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Booking transport online the bookers guide

Introducing a quicker more accurate and more efficient way of booking ground transport at Nickelodeon

www.nicktransport.com


a few points before we start Introduction Whilst working for Nickelodeon, there will be occasions when you need to book a car or courier. In order that we can manage this process ‘responsibly’ we have produced a Ground Transport Policy which outlines the conditions and procedure you need to follow in order to use these services.

Our Car and Courier Supplier We have set up an account with London Executive for licensed cars and couriers. You should only use their services when booking cars or couriers. Their telephone and online booking systems have been designed to capture and report all the information we require to effectively manage our provision of transport.

Ask yourself, could I use Public Transport for this journey? Before booking a car you should consider if it would be quicker or more convenient for you to use public transport and if it is please ask at reception for an Oyster Card. There is an excellent feature on the Transport for London website, which will show you the public transport options available for your journey. http://journeyplanner.tfl.gov

Avoid using Licensed Black Taxis Our supplier must always be used in preference to paying cash for Black Taxis, but if it is simply not feasible to book with them and your only option is to hail a licensed Black Taxi, you must obtain a receipt stating both the pick up and drop off points, the name of your department, the budget description and budget code for the booking and the reason you could not use our preferred supplier.

If you use Public Transport always get a receipt If you use Public Transport you must get a receipt and when submitting it including the Pick up and Drop off points, the name of your department, the budget description and budget code for the booking.

What you need when booking online or by phone When booking online or by phone you will be need to provide a valid Budget Code. If you do not have a valid Budget Code you should contact your Line Manager. We have set up the booking process so that booking cannot be taken without a valid Budget Code. However, if you can't remember your Budget Code you should book the journey on your own credit card seeking reimbursement, via expenses after the journey is completed.


almost finished on the policy stuff (but don’t skip it because it is important) If you want the driver to display a Name Board please ask We have requested our supplier provides a name board, with the passengers name on when picking up from the Airport and if requested at non-airport pickups. So if you think it would help the passenger if the driver displayed a Name Board please advise us at the time of booking or, if booking online put the request in the ‘Notes to driver’ section.

Waiting Time Policy for Cars We have negotiated that the first 15 minutes that the car spends waiting after the time it was booked for is free of charge. This is to give you plenty of time to gather your things together and make your way to the car. However, if you leave the car waiting for more than 15 minutes we will be charged the full time elapsed plus any additional time. If you leave you car waiting more than 15 minutes, details of the journey will be sent, along with a number of other reports to your Head of Department.

Collection point from top London Railway Stations Paddington Station: At the top of the steps on Eastbourne Terrace Liverpool Street Stations: Outside McDonalds in Liverpool Street Kings Cross Station: Outside McDonald’s on the corner of York Way Kings Cross St Pancras: On Pancras Road Euston Station: On the steps on Eversholt St

You can get Nickelodeon rates for personal usage on cars and couriers You can use cars and couriers for your personal journeys at any time and benefit from the same rate and service level as Nickelodeon have negotiated. Simply quote your department number and password then state that the journey is for personal use and they will book your journey by credit card or cash.

If your plans have changed, please call to cancel As soon as you know you don’t need the car, either call to cancel it or cancel it online. Our supplier will only charge a cancellation fee if the car is cancelled within 30 minutes of the booked time. However, for bookings picking up from the Airport or Home Counties the cancellation notice period is 2 hour prior to the booked time, for Chauffeur Car bookings the cancellation notice period is 4 hours.

First things first


Setting up your new account 1

Setting up your new account Once you have received your Username and Password go to www.nicktransport.com and log in

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Go to my profile and complete your account set up  To change your password: Enter your preferred Password, tick the Confirm Change box then press Update Details at the bottom of the page.  As you can see the Office Address has already been filled in so you do not need to add any details there Ok so this is how you book a Car: First click on the Car Booking Desk button

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You will see a list of travellers and two button Add Traveller and Proceed to Booking

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If the person you are booking for does not appear in the Travellers list press Add Traveller If the name of the person you are booking for is not in the Travellers list and they are an employee of Nickelodeon press Add Traveller.  You can then enter their Name, phone number and/or mobile number and email address and press Add Traveller + Book  Pressing Add Traveller + Book will take you to the booking page and save the passengers details to the database. So that there name now appears in the Travellers list. If the person you are booking for is in the Travellers list select the name and press Proceed to Booking  If you start typing the name of the Traveller into the text box the system will go directly to that individual  Alternatively you can scroll down, using the side scroll bar to select the name of the traveller

Car Booking Desk Screen


Car Booking Screen


Making a Booking > Your Details section 1

Booking Page: The booking page consists of two main sections. Your Details and Journey Details. The ‘Your Details’ sections, shown below, consists of the following fields.

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Traveller and Booker name fields: Your name will appear by default in the Booker Name fields and the name of the traveller you have selected will appear in the Travellers Name field.  Making a booking for a Guest: If the traveller has requested that you book a journey on their account for a Guest you can overwrite the Travellers Name field with the name of the Guest

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Date and Time: Enter the Date/Time you require the journey for.  By default the time and date is set at the time you created the booking. So any booking made without adjusting these setting will be booked for as soon as possible.

