TimeAero —
user manual

On the sign page you can:
1. Sign up
2. Sign in if already signed up
3. Request a password reset
4. Change the language. The page is available in two languages: Russian and English. You can switch the language using the corresponding element in the lower right corner

Click the "Sign Up" button to start sign up process

1

Enter the corporate email address in the form that opens in the "Login" field and click "Next"

2

Next, please specify the password that will be used for sign in the "Password" field. Click the "Sign Up" button

3

After clicking on the "Sing up" button, a message will appear with instructions on further actions to complete the registration process. You need to log in to the mailbox you specified, find the email from Aeroclub Time Support and follow the link in the body of the email body. If there is no email, check the "Spam". If it didn't help, then contact us

4

To sign in, click the "Sign In" button. A form for entering login and password will pop up

5

Enter the address of your corporate email address that was specified during sign up process in the "Login" field. Click the "Next" button

1

Enter the password and click "Sign In"

2

When you sign into Time for the first time, slides with hints and information about new platform functionality will be shown to you

3

To request the password reset, click "Forgot password?"

1

Specify your corporate email address used for sign up in the form that pops up and click "Recover"

2

After that the password reset email with further instructions will be sent to your corporate email address. Please log into your mailbox, find the corresponding email and follow the link in it to complete the password reset process. If there is no email, check the "Junk folders". If it didn't help, then contact us

3

In the window that opens, in the appropriate field, enter a new password and click "Complete". After that, you will be automatically redirected to the Desktop. Let's get started!

4

User Profile

When you log in for the first time, you need to check and fill in your user profile in the "Company" section. The user's personal profile is divided into several thematic sections, each of which contains blocks corresponding to the topic

To enter and/or edit personal information, click on the icon with the pencil image and enter the information

1

Add an email address and phone number. We recommend to enter the number of mobile phone in each profile, as it may be required by suppliers during purchasing process. It will not be possible to arrange some type of services in case of absence of mobile phone number in the traveler's profile. You can edit, unlock and/or delete e-mail and phone number using an appropriate icon on the right

2

Fill in the Preferences section. At the initial stage, we use the section to accumulate information. Next, the preferred option will placed to the top of the results, in consideration of the corporate rules and travel policy of the company. You can edit or delete the preferences using an appropriate icon on the right

3

To change the company in the profile use the drop-down list and select the company you need. It is possible to change the company if there is a block of custom properties for the new company already filled in the profile. It is possible to delete/restore the profile using an appropriate button. Additional permissions required to change the company in profile

1

Add the location of the profile owner using the button with the Pencil icon. The provided location used for searching options and creating a business trip

2

It is possible to change the customer properties if needed. Additional permissions required to change the customer properties. The user who does not have additional permissions may send request to change customer properties. To send the request the user need to put the correct values in the provided form

3

To enter the passport data: click the Add button to open the form; select the citizenship (as in the passport); select the passport type and fill in the required fields. You can edit or delete the passport data using an appropriate icon

1

To add the additional files to the passport (this option paid and installed separately), click the Paperclip icon and then click the "Select file" button or "drag" the file to a specially marked area

2

Documents

Add visas data: click the Add button and enter the necessary data

3

To upload files to the shared file storage (this option paid and installed separately), click the Select File button or "drag" the file to a specially marked area. To download or to delete the downloaded file, click the "***" element on the thumbnail of the downloaded file and select the necessary action from the list

4

Click the appropriate button to change the password. Once the button used the e-mail notification with a link to change the password will be sent. It is not possible to edit the value of the Login field

1

Choose a convenient time zone, interface language (Russian / English), currency

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Account

Set the settings of e-mail notifications. It is necessary to enable HTML notifications, additional notifications. Other settings are optional

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Access control buttons in Time are available to users with the appropriate rights

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These blocks, except the buttons to control access to Time, available only for the owner of the profile. These blocks are not available for other users viewing the profile of another traveller

The expired SOF can not be used. The special remarks will be added to the SOF which expired

To upload a new card, click Add and enter your bank card details

1

Fill out the form to add Signature On File (SOF) details for the bank card. Once the data saved, a notification will be sent to the mail of the service group to verify the data of the added card. During the verification procedure, the SOF has status "Verification"; once the verification procedure passed the status changed to "expiration date"

2

Payment information

To view, edit, lock/unlock or delete a bank card, click an appropriate bottom. It is possible to block / unblock the bank card if the special feature enable to the company and user has an appropriate permission

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4

The list of forms of payment configured for the profile owner`s company is available in the section Available forms of payment. It is not possible to change the list of forms of payment in this section. This section is a plug-in option and available depending on the company settings.

It is possible to view, add and delete the information about bank cards in the Bank cards section. Only the owner of the profile can view, add, change bank cards in this section. There is an exception which could be set to concrete company.

To upload a new bonus card, click the Add button and enter the required data. The added cards will be arranged as a list in the block

1

To change the card data or delete it, click on the appropriate button on the right (Pencil or Basket)

2

Bonus cards

The section is available if the appropriate option enabled for the user's company

Employees

There is a list of profiles which the user has access to is availabel In the "Employees" section

The function of the list of profiles
There are the following data in the list of employees:

• last name, first name, patronymic name of the employee,
• e-mail address specified in the profile (the first one in the list is indicated),
• phone number specified in the profile,

1. number of profiles per page: 25, 500, 100, all (by default, "Display by 25"),
2. switching between pages and going to a specific page with its number.

How to view profile lists for a specific company
Select a company from the list. The system will automatically display a list of employees for it

How to find a specific employee profile
1. Enter the surname / first name / last name and the name of the employee In the "Search" field
2. Click on the button with a magnifying glass to start the search
3. The list will display the appropriate profile(s)/profiles (if more than one profile meets the search query criteria)

How to create a new profile
The profile creation is available only for users with the appropriate rights.

1. Click on the "+ Add" button, which is located in the "Employees" section in the upper right part of the page
2. Select the company to which the new profile will belong in the profile creation form. The list will consist of the companies included at the same holding as the company of the profile creator
3. Add the personal data. If you need to change the company before complete the profile creation you can do it at this step

Trusted access

How to grant access to a profile
1. Go to the "Grant access" section.
2. Put the e-mail address of the user you want to grant trusted access to the field for entering the e-mail address.
3. Click the "Submit" button.
4. A notification will be sent to the specified address with an offer to get confidential access to another profile.
5. New request waiting for processing from the user who has been granted with trusted access will appear in the "On authorization" section.

