Placing an Order on Behalf of a Contract Client

Overview

Placing an Order on Behalf allows staff to create bookings for customers or contracted Trade Partners or B2B customers directly through the Reservations Portal.

This ensures organisations can support partners, fulfil contracted allocations, assist customers, and provide a seamless service even when the booking is not made by the end user.

This flow mirrors the standard Create New Order process, with an additional identification step at the start to specify who the booking is being made on behalf of.

Once the customer or partner representative is selected, the rest of the booking follows the standard guided path:

What → Who → When → Add to Cart → Add-ons → Contact → Payment → Confirmation.

Why It Matters

Using the Order on Behalf process ensures:

• Accurate tracking of which partner or customer the booking is for
• Correct application of contracted rates, allocations, entitlements, and payment rules
• Clean audit trails for Finance, Reporting, and Reconciliation
• Consistent and compliant booking behaviour
• High-quality customer and partner support
  

It is essential for organisations working with:

• Trade Partners
• Group organisers
• Education groups
• Corporate clients
• Customers needing assisted service
  

When to Use This Process

Use this process when:

• A Trade Partner requests a booking to be completed by your team
• A customer cannot complete the booking themselves
• You must ensure the booking is attributed to a specific company account or named representative
• You need to apply partner-specific products, pricing, or entitlements
  

Starting a New Order on Behalf

From the Reservations Dashboard, select:

• New Order
• Then toggle Place Order On Behalf to the ON position.

See Screenshot: Order on Behalf Toggle

[IMAGE: Order on Behalf Toggle – placeholder]

A new header section appears for selecting the booking type, partner, and representative.

Step-by-Step Process

1. Enable 'Place Order On Behalf'

Toggle Place Order On Behalf ON.

This reveals the fields:

• Type
• Partner (if applicable)
• Person

See Screenshot: Order on Behalf Header

[IMAGE: Order on Behalf Header – placeholder]

2. Select the Type

Choose who you are booking for:

• Trade Partner
• Customer

See Screenshot: Type Selection Dropdown

[IMAGE: Type Selection – placeholder]

3. Select the Partner (Trade Partner only)

If Trade Partner is selected, a Partner dropdown becomes available.

Use the search bar to find the correct organisation.

See Screenshot: Select Partner

[IMAGE: Select Partner – placeholder]

4. Select the Person (Representative)

Select the named individual from the Partner’s account whose booking you are completing.

This ensures confirmations and communications are sent to the correct representative.

See Screenshot: Select Person

[IMAGE: Select Person – placeholder]

5. Select What You Are Booking

Choose the relevant product category:

• Admissions
• Events
• Passes
• Journeys
• Entitlements (Memberships, Patronages, Vouchers)

See Screenshot: Product Type Selection

[IMAGE: Product Type Selection – placeholder]

6. Choose Who

Depending on the product type, choose:

• Visitor types (Attractions)
• Passenger / vehicle types (Travel)
• Membership or voucher variants (Entitlements)
  

See Screenshot: Who Selection

[IMAGE: Who Selection – placeholder]

7. Choose When

Select the appropriate:

• Date
• Time slot
• Session
• Sailing

This controls availability and capacity.

See Screenshot: When Selector

[IMAGE: When Selector – placeholder]

8. Available Options (Travel Only)

Travel bookings require selecting the outbound sailing (and return if needed).

Use:

• Previous Date / Next Date buttons
• Calendar selection
• Return toggle (if applicable)

See Screenshot: Travel – Available Options

[IMAGE: Travel Options – placeholder]

9. Add to Cart

When all mandatory fields are complete, click Add to Cart.

The Cart displays:

• Product
• Date / time / sailing
• Quantities
• Subtotal
• Add-ons
• Ability to Clear or Edit

See Screenshot: Cart Summary

[IMAGE: Cart Summary – placeholder]

10. Add-ons

Based on configuration, this may include:

• Fixed add-ons (e.g., booking fees)
• Optional add-ons (e.g., audio guides, meals, parking, lounges)

Select any required add-ons and click Done.

See Screenshot: Add-ons Modal

[IMAGE: Add-ons Modal – placeholder]

11. Contact Details

Contact details automatically prefill with the Person selected earlier.

You may still update:

• Notes
• Marketing preferences
• Country/Address
• Additional info
• T&Cs confirmation

See Screenshot: Contact Details

[IMAGE: Contact Details – placeholder]

12. Payment

Payment methods vary by organisational configuration.

Common options include:

• Via Invoice (often used for Trade Partners)
• Via Card
• External (Cheque, BACS, PDQ)
• Via Email / SMS

Only approved payment types will appear.

See Screenshot: Payment Methods

[IMAGE: Payment Methods – placeholder]

13. Order Complete

After successful payment, the confirmation page displays:

• Booking summary
• Customer/Partner details
• Payment summary
• Options to View Order, Edit Order, or start a New Order

See Screenshot: Order Complete

[IMAGE: Order Complete – placeholder]

Best Practices

• Confirm selected Partner and Person before continuing
• Ensure the correct product type is selected (Attractions vs Travel)
• Travel: always select an Available Option before adding to cart
• For Trade Partners: use Via Invoice only when contractually permitted
• Use booking notes for clarity
• If no Person appears, request an admin to review the Partner’s user list

Troubleshooting

Partner not appearing in search

Partner may not be configured for Reservations or may be inactive.

No Person available

The Partner needs one or more users assigned.

Ask an admin to add user accounts for the Partner.

Products not showing

The Partner may not be allowed to book those products.

Unavailable payment methods

Payment types depend on client configuration and organisational rules.

Summary Appendix

Quick Flow Summary

• Toggle Order on Behalf ON
• Select Type (Customer or Trade Partner)
• Select Partner (if applicable)
• Select Person
• Choose What (product type)
• Choose Who (visitors/passengers/members)
• Choose When (date, time, sailing)
• Select Available Options (Travel only)
• Add to Cart
• Review Add-ons
• Confirm Contact Details
• Take Payment
• Review Order Complete screen
  
  

Feature Highlights

Controls compliance & financial accuracy

Invoice, Card, Email, SMS, External

Flow

Admissions, Events, Passes, Journeys, Entitlements

Product Flexibility

Description

Reduces training, avoids errors

Benefit

Ensures correct reporting and invoicing

Supports Trade Partner operations

Identification

Links order to organisation and named rep

Mirrors Create New Orders

Partner Handling

Category

Enables partner/customer-linked bookings

All product types supported

Contract-appropriate payment methods

Feature

Payment

Order on Behalf Toggle

Partner & Person selection

Standard guided structure

Consistent workflow