Online Booking

Online Booking Defaults

1. Located under Company → Settings → Trips → Online Booking section:
   
   
   
   
2. Add Online Booking link to all quote emails: By checking this, all quote emails will automatically include a link to the online booking portal by default. If you are using online booking, we highly suggest this setting as it will simplify your workflow!
3. Enable contracting for all Online Booking quotes: By checking this, digital contracting will be available as soon as a customer selects their desired aircraft. If you or your customer would like to have availability confirmed before the customer can sign the contract, do not select this option.
4. Don’t forget to save at the bottom of the page!

Online booking email templates

1. Located under Company → Settings → Trips → Default notes section
   
   
   
   
2. Online booking quote message: This is the copy for the quote email, giving customers aircraft options and the link to the online booking portal. We suggest adding some basic instructions for how your customers can use the portal.
3. Online booking confirmation message: This is the email that customers will receive when you schedule their aircraft.
   • Depending on when you collect payment in your workflow, this messaging may change but you should, again, use it to inform your customers about the online booking workflow.
4. Online Booking Invitation Email: This is the email sent when you grant a customer access to the online booking portal through the "Online Booking" button on the scheduled trip page or on the online booking tab on the quote overview page.
5. Online Booking Enable Contracting Email: This is the email sent when you enable contracting after the buyer has selected the preferred aircraft.
6. Don’t forget to save at the bottom of the page!

Contract documents

1. Located under Company → Settings → Documents
   
   
   
   
2. Edit which documents append to your quotes by default. We suggest having an online booking-specific contract that appends by default to your quotes.
   • You should not have any signature lines on the PDFs as customers will sign and agree to the entire document digitally.
   • You should remove any credit card authorization forms or wire instructions as they will go through the portal to securely enter credit card information or access your wire instructions.     
3. When you add your new online booking contract, make sure you edit your existing contracts to not append by default to quotes.

User settings

1. Edit under People → Users
   
   
   
   
2. For a user to be able to send the online booking portal and payments, they need to have system access to Paynode (People → Users → Personal Info)
   
   
   
   
3. Under the permissions and email tab, give the user full access to request payments.
   
   

 

Quote your aircraft using Online Booking, allowing your customer to digitally select, book, and pay for the trip - all in one place!

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Use this workflow if you want to get the contract signed as soon as possible

Step 1: Quote and Contract

• Start with your normal quote creation process. You can create a quote from scratch or start with an Avinode request.
• When you are ready to send the quote as an online booking experience, begin on the Quote Details page and click the email button:
  
  
  
  
• Check “Include link to Online Booking” & “Enable online booking contract signing for this quote”.
  
  This will send the quote with a link to the online booking portal to your client:
  
  
  
  
• Now that the online booking portal is active you can track the status of the contract on the Quote Details page
  • Status options
    • Not added
    • Unsigned
    • Signed

 

Some things to keep in mind:

• • You will be notified via email when your client has requested to book, signed the contract, or completed payment.
  • You can always repeat the process to add additional client emails from the quote details page.
  • Any action a client takes during online booking can be seen on the Quotes/Requests page as an activity. Sort by “last activity” to see quotes with the most recent client actions.
    
    
• Once the buyer has requested to book and signed the contract, they will be informed that the trip is not yet scheduled until you confirm availability.

 

Step 2: Payment

• When you request payment is entirely up to you, if you would like to get credit card authorization upon booking the flight we recommend the following workflow
  
  Start by creating a payment request:
  
  
  
  
  
• You will be sent to edit and publish your payment request:
  
  
  

• Once published you will see the payment request has been created, and your client will get a notification email.
  • You can also publish a payment request after scheduling the trip based on your preferred workflow
    
    

Step 3: Schedule Trip

• The status of the payment can be viewed on the Quote Details page. When you are ready to schedule the trip select “Confirm booking”:
  
  
  
  
  
• Once the trip is scheduled the online booking portal will be updated for your client and you will be sent to the trip details page where you can add or revoke access to the portal with the online booking button:
  
  
  
  
• You will also be able to view the contract and payment details from the Trip Details page: 
  • If you didn’t collect payment before scheduling the trip you can request or publish a payment request here

Use this workflow if you want to confirm availability before sending the contract

Step 1: Quote

• Start with your normal quote creation process. You can create a quote from scratch or start with an Avinode request.
• When you are ready to send the quote as an online booking experience, begin on the Quote Details page and click the email button:

• Check “Include link to Online Booking” (do not check “Enable Online Booking Contract signing for this quote”). This will send your client the quote with a link to the online booking portal to select their desired aircraft option:

• Now that the online booking portal is active you can track the status of the contract, in this workflow you will be able to enable contracting in one click when your client has selected the desired aircraft:
  • Status options
    • Not added
    • Unsigned
    • Signed

 

Step 2: Contract

• Once the buyer has requested to book, they will be informed that the trip is not yet scheduled and that you will be in contact with them shortly. You now have the chance to confirm availability before sending the contract:

• When you have confirmed availability, select “Enable Contracting” to send your clients an email notifying them that the contract is ready to sign:

 

Step 3: Payment

• Once your client has signed the contract you will receive an email notification and the status will change on the Quote Details page. When you request payment is entirely up to you, if you would like to get credit card authorization upon booking the flight we recommend the following workflow:

• You will be sent to edit and publish your payment request:

• Once published you will see the payment request has been created, your client will get a notification email.

• • You can also publish a payment request after scheduling the trip based on your preferred workflow

 

Step 4: Schedule Trip

• The status of the payment can be viewed on the quote details page. When you are ready to schedule the trip select “Confirm booking”:

 

Note: Your client will automatically receive a confirmation email with the trip itinerary

• Once the trip is scheduled the online booking portal will be updated for your client and you will be sent to the Trip Details page where you can add or revoke access to the portal with the online booking button:

• You will also be able to view the contract and payment details from the Trip Details page:
  • If you didn’t collect payment before scheduling the trip you can request or publish a payment request here