The offer for trust access
In the specified section displays a list of current offers of trust access.

The user can accept the offer. Once the offer accepted, the user can see the personal profile to which access has been granted, as well as orders / business trips created by the user who granted access to his profile. After the offer accepted, the proposition disappears from the list of offers.

The user may refuse to accept proposition to get access. After the offer declined, the proposition disappears from the list of offers.

On authorization
There are a list of proposals which are not processed yet provided in this section.

It is possible to revoke the proposed access using the "Recall" button.

Access granted
There is a list of the users who were previously granted trusted access locate in this section.

Click the "Revoke" button will cancel the trusted access granted before.

Reassignments

This section contains functionality that allows you to assign deputies to process authorization requests

How to create a new reassignment
1. Click on the "+ Add" button.
2. Fill in the profile details of the replacement employee. The created reassignment will appear in the general list of reassignment.

The presence of the specified e-mail is checking in the personal profiles during creation of the reassignment. If the specified e-mail is not found in any of the profiles then the system will show the message saying that the e-mail was not found.

How to remove reassignments
1. Go to the reassignment list.
2. Click on the button with the basket.

Travel arrangers

This section contains functionality that allows you to create and manage created Travel arranger(s) - Employee(s) connections.
In the list of connections, the user sees:

• the full name of the travel arranger(s) present in the connection,
• the number of employees in the connection,
• the names and surnames of employees in the connection (available for viewing when viewing the details of the connection; to view it, click on the "plate" of the connection),
• elements for connection administration: a button with a pencil for editing, a button with an urn for deleting a connection.

How to search for travel arranger – employee connections
1. Select the necessary company from the list.
2. Specify the last name / first name / last name and the name of the employee whose connection you want to find in the "Search" field.
3. Click on the magnifying glass button to start the search. Once the search completed there will remain links where a profile with a certain last name and first name is specified as an travel arranger or employee.

How to create a new travel arranger – employee relationship
1. Click on the "+ Add" button.
2. Click the "+ Add" button in "Travel Arrangers for group of employees" or "Group of employees" section depending on who you want to add.
3. Enter the user's last name and first name.
4. If the selected travel arranger or employee needs to be removed from the connection click the cross to the right of the user's full name.

How to change / delete the created connections
To change the created connection click the Pencil and change the list of participants (employees or travel arrangers).
Click the Trash button to delete connection.

Search and purchase of air ticket

To set the flight search parameters, go to the "Services — Avia" section in the navigation menu on the left by clicking on the appropriate field. This will open a form for specifying search parameters.

Choosing the ticket search recipient

By default, the search will be performed for the current user — he will be indicated in the field "Traveler".

If it is necessary and you are authorized, you can replace the user with another one. To do this, click on the last name in the appropriate field and in the opened window you can find the required user by typing his last name in the search field.

Important! You can only select another user if all required parameters and additional data are filled in. Otherwise, the user cannot be selected.

Simple route
By default, you are prompted to set the parameters for searching for tickets using a simple route: one-way (OW) or round trip (RT). Specify the following parameters to do this:

Selecting destinations

To specify the departure and arrival city just enter the first three letters of its name, for example, "Mos", or the IATA code of the city/airport.

The selected departure and arrival cities can be swapped by clicking on the arrows between them.

Choosing dates

Specify the dates for your round-trip ticket search by clicking on the appropriate field and selecting the desired dates in the calendar. The selected period will be highlighted in color.

To select a date to search for one-way tickets, enter it in the calendar and click the "No return ticket needed" button.

Complex trip

To find tickets for a complex trip with consecutive flights between points A — B— C and so on, click on the "Complex trip" button on the right side of the search form.

In the form that opens, click on the "Add flight" button and specify the necessary parameters. You can set a separate prefilter for each point of the route by departure time.

To delete a part of the route, click on the cross in the upper-right corner of the appropriate field.

To return to the ticket search for a simple trip, click on the button "Back to a simple trip" in the lower-right part of the field.

Specifics of searching for one-way tickets

If a one-way flight is selected after launching the search, the system offers to book a round-trip ticket, because it is cheaper than buying two separate tickets, according to statistics.

To continue, click the necessary button:

"Cancel" — the modal window will close, the search will not be started.
"Continue search" - the search for tickets in one direction on the specified route will be launched.
"Add a round-trip flight" — the modal window will close and the calendar will be opened to select the dates of round-trip flight.

Customizing search results

Displaying flight options

The found flights will be displayed in a few seconds. Information is displayed in the search results for each flight option:

• Basic information
• Airlines on all route segments
• Departure - arrival times for each route segment
• Cities and airports of departure - arrival for each route segment
• Number of available seats per fare
• Additional information
• Fare class
• Travel Policy Compliance Indicator
• Link to fare rules
• Information about available hand luggage
• Information about available luggage
• Sign of possibility of changes
• Sign of possibility of refund
• Fare price

Managing search results

To manage the sorting or set the necessary filters, click the appropriate buttons under the search field.

Available sorting options:

• Recommended (applies by default)
• By price
• By duration
• By departure time
• Price/convenience

Available filters:

• Class
• Departure time (for each segment)
• Airports (for each segment)
• Fare conditions
• Luggage included
• Ticket can be refunded
• Ticket can be exchanged
• Number of connections
• Transfer duration
• Price
• Flight number
• Airlines
• Airline alliances

Choosing a flight option

For each flight, the optimal fare is displayed, which is selected by artificial intelligence based on a number of criteria. You can change the fare.

To select the desired fare and add tickets to your business trip, click anywhere on the right side of the card. An additional menu with flight information will open.

In the menu that opens, you can:

• view detailed information about the route (airline, departure and arrival time, number and duration of transfers, type of aircraft);
• choose a different class and/or fare, if it is necessary;
• add a service to a business trip.

To select a class, click on the appropriate tab.

To select one of the available fares, click on the required option in each class.

Important!!

If the search is carried out from an active business trip, then the selected flight option will be added to this business trip.

