Terminology

Cheat sheet for Groupdesk terminology

TERM

TYPE

DEFINITION

Accounts

Record Type

School, Supplier, or Area

Activities

Record Type

Notes, Actions (ie: Emails, Payments)

Agent Interface

What users see

Information related to the Back-End system (Bookings, Contacts, Trips, Transactions, etc). This is what your users see.

Airline

Catalog Type

Flight Supplier

Associations

Groupdesk Term

This is a field within Groupdesk that defines a relationship between 2 records in Groupdesk (ie Organizer, Trip Planner, Parent/Guardian)

Booking Status

-

Active

Cancelled

Completed

Default

New Joiner

No Show

Overdue

Pending

Staff

Unconfirmed

Waitlist

Bookings

Record Type

A contact that has gone through the trip booking process and successfully (or unsuccessfully) tried to make a payment. Bookings are specific to trips.

Booking Code

-

A unique 7 digit Alpha-Numeric code that is created for the passenger when the Booking Form is created. May also be referred to as a Pax code or Passenger code.

Booking Optimistic Balance

Groupdesk Term

This is the amount a traveler will have to pay when their balance is due, assuming they have made all their prior scheduled payments. If they have missed payments, their balance will be larger than the Booking Optimistic Balance.

Brand

Catalog Type

This holds the logo, colour, T&C's, company contact, and some language information. When I say brand I mean "Company + year".

Campaigns

Record Type

This is a way of grouping trips. Usually for a Sales reason. These are normally labels created by region. You can attach multiple trips to a campaign, and you can attach multiple campaigns to a trip.

Catalogs

Record Type

Catalogues hold the 'Marketing' copy, images, and other information that displays once a catalogue is attached to a trip through an inventory segment.

Contacts

Record Type

Information associated with your bookings and/or leads, and/or organizers. Holds personal information about the passenger including passport information, contact info, address, payment info, parent/emergency

Contact Type

Contact Record Type

Staff Trip Enhancer

Trip Planner

Trip Manager Trip Leader Unknown

Delta

Groupdesk Term

Occupancy upgrade fees that only apply to hotels

Destination

Catalog Type

Where passengers are travelling for their trip

Documents

Record Type

A file you can upload.

Fare Basis

Travel Industry Term

A fare basis code (fare basis) is an alphabetic code used by airlines to identify a fare type and allow airline staff and travel agents to find the rules applicable to that fare. Examples: P is commonly used as a First class fare, J for a business class fare and Y for an economy fare.

FIT

Travel Industry Term

FIT means "Fully Independent Tour". Everything is separate in these trips and not included in one base price. Ie: A Hotel and Flight are booked separately with different confirmation numbers.

Gateway

Catalog Type

Airport or area where passengers depart for their trip

Hotel

Catalog Type

Hotel information

Impersonate User

Action

Login as a traveller (login on behalf)

Insurance

Catalog Type

Contains insurance policy information

Intercom

Messaging Platform

The messaging platform that we use to communicate with our clients. Any Groupdesk issues or feedback should be submitted via Intercom on your "company.groupdesk.io" page or on groupdesk.io (the chat circle in bottom right of that page)

Inventories

Record Type

Inventories are mandatory for trips. Inventories hold the dates, pricing, and quantities of inventory. Types of inventory: Flight, hotel, ITC, Transportation. Each kind of inventory needs pricing and segments (catalogue(s) attached).

Inventory Segment

Groupdesk Term

Inventory records have segments. Segments connect the inventory to the catalog. Inventories populate information onto Trip Records via segments.

Inventory Status

-

Placeholder

Active

Closed

Cancelled

Stopsale

ITC

Travel Industry Term

ITC stands for Inclusive Tour Charter and all aspects of the trip are booked under one confirmation number Example: Flight, hotel and transfers are booked together as a package. (Canadian Transportation Agency).

Itinerary

-

List of travel and excursions/events/add ons on the travelers Profile

Lead Status

-

Cold

Hot

Converted

Follow up

My Profile

The user portal

A user self-management portal

Modules

Groupdesk Term

Modules are a component of Groupdesk found on each record type that contain additional information about the record itself, or related records.

Online Booking Engine (OBE)

Where travelers book

A page on the traveler interface where travellers can book their trip

Organizer

A contact association

Organizers can be Reps, Teachers, Fraternity President's, Students Council, etc... They are a special traveler (Organizer) or group of travelers (Many Organizers) who are in charge of the group and have a special role of bringing their friends and others on the trip. Normally they are a paid traveler with the group, not a staff.

Other

Catalog Type

Coming Soon

Payments

Scheduled Payment

The scheduled payments on Trips and Bookings show as payments that are due.

Payment Status

-

Upcoming

Paid

Missed

Program Period

enum

When does the trip take place, example Summer, March break etc.

Placeholder Inventory

Inventory status

An active inventory that bookings can purchase and add to their records, but will be changed to another inventory before travel. Example: using a placeholder inventory with generic travel details and then swapping to an inventory with more details closer to the travel date.

Relationship

Groupdesk Term

A relationship connects 2 records in Groupdesk together.

Segment

-

A segment is an association between an inventory and a catalog. Each inventory can have multiple segments, and if an ITC, can have multiple segment types. Typically an inventory only has one segment type.

Short Codes

-

Variable codes used for emails that pull information dynamically from the Groupdesk backend. This can pull things like brand information (logos, contacts, T&C's), Traveler Info (Name, Pax Code, Hotel), Trip Info, etc...

Static Value

Field

enum, open field, date

Transactions

Record Type

Contains information regarding money processed on the booking.

Transaction Status

Cleared

Pending

Not received

Transportation

Catalog Type

Adding methods of transportation ie. buses, ferries etc.

Traveler Interface

What travelers see

Information related to the Client facing application (Trip Page, Booking Form, Profile). This is what your travelers see.

Trip Code

-

Unique 6 digit Alpha-Numeric code that is given to passengers that they can use to find their trip page.

Trip Page

-

A page that shows trip details for a group. This is where travelers click 'buy now'

Trip Planner

Contact Type

Trip Planners are your internal staff who have contact with your clients. This person has a Groupdesk login and may be referred to as a 'Travel Agent', 'External Sales', etc...

Trip Status

-

Opportunity

Presale

Ready to Convert

Active

Limited

Closed

Waitlist

Completed

Stopsale

Cancelled

Trip Type

enum

List of the types of trip you are offering, or the individual Trip Type associated with a record (ie Spring Break, Ski trip, Summer Camp)

Trips

Record Type

Record that holds together all inventory, segments, bookings, etc...

Unit

-

One of the measurements we use to manage rooming and inventory

Users

Record Type

Staff who have a login for Groupdesk