Use Only.

We continue to work on Itinerary builder and aim to improve usability and ease of use. Most notably are the following enhancements:

• [KPF-602, KPF-603] Multiple services in builder can now be moved or deleted at once in a bulk move operation. Both operations are initiated from menu buttons in the Default View.

• [KPF-573] Extended Itinerary Item summary pop-over card for both Default and Calendar View. This card shows all information about a particular service in one place, e.g. by clicking on the info icon in the Default View or on the service in Calendar View.

• [KPF-591] Optimised column within Default View, which improves readability on small screens. In particular, the name of the service will now receive more space.

• [KPF-598] Services can now be rearranged, overriding the default sort ordering behaviour. This allows users to manipulate the order of the services in builder to fit their exact requirements

• [KPF-503] Improved Calendar View to show locations and times of the services

In this release, we are adding support for Optional Services on Supplier Bookings screen. Your users can now send Price and Availability requests for Optional services using our standard Bookings Screen to advise the customers accordingly. No additional setup is required, you can just navigate to the Bookings screen and see your Optional services with a specific indicator.

In this release, we are introducing the Middle Name field on the Passenger. This field becomes available for the Passenger Field Defaults field set on the Passenger object. The field can then be mapped against the Person Account Middle Name field in Person Account Setting Schemes.

Please note: [KPF-XXXX] references shown are for Kaptio Use Only.

We continue to work on the Price Breakdown feature and aim to improve usability and ease of use. Most notably are the following enhancements:

• [KPF-575] The system automatically creates all default sub-breakdown groups for an itinerary. This allows users to easily move services into the default breakdown groups without having to manually create them.

• [KPF-302] Users can now mark sub breakdown groups as optional. This is useful when highlighting optional upgrades on client documents. All the services which are assigned to the group are set to optional and therefore not counted towards the total of the itinerary.

• [KPF-367] Admin can now add up to 3 custom fields to the Sub Breakdown group object via field set.

Please note: The functionality is only available to selected customers as a pilot feature.

With this release, we’ve significantly improved the Trip and Itinerary Sales User flow, by adding more attributes to the Trip and Itinerary object, as well as offering the ability to create a Quote from Trip with just one click.

Additional fields on Trip: make your Trip records more meaningful with the new attributes added, specify Channel, Travel Dates, Primary contact, Lead Passenger Info and more for your Trip.

Primary Itinerary on Trip: easily identify the Primary Booking on your Trip with a self-titled lookup field on the Trip object. The field is populated with the last modified Quote until one of the Quotes is converted into a booking. From that moment the Primary Booking is stamped and does not change.

Trip Record Types and Lightning Page: use our core Record Types to distinguish between different stages of your Trip (e.g. Qualification, Booking, etc.). Enjoy benefits of Salesforce lightning pages with our new Trip Record Page.

Lead Passenger info on Itinerary: specify your Lead Passenger at Trip level and this information will be mapped into corresponding fields at Itinerary level. The Lead Passenger will be marked with a special flag and any changes to his/her name will be reflected in the Lead Passenger Info fields at Itinerary Level.

New Itinerary from Trip: click our New Quote button on a related list of Itineraries on your Trip record and see the magic happen. All the information from the Trip will be transferred to your Itinerary record and it took just one click!

To enable the feature please:

• configure Trip layouts to contain all new fields added to the object

• add permissions to new fields to users

• add a New Quote button to the related list of Itineraries on Quote

• navigate to Kaptio Settings → Itinerary Settings and choose a value for Itinerary Quote Record Type, which will be used when creating a new Quote from Trip.

In this release we are introducing Flight Placeholders, allowing travel planners to easily add flight bookings to their itineraries. This can be done at various stages of the itinerary planning lifecycle, for example:

• Planners can add a Flight Placeholder for quoting purposes without actually booking the flight itself.

• Planners can add flights which are not available through traditional electronic booking channels (GDS, aggregator, direct etc.), out-of-range flights, or domestic light aircraft flights, for which the Sales User needs to manually input flight information.

With Flight Placeholders, flight details can either be automatically populated (using a lookup with Flight Number and Departure Date) or entered manually. Users can define multiple segments per placeholder.

Data is automatically retrieved using the FlightStats API, a data provider for the airline industry. To retrieve data from FlightStats, the user has to provide a Flight Number (for example LH273), and a departure date. If a match is found, the following fields are pre-populated but can also be manually amended:

• Departure & Arrival Time, in “hh:mm“ format

• Departure & Arrival Airport Codes, for example "FRA“

• Departure & Arrival Airport Names, for example “Frankfurt Airport“

• Departure & Arrival Terminals, for example “1” to represent Terminal 1 at Frankfurt Airport

• Airline, this field is primarily used for entering what is known as the “Marketing Airline”, the Airline which has sold the flight. This field is a lookup to an Airline Account.