If the search is not carried out from an active business trip, then when you try to add a flight option to a business trip, the system will offer to select one of the available active business trips or create a new one if no active business trips were found.

Business trips have been found

If you have active business trips, specify the necessary information to add the selected tickets.

Business trips have not been found

If you don't have any active business trips, click the "Create a business trip" button to launch the Wizard of creating a business trip.

Search and purchase of rail ticket

Search

1. Go to the "Services" section of the side menu and select "Rail".

Important!

The profile of the user doing the search is selected by default. If you need to book train tickets for another traveller, select him before you start the search. The selection is available if you have access to the profile of the required employee and his profile contains the necessary information for the search (personal, documents, additional data).

2. Specify the departure city, destination city and departure date and click "Find".

You can swap cities by clicking on the arrow button.

The date calendar shows the minimum cost of a train ticket available for the selected destination on the specified date.

Round trip departure and return dates can be specified at once. Alternatively, if you need a one-way ticket only, click the "No return ticket needed" button.

Information about previously completed searches is presented below the form. By clicking on the block, you can start a search with the parameters that were previously used for this search.

The search results show local departure and arrival times.

If there are no search results, the system will report an error and offer you to restart the search or contact support.

If the search results are obsolete, you can update them (resubmit your search query) by clicking on the ‘’Refresh‘’ button

Round trip search

When you search a "Round trip", the results firstly display options for the "Outbound" only.

Search results for the "Return" become available after selecting an option for the "Outbound"’. The process of choosing an option is described below in the section "Adding a found option to a business trip as a service."

Price graph

The price graph widget will help you see the price level for selected dates in a compact or expanded form. The chart covers the time range from the current day to 6 months in advance.

Navigation through the graph is available using the left and right arrows or the mouse cursor.

When you hover the cursor over a particular column, a tooltip with information about the minimum price for the specified day appears.

Select the necessary date from the price graph and click the "Search for selected dates" button. The search will be performed according to the previously set route.

Sorting search results

Several types of sorting are applied to the search results. The user can switch between them.
Recommended:

• If ranking is enabled, the trains are sorted by rating, and the types of cars inside the train are also sorted by rating.
• If ranking is disabled, then trains are sorted by departure time, and the types of cars are sorted by price from the lowest to the highest one.

By price — sorting is performed by the minimum tariff, types of cars are presented from the lowest to the highest by price.
By duration — sorting is performed by departure time, types of cars are presented from the lowest to the highest by price.
By departure time — sorting is performed by the duration of travel time, types of cars are presented from the lowest to the highest by price.

Filtering search results

1. Click on the "Filters" button. A side menu opens with a list of filters.

2. Specify the necessary parameters and click "Apply".
The "Reset" button will cancel the previously set filter parameters.
List of available filters:

• seat type
• train name
• time of departure
• cost
• train type

Search results

The option card contains the following information:

• train type name
• train number
• train name
• information about the train direction: departure and arrival points
• information about the train route
• departure time
• departure date
• travel time
• arrival time
• arrival date (marked in red if arrival is not on the day of departure, but on the next day or later)
• departure point with the name of the departure station/railway station
• arrival point with the name of the arrival station/railway station
• list of services/facilities on the train (as icons)
• rating information
• link to fare rules
• list of available car types with the minimum cost "from" and number of seats. The default list shows three car types. If more than three carriage types are available on the train, click the "+ Show more N classes" button.

Route information

Click on "Route". The window that opens will display information about the train route:

• train name and number
• departure station
• electronic check-in possible/unable (the "ET" icon)
• name of the train type

Detailed information about the route:

• departure time, date, and day of the week
• departure point name and departure station
• stop information
• stop start and end time
• stop duration
• stop name
• arrival time, date, and day of the week
• arrival point name and arrival station

You can close the window by clicking on the button with the same name or on the cross.

Information about the tariff rules

Click on the "Tariff Rules". The text of the tariff rules will be displayed in the window that opens.
You can close the window by clicking on the button with the same name or on the cross.

Train services/facilities

When you hover over the icon of each service, a tooltip appears with the name of the service:

• meal
• press
• information and entertainment
• conditioner
• bed linen
• travel set
• wi-fi
• biotoilet
• animal transportation service
• shower
• dining car or buffet
• seats for the disabled
• seats for children
• non-refundable tariff
• consideration of gender when placing

Available types of cars and cost

There is a list of available types of cars under the fare rules.

The list of car types contains the following elements:

• a radio button for selecting the car type
• name of the car type
• number of seats for this car type
• minimum ticket cost in a specific carriage type in the vendor currency (when you hover over the cost, a tooltip appears indicating the ticket cost and service fee)
• buttons for showing/hiding additional car types, if there are more than three available types

Select the type of car — the button will become active, and the cost of the service will be displayed in the button field.

Adding a service

1. Select the type of car — the "Continue" button will become active, and the cost of the service will be displayed in the button field.

3. Select a seat and a fare and click the button with the cost of the selected seat.

4. The system will find suitable business trips by dates and route and display a list of them with a suggestion to add the service to any of the found business trips.

5. Select the desired business trip from the list and click the "Add to business trip" button. The service will be added if the dates and directions are validated, if it is connected to the client.

6. If there is no suitable business trip among the selected ones, you can create a new one by clicking the appropriate button.

Search and purchase of Aeroexpress ticket

Search

1. Go to the "Services" section of the side menu and select "Aeroexpress".

Important!

By default, there is selected the profile of the user performing the search. If you need to arrange Aeroexpress tickets for another passenger, select the traveler you are searching for before starting the search. The choice is available if you have access to the profile of the desired employee and his profile contains the necessary information for the search (personal, documents, additional).

2. Select an airport: Sheremetyevo or Domodedovo. The train interval is indicated under each of them.

3. Select a date in the calendar that opens. The depth of Aeroexpress ticket sales is 90 days.

4. Select the fare:

• "One way" (a single ticket is valid for any direction - from or to any airport) or "Round trip" (a ticket is valid for two trips - from or to the airport and in the opposite direction).
• "Standard" or "Business".

3. To add a service to a previously created business trip, select it from the list and click the "Add to business trip" button.

