Ver 3.1
TRAVEL AGENT WEBSITE MANUAL
IN THIS MANUAL…
In this Manual… .........................................................................................................................................2
Logging in to the Topdeck Agent Website ...................................................................................................3
Forgotten your log in details? ................................................................................................................ 4
‘Agent Home’ Area ......................................................................................................................................5
How to find the right trip for your passenger? ............................................................................................6
Checking trip availability and booking .......................................................................................................... 8
How can I check trip availability? ........................................................................................................... 8
The Booking Process ................................................................................................................................10
Making a booking .................................................................................................................................... 11
A guide to reading the returned results ................................................................................................ 12
Step By Step Booking Process ..................................................................................................................13
The booking process includes 6 easy steps: .......................................................................................... 13
1.
Build a quote ................................................................................................................................... 13
Confirming availability ........................................................................................................................ 13
2.
Book an available trip ....................................................................................................................... 14
Completing the trip booking form: ...................................................................................................... 15
3.
Add your name to the booking ........................................................................................................... 17
4.
Add passenger details ....................................................................................................................... 17
5.
Enter any further comments into the booking ...................................................................................... 18
6.
Confirm payment details ................................................................................................................... 18
Payment Types – 3 types available ...................................................................................................... 19
There are 3 types of payment available for your clients:............................................................................... 19
A.
Bank Transfer .................................................................................................................................. 19
B.
Payment gate .................................................................................................................................. 20
C.
Credit / Debit Card ........................................................................................................................... 20
7.
Accept Terms & Conditions ................................................................................................................ 21
8.
Reserve spaces ................................................................................................................................ 22
View bookings once you have made them ............................................................................................. 22
Managing your bookings...........................................................................................................................23
Sort booking views............................................................................................................................. 24
A guide to reading the returned results ...................................................................................................... 24
Booking Overview Screen ......................................................................................................................... 25
Passengers Screen .................................................................................................................................. 26
Documentation Screen ............................................................................................................................. 27
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TRAVEL AGENT WEBSITE MANUAL
LOGGING IN TO THE TOPDECK AGENT WEBSITE
A. To log in to the new Topdeck website and agent booking area, just use the link
http://www.topdeck.travel/agent-login
OR
B. Alternatively go to our website home page http://www.topdeck.travel and scroll to the
bottom of the page to the link ‘Travel Agents’
Figure: Travel Agents log in area
Log in using your existing details
Figure: Log in screen for Agents area
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TRAVEL AGENT WEBSITE MANUAL
Forgotten your log in details?
No worries – please click on the ‘Forgot your password’ button on the left hand side and fill
out the short form and our team will contact you as soon as possible to remind you of your
details.
Figure: Password reminder
Figure: Request a password reminder
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TRAVEL AGENT WEBSITE MANUAL
‘AGENT HOME’ AREA
You have now successfully logged in and are on your agency home page. Straight away you can
see some ‘Quick Links’, so you can easily see your bookings or create a new one!
There is also a menu on the left hand side that appears on all of your pages while you are
logged in. This menu has links to find useful resources on how to use this site, help on selling
our trips, a news feed and an events listing!
Figure: Agents’ Home Area
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TRAVEL AGENT WEBSITE MANUAL
HOW TO FIND THE RIGHT TRIP FOR YOUR
PASSENGER?
There are a couple of ways to find a trip once logged in to the agent site.
You can use the detailed ‘Choose Your Experience’ search function available on the home
page of the website.
To get to the homepage click on the yellow Topdeck icon
Figure: Click the Topdeck logo to return to the home page of the Topdeck website
Within this search module you can specify your search by the following:
a)
b)
c)
d)
Main geographical region Topdeck travels to e.g. Europe, North America
Country of interest eg. Australia, Spain
Trip style e.g. EuroHotel
Date range
Figure: ‘Choose Your Experience’ search module
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For example, if you want a trip just going to Egypt,
1. Select Egypt from the list under ‘Any Country’
2. Then click the ‘Find My Trip’ button
Figure: Using the ‘Choose Your Experience’ search module
Results will show as follows:
Figure: Results for the ‘Choose Your Experience’ Module
From here you can click on the trip name to find out more information, view dates & prices and
book!
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Checking trip availability and booking
How can I check trip availability?
You can check availability of trips by:
A.
B.
C.
D.
Trip code
Date range
Duration of the trip
Or, price range
To check availability, click the quick link ‘Check Availability& Book’ on your agent area home
page, as pictured below.
Figure: Click to check availability and book for passengers
You can search here by the following:
A. Trip code/keywords e.g. EEMELL will search for the Mega European
Figure: check availability by trip code
B. Date range e.g. Next couple of weeks, specific departure date
Figure: check availability by date range
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C. Duration of the trip
Figure: check availability by date range
D. Minimum or Maximum Price (or both)
Figure: check availability by price range
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TRAVEL AGENT WEBSITE MANUAL
THE BOOKING PROCESS
Once you have narrowed down the trip that you are after, we recommend you book using the
agent availability search / check availability & book button from your agent area:
**Please remember the trip code of the trip you wish to book**
Figure: You can book trips using the ‘availability search’ and ‘book’ buttons
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Making a booking
1. Enter the trip code that you had previously searched for (and remembered!) and click
‘Search’.
