instructions cwt portal & portrait · update traveller information for one or several subunits...

Copyright © 2007-2015 CWT

Instructions

CWT Portal & Portrait

Travel desktop CWT Portal

Travel profile CWT Portrait

Carlson Wagonlit Travel

Online Helpdesk

Telephone: +358 (0)205 615 531

E-mail: [email protected]

Place | Date


May 25th, 2015 Instructions

ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

2 (13)

TABLE OF CONTENTS

1 Registration ................................................................................................................ 3 2 Login ......................................................................................................................... 3 3 Travel desktop CWT Portal ........................................................................................... 4 4 Travel profile CWT Portrait ........................................................................................... 5

4.1 Important information concerning the submission of profile information ................. 6 4.2 Basic information – Traveller Details .................................................................. 7 4.3 Travel arrangers – Communication .................................................................... 8 4.4 Credit card and reporting details – Payment/Reporting ......................................... 9 4.5 Travel-related preferences – Air, Car, Hotel ...................................................... 10

5 Travel Arranger’s Functionalities ................................................................................. 11 5.1 Traveller Search ............................................................................................ 11 5.2 Updating Traveller’s Profile Data ...................................................................... 11 5.3 Changing Traveller’s Subunit .......................................................................... 12 5.4 Creating New Traveller ................................................................................... 13 5.5 Deleting Traveller (Deactivation) ..................................................................... 13

mailto:[email protected]



ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

3 (13)

1 Registration

You have received two separate e-mail messages for the purposes of registration and your

first login. These messages contain a temporary login address (URL) as well as your temporary

password and Personal Identification Number (PIN).

Once you have completed the registration, your e-mail address will become your future login ID.

You will also have the chance to change your password.

Please follow the instructions provided by the system closely. When necessary, further

information is found in the separate Introductory Guide and provided by CWT Online Helpdesk.

2 Login

After your first login, you can always access CWT Portal at http://portal.carlsonwagonlit.com with

the user ID and password you determined in connection to the registration.


http://portal.carlsonwagonlit.com/



ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

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3 Travel desktop CWT Portal

CWT Portal is an electronic travel desktop that gives you easy access to all important travel-

related information and tools with a single login.

News and Alerts contains current travel-related news which can be filtered by topics Company Travel News contains CWT contact information Travel Documents here you can find user manuals, links to videos and FAQ

My Travel gives you access to online booking tools and the details of your reservation

Update your profile through the My Travel Profile link

Quick Links Current business travel news and useful links (including visa instructions)




ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

5 (13)

4 Travel profile CWT Portrait

When you first access the system, it will require you to enter any possible information that is

missing from your profile.

Complete the required fields

to give CWT travel

counselors the possibility

to make bookings

and

to ensure that your

company's purchases are

recorded accurately in the

travel expense and

purchase reports.

If you don’t have all of the required information immediately

available, you can also submit the details later. However, this

page will continue to display until the required information has

been submitted.

Your travel profile comprises

various aspects, which include

further section titles.

The most important of these

are accessible through the

menu on the left and the

toolbar at the top of the page.

Traveller Details

= basic information

Payment/Reporting

= essential reference data

(such as cost units)

Air, Car, Hotel

= travel preferences




ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

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4.1 Important information concerning the submission of profile information

The various aspects of your

profile are displayed in the

menu on the left.

Aspects which have been

changed are marked with

Changed (in red).

If you want to cancel any

changes, select Cancel.

When you want to save

the changes you made,

click Submit Changes.

The changes are visible in

real-time in both the online

systems as well as at the travel agency.




ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

7 (13)

4.2 Basic information – Traveller Details

Traveller Information

Check your details for any

possible errors and update as

necessary.

N.B.

Title: select either Mr. or Ms.

Names are entered as in the

passport (names with

hyphens together, e.g. Ann-

Marie AnnMarie).

Date of birth and gender are

displayed in encrypted form

(as xxx characters).

Your language selection will

also change the languages

used in the online systems.

Remember to save any

changes you make by

clicking Submit

Changes

Phone Number

You should submit your

mobile/cell phone number so

that the travel agency and

airlines can reach you when

necessary in relation to, for

instance, changes.

N.B.

Type: Mobile Voice =

mobile/cell phone

The country code +358 is

added automatically when

you select the country.

Enter your phone number

without the initial zero.


changes you make by

clicking Submit

Changes




ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

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E-mail Address

Check that your e-mail

address is correct to ensure

that you can log on to the

Portal without trouble.