4. If there is no suitable business trip among the selected ones, you can create a new business trip by clicking the corresponding button.

5. In the form that opens, specify the required information, and after creating a new business trip, add the service to it.

Search and book a transfer

To search and arrange a transfer, go to the "Services - Transfer" section of the side menu.

Selecting a search recipient

By default, the search is performed for the current user — he is indicated in the "Traveller" field.

You can replace the user with another one, if it is necessary. To do this, click on the last name in the appropriate field and find the desired user by typing his last name.

Important! Selecting another user is possible only if all the required parameters and additional data are filled in. Otherwise, it will be impossible to select a user.

Setting up route parameters

Specify the departure point, destination, date and time of car delivery.

To swap the cities specified in the form, click on the icon with arrows.

By default, the city on the map in the search form is the same as in the "Location" block of the "Corporate data" section of the user for whom the search is being performed.

There are two ways to specify the address of departure and destination points:

1. Type the address in the search bar and select the desired option from the drop-down list. Airports and train stations are grouped into the appropriate groups.

2. Alternatively, specify the desired points on the map — the address will be determined automatically and will be indicated in the search form.

Select the departure date from the calendar. Specify the departure time manually.

After filling in all the parameters, click "Find".

The estimated route from the departure point to the arrival point will be shown on the map located to the right of the search parameters form.

Search results

The search results are displayed as separate options and arranged in order of increasing cost.

To make changes to your search parameters, click on the icon in the block with the description of the query details.

If there are no offers from suppliers, the system will offer to order the service through an agent. To do this, specify additional parameters and click "Add to business trip".

If the search results are outdated, update them by clicking on the appropriate button.

The card contains the following information:

1. an image of the proposed type of car
2. car class, list of possible classes:

• any class,
• economy,
• standard,
• business,
• executive,
• minivan,
• minibus,
• bus,
• comfort,
• taxi standard,
• taxi comfort,

3. allowed number of passengers,
4. allowed number of pieces of luggage,
5. name of the proposed car brand,
6. supplier's logo,
7. a sign of compliance/ non-compliance with the requirements of the travel policy,
8. a sign of the corporate tariff,

9. a button with the cost of the option (when you hover the cursor over the button, the cost details appears). Clicking on the button starts the process of adding an option to a business trip.

Trip details

The form with the details of the trip opens after clicking on the button with the cost of the option.

The following elements are indicated in the form:

1. an image of the proposed type of car
2. car class, list of possible classes:
any class,
economy,
standard,
business,
executive,
minivan,
minibus,
bus,
comfort,
taxi standard,
taxi comfort,
3. allowed number of passengers,
4. allowed number of pieces of luggage,
5. name of the proposed car brand,
6. a sign of compliance/ non-compliance with the requirements of the travel policy,
7. information about the date and time of departure, point of departure and arrival,
8. «Add stop» button for adding an additional stop (the button shows the cost of the service),
9. supplier's logo,
10. a sign of the corporate tariff,
11. order parameters that can be filled in at the stage of adding the service or later during the service registration process:

• train number / flight number, if the transfer is from or to the station / airport,
• inscription on the welcome sign of the greeter - possible if such a service is selected,
• "Meet with a sign" switch, indicating the cost of the service (off by default),
• phone number to contact the driver – it is taken from the profile of the traveler specified in the search form,
• field for a text comment.

12. list of additional services,
13. “Cancel” button to close the form,
14. “Add service for [option cost] ₽” button — initiates the process of adding a service to the business trip.

Additional stop

1. Specify the address of the point and select from the suggested options in the list

2. The price is indicated next to the additional stop point. On the "Add service" button, the cost increases proportionally

Adding a service to a business trip

If the search is performed from an active business trip, the selected option will be added to this business trip.

If the search is not performed from an active business trip, then when you try to add a transfer to a business trip, the system will offer you to select one of the existing active business trips or create a new one if no active business trips are found.

Transfer back

After adding a transfer to a business trip, three buttons will be available:

• "Add another transfer" — returns to the search results (as before)
• "Go to business trip" — opens the business trip details
• "Add transfer back" — helps you quickly arrange a return transfer

Add transfer back

Click the "+ Add Return Transfer" button, and the system will automatically search and open a pre-filled transfer order form for the return route based on the return service date:

- the same class will be charged, from the same supplier, including additional stops (in reverse order),
- the need for a welcome sign and a comment will be copied from the original transfer,
- you only need to specify the pickup time

Important!
Return transfers are not available for routes from one address to another, because it is impossible to determine the date back. For airports/train stations, a search is made for a suitable air or train service.

Search and book a hotel

To search and book a hotel, go to the Services / Hotel in the navigation menu on the left.

By default, the search will be performed for the current user — he will be indicated in the "Traveler" field.

If it is necessary and you are authorized, you can replace the user with another one. To do this, click on the last name in the appropriate field and in the opened window find the required user by typing his last name in the search field.

Important! You can only select another user if all required parameters and additional data are filled in. Otherwise, the user cannot be selected.

By default, you are asked to set up hotel search parameters.
To do this, specify the following parameters:

Selecting a city / hotel

By default, the drop-down list offers the TOP 5 cities from the user's (or his colleagues') browsing history, as well as the TOP 5 hotels from a similar browsing history.

When you enter symbols in this field, the system also suggests suitable cities and hotels.

Stay period selection

The default calendar shows the current and next month. Select the dates of your stay

Pre-filters

The following pre-filters are available:

• Type of accommodation: single/ double. Available only when searching from a business trip that is part of a joint trip. In other cases, it is not shown, and by default, a search for single accommodation options is performed.
• Type of tariff: corporate / no offers with payment at the hotel.
• Corporate addresses. Select from the points of interest (POI) configured for the client with the ability to specify the search radius relative to the selected point.

Re-search by previously set criteria

The system remembers the user's last three searches in the form of boxes below the search form. You can click on any of them and launch a re-search with the saved parameters.

If the search dates on one of these bars have already passed, clicking on them opens a calendar for selecting new dates, and the search need to be launched manually after they are specified.

The search results are divided into three blocks by default:

Instant confirmation

There are hotels that can be purchased "here and now". The risk of refusal of placement is excluded or minimized. The block consists of two parts: the showcase and the other hotels.