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Contact Number : Select the travellers preferred Contact Number via the drop down list.  If the contact number requested is not shown or an incorrect number is shown, it means it that the details in the traveller’s personal profile may need to be updated. You can write the correct number into appropriate field and will be given the opportunity to automatically save the number to the travellers profile when you reach the booking confirmation screen

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Vehicle Type: Select the preferred Vehicle Type for the journey.  The options shown in the dropdown list are: Passenger Car, E Class, 6 Seater, Luxury 6 Seater, Chauffeur, Minibuses and Coaches.

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Wait and Return: If you require the car to Wait and Return, select that option, which is located below the Tariff dropbox

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Budget Code: You must enter a valid Budget code to make a booking.  The budget code is a validation field so if you enter and incorrect or inactive code it will be rejected  We send London Executive our list of Budget codes as they are produced, so if the code you enter is not excepted it may well be that it is no longer valid. In the event that this happens or if you do not know the correct Budget Code to enter please contact your Line Manager. The correct use of budget codes is a critical element in our ability to effectively manage the transport provision.  If you do not know the Budget code and the booking is critical you can enter tbc. You will then be contacted for confirmation of the correct Budget Code

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Account Number: As you will see the Account Number field is not editable. To complete the booking you must select the Department the Traveller is from, once you do that the Account No will automatically change to that of the department selected.


Car Booking screen > Your Details section

Minibus 18 seater mini coach. Please call 020 745 0050 for details

Guide to available vehicle makes and capacity

Coaches 53,49 and Executive coaches available. Please call 020 745 0050 for details


Making a Booking > Journey Details section Once you have completed the ‘Your Details’ section you will need to compete the Journey Details section (See below) to complete the booking.

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Going from/Going to: Enter your Pick up and Set Down addresses via the quick book buttons  The quick book buttons will drop in the travellers Office and Home addresses and for Airport, Railways and Favourites give you a list of addresses to select from.  If you do not know the full address, you can located it via the Lookup button

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Add Stop: If you require additional stops on route select the Add Stop link (below the Going To section)  To clear the Address select the Clear Address link (below the Postcode text box)

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As Directed: If you don’t know the destination address at the time of booking, you can book the journey As Directed  This option is below the postcode box in the Going to address panel)

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Special Instructions: Add any Special Instructions you or the traveller may have for the driver and/or controller on the journey in the text box below the address details section

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Submit Booking  If either of the addresses you have entered cannot be validated the system will not proceed with the booking. You will be prompted to correct the missing or incorrect information, you can do this manually or via the Look up button

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Confirmation Screen: After pressing Submit Booking, if the booking has been validated you will be taken to a Confirmation Screen

Car Booking screen > Journey Details section


Car Booking screen > Journey Details section


Making a Booking > Booking Confirmation Screen The Booking Confirmation screen (see below) will appear after you have selected the Submit Booking option 1

Book Now /Amend: You now have the opportunity to review your booking and then press either Book Now or Amend

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Amend: If you select Amend you will be returned to the booking screen to make your amendments. Once you have made your amendments you will need to select Submit Booking from the Car Booking screen and then Book Now on the Confirmation Booking Screen

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Save details to Folders: The system will ask you if you wish to save the address that you entered into one of your quick book folders. Simply tick the option and next time you book the address will be in that Folder

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Book Now: If you select Book Now the booking will be transferred directly to our despatch system and you will be presented with a Docket Number for the booking.

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Car Booking > Booking Confirmation Screen

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Car Booking > Booking Confirmation Screen

Budget Code Department


My Profile You can manage your own profile within the booking system via the My Profile tab My Profile > Manage Details : To review and or edit your Profile details. 1

Edit Details: Here you can edit your user details and Home Address  Once you have completed the changes press update details to save the changes to the database

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Changing your Password: 1. Enter your new password 2. Tick Confirm Change box 3. Press Update Details to save the new password

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Adding Notes to your Home and/or Office address: 1. Enter any the instruction into the Apply Notes To field and assign the note to an address 2. Select when the note should appear on the address , for example when the address is used as a Pick up, Set down or both

My Profile > Manage Favourites: To add frequently used address to your Favourites quick book button. 1

To add an address click Add Favourite  Enter details as required. Using the Look up function to obtain/confirm the correct postcode if necessary

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Apply Notes To: You can attach any additional information in the Apply Notes To field to the address when you enter it  You have the option of attaching the notes to the address when used as a pick up or set down or both


My Profile > Manage Details

My Profile > Manage Favourites and Details


Tracking Select Tracking from the Menu Bar 1

 By default you will see all the Cars you have booked for the current day  To see the Courier bookings you have made today select the Courier option

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Tracking Options: By adjusting the Tracking settings you will be able to set a number of filters to change the information shown.  By clicking on the headings of the job details display panel you can sort the information Actions: By selecting the Actions Link to the right of the Job Details information, you can, depending on the status of your vehicle either, cancel or amend the booking. Or view a real time position of your car.  Please note the system will not allow you to cancel a booking less than 2 hours before the booked time. If you wish to cancel a booking within the time frame please phone the call centre directly.

Tracking


Tracking


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