Figure: start your booking by searching for a specific trip code
2. The results will then all appear in the same screen below the search box:
Figure: search results display as above
3. After clicking the
enter in the clients details.
button you will be taken to the live availability page to
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TRAVEL AGENT WEBSITE MANUAL
 A guide to reading the returned results
There is a lot of information returned on the results page once you enter the trip code you wish
to book. Here is quick explanation:
Start and
end date
of the trip
Trip Name
Trip cost + any
food fund or local
payment cost
Trip
Code
Trip Status: If the
trip is not
guaranteed (i.e. not
reached minimum
numbers), this box
will not appear
Click here to book the trip.
This box may also say ‘Limited’
Or ‘Unavailable’.
Book Now – booking can be
made straight away
Limited - we have a small
number of seats left and will
need to check availability
Unavailable - the trip is sold
out
Figure: A guide to the search results
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Duration
of the trip
TRAVEL AGENT WEBSITE MANUAL
STEP BY STEP BOOKING PROCESS
 The booking process includes 7 easy steps:
1.
2.
3.
4.
5.
6.
7.
Build a Quote
Book an available trip
Add your name to the booking
Add passenger details to the booking
Enter any further comments to the booking
Confirm payment details
Confirm your client agrees to terms and conditions
1. Build a quote
1. Choose the amount of passengers you wish to book for
2. Then click on
Figure: Select number of passengers and then ‘check availability’
 Confirming availability
Checking availability will take a matter of seconds while the website talks directly with the
booking engine to determine the live availability.
If the trip is available, you will be displayed with the following message:
If this trip is unavailable, you will be displayed with the following message:
3. If you are returned with this message then you will need to go back to the start and
re-enter the trip code and choose another date.
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2. Book an available trip
If you have chosen an available trip, please then continue to complete the form below with
accommodation, pick up, food fund, additional services information etc:
NB: total prices will be calculated once you have chosen the room type, pick up and additional
services and pressed the next button.
Figure: Trip booking form
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 Completing the trip booking form:
You will be able to create a bespoke booking for your customers including details for:
A.
B.
C.
D.
E.
Accommodation
Pick Up
Food Fund
Additional Services
Discounts
A. Accommodation
Use the drop downs to choose the correct room type for your passenger. N.B. the example
shown above is for a EuroClub trip where accommodation is based on same sex multi-share. For
EuroHotel, Explorer, North America, Middle East, Australia & New Zealand trips where you can
choose either Share or Twin/Double you will be shown the following alternatives for
accommodation:
**Please note that you can only allocate 2 people traveling together to a twin or
double room and 3 people travelling together to a triple room**
B. Pick Up
Please choose the pick up where your passenger would like to start the trip. This will only
appear if there is a choice of pick up. This will be for Europe trips, Australia & New Zealand trips
and North America trips that start in New York. Please note not all passengers have to have the
same pick up.
C. Food Fund
This is only applicable to EuroClub and EuroCamping trips. This is a compulsory field and you do
not have to change anything.
D. Additional Services
If you wish to be contacted by the Reservations team with regards to adding any of the
mentioned additional services, please tick the box applicable. A message will be generated to
the Reservations Team and we will provide the details of these requests with your invoice.
By ticking the box for ‘I have previously travelled with Topdeck’ indicates to us you wish for the
past passenger 5% discount to be added and by ticking the box for ‘I have already booked with
Topdeck today’ indicates to us you wish for the book 2 tours and get 5% off the cheapest
discount to be added.
Once you have completed all these details, please click the
and to take you through to the next stage.
button to calculate the price
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E. Discounts
At this point in the booking process, if there is a discount available it will be added to the
booking.
The only discounts that will appear at this stage of the booking process are as follows:



Friends & Discounts – save 5% off the trip price for 4 friends who book and travel
together. Save 7.5% for 7 friends, and save 10% for 10 friends!
Early Payment Option – Save 5% off the trip price when you book and pay in full 6
month in advance.
Late Space – from time to time trips may have late space sales on them, anywhere
from 10% to 50% off!
Any other discounts that you may think apply will need to be requested by phone or email with
the Reservations team.
In this case, we are booking for 4 passengers, so they are entitled to the Friends & Discounts
5%.
Figure: An example discount for 4-6 passengers with 5% for the Friends & Discounts
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3. Add your name to the booking
a) Please add your name to the booking. If you have previously made bookings with us
your name should already be in the system to choose from.
If your name is not in the drop down, please click on ‘Add your details’
Figure: Add both your first name and last name to the booking
b) All you need to do is put in your first and last name. Next time you make a booking, your
details will be saved.
c) Enter your Agent Booking Reference if applicable
4. Add passenger details
a) Please add in the passengers details, if you have more than one passenger, please
complete the fields for all passengers
Figure: Adding passenger details
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5. Enter any further comments into the booking
Please enter in any further comments here for us. Eg. ‘Honeymoon’ or ‘traveling with friends on
booking ref TU12345’, ‘vegetarian’ etc.