Selection criteria:
1. The client's corporate hotels with instant confirmation:

• No statistics on refusals
• There is a refusal for the requested dates for an unknown reason

2. Selected hotels. Hotels from the user's purchase history, as well as those configured as recommended (recommended by Aeroclub, recommendation and priority recommendation for the client):
Selected hotels with instant confirmation without statistics on refusals.
Selected hotels with instant confirmation, for which the user has a refusal for the requested dates for an unknown reason.
3. Hotels with a group rate (GROUP). Hotels for which the client has configured a group rate in the desired city for the desired dates.

There are no hotels in this block

If there are no hotels that match the selection criteria for this block, then the corresponding message is displayed in the search results. Select a hotel from the subsequent results.

24-hour confirmation

This block also consists of two parts: "showcase" and other hotels. There are corporate hotels on request and hotels with bounce statistics, selected according to the following criteria:
1. Corporate hotels on request without known reasons for refusal (only for clients of the current holding).
2. Corporate hotels with a known reason for refusal of the hotel:

• there are no rooms of the selected category at the CORP rate, but there are other categories at the CORP rate,
• the hotel ran out of rooms
• the requested early check-in/late check-out is not confirmed.

3. The client's selected hotels with the refusal reason "Out of room stock".
4. Selected hotels of the client on request.
If there are known reasons for refusals at corporate rates, hotels in this block are marked with special tags indicating possible risks during registration.

Other hotels

This block contains hotels that are not included in the "Instant Confirmation" and "24-hour Confirmation" blocks.

If there are hotels in the first two blocks, this block is not expanded by default. You can see its content by clicking the "Show other hotels" button.

If neither the first nor the second blocks contain hotels that meet the selection criteria for these blocks, the content of the "Other hotels" block is expanded automatically.

There are following options for managing search results:

• Global sorting change
• Changing sorting in each of the 3 blocks
• Post-filtering of search results

By default, the search results are displayed in an expanded form with a minimal open map.
The following objects are displayed on the map by default:

• Hotels from the "Instant confirmation" block — badges with a blue frame.
• Hotels from the "24-hour confirmation" block — badges with an orange frame.
• Customer Points of interest (POIs) in the form of geo-markers.

The following options are available on the map (watch the numbers in the picture):

1. Collapse / expand results — detailed display of the map.
2. Specify a place or address — you can specify a place or address as a geo-marker, after that it will be possible to adjust the search distance for hotels relative to the set point.
3. Change the map scale.
4. Update results moving the map — enables / disables updating the results on the map when are moving it.
5. Show all hotels — launches a search of hotels from the "Other hotels" block that are not displayed in the search results by default. Hotels from this block will be displayed on the map as white badges without a frame.

Side-page with short information about the hotel

To view the information about the hotel and add it to your business trip, click on the hotel card.

The apartment card shows the received tariff, as well as the terms of check-in and deposit:

• The terms of check-in and deposit are in one text, if they are not received separately from the supplier.
• Separately, if they are received separately from the supplier.

Rating

Information collected based on user ratings:

• Aeroclub rating — based on user ratings of all Aeroclub clients.
• Rating on Ostrovok.ru. External rating from an aggregator for comparison.
• Hotel recommendation indicators. They can be:

Company recommendation
Priority company recommendation
Aeroclub recommendation
Black list

• Hotel service quality ratings. From 1 to 10 based on:

Service
Location
Cleanliness
Staff
Food

• What is a rating. General information about what a rating is and what it is needed for.

Colleagues' reviews

Reviews of the hotel left by colleagues from the holding companies:

• Review author and his company
• Review date
• What's good
• What's bad
• Average rating (based on ratings from 1 to 10 for the five criteria specified above)
• Photos

Basic information about the hotel

To view full information about the hotel and all rooms, click on the corresponding button on the "Tariffs" tab on the side-page or the "More about hotel" button on the "Rating" and "Reviews" tabs. The following information is displayed here:

• Общая информация

o Photos. Click on a photo to open a gallery
o Hotel name
o Hotel address
o Number of stars
o Rating. Average rating received in user surveys about the accommodation
o Number of reviews. Reviews left by users about their stay, if such functionality is enabled for the client. Reviews are displayed only within companies of the same holding and employees of companies in different holdings do not see each other's reviews o Badge with a known reason for refusal, if any for the requested dates
o Button for selecting a room

For apartments, this page also displays the conditions of settlement and the deposit, if received from the supplier - blue informer.

Room selection

General information

When selecting rooms, you can change the period of stay and change the traveler, as well as filters for the following parameters:

• Meal
• Refund
• Payment (at the hotel, through an agency, etc.)
• Corporate for selecting corporate rates
• Matches TP for selecting options that comply with the travel policy

If current user changes the period of stay and the traveler, the hotel accommodation options available during the specified period will be offered. The travel policy will be redefined for the new traveler.

You can find out more detailed information about the room by clicking on the corresponding button at the bottom of the card.

If the hotel is from the "Instant confirmation" block, then the first room in the list of available rooms is the one which price is shown in the hotel card on the search results page. The same room is highlighted as recommended on the side-page.

If the hotel is corporate and reasons for refusals have been found for the requested dates (see the "24-hour Confirmation" block), then a corresponding information banner is displayed above the list of available rooms.

If all corporate tariffs are unavailable, a corresponding information banner is also displayed.

Unavailable room categories are displayed at the very bottom of the room list:

Accommodation option calculator

To switch between the rate types available for a particular room category, use the tabs in the upper right corner, allowing you to select:

• Corporate tariff options
• Public tariff options
• Group tariff options

Each tariff group has its own combinations of available meal types, payment methods, and refund options that you can switch between.

By default, in each tariff group, combinations are arranged in the way to display the parameters of the cheapest tariff in the group.

Other information about the hotel

Location

The hotel is shown as a marker on the map.
This block also displays information about:

• Nearest customer points of interest (POI)
• Nearest airports
• Nearest train stations
• Nearest metro stations

About the hotel

General information about the hotel

Colleagues’ reviews and ratings

Here you can see information about the average rating of service indicators in the hotel and colleagues’ reviews by companies of the holding, if the corresponding option enabled.

Reviews can be sorted by recency from old to new or new to old.