This will also ensure that your

confirmations and tickets are

sent to the correct address.

Travel Documents

When you add your passport

and visa details in your profile,

they are available for the

travel agency.


changes you make by

clicking Submit

Changes

4.3 Travel arrangers – Communication

Arranger

Please note that any

arranger rights are granted

in Portrait maintenance in

accordance with your

company's request, so please

do not enter any information

about your travel arranger

here.

In case your company employs Portrait's reminder feature, you will also receive e-mail reminders on any documents about to expire.




ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

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4.4 Credit card and reporting details – Payment/Reporting

Credit Cards

Enter your credit card

details for the purposes of

guaranteeing future hotel

and rental car reservations. You can include the details of

more than one card by re-selecting Add Credit Card.

Credit card details can be changed by clicking on the detail that requires changing.

Credit cards can be removed by clicking the delete (trashcan) icon next to the name of the card in question.

N.B.

Only check the boxes of

products that require

guaranteeing, i.e.,

Preferred – Car and

Preferred – Hotel.

Do not check the Air and

Rail boxes if these bookings

are paid for with your

company's normal method

of payment, such as a travel

account.

Reporting Information

This section contains

information that is

important for your

company's purchase

reporting.

Some of the information

may be required, some

fields may include drop-

down menus, and some

fields may have values that

do not allow changes.

N.B.

Please ensure that the reference details of reporting are correct,

to allow the travel agency to make bookings and

to ensure that your company's purchases are recorded accurately in the travel expense and

purchase reports

Remember to save any changes you make by clicking Submit Changes.




ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

10 (13)

4.5 Travel-related preferences – Air, Car, Hotel

Air – Frequent Flyer

We recommend adding the

details of airlines' frequent

flyer cards to your Portrait

profile.

Add new cards with the

Add button, and enter the

airline's name in the

Vendor field. Portrait will

offer you the correct

alternatives.

N.B.

The name on the mileage

card should be the same as

in your Portrait profile.

Remember to save

any changes you

make by clicking

Submit Changes.

Air Preferences

This section allows you to

add any preferences related

to air travel (including

meals and seating

preferences).

Remember to save

any changes you

make by clicking

Submit Changes.

Preferences Car, Hotel

Preferences related to hotel and rental car reservations can be added in the same way as

air preferences.

Finnair Plus: enter the card number without the AY letter combination and without spaces.

SAS/Blue1 EuroBonus: always enter the card numbers with the accompanying letters (EBB, EBS, EBG), but without spaces.




ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

11 (13)

5 Travel Arranger’s Functionalities

Travel Arrangers and Travel Managers in the company can have more rights in the Master Profile

System (ie. super user), and they can

update traveller information for one or several subunits or even for the whole company

add new travellers

delete / inactivate travellers

5.1 Traveller Search

Select by which criterion you will search the traveller

(eg. name, email address)

Enter the value (e.g. name of the person)

o Enter the names in format:

Last name COMMA First name

(e.g. Matkailija, Matti)

o No Scandinavian letters nor hyphens

Click on the Search button

5.2 Updating Traveller’s

Profile Data

Select person from the list by

clicking on the row

The system displays traveller’s

profile data; make all necessary

changes and Submit Changes

On the top of the window you

see which profile are opened and

which profile you are updating;

your personal profile is always

first on the left

After saving changes you may

close the profile by clicking on

the ‘X’ on the right hand corner

of the window




ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

12 (13)

5.3 Changing Traveller’s Subunit

Select person from the list by

clicking on the row

The system displays

traveller’s profile data

Select new subunit for the

traveller from the Subunit

drop-down list

In addition you need to select

a Traveller Type (usually

General-AM-FI)

Submit Changes

After saving changes you may

close the profile by clicking on

the ‘X’ on the right hand

corner of the window




ONLINE HELPDESK

[email protected]

Tel. +358 (0)205 615 531

13 (13)

5.4 Creating New Traveller

Click on Add Traveller button

Enter mandatory basic information and click on Save and Edit button

o Save and Add = saves basic information and lets you to add next traveller

o Save and Exit = saves only the basic information

Add all necessary information regarding travel preferences and reporting

Submit Changes

Note. When a new profile is created, login credentials will automatically be sent to the person on

the time of the first save, if your company has agreed with CWT on the functionality to be turned

on.

5.5 Deleting Traveller (Deactivation)

Search the traveller

Click on the status button to deactivate (green)

Confirm the deactivation

Status changes to red

(expired)
