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Spring 2009 Release PreviewEmpowering travelers and travel managers with better decision-making tools
Egencia strives to champion purposeful innovation through the development of superior self-service online tools that: Are easy to use
Meet and exceed the needs of travelers and travel managers
Create cost-effective and efficient ways to book and manage travel
Help you Get Ahead™
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Welcome to our release preview focusing on the latest solutions for your travel program, including: Meetings & Incentives Integration* Dynamic Messages New Hotel Design & Enhancements
* this presentation
New Features Overview
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Egencia Meetings & Incentives Integration
The first fully integrated online Meetings management offering in the industry Includes online registration, attendee management,
travel booking, reporting, and full service meetings management
Egencia’s integrated technology is backed by our full service team of meeting planners, registration agents, and meetings travel experts
By providing both technology and service in a one-stop-shop format, Egencia helps deliver additional savings and simplicity to the process
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The Value of Meetings & Incentives Integration
Spend consolidation
Consolidate your program management for meetings and corporate travel into a single tool to help identify savings opportunities
Leverage our corporate preferred supplier relationships for meetings travel, for additional savings opportunities
Cost savings
Drive online adoption for meetings travel to leverage significant savings in transaction costs associated with meetings travel
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The Value of Meetings & Incentives Integration
Visibility and reporting Egencia’s reporting platform provides visibility into
meetings spend alongside corporate travel spend Online self-service reporting gives meeting planners a
real-time view of meetings spend, allowing planners to make policy and budget adjustments if necessary
Meetings reports can be easily consolidated with corporate travel reports for a complete view of travel spend
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The Value of Meetings & Incentives Integration
Simplicity and traveler ease-of-use Integrated traveler experience increases online
adoption and creates an efficient process resulting in time savings for the traveler
Travelers are able to apply all of their travel preferences from the corporate booking tool for any meetings bookings
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Meetings Terminology
‘Meetings Tab’ describes the Meetings section located on the menu bar within the Egencia site
Meetings Launch Page – the Meetings tab homepage When you click on the Meetings tab it is the Meetings
launch page that is displayed Meeting Homepage – the main page for a specific
meeting Every meeting has its own Meeting homepage
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New! Meetings Tab on Egencia.com
The new Meetings tab appears front and center on the top menu bar
It appears when the Travel Manager logs into Egencia.com When a Traveler / Arranger logs into Egencia, the new
Meetings tab Will be visible if the company has enabled Meetings Will not be visible if the company has not enabled Meetings
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Meetings Launch Page Views When a Company signs up for the Meetings
service, the Meetings launch page will be enabled to display all Meetings functionality
If a company does not sign up for the Meetings service, the Meetings launch page will display marketing content describing Egencia’s Meetings solutions
Enabled Disabled
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Travel Manager View
The Meetings launch page contains a Meetings section which displays a list of all (active/inactive) meetings in the company.
The green Request Comprehensive Meeting Services button opens a form to request full Meetings Services from Egencia’s Meetings Team.
The green Setup New Meeting button takes the Travel Manager through the process to create a self-service meeting on the Egencia site.
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Step 1: Select Meeting Option
Select the Setup New Meeting button located in the Create a new meeting section on the Meetings launch page.
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Step 2 – Enter Meeting Information Enter the Meeting
Information into the fields Meeting name Meeting location Meeting venue Meeting dates
Click the Create meeting link
Note: Meeting dates entered in the Start date and End date fields are not tied into policy settings
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Step 3 – Setup Meeting Homepage
The Meeting setup section, in the middle of the page, provides the recommended steps for setting up a meeting.
1. Policy & payment2. Add attendees3. Enable bookings
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Step 4: Set Meeting Policy & Payment Settings Policy & Payment settings remain
consistent: All policies can be set per
meeting, per attendee type Payment options mirror the
options found on the Egencia corporate travel bookings
Trip Controller – Select between two options: Flexible – Any approver that is set
up on the corporate travel side can approve travel for a meeting
Structured – Only ONE approver can be set up per meeting
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Step 4: Set Meeting Policy & Payment Settings
Traveler Group (Attendee types) The feature supports
multiple traveler groups / attendee types per meeting
Policy, payment, notification, and TripController are configurable for every attendee type
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Step 4: Set Meeting Policy & Payment Settings
Department Code Apply traveler’s existing
department code from the corporate booking tool
Or overwrite all bookings with a specific department code
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Step 5: Add Attendees
The Add Attendee module is used to quickly add travelers to this meetingThe product supports self booking for
currently profiled Egencia travelers as well as guests
Guest bookings are supported as they are on the corporate site and guests must be arranged for
Future product enhancements will include support for self-booking, and one-time use guest accounts
Travelers are added to the default attendee type, but can be changed: From the Attendee List click on
attendee type link then click on new attendee type from the list
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Step 6: Enable Bookings for the Meeting Clicking the enable bookings link, will display the Meetings tab on the
Egencia menu bar so Meeting attendees can book travel.