Setting up additional options

To start the process of adding a hotel to a business trip, click the button with the price for the selected accommodation option. The page that opens displays basic information about the hotel and the selected room (stay period, standard check-in/check-out time, meal, refund options).

Here you can add extra options to the future service (if the supplier allows): order early check-in/late check-out or add meals for an extra fee if the original option does not include meals in the tariff. When you select an additional option, the total cost will be automatically recalculated.

Total cost and adding to a business trip

There is a block at the bottom from which you can:

• Go back to the hotel room selection
• Go to adding an option to a business trip

This block also contains information about the final cost of the service, taking into account the selected additional options and corporate tariff features and compliance with travel policy.

Adding an accommodation option to a business trip

Click "Continue" to add the hotel to your business trip.

If the search is performed from an active business trip, then the selected accommodation option will be added to this business trip.

If the search is not performed from an active business trip, then when you try to add a flight option to a business trip, the system will offer to select one of the available active business trips or create a new one if no active business trips are found.

Adding an accommodation option to a business trip from a shared trip

After searching for accommodation options and trying to add an accommodation option to your business trip, the system will offer to duplicate it to the business trip of your travel partner.

By default, no business trips are selected in a shared trip, and to add a shared accommodation, you need to select the travel partner's business trip to add the option.

After selecting a business trip and confirming it, a standard screen is displayed, notifying you that the accommodation option has been successfully added to your business trips.

Creating a business trip

There are two ways to create a business trip:
– The classic way: create a business trip — add services to it — authorization.
– The method based on the selection of services: select services — create a business trip — authorization.

To create a business trip, use the "New trip" widget in the central part of the desktop or go to the "Business trips" - "New trip" section in the navigation menu on the left side of the page. The Wizard for creating business trips opens.

Selecting a business trip destination

To specify the city of departure and arrival, just enter the first three letters of its name, for example, "Mos", or the IATA code of the city/ airport (for more information, see the Desktop section - "New business trip").

Selecting a business trip period

Specify the dates by clicking on the corresponding field in the calendar. The selected period will be highlighted in color (for more details, see the section Desktop — "New business trip").

Important!!
After selecting a business trip period, a duplicate check may be triggered, if one is enabled. The duplicate check can be either informational (without prohibiting the creation of a duplicate) or ultimate (with prohibiting the creation of a duplicate).

If new business trip duplicates or overlap in dates previous ones, a modal window with a list of such business trips will open.

Duplication of business trips. With a ban on creating duplicates

In this case, it is possible to choose one of the proposed business trips for further processing or new dates for the business trip that you are creating.

Duplication of business trips. Without prohibiting the creation of a duplicate

In this case, it is possible to continue creating a business trip or select one of the suggested ones to continue its registration.

Attention!!! If the dates overlap with an existing business trip, it is impossible to continue creating the business trip.

Selecting a traveler

By default, a business trip is created for the current user — he is specified in the "Traveler" field.

If necessary and you have an authorization, you can replace the user with another one. To do this, click on the last name in the appropriate field. Then, in the window that opens, find the desired user by typing his last name in the search field.

After selecting a traveler, you need to fill in the essential details of his business trip:

• Departure point. By default, it is set from the traveler's profile, if specified.
• Paying company. By default, it is set from the traveler's profile.
• Payment method. Select from the available payment methods.

To proceed to the next step, click the "Continue" button.

Step 2. Filling in additional data

After switching to this stage, the business trip has already been entered into the system - its parameters are indicated in the header above the full name. The business trip number is displayed for the traveler, as well as the essential information specified at the previous step.

When you are filling in additional data, a prompt may be displayed for the user with a guide to action.

After filling in the additional data, click "Continue" to move to the next step of creating a business trip.

The next step is filling in additional expenses. It is optional, because the client may have a ban on adding extra expenses at the stage of creating a business trip.

Step 3. Filling in the additional costs section

At this stage, you need to add additional costs (daily allowance, administrative costs, parking, etc.).

To add additional costs, click "Add additional costs". A menu for working with additional costs will open

Selecting a cost

Administrative and business expenses

After selecting this type, specify the cost in the "Expense amount" field.

Corporate car maintenance

For this type of cost, you must specify the parameters:

• Car brand and state number
• Period
• Amount

Daily allowance. Daily Allowance Calculator

When you add an expense of the "Daily allowance" type, set up the calculation parameters using the daily allowance calculator previously.

To do this, you need to set the calculation parameters:

• Personal days (select dates or period).
• Personal days as part of a work trip (select date or period).
• Meals at an off-site event (dates and number of meals by day).

After adding all additional expenses, they will be displayed in the corresponding section on the right side of the card.

Finish creating the business trip by clicking the "Create business trip" button.

The basic process of creating a shared trip does not differ from creating a trip for a single user. The only difference is that a user with travel coordinator rights can add more than one traveler to a trip.

To add a traveler to a trip, click on the "Add Traveler" button at Step 1 of a business trip creation. The selection of users is the same as described above.

After adding travelers, fill in the essential information for each of them:

• Place of departure
• Paying company
• Payment type

Go to Step 2 by clicking "Continue".

At Step 2, a shared trip is created. The information about it will be fixed in the header of the Wizard for creating business trips. Individual business trips will be created for each traveler as part of a shared trip.

Fill in additional information for each traveler on his business trip and proceed to Step 3 by clicking "Continue".

At Step 3, enter information about additional expenses for each business trip as part of a shared trip.

Complete the creation of the trip by clicking the "Create business trip" button.

If the service search (for example, air tickets) is not performed from an active business trip, then when you  try to add a service to a business trip, the system offers to select one of the existing active business trips or create a new one if no active business trips were found.

Business trips have been found. Adding a service

If the user has active business trips, specify the required one to add the selected services. They will be added in the "Draft" status.

Business trips have not been found. Creating a business trip and adding a service

If the user has no active business trips, click "Create a business trip" - the Business Trip Wizard will start. The system remembers the previously selected service. The «Traveler» field will indicate the user for whom the service was selected.

After creating a new business trip:

• The system WILL ADD the service if there are no additional checks and validations of dates and directions of services and business trips.
• The system WILL NOT ADD a service to a business trip and will inform the user that validation of dates or directions of services and business trips has worked (for example, you are looking for a service on some dates, but for some reason you have created a business trip on others).

