Configuring required travel party details by subject as per Spanish regulations and laws
Introduction
Accurate travel party details are crucial for seamless reservations and compliance. This enhancement enables subject-based required travel party configuration, allowing mandatory fields at the parent location level with flexible overrides for specific subjects. Integrated validations in the Reservation Manager and Front Office Manager ensure missing details are easily identified and resolved.
Conceptual flow
The configuration of subject-based required travel party details follows these key steps:
Set required fields at the parent location level in the Content Manager.
Define travel party exceptions in the Content Manager.
Validate missing travel party details in the Reservation Manager and Front Office Manager.
Best practice: If a country’s legislation requires an ID for subjects aged 14 or older, the recommended approach is to configure the required field sets at the parent location level. For example, in Spain, it is mandatory to collect an ID. In this case, you can link a required field set with the ID field enabled for the travel party to the parent location. This configuration will automatically be inherited by all child locations under that parent.
For countries without such legislation, such as the Netherlands and France, the system will apply the required field set configuration from the distribution channel level.
Initial setup
Prerequisites
The feature flag Required field set configuration at Location should be enabled.
Access
Required fields at the parent location are configured in the Channel Manager, while travel party exceptions are set in the Content Manager.
Validation of missing travel party details is performed in the Reservation Manager and Front Office Manager.
Configuration of subject-based required travel party
Required field sets at parent location
In the Channel Manager, go to the Configuration menu and select Required Field Sets. Ensure the required fields are correctly configured for the relevant Distribution channel (DC).
Overriding required travel party fields for subject
To override the required travel party fields for a subject, follow these steps in the Content Manager:
Go to the Location page.
Navigate to the Subjects tab within the desired location.
Select a subject to open the Edit subject widget.
In the Advanced settings step, enable Override required travel party fields. The Required field set dropdown appears—select the relevant field set.
Update the subject to apply the changes.
The required field set will not be mandatory for all subjects, except for those where the override option is enabled.
Verifying the configuration
The travel party configuration can be verified in the Reservation Manager and the Front Office Manager.
Reservation Manager:
Navigate to the specific reservation and verify the required field for the subject. If incomplete, the field is highlighted, and a callout message is displayed.
Use the filter Travel Party Details > Partially Filled to search for reservations. The above reservation will appear in the results.
Front Office Manager:
Navigate to the specific reservation and add the subject. The required fields will be highlighted.
On the dashboard, select the Incomplete travel party tile to view the reservation in the list.
Dependencies/Impacts
Dependencies:
Feature flag and configuration – The feature flag must be enabled, and the required field sets must be correctly configured in the Channel Manager.
Subject-level overrides – Overrides must be manually enabled per subject in the Content Manager to enforce specific requirements.
Integration and validation – The required fields must be correctly validated by the Reservation Manager and the Front Office Manager to ensure data sufficiency.
Impacts:
Compliance and data accuracy – Ensures legal compliance (example, ID collection in Spain) and prevents missing travel party details.
Operational efficiency – Helps staff quickly identify and resolve incomplete data, reducing manual errors.
Conclusion
To ensure compliance, capturing complete details of the travel party is essential. All required fields must be duly filled, with any missing information highlighted. This enhancement enables subject-level configuration, ensuring meticulous data collection.