• Operated by, in some cases, the actual Airline operating a flight segment may be different to the Airline selling the flight, therefore, this field permits selection of a different Airline

• Both Airline and Operated By fields are lookups to Account, using the Airline Record Type. If a Matching FS Code (FlightStats) code is not found during data retrieval, an error will be shown

• Equipment Type, This field represents the actual aircraft type being used to provide transportation for a flight segment. Industry codes are often used to abbreviate the full name

The following fields are not pre-populated by the FlightStats API:

• Travel Class, the generic travel class of the particular flight segment. Can be used to distinguish if a customer books a business class ticket, but has a connecting flight segment that does not offer that class of travel for that particular segment.

• Luggage, used to describe the luggage allowance for this particular segment

• Vendor Locator, this is known as the internal reference for the Airline providing the flight. This usually represents the reference number used for managing a flight booking online.

The next step is to assign passengers to a Flight Placeholder:

On this screen, the Sales User can select which passengers are assigned, with key flight related passenger information displayed, alongside a search option for itineraries with multiple passengers. The last step is where service related details and a summary is shown.

The fields show on this screen have the following logic:

• Location fields:

  • The location fields (From and To) are references to your location as defined in your Location Hierarchy. This sets the External Name of the Flight Placeholder service, for example “Frankfurt - Milan“ as shown in Builder. This is useful for summarising the start and end locations for an overall flight journey.

    • From Location is automatically set by the location from the line in builder.

    • To Location needs to be manually set by the user.

• Supplier: This field represents which company is responsible for billing for the flight being provided. This is commonly known as a Supplier Cost.

• Invoice To: Determines who will be paid for the service. Can inherit the Invoice To account from the Supplier. For example, Lufthansa Invoice To could be a BSP account.

• From Date: The date of the first segment

• Booking Reference Number: This is a unique reference number generated by the system provider responsible for creating a reservation.

• Flight Booking Source, this field is used to specify where a flight booking is being made. The values for this picklist are customisable in the Salesforce Object Manager for the Itinerary Item object.

• Price Category: The travel class for the Flight Placeholder across all segments. The choice of price category can be configured on the Source Flight Placeholder Service (instructions below). The definition of that service is the same for all airlines and currently does not support airline-specific travel classes or content.

The Flight Placeholder component is currently only available from the Itinerary Builder. Flight Placeholder uses the existing Itinerary Flight Segment object to store the flight segment data. This new feature does not impact the existing Manage Flight Segments screen available from Costings. From a Setup perspective, the following steps have to be executed by your org’s Admin to start using the Flight Placeholder feature:

• Create a new Service using the Flight Placeholder Record Type, a new Service Record Type. This service acts as the Source Flight Placeholder Service, configured in Kaptio Settings. The supplier of this service is overridden for each itinerary, so the service can be assigned to any supplier account, for example an internal supplier account. The price categories defined for this service will be shown when adding the flight placeholder (as seen in the screen above).

• In Kaptio Settings > Service & Package Settings, a dropdown labeled “Source Flight Placeholder Service” is used to define the general Flight Placeholder service. This service acts as the source which is then adjusted at itinerary level for each Flight Placeholder booking.

Once the steps have been completed, Flight Placeholders will become available in the Itinerary Builder component.

With this release, we are introducing a new end-to-end Itinerary Booking Flow along with all the related components (Actions and Record Types). Booking Flow is a large functional part of the Kaptio Travel Platform, which brings together all the elements of the booking process, allowing Sales Users to effectively manage itineraries through their lifecycle, where any change is just a click away. A huge benefit of the flow is that it uses out-of-the-box Salesforce functionality, that allows System Administrators to modify the flow and create a unique experience for Sales users. The feature can be broken down into three main Itinerary lifecycle milestones:

• Converting a Quote to a Booking

• Managing Booking Amendments (COMING IN FUTURE RELEASE)

• Cancelling a Booking and/or Passengers

To support users during these milestones, we have created a toolkit of Itinerary Record Types, Page Layouts, Itinerary Actions and provided more explicit values for Itinerary Status. More details can be found below:

All of the attributes mentioned above are coming together in a Kaptio Lightning Itinerary Page and that can be set as a default page to View your Itineraries (please ask your Admin for details, if you are an Admin please visit Activate your Lightning Record Page)

Converting a Quote to a Booking

Just click the button on our new Lightning page!

Cancelling a Booking

Just click the button on our new Lightning page!

