The Online Exchange system allows IBIS agents to book IBIS operators in real-time directly from their ticketing screen.


TABLE OF CONTENTS


Key features

We have worked hard on improving the interface when browsing for and booking operators online. A couple of features in the new interface:

  • Online Exchange operators are categorised under the #Online Exchange heading in your tree by default. You are still free to move them to other categories in your tree if you prefer.
  • Operators can group their products to make it easier for agents to navigate large product lists. Product groups can be expanded to see more information provided by the operator.
  • Operators can update their pricing changes to display 'pricing from'!
  • You can apply promo codes when booking  (if provided to you by the operator).




Booking an operator through Online Exchange

  1. To book an operator online, click on Click to book for an individual product, or View group to see all products. This will launch the Online Exchange booking tool.


  2. Select the date and filter for the product you would like to book  
  3. Select from the list of available departures, the number of available spaces will show on the Make booking button. If you are booking a transport operator, you must select the From and To sectors.
  4. Enter the customer's Name, Email and Phone (these extra details will also save in your Customer ticket screen so you can re-use on any new tickets for this customer).
  5. Choose the Pickup - the operator may also request you also select a Dropoff,
  6. Enter any marketing info the operator may require such as where the customer is from (origin) or how did they hear about this product (extra info). If the details match your own marketing list, then this will be saved on your tickets as well.
  7. Add any Notes to submit to the operator - if the operator has a default pickup note, this will update in this field automatically.
  8. Choose the number of pax required for each option in the Units column,
  9. If you've got a promotion code you can enter it in the box and hit apply.
  10. Click Save to view the Booking Confirmation screen. Double-check all information with the customer.
  11. Click Update my system to return to the Ticketing screen and process payment and issue vouchers as usual.

Edit an online booking

You can edit the customer name, pickup, marketing details or notes after an online booking has been saved with the operator provided you are within the edit booking cutoff time frame specified by the operator. If the edit cannot be saved due to the cutoff time specified by the operator, a warning message will display. Call the operator to make any amendments necessary.

  1. Re-open the ticket and click the online booking button to view the confirmation.  
  2. The confirmation page will launch showing you the booking. Click Edit to make changes to the booking details, or Reschedule to go straight to the availability page of that operator.
  3. You can now amend the booking details, Reschedule or Cancel booking.
  4. Click Save when you are finished and the confirmation page will re-appear. Click Update my system to save the changes you made in your IBIS ticket.


Increase or decrease pax numbers

You can increase or decrease the units against a booking so long as the changes fall within the edit cutoff time frame specified by the operator.

  1. Open the existing ticket and select the online button
  2. Select Edit
  3. Add or decrease your units and click Save to confirm
  4. Select Update My System


Reschedule an online booking

You can reschedule an online booking made via IBIS Ticketing, so long as the changes fall within the edit cutoff time frame specified by the operator. 

  1. Open the existing ticket and select the online button
  2. Click on the Reschedule button and select your new date/time/product
  3. Select the new time and date for the product
  4. Click on Save to update the operator system
  5. Click Update my system to bring the details through to your IBIS ticket.


Cancelling an online booking

If you are outside of the operators specified cancellation time frame, you can cancel the booking via the IBIS online interface. If you are within the operator's cancellation cutoff, however, you will need to call the operator to see if you can arrange for a cancellation.

  1. Re-open the ticket and click the online booking button to view the confirmation.
  2. Click the Edit button
  3. Click the Cancel Booking button - note you can only cancel a booking if it's within the Operators cutoff time frame.
  4. Once the booking is cancelled, the confirmation screen will change to show the new status.
  5. Click Close and process the cancellation refund as usual.


Troubleshooting

If you get one of the following errors, please contact IBIS Technology on help@ibis.co.nz. It might be that the operator has not yet approved you booking them online, or they haven't been configured yet for you by IBIS.