Figure: Add any additional comments
6. Confirm payment details
Please let us know what payment you have taken from the client.
Figure: Confirm payment taken from client and method
a) Use the drop down for payment taken. There are 2 choices, either deposit or full
payment. If you are inside 6 weeks from departure, you will be only given one option
which is full payment
Figure: select either deposit or full payment from the drop down menu
b) Use the drop down to choose your payment type. Please note you can only hold an
option if you are outside of 6 weeks from departure and there are more than 3 spaces
available on the trip.
If you are inside 6 weeks from departure you will need to have collected full payment from the
passenger.
If there are less than 3 spaces available then you will need to have collected the deposit to
secure the space if outside 6 weeks from departure.
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 Payment Types – 3 types available
Figure: 3 payment types available
There are 3 types of payment available for your clients:
A. Bank Transfer
B. FTR reference
C. Credit/Debit Card
A. Bank Transfer
If you choose this payment type you will then be prompted to confirm that you have taken the
payment from the passenger by ticking the box, confirm the amount taken from the passenger
and enter a bank transfer reference.
Figure: Bank Transfer Payment option
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B. Payment gate
If you choose this payment type you will then be prompted to confirm that you have taken the
payment from the passenger by ticking the box, confirm the amount taken from the passenger
and enter a FTR reference.
Figure: Payment gate, payment option
C. Credit / Debit Card
If you choose this payment type you will then be prompted to enter in your card details to make
the deposit or full payment. Your card will be charged straight away for the booking. Please note
the First name, Last name, address is all for the card holder.
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**Please note if you pay by bank transfer of payment gateway, the payment will not appear in
the booking summary until it has been verified by a Topdeck Staff Member**
7. Accept Terms & Conditions
Please tick the box to confirm that your clients understand and accept the terms and conditions
of booking with Topdeck. You can click on the words booking conditions you will be redirected to
the T&C’s page where you can print these out for your passenger. This opens in a new tab so
you won’t lose your original booking.
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8. Reserve spaces
a) Lastly please click on
to confirm the booking.
b) A successful booking screen will then show the following, please take note of your
booking reference, you will need this if you want to call us for any reason.
Figure: Booking confirmation screen
 View bookings once you have made them
To view this booking, click on Home and then
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MANAGING YOUR BOOKINGS
It is possible in the agent area to view all of your current bookings made with Topdeck. From
the agent home page, click on the Quick Link ‘Manage my bookings’, alternatively click on ‘My
Bookings’ in the ‘My Topdeck – Agent Menu’, left, top of screen.
Figure: Select My bookings from the Agent Menu to view all of your bookings
Your bookings will then be displayed on the screen in descending order (most recent booking at
the top)
Figure: View all your bookings
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 Sort booking views
You can use the filter at the top of the page to change the order in which the bookings are
displayed. Your options are:
A.
B.
C.
D.
Departure Date (Soonest First)
Departure Date (Soonest Last)
Booking Date (Most Recent First)
Booking Date (Most Recent last)
A guide to reading the returned results
There is a lot of information returned on the results page once you have bought up all your
bookings.
Here is quick explanation
Status of the booking
The status can be one of the following:
Topdeck Booking Number,
Agency Booking reference and
Lead passenger name. Clicking
on the booking reference will
take you into the booking
overview.
Confirmed – booking is confirmed and
money collected
Option – booking is being held for 7
days and no money is has been collected
Expired Option – booking has autoexpired as payment was not advised
within 7 days of booking
Cancelled – booking has been cancelled
by travel agent
Package Cancelled – trip has been
cancelled by Topdeck
Trip name
Trip start (and end) date
Total value of the booking
By clicking here you can
view a breakdown of the
booked services
Date the booking was
made and by which agency
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By clicking here you can
view and update the
passengers details
TRAVEL AGENT WEBSITE MANUAL
Booking Overview Screen
This screen summarises the booking and gives you a breakdown of the cost of the trip and any
ancillaries booked. You can also view your commission, net due, due date, payments receipted
and transaction dates.
Figure: Booking summary screen
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Passengers Screen
This screen summarises the passengers details and gives you the opportunity to update the
passenger details including adding passport details, contact details, insurance details, medical or
dietary requirements etc.
Figure: Passengers Screen, where you can update passenger details
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Documentation Screen
This screen is where you can download your invoice(s), trip vouchers and any other final
documentation. Please note Trip Vouchers and final documentation will not be made available
until the trip is paid in full and we are 6 weeks prior to departure of the trip.
Figure: Documentation Screen, where you can download invoices and other final documentation
Please note that within the ‘My Bookings’ area it is not yet possible to do the following:
1.
2.
3.
4.
5.
Name changes
Confirm a booking
Apply payment to a booking
Cancel a booking
Add pre/post or any other ancillary services
These additional functionalities we are working on and will be available in next phases of the
website.
If you want to make any of the above changes please contact your friendly Reservations Team
who will gladly help you with making any of the above changes. Please click here to send us a
message.
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Log into My Topdeck
www.topdeck.travel/agent-login