Approving the fact of the trip

After creating a business trip, click "Request approval" if it is required by the settings.

Enter a comment for the approver and click "Submit".

Send a request for approval and go to the business trip card and add the services.

You can revoke an approval request from the trip card if it is sent incorrectly or you need to make any changes. The trip will be canceled, and the status "Approval Revoked" will appear on the trip card.

You can find out the approval status by clicking on the business trip management menu (three dots) and selecting “Authorization history”.

Business Trip Card

The business trip card consists of:

• Selection of services

This tab displays services in "Draft" status after they have been added from the search.

• Selected Services

This tab displays services in statuses other than "Draft." This includes services that have been booked, changed, canceled, or awaiting approval.

• Route and Tickets

This tab displays the business trip itinerary based on the data from the booked business trip services.

• Documents

This tab displays travel documents generated automatically after authorization of a set of services/upon completion of a business trip/manually.

Changing a business trip

If you can change the dates and route of a business trip, then in the side window that opens, you can add,change, anddelete business tripdestinations and dates of stay. The departure point for a business tripcannot be changed.

After saving the changes, the system will check for the need for approval and display the approval scheme.

Оформление командировки и услуг

Чтобы добавить услуги в командировку, необходимо чтобы поездка была согласована или запрошено согласование.

Selection of services

The tab displays the services in the "Draft" status after they have been added to the business trip.
The services are divided into 3 categories:

• Transport:

o Avia
o Rail

• Accommodation. Hotel
• Related Services

o Transfer
o Aeroexpress
o Insurance
o Visa
o Additional costs
o Car Rental
o VIP

To add services from a business trip card, click the "Add services" button and select a service from the list or click "+".

Arranging business trips and services

To add services to a business trip, the trip must be approved or approval requested.

Service cards provide basic and additional information about service parameters, including the availability of registration according to the client's settings, the accordance of service dates to business trip dates, and the availability of service management.

To arrange several services, mark them and click "Arrange selected".
Click "Select All" to select all services. You can also purchase or delete all selected services in the "Other Actions" menu.

Travel budget (services selecting)

The service management block displays the budget and the following information:

• number of selected services,
• cost of selected services,
• cost of services currently being processed (if there are any at the moment),
• amount of additional costs,
• total travel budget excluding drafts

Filling out service information

After requesting service registration, a booking wizard or checkout will open to complete the service.

Avia

All information will be automatically pulled from your account, including bonus cards. You can make changes in some fields.

If the selected document has expired, the system will display a warning.
Read the terms and conditions of the tariffs and click "Continue."

Hotels

Fill in the available fields, enter comments, check selected options, rules, and tariff restrictions, and click "Continue".

Transfer

Fill in the available fields and check out the selected options. Read the rules and restrictions of tariffs and click "Continue".

Visa / Insurance / Additional Costs / VIP Services / Car Rental

For these services, you don't need to select or specify anything else on the checkout screen.

Confirmation and Pre-Booking

Transition to registration

After you have filled in the data for all services, click "Continue". There are two possible scenarios at this stage.

1. All services in the set are available for registration. An approval request will be processed, or the package will be submitted immediately for booking if approval is not required.

Before submitting for approval, you can review the approval process, leave comments for the approver, and choose whether to automatically process services after approval.

2. One or more services in the set cannot be ordered at the moment.
If a service (or several services) is booked by an agent offline / the reservation has expired / the offer is outdated, etc., you can delete it and continue the registration of the set without it, adding it later. The statuses for such services are marked in the preview card.

If service statuses do not allow you to continue registration, then when you click "Continue", the system will show a warning indicating the reason.

Cancellation of registration

Cancellation of services registration is possible if the agent does not have services in operation.

If agent does not have any services in operation, the system will show a window for refusal/confirmation.

When you confirm the cancellation, the following will occur:

1. The service package will be canceled.
2. The service package created at this stage will be deleted.
3. For avia: the booking will be cancelled (the PNR will be removed).
4. For rail: previously booked seats will be cancelled.
5. All services will be returned to «Draft» status and moved to the Service selection tab on the business trip card.

If you try to close the page or go to another section without confirming your actions at this stage, the system will prompt you to stay on the current screen or exit the confirmation screen. In this case, the service package will be moved to the Selected services tab on the business trip card as a separate block.

The budget of a business trip when registering services

The travel budget section displays the following information:

• cost of services at registration,
• amount of additional expenses,
• total travel budget.

Alternatives in case of accommodation refusal (Hotels)

If the hotel reservation is refused by the supplier, the system will search for alternatives. The service will receive the "Reservation failed" status and a comment indicating the reservation was refused.
If alternatives are found, the "Alternatives" button will appear on the service card.

Actions with services

The following actions are available with different services:

• To approve
• Arrange
• Request a change
• Change the service
• Revoke approval
• Request a refund or cancellation
• Repeat search
• Print
• Request deletion
• Send

Click "Other actions" in the lower-right corner of the service card

Cancellation and change of services

Please provide a comment for the agent in the form describing the required changes and the reason for cancellation.

Refunds for some airlines and suppliers may be automatic. The system will check for refundability, try to determine the amount of fines, and if refundability is determined, the service can be cancelled online.

Route and Tickets

Here you can see the services you've purchased by service type. You can download documents for each service or for all services in a one archive.

Documents

This section displays travel-related documents, which can be generated automatically or manually. Accounting documents are uploaded here if this functionality is enabled.

Fill in the required fields and click "Generate" to do it manually.

Business trip cancellation

To cancel a business trip, open the management menu (three dots) and select "Cancel business trip".

If there are no services on the business trip, click "Cancel business trip". Further work on the trip will be unavailable.

Trip lists

The trip list offers the following options:

• Select a company
• Select a traveler
• View created or all available trips
• Sort by a number of criteria
• Filter
• Select from a list of all/active/inactive trips

Authorization requests

You can open the list of authorization requests in the "Approvals / authorization requests" section.
Requests can be filtered and sorted.

The "ALL" tab displays all authorization requests available or addressed to the user.

The "Active" tab displays requests for which no decisions have been made.