Cancel button initiates a step-by-step process for partial or full cancellation and helps you manage complex cases of waiving cancellation fees per passenger. The Record Types and Actions are optional to use for existing customers and are more new clients-oriented making sure they have a Booking flow to start with. To enable a new Kaptio Booking Flow contact your Admin for details. They will need to define your permission settings for the Booking Flow attributes (if you are an Admin, please review the Core Metadata Change Log).

Travel planners require high-performance travel software to rapidly build itineraries. Costings, the current tool used to create itineraries, was designed as a universal tool combining many use cases at once, with compromises in speed and ease of use. This affects its usability for specific use cases such as building tailor made FIT itineraries or doing complex customisations to packaged itineraries. With this release, we are launching Itinerary Builder, making it available to selected customers as a Pilot feature. Itinerary Builder fills the aforementioned gap by enabling users to quickly create and modify itineraries. Below you will find information related to specific Itinerary Builder features, such as:

• Setting primary locations, ensuring only selections relevant for this itinerary are displayed

• Adding services at any place within the itinerary, making it quick and easy to create a new itinerary

• Cloning services, from a line menu or during a drag and drop action

• Changing dates and durations with simple mechanisms like a day input field or drag and drop

• Defining quantity and occupancy

• Viewing service and location notes with just one mouse click

• Adding itinerary notes as remarks for suppliers, clients, internal users or the voucher

• Line summary view, giving you all details about a service in one glance

• Build, Group & Calendar views, offering alternative ways of viewing an itinerary and to focus your work on particular service types

Primary Locations

Before building an itinerary, travel planners define primary locations to filter the search results. Admins can configure this feature in Kaptio Settings to define which location record types (e.g. Cities or Country) are displayed to the travel planner. Unrelated services (outside of the selected locations) are hidden, which removes unwanted choices from menus and enables data pre-loading and improved performance.

Adding new Services

Builder offers different ways to add services based on the planning requirements.

• Users can easily add a new service in between two existing services, by hovering over the space between them and clicking on the Plus icon

• Users can click the Add New Service button located at the bottom of Builder, where a new service is appended to the itinerary

• Users can also click on the New button builder, which will add a new service at the top of the itinerary.

Once the service has been added, users can carry on configuring the line by selecting a location and service combination. Additional settings such as price categories, meal plans and add-ons can then be selected. When applicable, pricing information is displayed when viewing the price category and add-on options. Inventory Status (Inventory column) and Supplier Confirmation Status (Status column) are automatically refreshed with every change to the itinerary.

To show all details of a service at once, the Summary View can be used by clicking on “i” (info) icon.

Cloning Services

Existing lines in the itinerary can be copied, either by using drag and drop (by holding down the Alt-Key on MacOS or the Ctrl-Key on Windows), or using the line action menu and selecting Clone.

Changing date and Service sequence

Itinerary Builder offers multiple ways to intuitively rearrange services. Users can edit day number and day ranges to quickly arrange services, e.g. move and extend hotel stays with a few key strokes. For example, when changing an accommodation from day 1-7 to day 2-10, then the stay will be shifted by one day and the duration will be extended by two days. Also the user will be asked whether all subsequent services (e.g. activities) should also be moved by the same number of days. It is possible to then select only a few services which will be adjusted accordingly and leave everything else unchanged.

Another way to rearrange services is by drag-and-drop. For example, if a service is dragged from day 2 and dropped after another service on day 4, then the dragged service will be updated to day 4. It is also possible to drag and drop services which have a duration, e.g. day 2-4. In the example above, such a service would be moved to day 4-6, but means the duration remains unchanged and only the start date is changed.

We are also introducing a new and updated date picker with duration input, which allows extending the duration either by selecting a new end date or changing the number of days/nights.

Defining quantity and occupancy

By clicking on the column Quantity, occupancy for the service can be easily adjusted. Depending on the Unit Of Measure (UOM) for the service and the Channel Role configuration. For more information about how the occupancy feature in Kaptio works, see this community article. Users will see:

• per room quantity - where occupancy is controlled by the max occupancy restriction on the room type.

• per unit quantity - where occupancy is controlled by the max occupancy restriction on the price category

• per person quantity.

Viewing Service and Location Notes

To make sure a Sales User is reminded of special circumstances and warnings related to individual services, suppliers or specific locations, Kaptio offers the feature to add Notes to those services/locations. Those notes will be presented to the user in Itinerary Builder next to the service name. Urgent notes will have a red bell icon to catch the user’s attention.

Adding itinerary notes

In some situations it might be necessary to add booking related notes to specific services, e.g. a note for the supplier about special requirements. In Kaptio, there are four types of Notes which can be attached to an itinerary item:

• Supplier Notes

• Client Documents Notes

• Internal Notes

• Voucher Notes

Those notes can be added to a service by opening the line action menu and selecting Add Notes.

