Online Booking - FAQs – Avinode Group

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I would like to get started with Online Booking, what are the requirements?

Your account needs to have a TripManager membership or a Schedaero membership for quotation and also have an active Paynode membership in order to be activated for Online Booking.

How can I send the contract to my customer?

At this stage, you have the option to 'Use my quote as the signable contract in Online Booking' after selecting the 'Make this an Online Booking experience' in the e-mail module. This will enable your client to sign the quote and send it back as a signed contract using Dropbox Sign.

Can I preview the Online Booking Portal that my client will see?

There are different ways to preview the Online Booking Portal that you send out to your client. You can either preview it before sending the link to your client (Email - Preview - click on ‘View Quotes and Requests to Book’); or you can also access it through the new Online Booking tab showing right under your customer information.

What does the ‘Confirm Booking’ button entail?

The 'Confirm Booking' step is the final step that you need to take to go ahead with trip in Schedaero/TM. This means that you confirm the availability of your aircraft back to the buyer at this stage. This will automatically schedule the trip for you.

Selecting the ‘Confirm Booking’ option will:

Schedule the trip to allow you and/or your team to start working on the trip.
Update the status to ‘Confirmed’ in your customers Online Booking view.
Prompt you to create and send a payment request to your client.

Why can't I or my colleague send the quote emails?

Please note that in order to be able to send the quote emails via Online Booking you need to have all the necessary permissions assigned to the user, otherwise the option to send the quote email will not be available (but the user can still use the existing functionalities in Schedaero/Trip Manager). Administrators of the company have access to grant such permissions under the User Accounts. Please find the list of permissions needed below:

"Full" Payment Request permissions, and
"Full" Requests & Quotes permissions.

I get the error message: "Something's gone wrong... Please contact your Paynode Admin or Funds Manager for permissions".

For accessing the full online booking experience, you will need to make sure you have the right permissions set up on the Paynode side as well. You can contact your Controller/Finance Funds manager to get the correct Paynode user roles assigned.

Is the authentication a mandatory step before booking a trip?

After selecting the 'View Quotes & Request to Book' option from the quote email, your client will be required to authenticate themselves before proceeding to the next steps. The system will prompt them to verify their email address and enter a code sent to their inbox. This is a mandatory step for security reasons.

What email address should my customer enter in the Authentication page to successfully get into Online Booking?

Your customer must enter an email address that exactly matches the one that you selected while preparing the quote email. This is to ensure that only the actual recipient(s) of your quote have the ability to access our Online Booking page in a secured way.

How can I customize the message in the Online Booking Quote Email?

You can customize your messages used for the Online Booking emails by going under Company → Settings.

There are two types of default quote email messages you can choose from:

A Quote pdf format
A new default message section is also available for the digital booking flow part (if you want to go ahead with the booking, click the link below to follow the Online Booking process). Company - Settings - Trips - Online Booking Quote Message.

How do I get notified of a new booking request coming in?

You are getting notified of a new incoming booking request in several ways:

New booking request message under trips showing up under current quotes & requests.
Tasks: a new task ('Confirm availability for Quote X via online booking') will be automatically created for you under the corresponding quote.
An email reminder will be generated and automatically sent to the sales person who created the quote.

Why did I not get a notification email when a new booking was made?

If there is no sales person assigned to the quote, the system will not send a notification email. However, the system notifications will still be available and up-to-date whenever a booking is made.

Please make sure that you (actively) assign a sales person to the quote in order to receive email notifications when a booking is made.

When can I get paid /request payment from my customer?

There are two ways for you to request payment from your customer, depending on whether you would like to receive the payment before or after scheduling your booking.

Before scheduling: you can find the request payment button on the quote level

After scheduling: you are prompted to create a payment request when confirming the booking

What are the benefits of Online Booking?

Multiple aircraft options in one quote The seller is able to present multiple aircraft options, making it easier for the end client to compare options. - Modern & professional way to show their offer, with their own branding, etc - Ability to present more photos to client - No more multiple pdfs	Streamlined booking process Improved visibility on where each trip stands in the booking process. - All booking requests get handled from SA/ATM - No more need to contact the seller by phone or email to show intent to book an option - Improved communication between departments and users	Locking down the flight with payment Decreasing the time between quotes sent/approved and sending payment options separately. - Efficiently streamline the operational flow with a confirmed payment - Offer multiple payment options to choose from - Payer preference of payment and/or seller preference on how to get paid
Digital quote experience Modern and digital experience for when the end client or Broker receives the offer. - Easier to book - Mobile-friendly UI - Less customized quotes needed	Simplified contracting Contact signed easier with all details stored within the platform. - No more need to print, sign, scan & email back contracts (huge time-saver!!) - Everything stays in 1 place (quote, contract, PAX sheets, etc.) - No more need to handle this part in other systems (emails, DocuSign...)	Time efficiency for the seller Automate the process of confirming booking requests and save considerable time. - No waiting time for trip confirmation - View payment status in Schedaero instead of having to toggle between multiple systems. - Easier for the buyer to sign and pay for trips on the go through mobil
Secure way of securing payment A trip can be selected and paid for in one go, speeding up a time-sensitive process. - Easy flow for the buyer to choose a trip and pay - Prevents disputes and chargebacks with up-front T&Cs & signatures - Better access T&C for the buyer.