The "Archived" tab displays requests for which a decision has been made.

Bisiness trip approval

The trip approval request contains general information about the business trip with the "Under Approval" status and the following options:

• Coordinate
• Decline
• Leave a comment
• Return to the list

To approve, select the "Coordinate" radio button and click the "Send a solution" button. To reject approval, select the "Decline" radio button and click the "Send a solution" button. If approval is rejected, the business trip remains active; you can edit its details (for example, add additional expenses) and request approval again.

If approval is denied, the business trip will receive the status “Not approved”.

If the functionality of partial coordination of a set of services is enabled, you can make separate decisions for each service in the set.
Select "Coordinate" or "Reject" for each service and click "Send solution".

Authorozation of business trip changes

The request for approval of a change in the dates/route of a business trip contains a card with general information about the business trip in the status "Under approval", about the traveler, about new and old dates/route and options:

• Coordinate
• Refuse
• Leave a comment
• Return to the list

To coordinate, select "Coordinate" and click " Send a solution" Once approved, the travel dates/route will change to the new value.

To reject approval, select "Decline" and click " Send a solution". If approval is rejected, the travel dates/route will remain unchanged.

A chat with support will help you quickly get an answer to your question. To ensure that users receive answers to their most frequent questions instantly, they are answered by a Support Bot. If the question is difficult, the Bot offers a form through which you can ask it to a consultant — such a request will be processed by a human.

To access chat with support, use one of four methods:


1 option: the bell icon in the upper right corner of the main page

2 option: from an active business trip, by clicking the "Go to chat" button

3 option: from the service approval page, by clicking the "Go to chat" button

4 option: from the support window with the cat, by selecting the desired section

Доступно в мобильно или десктоп версии

To ask a question:

1. Select a business trip (you can view your own business trips and the business trips of colleagues you have access to).

2. Click the "New Question +" button. If there are no conversations on the business trip yet, the "New Question" button will start automatically when a Client/Traveler logs into the trip.

3. Follow the bot's prompts and select the question category.

IMPORTANT

The first two services will be displayed first.
Scroll back and forth to see them all.
Cards are displayed with service statuses, except for those in drafts. If there are no services listed, but your question relates to this type of service, you will be offered a form to submit to a consultant; this request will be processed by a human.

This feature is configured per company. If you don't see the "My Colleagues" category, your company has restricted access to it.

Who can initiate the "My Colleagues" thread:

• Any employee with access to the business trip
• Only employees with extended rights
• Any employee with access to the business trip can reply to an existing thread.

If a non-traveler starts the conversation, then @traveler is immediately added as a recipient; other colleagues can also be added.
If a traveler initiates a conversation, you must type @ in the message and immediately begin writing your colleague's first or last name in Russian or English.
You can distinguish between people with the same last name by their employee number, which is displayed next to the legal entity.

If a red exclamation mark appears next to your message, it means it has not been sent.

An indicator showing the number of new messages will be displayed when new messages appear:

• on the "Bell" icon in the upper right corner,
• inside the chat next to the business trip in the list,
• next to the conversation thread.

Notifications will be sent to the mail only if the request has been sent to the consultant.

Thread activity time

Threads involving only the bot are automatically closed 10 minutes after the last message.

Threads involving a consultant are automatically closed 24 hours after the last message, excluding weekends.

After closing, the thread remains viewable, but new messages are not allowed.

To continue the discussion, create a new thread and indicate that it is a continuation of the previous question.

You can later view all messages for each business trip.

Messages left during a business trip before the release of the new chat are stored under the "Archive" or "General Question" heading.

IMPORTANT

After your conversation, please rate the chat system. This will help us improve our service.

How to choose a thread topic

The thread topic is generated automatically based on the question categories and services selected by the user. You cannot change the topic manually.

How the chat bot works

The bot is an assistant that quickly answers frequently asked questions, which we configure. Our FAQ database is constantly being updated. Messages from the bot will be marked as "Bot" with the Aeroclub logo on the avatar.

When a consultant joins the conversation

The bot automatically determines when a human is needed. If your question is complex, you'll be offered a form through which you can ask the consultant—this request will be processed by a human.
Messages from the consultant will be marked as "Consultant Full Name" with the Aeroclub logo on profile picture.

How to communicate in a chat

To reply in a chat, you need to expand it. When communicating with the bot, you cannot enter text manually—all communication occurs via buttons.
As soon as the bot realizes that it cannot help, you will be offered a form through which you can ask a question to a consultant — such a request will be processed by a human.
The text that you entered into the form but have not yet sent will be saved as a draft, even if you close the chat.
You can return to it and continue writing the message.

How to delete a conversation

Conversations cannot be deleted — either by the traveler or by the consultant.

IMPORTANT! Conversations where no question category has been selected and the conversation has already been closed are automatically deleted. Empty conversations will not create visual noise in chats.

Where to view your conversations and message history

Go to the chat and select the desired trip. By default, all conversations within a trip are collapsed. You can expand one or more conversations and see all the messages they contain.

Does the bot work with English-speaking users?

No. Users need to select a question category, ask their question, and it will always be assigned to a consultant.

LINK

The new mobile version of TIME (instead of LINK) now features the same chat as the desktop version.

Some differences in the mobile chat:

• You can't open all threads.
• When entering a chat with no new conversations, a new question isn't automatically started. You must click the "New Question" button.
• Drafts of unsent messages are not saved yet.
• At the moment, the customer's email address is not automatically added using @ for addressing in the "My Colleagues" and "Coordination" conversations.
• You can't currently unsubscribe from a conversation.

How to unsubscribe from a conversation

In conversations where your colleagues or consultants have called you via @, a button will appear to unsubscribe from subsequent messages.You will no longer receive email and Bell notifications. You cannot subscribe back yourself.If colleagues or consultants call you again via @, then the messages will start coming again.

How to open or close all conversations

In the upper right corner, you can select a display mode—all conversations open or closed.
This mode will apply to all conversations, not just the selected trip, and will remain until the user changes this setting.

Did not find the answer to the question or the problem you encountered is not described, please contact support Time.aero directly in the system. We will definitely help.

Your Aeroсlub

Aeroclub group of companies website:
aeroclub.ru