This will bring up a popover card, in which each note category can be edited.

Display Modes

Itinerary Builder offers three different ways to display your Itinerary services.

1. Default View The view used to build your itinerary where services are displayed in chronological order:

2. Group Mode Services are grouped by categories Accommodation, Activities, Logistics and Other. The categories are customisable on a per org level under App Settings > Service Record Types. Users cannot build itineraries or make changes using this view.

3. Calendar View The calendar view helps visualise what has been selected for each day of the itinerary. Services are grouped by day and master services type. All the locations visited are highlighted per day and the services sold per night/day are shown on each day.

From a Setup perspective, the Itinerary Builder is a Lightning Component that can be easily incorporated into any Lightning Itinerary Record page in your org. To learn more about Salesforce Lightning Components please visit Introduction to Lightning Web Components for Admins. The setup pre-requisites before placing the component on your lightning page are:

• Go to Kaptio Settings > Location Settings > and define your primary location record types. This controls what location records types are available for selection when setting your itinerary’s primary locations.

• Ensure that all of your Service Record Types have a Master Services Type defined. This is managed in Kaptio Settings > Service Record Types. The Master Service Type values are used when grouping service record types together in the Group and Calendar display modes. The list of Master Services Type is a standard Salesforce picklist, which you can add and remove picklist values for in the Salesforce Object Manager for the Service Record Type Setting object.

• Ensure your custom Service Record Types have icons assigned. Every Service Record Type can be assigned an icon from the Salesforce Lightning Design System icon library. The way to reference the icon library is to use the name of the icon category and the name of the specific icon within the category. For example, you can write custom:custom20 to generate a icon of airplane or standard:forecasts to generate an icon of binoculars.

If you wish to use a Kaptio Travel Itinerary Lightning Page (now available with this release), we have you covered! The only thing your Admins will have to do is to activate the Itinerary Lightning Page and assign it to the required profiles, or simply make it your org default.

If you have built a custom Lightning Record Page, you will have to follow the steps below:

• On your Lightning Page Edit mode, select a position where you need to place the Itinerary builder (we recommend using tabs on your Lightning Itinerary page. More info can be found in How to create a tab on a Lightning page)

• You will see an Add Component instruction when you navigate to your tab

• On the left hand side of your screen, you will see a search bar for components. Type in “Itinerary Builder” to find a Builder component

• Drag and Drop the Itinerary Builder Component on your Lightning page

• Save your page and enjoy using our new Builder component!

Kaptio has already gained solid experience in helping our customers to integrate Salesforce Leads out-of-the-box functionality into the Kaptio Travel Platform, but now, finally, it is the time to introduce an integrated approach which we are making available as part of our standard offering.

With this release, users get the Lead to Trip conversion process. We kept the best from Salesforce Lead Conversion and took it to the next level. With the new functionality, your Admin Users can configure the details for Lead Conversion that can be found in Kaptio Settings. This includes:

• definition of the record types for converted Trip and Person Account records

• definition of custom fields mapping which allows the transfer of all relevant information from Lead over to Account and Trip records

• adding Convert to Trip action on Lead Page Layout

With your Admin Users orchestrating the process behind the scenes, your Sales Users can now focus on getting things done (aka getting Leads converted), which is as simple as it sounds, taking your users one button to click to initiate the Conversion process.

After converting a Lead you will have a Person Account and a Trip created with the key information copied from Lead and your users can now start building your customer’s best journey.

With Kaptio Lead Conversion you no longer need to maintain standard Salesforce Lead Conversion separately from creating a Trip. Now it is all integrated into one process, making the life of your Sales Users easier and more productive.

Further enhancements related to matching to existing person accounts or trips is expected in the upcoming Major release. To learn more about Salesforce Lead Conversion, see this Trailhead Unit.

In this release, we are introducing new metadata related to Passenger Statement of Agreement, new functionality that we will be introducing in upcoming releases. A Statement of Agreement (often referred to as SOA) is a legally binding document which is sent and subsequently signed by every passenger, or authorised representative on behalf of a passenger under the age of 18.

This metadata will be introduced and only available to design partners for this feature. If you are not one of the design customers for the feature, no action is required.

Kaptio's pricing architecture is highly component focused. Cost and sell rates are defined on an itinerary item level with each itinerary item (a component) making up the total price of the entire itinerary. This can be useful and brings a lot of benefits to complex tax and commission use cases.

However, when pricing tailor made packages and for the Sales User making a decision on how to display the breakdown of pricing to the customer, we have limited flexibility - either package price everything, show breakdown for everything or build out custom inflexible queries when presenting the price to the customer within the itinerary documents.

