How to schedule eBookings

Using the eBooking scheduling tool, you can schedule recurring eBookings to automatically book, saving you from repeatedly entering information. Find out in this article how you can do this.

To use the schedule feature, you’ll first need to create a new eBooking.

Once the eBooking has been confirmed, find the Schedule future eBookings option on the right-hand side. Click on Schedule more eBookings, and a pop-up will appear allowing you to configure future eBookings.

There are three stages to schedule your eBooking: Configure, Set frequency and Review and confirm.

In the Configure section, you can select which days you would like to schedule your eBookings, and the frequency of eBookings per day.

Click on the box above each day to activate it, then in the corresponding box, add the number of eBookings that should be programmed per day as shown below.

Next, set the total price range for each of the eBookings. This will define the maximum and minimum price limits for your eBookings.

Now select how you want to program your schedules using AWBs. There are 3 ways you can enter your AWB numbers:

If you have a range of AWBs from an airline, you can enter the first and last AWB numbers from the list. The system will then detect how many are in the range to book with. Remember, the number of AWBs you have on the list will determine how many eBookings can be scheduled.

Important: a range limit of 100 AWBs can be uploaded in one go.

You have the option to use AWB stock already assigned to the selected IATA number. This is the AWB management option. If you have stock assigned, this option will be available; if not, it will be greyed out with a message stating that you have 0 AWBs available.

Tip: Read this article to learn how to add AWB stock. Bear in mind that if you do not have AWB stock available when trying to make an eBooking, you will need to add stock, then follow the eBooking process again, choosing the scheduling option once the eBooking has been processed.

Important: Make sure that you assign the AWB stock to the same IATA number you use for the eBooking.

You can add AWBs individually for scheduled eBookings. To do this, select Manual AWB from the list, then click Next. On the following page, you can enter the manual AWBs one by one.

Once you have selected the AWB option, click Next. This will take you to the second phase of the scheduling process, where you can set the frequency for your schedules.

Next, select the start date and finish date for this schedule, then click Next. You must have sufficient AWBs available for the selected date range. If there aren’t enough, you will be shown an on-screen error message.

For the days you had previously selected, you can now select the frequency of the bookings. You can choose the frequency to be set Weekly, Every 2 Weeks, Every 3 Weeks or Every 4 Weeks. Then select the start and finish dates for your schedules.

If you’re entering AWBs manually, the system will calculate how many manual AWBs to enter to schedule the eBookings. Enter the individual AWBs one by one. Once you have checked the information, click Next.

The final stage of the scheduling process is to review and confirm the information you have entered. View route information, flight number(s), product or goods type, dates and frequency of the schedule, AWBs, along with the total number and range, and load information.

Check that your information is correct, then click on Confirm schedule.

If on the review and confirm stage, you notice errors in your schedule, or you need to make any changes, click on Back to “Set frequency”, which will take you to the previous stage.

After clicking on Confirm schedule, the system will then collect all of your eBookings and attempt to process and place them if they are within the eBooking window.

As they are being placed or scheduled, you can Cancel schedule and eBookings or go directly to the My eBookings page by clicking See all in my eBookings.

Within the eBookings page, you can view scheduled eBookings and their current status under the Schedule eBookings tab.

Tip: if an eBooking status changes at any moment for any of your schedules, or there is an update on an eBooking related to a schedule, you will be notified by email.

There may be circumstances when the schedule could not be booked. In this case, next to the eBooking by clicking on the three dots, you’ll have the option to Retry. This will allow the system to communicate once more with the airlines' system to try and place the eBooking.

If you want to cancel a scheduled flight, you can do this from within the eBookings page. Find the individually scheduled eBooking and click on the three dots to its right-hand side.

After clicking on this section, you will have the option to cancel the eBooking. A pop-up will appear asking if you’re sure that you want to cancel.

Click on Cancel scheduled eBooking, and it will cancel the eBooking. Bear in mind that you cannot choose to cancel multiple scheduled eBookings in one go.

A number of statuses may show, depending on the availability of the eBookings you are trying to schedule.

This status will show if a user from within your company has cancelled the eBooking.

The eBooking has not yet been confirmed, and it is awaiting a response from the airline. The status will update when the systems have correctly communicated and the eBooking has been placed, or otherwise.

An AWB used to try and schedule the eBooking has been rendered invalid. This may be because it has been used on another eBooking, or the number does not match with an existing AWB number.

An attempt has been made to try and make the eBooking, but no flight was available on the day selected. You can choose to Retry, or cancel the eBooking and try and book individually for another day.

This status will show if there is an error with part of the eBooking. If this is the case, you will most likely need to cancel the eBooking and start again.

This status will show when there’s an error affecting the API connection. Some issues that may arise include exceeding the number of calls made to the airline for live rates. Remember, the system will automatically attempt to book again in this situation. This will happen twice a day until the date of the flight has passed. During this time, you will have the option to book manually.

This will reflect the eBooking schedule, including the total number of AWBs associated with the schedule, the airline and also the date range of the schedule.