TERM
TYPE
DEFINITION
Accounts
Record Type
School, Supplier, or Area
Activities
Notes, Actions (ie: Emails, Payments)
Agent Interface
What users see
This is what your users will see. Users can create, edit, and update information related to the Back-End system (Bookings, Contacts, Trips, Transactions, etc).
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
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
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
This holds the logo, colour, T&C’s, company contact, and some language information. When I say brand I mean “Company + year”.
Campaigns
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.
Capacity
The maximum amount available for a product.
(example: capacity of 10 on a flight segment means there are 10 seats available to sell)
Card Required
Trip Record Field
Located in the Trip Record Overview, when enabled it requires Travellers to enter valid credit card information to make a booking (even if no payment is required)
Catalogs
Catalogues hold the ‘Marketing’ copy, images, and other information that displays once a catalogue is attached to a trip through an inventory segment.
Contacts
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. There are 2 different types of contact records within Groupdesk: Primary Contacts and Domain Contacts
Contact Type
Contact Record Type
Staff Trip Enhancer
Trip Planner
Trip Manager Trip Leader Unknown
Delta
Occupancy upgrade fees that only apply to hotels
Destination
Where passengers are travelling for their trip
Documents
A file you can upload.
Domain Contact
Associated to a Primary Contact via the Primary Contact field on the Contact Record Overview. Domain contacts do not have an email address and must access their online Profile through the Primary contact’s log in information.
Enable Offline Pay
Located on the Trip Record Overview, when enabled it allows travellers to pay by cash or cheque
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
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
Airport or area where passengers depart for their trip
GMV
Dashboard
Gross Merchandise Volume
Hotel
Hotel information
Impersonate User
Action
Login as a traveller (login on behalf)
Insurance
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
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
Inventory records have segments. Segments connect the inventory to the catalog. Inventories populate information onto Trip Records via segments.
Inventory Status
Placeholder
Closed
Stopsale
ITC
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
Layover
A layover is a term that means any connection between flights. This could include a stop as short as 30 minutes (depending upon the airport) or as long as four hours (or up to 23 hours and 59 minutes on international flights). Each airline and airport may have different rules for layovers so please refer to their specific terms and conditions for exact details.
Lead Status
Cold
Hot
Converted
Follow up
List Price
Field on Trip Record
The lowest selling price per traveller on the trip
My Profile
The user portal
A user self-management portal
Modules
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
Coming Soon
Payments
Scheduled Payment
The scheduled payments on Trips and Bookings show as payments that are due.
Payment Status
Upcoming
Paid Tried Once
Missed
Primary Contact
The main contact record which contains the Profile log in information such as email and password.
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
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…
Sold Out
A product has reached maximum capacity, no longer available.
Static Value
Field
enum, open field, date
Stopover
A stopover refers to a flight connection that is longer than 24 hours in any given city when traveling internationally (on domestic itineraries, the limit is reduced to four hours). Each airline may have different definitions so please refer to their terms and conditions for their specific stopover guidelines.
Total Available Traveler Spots
Maximum number of bookings/spots available to sell on this trip
Transactions
Contains information regarding money processed on the booking.
Transaction Status
Cleared
Not received
Transportation
Adding methods of transportation ie. buses, ferries etc.
Traveler Interface
What travelers see
This is what your travelers will see. Travelers can view, self-manage, and edit data related to the Client facing applications (Trip Page, Online Booking Engine, My Profile).
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’
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
Limited
Trip Type
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 that holds together all inventory, segments, bookings, etc…
Unit
One of the measurements we use to manage rooming and inventory
Users
Staff who have a login for Groupdesk