With this release, we are unveiling Price Breakdowns, allowing individual components (itinerary items) to be grouped together and then priced at the group level, rather than only component level. Those Breakdown Groups will have a hierarchy, with Master Breakdown Groups at the top and Sub Breakdown Groups.

Then for each Service Record Type, e.g. Accommodation, a Sub Breakdown Group gets assigned:

The Master Breakdown, Sub Breakdown and Service Record Type settings define the Default Price Breakdowns. In Kaptio Settings, Admins can also enable customisable Price Breakdowns, which allow Sales Users to change the breakdowns at an itinerary level, and with a custom permission at profile/permission set level, users can override the price based on a suggested price.

To support the Sales User in deciding on the final selling price, we have introduced Suggested Price Schemes. Those settings allow the set up of a minimum and maximum margin, which will give an indication to the Sales User in which range the desired final price should be. Default settings can be overridden with different schemes on a Channel or Per-User basis. The Per-User setting takes precedence over Channel settings.

After the configuration is complete, the Price Breakdown view on an Itinerary level will group all the services according to their assigned Sub Breakdown Groups. Totals are accumulated on a Sub Breakdown level and on a Master Breakdown level.

This view allows the creation of new groups and the moving of services between Sub Breakdown Groups. On this component, it is also possible to override the final selling price on a Sub Breakdown Group level, which is calculated using the Suggested Price Scheme, given that the user has the right custom permission assigned to their profile/permission set. The release introduces new metadata that your Admin needs to configure to start using the feature. Please note that the feature is optional.

• A new tab called Master Breakdown Groups is now available. For existing orgs, Admins need to update the tab’s visibility and add it into the Kaptio Settings App. For new orgs, the tab will be available to the Admin profile by default and available in the Kaptio Settings App.

• Admins need to create the default Master and Sub Breakdowns. A minimum of one master and one sub is required. For initial setup, we recommend naming both the master and sub groups “Package Price”. This can then be used to mimic current system functionality which is a single price for the package.

• In Kaptio Settings > Service Record Types, each record type needs to be assigned a sub breakdown assignment. The feature will not work until each service record type has a default sub breakdown assignment.

• Once the default Master and Sub Breakdowns have been created, and Service Record types assigned, the feature has to be enabled for further use. Please note: This is a pilot version of the feature and it is available to selected customers only, if you are a pilot customer, please contact Kaptio Support and we will enable the feature on your behalf.

• To enable the component at the itinerary level, open your Lightning Page Edit mode, select a position where you need to place Price Breakdowns (we recommend using tabs on your Lightning Itinerary page, more info can be found in How to create a tab on a Lightning page) and add the “Itinerary Price Breakdowns” component. Save your page and enjoy using the new Breakdown component!

• In Kaptio Settings > Itinerary Settings, Admin need to set Enable Price Suggestion checkbox in order to use Suggested Pricing Schemes functionality. Please be aware that Suggested Schemes will have to be created to use this feature, you can find them in Kaptio Settings > Suggested Price Schemes.

If users want to customise or override prices for default breakdowns, they need to have the “Allow Customization of Itinerary Price Breakdown Groups” custom permission. This can be assigned at a profile or permission set level.

Service types like car rental are servicing many different locations (pick-up and drop-off locations). Up until now, for each possible location, an individual service needed to be created during service setup, which is difficult to maintain and contains redundant information.

With this release, it is now possible to create only one service of record type Car_Rental and add multiple Car Rental Location sub items. In the upcoming Itinerary Builder feature, it will be necessary to add only this one service and the particular locations can then be selected as an additional attribute, similar to price categories for accommodation. (Note: Using Car Rental Locations in Costings is not supported at this time.)

The following video shows how those Car Rental Locations are added to a Car_Rental service:

Creating clean and transparent Location hierarchy is essential for managing the product and its availability in certain destinations. Location hierarchy is not always strictly defined as City being parented by Country or Country being parented by Continent. For Places like National Parks, Canyons or Coastlines, the actual geography of the place can be spread between multiple cities or even countries. With the Flexible Location hierarchy, we allow Administrators to define Parent Location types (yes, it’s plural!) per each existing Location Type in the system.

Previously the hierarchy of Locations was strictly linear allowing each location to be parented by only one type of parent based on the hierarchy defined in Kaptio Settings (i.e. given that Location Hierarchy is Continent → Country→ City→ Place, then if I create a Location with Record Type Place (e.g. National Park), I can only set City as a Parent location for my Park, even if in fact it is spread geographically between two or more cities).

