Once the customer responds with the approval / make the payment (either through the payment link or through the link in the quotation file) then we proceed with the booking.  

Payment confirmation & Booking policy 

We must send the Payment confirmation template to the customer (You can find it here). In this message we: 

• Thank the customer for the payment 

• Inform them of the time frame to receive the confirmation (before or after 6 hours for hotel / time frame for flights) 

• Explain our booking confirmation policy to the customer 

Example: 

When using payment link/instant discount- (more than 6 hours before end of the shift) confirmation will be sent end of today 

Thank you for your payment, Mr/Ms. “—– “.  
Please note that our booking process may take up to 6 hours as we work to secure the best available rate and confirm room availability for you. 

In accordance with GTO’s standard terms and conditions, there may be rare instances where a product or service becomes unavailable. Should this occur, we will notify you promptly and will be pleased to provide a quotation for an alternative product or service of your choice. Alternatively, you may request a refund. 

We will process your booking and finalise it as soon as possible. Kindly note, the confirmation will be sent no later than the end of today. 

———– 

To complete the booking, we need to share the booking details with the reservations team so they can make the booking through our suppliers. However, as we mentioned in the quotation message, we still need to collect customers’ details, which are: 

• Customer name: Same as the passport or national ID in English 

• Customer Nationality: As per the passport 

• Kids age 

• Copies of the passports: For flight bookings 

After collecting the needed information, then we share it with the reservations team through MS Teams group (Client Payments | Group Chat | Microsoft Teams) 

 
The client Payment post will be as follows: 

• Client name: same as in WA group name or Interakt 

• Client membership type 

• Client phone number  

• Guests’ names: Same as the passport or national ID in English 

• Guests’ Nationality: As per the passport 

• Guests’ age: for kids below 18 Years old only.  

• Copies of the passports: For flight bookings 

Then we attach all screenshots from the Quotation approval request post, along with the GTO Quotation file in the same post.  
 
Attachments: 

• Client SS 

• Our Price match SS 

• Cancellation Policy >> for hotel bookings 

• Payable Online or not?  >> for hotel bookings 

• Tripiology Tax >> for hotel bookings 

• XE Conversion to GBP (In case customer SS is not in GBP) 

• Copy of Cust Wallet (In case of credit usage) 

• Copy of Proof of Payment (POP) in case the customer paid using payment link 
   

Example for the above post: 

• GTO Mr. Ahmed Zahran 

• HSBC – Gold 

• +201000789918 

• Guests’ names: 

Ahmed Zahran > Egyptian 

Mahmoud Zahran > Egyptian 

Aseel Zahran > Egyptian (4 years old) 

• Copies of Passports () 

• Screenshots & Attachments 

• GTO Quotation file 

IMPORTANT NOTE:  

• We must attach proof of payment to complete the booking 

• Pay attention as reservations team may respond to the post with updates regarding (Cancelation date – guest names – ages – passport copies not visible). Any delay in responding to the reservations team may lead to booking failure. 

• We Can request Proof of payment from TL2 Support team (Mention the team in MS Teams along with the customer’s name, and amount paid and they will provide you with the screenshot once the payment is done 

Once Booking is done, Reservations team will share the update through one of the below channels, and mention your name, TL2 & DMs to allocate the customer to you in the allocations sheet to share the confirmation: 
 
– Reserved Accommodation | Group Chat | Microsoft Teams > For Hotel bookings 
– Issued Tickets | Group Chat | Microsoft Teams > For Flight tickets reservations