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Attendee Type Settings Overview
Egencia Meetings supports multiple attendee types per meeting
Configuration for attendee types include Policy Payment
Notification TripController
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New Policies - Attendee Type Policies Options
Egencia Meetings has added 3 new policy settings for meetings:
1.Maximum airfare2.Destination airport3.Arrival / departure
restrictions
Click on “Policy” to configure attendee type
policies
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New Policy - Maximum Airfare
In this policy setting, you are setting the maximum in-policy airfare for the traveler group Anything over this fare amount will be out of policy If a meeting planner wants to prevent bookings for anything that’s out
of policy, they would need to turn on Trip Controller
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New Policy - Destination Airport
With this policy setting, you are specifying the allowable destination airport(s) or the meeting
You can set as many airports as you want, or none For example, if there was a meeting in Hollywood and the meeting planner
wanted people to fly into LAX or BUR, but not ONT or SNA, they can just set LAX and BUR as the destination airports. Everything else will be out of policy
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New Policy - Arrival / Departure Restrictions
With this policy setting, you can set arrival and departure restrictions for flights, based on date and time All of these fields are optional You can set as many as necessary
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Policy - Advanced Policy Settings All traveler group policy settings on the
corporate site are supported Click “Show advanced policy settings” Supported policies include
Alternative airports Class of service Multiple fares Advance purchase Low fare Reasonable flights
Company level policies are applied to meetings bookings
These policies include: Preferred airlines Out of policy airlines
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Payment Options
Central Bill cards are supported in meetings
Central bill card can be used for all purchases and/or fees
List of central bill cards is pulled from the corporate booking tool
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Notification OptionsPurchase Notification
An email notification is sent out for all purchases made in the meeting
Out-of-policy notification
Sent out for all out of policy purchases for the meeting
Reason code collection
List of reason codes are pulled from the corporate site
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TripController
TripController can be enabled per attendee type with the same level of granularity as on the corporate site Out of policy In policy Based on price controls
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Publishing a meeting to travelers
Once bookings are enabled for a meeting, a traveler has multiple ways to access the meeting
Email attendees directly from the Egencia tool
Send the Meeting Homepage URL to travelers
Viewing the meetings through the Egencia meetings tab
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Option 1 - Email attendees
Opens a new message in your email client to send an email to all invited attendees
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Option 2 – Send the URL to attendees
The URL from your web browser can be copied and sent to any attendee for a direct link to this meeting homepageThis URL can also be used in any online web registration tool
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Option 3 - Meetings Launch (Traveler / Arranger)
Where enabled by company, the Meetings landing page will appear as the following to the traveler.
If the traveler has not been invited to any meetings, but the company has enabled this service, no meetings will display on the landing page
Reminder: If a company has not enabled the Meetings service, the Meetings tab and Meetings launch page will not be visible in the traveler / arranger view
The Meetings launch page contains a Meetings section which displays a list of all active meetings for the traveler.
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Meeting Homepage When a traveler clicks on a specific meeting link ,on the Meetings
launch page, they are taken to the selected meeting’s homepage. On the Meeting Homepage, a traveler can see broadcast messages
and book travel for the meeting.
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Meeting Catcher: Keeping Travelers in the Loop
If a traveler searches for a flight or date range that’s associated with a meeting, without clicking on the Meetings tab first, the booking tool will display the following “meeting catcher” prompt to the traveler:
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Booking Access for Travelers
The air booking processes for Meetings is the same process as booking air for corporate travel with the additional reminder of the “meeting catcher” prompt incorporated
Because of the nature of Meetings management, travelers only have access to book flights
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My Trips & Transaction History When a traveler goes to the My Trips sections on the site, they can see both
Meetings and corporate travel bookings.
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Optional Way to Access the Meeting Homepage
As a traveler, you have two ways to access a Meeting Homepage:
1. Click on the Meetings tab and then the Meeting link or
2. Through an itinerary associated with a meeting.
The itinerary page shows the Meeting context. I can access the Meeting by clicking on “Yvonne’s Test Meeting”.
The Invite Others link will only let you invite other travelers who are invited to the meeting.
By clicking on the “Chicago, IL” link, I’ll be taken to the Meeting itinerary page.
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Meetings ReportingGo to Reporting tab A new set of five Meetings reports will be listed. These reports are copies of their corporate travel counterpart. The only difference is the Meetings report names will start with “meetings” and
be located under the Meetings heading. For example: Meetings air booking detail reportNow customers can get a true view of their spend (meetings + corporate) by
downloading both reports into Excel and combining them
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Manifest Report The manifest report is the
most important report for a meeting planner
All data for a manifest report is available in the active traveler report
Travel Managers can easily set up search parameters, download the report into Excel
New optional parameters are available for Meetings - including running a report for a single meeting
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