With the new functionality you will still be able to set Location hierarchy to represent what stands higher in the hierarchy (i.e. what can be parented by what), but now you can define multiple parent types for each Record Type of your location (i.e. City can now be parented by Country or Continent, Place can now be parented by City or Country or Continent).

Now you can parent every Location Record Type with any other Location Record Type that is above it in the Location hierarchy.

Note: The Flexible Location feature does not influence Sales User workflow as it is pure configuration setup, happening ‘behind the scenes’ from a Sales User perspective.

Notes which inform users about special situations regarding particular Itinerary Items could until now only be assigned to single Services, but not to all services within certain geographical regions. Therefore it was not possible to create notes which were affecting multiple services at once, e.g. regional Health and Safety issues or air safety warnings.

With Location Notes, as the name suggests, notes can be added to Locations. Those notes will then be automatically attached to all services in the particular geographical regions.

The following video shows how a new Location Note is created for the location Italy:

Below is an example on how the Location Notes for Italy could be displayed on a service in Venice:

Managing the assignment of passengers to individual services is an important aspect of itinerary planning. With the Passenger Allocation component, we provide a matrix table overview of what services have been selected, their occupancy restrictions, and the list of passengers grouped by their default room group. From this screen users can then edit the assignments across the entire itinerary.

The occupancy restriction information represents the capacity of a service based on Unit Of Measure (UOM) where:

• Room UOM is based on the Max People field on Price Category level

• Unit UOM is based on the Passenger Capacity field on Price Category level

• Person/Adult/Child/Infant UOM allows 1 passenger to be assigned per quantity bought

For more information on how passenger assignment works, see Lightning Costings: How to Manage Passenger and Room Assignments in an Itinerary.

The Passenger Allocation component is available in our classic sidebar and as a standalone Lightning component compatible with the Itinerary Object Lightning Record Page.

Please note that changing passenger assignments in the Passenger Allocation component does not affect pricing or quantities. It is used to assign passengers for documentation purposes and if set to ‘none’, the Service will display the same price and quantity but have no Passenger Name against it.

Currently, a service can only be linked to one supplier. For travel companies that operate in multiple markets with multiple business units, it is common for the same service (for example a hotel) to be supplied by different ground handlers, often distinguished by which Business Unit or Sales User it gets booked through. Today, the system forces users to set up two different items for this use case.

As a result, we are introducing Supplier Overrides where product setup users can define alternative suppliers by Business Unit or User. Once a User adds a service to an itinerary, the supplier is automatically set based on the supplier override logic.

To enable this feature, instruct your system administrator to add the Supplier Override related list to the Services objects page layouts. From there you will be able to create supplier overrides records. For more information on the supplier override object, please see our developer documentation.

The following video shows the setup of a Supplier Override on a Service overview.

Itinerary cloning is a useful feature that allows a Sales User to quickly create a copy of an existing Itinerary for further adjustments. Up until now, we provided users with flexibility to set cloning parameters when cloning Itinerary records (e.g. Clone Passenger Assignments, Clone Content, Clone Conversion Rates, etc.). Though the flexibility is powerful, it can also have a negative effect from an operational and financial point of view, as some of those parameters (such as those related to conversion rates) are not attributes that should be decided by end Sales Users.

With this release, we are introducing an Apex class that can be called from a custom button on the Itinerary record that allows administrators to hardcode the cloning attributes with the help of Salesforce Flow, giving your company more control over which cloning attributes need to be set without giving sales users the freedom to manipulate it.

A System Administrator can easily configure where to use Standard Clone and where to use Custom Clone with the help of Salesforce Page Layouts. More info about Custom Buttons can be found in this Trailhead.

Administrator Setup Instructions Global Apex class method name: GlobalCloneActions

Example of Setting up a Flow:

Example of Setting up a Custom Button:

We also suggest that you create an override Flow action at the end of your Clone Flow to redirect your users straight to the cloned record page. More info can be found in Salesforce help.

Some Kaptio clients would like to have the ability for the system to keep track of quotes and bookings by referencing a master trip number, and have each itinerary represent a version of that trip number. Currently, booking reference numbers, or booking numbers, only sit at the Itinerary level, not at the trip level.

With this release, a Trip Reference Number has been implemented, which supports an Itinerary Version Number.

Trip Reference Numbers can have a Prefix (e.g. TRIP-xxxx), start with any number and will be increased automatically by one. Itineraries of all states (Quote, Booking, Amendment, Cancellation) will be assigned a version number, which will increase with every change. The format of the version number is “{trip-number}/{version}“, e.g. TRIP-2020432/3.

For customers who are already using Trips and want to assign reference and version numbers to their trip and itinerary record, please discuss with the Kaptio Release Manager as part of planning your upgrade.

