CSE Portal is a new module of Maxxton, available for Comité d’Entreprise administrators to validate or decline bookings made for their employees.
This page is to guide the user on how to set up this solution and how to manage it.
This portal is used with a dedicated booking funnel shared with each Comité d’Entreprise
Initial set up
Prerequisites
A feature flag needs to be activated by a Maxxton Admin to use this feature (ask Maxxton Customer Success team)
The user needs to have access to the Channel Manager module - Distribution Channel (enabled on the right of the user role)
The user needs to have access to the Comité D’entreprise portal module
A child Distribution Channel (used as one “Comité d’Entreprise”) needs to be configured in the system (Setting up a distribution channel)
Access
Go to MXTS > Channel Manager > Distribution Channel and open the Settings of the Distribution Channel that needs to be used for the CSE Portal (this Distribution Channel needs to be a child DC).
Setup
Go the the Media part of Distribution Channel and add a logo to be displayed in the CSE Portal (and website)
You should add only one image to the Distribution Channel media. If you add multiple, the system will only pick-up the first one as “image” for the DC
Go to the Settings page of a Distribution Channel and update the Distribution Channel type to “CSE”
Once the Distribution Channel is updated to type CSE, a new section within the DC (at the bottom) is available: CE Log-in
You can click on “Create login” to create a new Comité d’Entreprise log-in, using the email address of the CSE administrator (e.g.: cse@entreprise.fr or michel.dupont@entreprise.fr). Note that the email address used must be a new one not used in the system for another role (else, you will get an error message)
Once the user is created, it will give him unique access to the CSE Portal set-up for his dedicated Distribution Channel (this right is not manageable in MXTS for security reasons)
For the first log-in, the user needs to connect to “xxx.maxxton.net” using his email with the “Forgot Your Password” link.
The employee administrator can now log in and manage bookings created via the dedicated booking funnel!
About the Dedicated Booking Funnel for CSE
You can create Booking Funnels per DC using:
Option 1: APIs (with the specific DC codes) - On your own
Option 2: Maxxton Web Manager solution - With Maxxton help
For option 2, please contact the Maxxton Customer Success team for the initial set-up (design of the booking funnel based on requirements and generation of the URL link (including DC code), that can be managed using Maxxton domain or yours.
The dedicated booking funnel used by guests or CE administrators have the specifities below:
A dedicated URL with the DC code within the URL
The logo of the company is visible on the page (fetch from the DC media)
There is no payment required during the booking process
Bookings are created as Optional and require validation (within the CSE Portal)
Expiration rules are configured at Reservation category level (Channel Manager > Configuration > Reservation category > “Create expiration rule”)
Auto-validation: It is possible for the desired CSEs (Distribution Channels) to set-up a night script (launched once every night) to automatically validate bookings (from Optional to Provisional).
For this, you can create a Jira ticket.
Using the CSE Portal
This section shows the overview of use cases the user can do while using the CSE Portal:
Confirming or declining reservations
The user needs to approve or decline new reservations. It can be done:
a) By bulk (multiple approvals at the same time)
b) Only one reservation, once clicking on one to get the details
It is possible to configure dedicated emails once booking has been validated or declined to the Comité d’Entreprise and/or to the guest in the notification Manager
Checking reservations
a) Overview of the reservations by status (New Reservations ; Approved ; Declined ; Expired)
You can filter the reservation by arrival date and locations
You can search for a specific reservation using the customer’s name or reservation number
b) Clicking on one reservation, it is possible to see the detailed information:
Reservation details
Reservation date
Arrival - departure date
Location
Accommodation types details
Add-ons
Reservation memos
Bill details (and split between Customer and Company)
Last modification date
Customer details
First name
Last name
Phone
E-mail
Country
Address
Travel party details
First name
Last name
Date of birth
Export reservations
It is possible to export the reservations selected with multiple columns of information (Reservation number, location, customer first name, customer last name, accommodation type, arrival date, departure date, reservation date)
Updating, archiving, and deleting CSE Portal accesses
You can manage CSE Portal accesses from the Channel Manager → Distribution Channel → Log-in
It is possible to create other logins and disable one using the modification action.
Dependencies & impacts
If the reservation status changes in the system it will also change in the CSE Portal.
Status relates to the following (left → right = bold status ; right → left = all status applicable)
CSE Portal reservation status | Maxxton reservation status |
|---|---|
New | Optional |
Approved | Provisional, Definitive, Check-in, Check-out |
Declined | Declined, Cancelled, Definitive Cancelled |
Expired | Expired |
The Index for the APIs or Booking Funnel will follow the rules of one chosen DC CSE → It is not possible to have multiple different prices & rules per DC.
Design of the Web Manager Booking Funnel will be the same for every CSE (with customisation of name and logo); it is possible to create multiple layouts but it will require more work and maintenance