Internal - Booking Accommodation via Expedia

Created JM 14OCT26 When to use this process

Use this process to book international accommodation that our tour or cruise suppliers can't book for us, for example an extra pre- or post-tour night. Your Team Lead will tell you whether to use Expedia or WebBeds.

Before you book

• Logins: both portals' login details are stored in JumpCloud. Never paste passwords into Slack, tickets, deal notes or this article.
• Refundable or non-refundable: before you book, agree the rate type with your Team Lead. Non-refundable rates are usually much cheaper, but we can't get the money back if the customer's plans change.
• Hotel choice: choose a branded hotel (a recognised chain) over independent or boutique properties, near the main train station or town centre. Choose breakfast included where it's available.

Booking in Expedia

Step 1: Log in to the Expedia portal with the support email login.

Step 2: Search for the city and dates, then choose the hotel and rate (see Before you book).

Step 3: Enter the customer's name for each room, and the customer's phone number (the hotel uses it to verify the guest).

Step 4: Pay with the company card. If you don't have access to it, contact Finance (Lorie or Sylvia).

Step 5: Add the customer's IV booking ID to the booking reference field. If the booking covers more than one IV booking, add every booking ID. Finance uses this to match the charge to the right booking.

Step 6: Confirm the booking. Expedia emails the itinerary to the Operations inbox.

For changes or problems with a booking, use Expedia's support chat in the portal.

Booking in WebBeds

Step 1: Log in to the WebBeds portal. WebBeds has separate logins for the legacy and new systems. Confirm which login to use for new bookings.

Step 2: Click Search, enter the city and dates, and use the filters to narrow the results.

Step 3: When you've found the hotel and room, click BOOK.

Step 4: Enter your details, then the lead passenger's details.

Step 5: Add the customer's IV booking ID to the booking reference field.

Step 6: Review and accept the terms and conditions, then click Continue.

No card is needed. WebBeds bookings are charged to us on a monthly invoice, which goes to Finance. WebBeds booking references start with SH. The confirmation and voucher are emailed to the inbox.

After booking (both portals)

Step 1: Add the booking details to the notes of the deal: portal, booking reference, hotel, dates and rate.

Step 2: Create the customer voucher. Run the third-party-accommodation-voucher skill in Claude on the confirmation. It removes what the customer mustn't see (the price we paid, the portal's contact details, the portal's cancellation policy and any health information) and produces the IV voucher.

⚠️ Never send the customer the original Expedia itinerary or WebBeds voucher. Don't try to hide details by drawing over the PDF either. The text underneath can still be copied. Always use the skill.

Step 3: Check the voucher: customer name, hotel, dates, room type and breakfast inclusion.

Step 4: Upload the voucher to the customer's Traveller Hub and attach it to the deal.

Step 5: Tell the customer their accommodation is confirmed and the details are in Traveller Hub.

Expedia vs WebBeds (reference)