For more flexible Promotion management, we have added two more rule options that users can now set: Itinerary Length and Days Before Trip. Both rules indicate the number of days specific to the rule - either number of days the Itinerary contains, Itinerary Length, or the number of days prior to the trip a client is making a booking for.

We have improved our Service cloning by providing more options of the Service attributes that can be cloned. You are now able to clone Linked Services, Time Schedules, Content and Media, Notes and Inventory from a Service over to a new one. The attributes to be cloned are easily selected by setting a flag next to it.

We have deprecated Package Cost & Selling Price functionality in the Orgs where Lightning Costings is enabled. This change means that Kaptio will no longer support Fixed Priced Packages, or Package and Channel Markup for the Package Selling price. Every Package will now be treated as dynamic pricing, based on the price of individual services included in the package. For customers heavily reliant on deprecated settings, the Kaptio team will provide support in migrating from their current setup with no loss of existing functionality.

Please reach out to your Account Executive for further information.

Adding articles to the Content Placeholder component has never been easier. Now Sales users can manage content placeholders directly in the Content Editor. Users no longer need to navigate back to the Content Settings and create a new Itinerary Content for the changes to become active.

It has been a long time coming, but we are happy to announce that we have relabelled our Item object and its related settings to Service. The term Service is commonly used in the travel industry and is more recognizable for end users, therefore we believe that this change will meet with the assent of all your teams. The underlying API name for the object will remain KaptioTravel__Item__c, so this change only affects admins and end users.

We have made an enhancement to our Bulk Operations to support the case when a user needs to replace Itinerary Services with new ones, but would like to maintain Cost or/and Sell rates of the original services. Users can now do this with the help of two flags when configuring a Bulk Job - Maintain Cost Price and Maintain Sell Price. If ticked, the rates of the service are not recalculated after the Bulk Job is complete.

Promotion management has become more flexible with the ability to deactivate/activate certain promotion effects when they are no longer applicable using our new Active flag. The change of the field value does not impact existing bookings unless users decide to recalculate them.

This feature has been designed to automate the operation of simple flight booking.

On the item level, we have added a new field called "Flight Number". If a Airline Supplier, with a Flight Record Type Item has this field populated with a IATA flight number format, the system will automatically create Itinerary Flight Legs with the information related to the flight if added into an itinerary.

This is primarily been designed for Escorted Tour product, which have a pre-defined list of flights they sell for their packages from specific gateways. Used with Allotment & Component Filtering, product operation users can setup an automated way for sales agents to see available flights by package for each of the departure dates available.

For consulting and additional assistance in using this feature, please submit a Service Request.

Flight Number field on Item layout.

Flight Leg information auto-populated based on booked item.

Suppliers often change their services, for example, room types between seasons. Therefore, users need to be able to define activation rules on Price Categories and Add-ons, Bookable From and Bookable To dates, so that a product user can control which Price Categories or Add-ons are available for sales user for a given travel period.

The benefit of this feature is that it simplifies the work for product users when suppliers change their offerings between seasons and gives them certainty that the correct price categories are being used for the travel dates in question. Consequently this prevents mistakes in pricing, content and etc.

Automated manifests give product operation users the ability to to create, export & confirm individual service bookings using a bulk and automated approach.

This feature has been developed with design partners and will only be made available to them for testing and feedback. This feature will become generally available in one of our future Major releases.

Other customer might see references to this feature in our data model and on Kaptio Settings page, please use at your own risk.

We have finally introduced a query builder for our bulk operation feature. This user interface mimics the filtering capability of Salesforce Reports and List views, allowing non technical users to define what data should be targeted for a bulk job. Please note that further enhancements are planned for future releases.

TBD

Cancellation policies allow product operation users to setup cancellation groups, policies and rules for how to handle full and partial cancellations of services.

This feature has been developed with our design partners and will only be made available to them for testing and feedback. This feature will become generally available in one of our future Major releases.

Though other customers might see references to this feature in our data model and on the Kaptio Settings page, we advise to use the feature at your own risk.

The Destination Content Component is an addition to the content engine that focuses on allowing users to easily add content related to the Destinations within an Itinerary.

This feature has been developed with design partners and will only be made available to them for testing and feedback. This feature will become generally available in one of our future Major releases.

Other customer might see references to this feature in our data model and on Kaptio Settings page, please use at your own risk.

Inflation Books is a rule framework for setting inflation rules for Item prices. This feature will give users the ability to create fallback inflation rules which apply when cost or selling prices do not exist on the item for the given period which prices are being queried for but are available for the same period the previous year.

This feature will help businesses to make sure that there are always prices available for items and control what those prices are.

This feature has been developed with design partners and will only be made available to them for testing and feedback. This feature will become generally available in one of our future Major releases.

Other customer might see references to this feature in our data model and on Kaptio Settings page, please use at your own risk.

TBD

This feature provides new capability to edit markup / margin on itinerary level, as well as enhancements to existing functionality.

Please note that depending on your global profitability setting, either markup or margin calculations will be displayed.

Editing Markup / Margin in price line modal

Inside the Price Line modal, we have added a new column for the markup/margin. This allows the sales user to override the markup/margin to get a new sales price. It is then expected that the sales price source changes to Manual if user overrides the markup. As before, system honours Line Rounding setting on Channel level to round price up to nearest integer value (for example 1.5 becomes 2).

Manage Markup/Margin

In the dropdown actions list in costings, we have previously had an action called "Assign Markup". This action has now been renamed to “Manage Markup” or “Manage Margin”, depending on Kaptio Settings.

The concept of the new markup/margin modal is to give the user a fit for purpose screen to manage markup of services in a quick and simple way. User can set markup to an individual line, but also set the same markup % to all itinerary items in the total row at the bottom.

If user wants to see the impact the markup change on his sell total, he needs click “Calculate Markup” button in the modal's footer.

Any time a markup value is changed, the save button should become disabled. It gets enabled again after the user has clicked calculate markup. We want users to change markup values for their selected lines, click calculate markup, review results and then click save.

Total row should aggregate total cost and total sell price, and the average markup %. If user changes the average markup % this should reflect in all the itinerary item lines.

Prior to the release of this features, users have no ability to select email templates for multiple languages. There is only the one email template allowed per action per channel.

With the introduction of Multi-Language Support for Email templates, the system is now capable of having different email-template settings per language.

Prior to the release of this features, users had no ability to define stages for multiple languages - there was only one stage for all enabled languages.

With the introduction of Multi-Language Support for Email templates, the system is now capable of having different settings per language per stage.

Many tour operators will buy currency upfront (known as currency hedging) to have predictability in what they have to pay their suppliers in that currency. They will even have different strategies for different types of product or packages.

Currently, buy and sell currency rates are defined on business unit level only using currency books, so there is no way to deploy different hedging strategies by package.

Package Currency Book object is a new object that has a relationship between Package, Buy Book, Sell Book and Business Unit.

Before calculating a price for a package, the Kaptio Price Engine will check the conditions before evaluating a price of a package. Once booked we store these conversations rates on itinerary item levels.

For other itinerary items, An itineraries sell and buy settings will continue to be controlled by the standard BU setting, however user will see message that package currency book is in use if the package booked has this type of setup.

TBD

Profitability Books is a rule framework for setting the selling markup or margin of Items and Packages. This feature will give users the ability to create fallback Profitability rules which will apply when selling prices do not exist on the Item or Package for which prices are being queried for.

This feature has been developed with design partners and will only be made available to them for testing and feedback. This feature will become generally available in one of our future Major releases.

Other customer might see references to this feature in our data model and on Kaptio Settings page, please use at your own risk.

Record Level Translations allow content users to define translations for the external names of Item, Price Categories, Addons, Fees, Board Basis and Packages which will in turn be used when that service is added to an Itinerary.

This feature has been developed with design partners and will only be made available to them for testing and feedback. This feature will become generally available in one of our future Major releases.

Other customer might see references to this feature in our data model and on Kaptio Settings page, please use at your own risk.

NOTE: This article assumes a users' basic knowledge of Kaptio Travel Cancellation Policies and their setup.

We have added an additional setting for Cancellation Group Rules setup.

Besides Days before travel rule and Cancellation fee %, users are now able to specify whether a service should be ignored in a cancelation process completely.

To support that we have added a new checkbox called Exclude from Cancellation.

What it means in a booking cancellation flow:

• Services that belong to this Cancellation Group rule will not be shown in the cancellation modal when processing Cancellation on a booking.

• Services that belong to this Cancellation Group rule will not be flagged as Cancelled

  when processing Cancellation on a booking.

• Passenger assignments for the service that belong to this Cancellation Group rule

  will not be removed in case of partial cancellation.

• Price and Cost of the service that belong to this Cancellation Group rule

  will not be recalculated.

In costings, we now have a new Mass Action to shift-dates for selected lines.

The user flow concept is to make it easy to create gaps or shift services in group. For example: sales user has booked 10 itinerary items across 5 days. He now wants to "shift" 5 itinerary items by +3 days to create room in the middle of the trip. Sales user can select the lines he wants to shift, click on mass action mass change date, and is given an option to either set to new date or to shift everything by N days, where he can define N.

All of the bookings remain relative in terms of length, a 3 night booking remains a 3 night booking apart from the start date now being +N.