Your Reservation Changes Agent Prices Every Change Before You Call
The Reservation Changes Agent takes the calculator work out of every change request. The AgentWorks Reservation Changes Agent collects change requests from every channel, works out which segments are affected, calculates fare differences and change fees under each airline's rules, lays out the options for the traveler and books the one they approve. The person it frees is your advisor, who can talk the traveler through the choice instead of working out the fare rules by hand.
What it takes off your plate
Here is how a change request lands today. A traveler texts that they want to leave a day later. At the same moment an email arrives from a corporate account moving a meeting, and the phone rings with a third change. Each one touches more than one booking: the flight, the hotel nights at each end, the car and the transfer.
Fare rules differ by airline and booking class, so the advisor digs into each one to work out the change fee and the fare difference. They are calculated by hand, and they are often wrong. Either the agency absorbs the difference or the traveler gets a second call with a different number. Every change takes an advisor away from the travelers planning new trips. And when two or three requests arrive at once, the one that waits is usually the one whose fare goes up while it sits, so the delay itself costs the traveler money and the agency goodwill.
What the Reservation Changes Agent does, step by step
The communication comes first, because a change starts and ends with the traveler.
- Takes the request. Whether it comes by phone, email or text, the Reservation Changes Agent logs the change, replies to confirm it was received and asks for anything missing, such as the new date or which travelers are affected.
- Presents the options. It sends the traveler clear options, such as moving the whole trip, only the flight, or a different routing, each with the total cost difference and any fees spelled out.
- Gets approval. It waits for the traveler to choose and, for corporate accounts, for the approver your client names.
- Confirms the change. Once the change is made, it sends the traveler the updated itinerary and lets each supplier know what changed.
- Chases supplier confirmations. If a hotel or transfer company has not confirmed the new dates, it follows up until they do.
Then the data work:
- Finds every affected segment. It reads the trip and works out which flights, hotel nights, car hires and transfers the change touches.
- Applies the fare rules. It checks the fare rules for each ticket's airline and booking class in Amadeus or Sabre and calculates the change fee and the fare difference.
- Makes the change. With approval in hand, it books the change across every affected supplier together, so nothing is left on the old date.
- Updates the trip. The trip record, the itinerary and the amounts owed are updated to match.
Where the work is recorded
An agent that cannot record its work is a chatbot. Every request, option, approval, fee and confirmation is saved on the traveler's record and the trip in your CRM, so the history of each change is clear.
The next morning your advisor opens the trip and sees which changes came in overnight, which options were sent, which the traveler chose and which supplier has not confirmed yet. If the traveler calls, anyone at the agency can see the whole thread and pick up where the agent left off.
What your people do instead
Your advisors spend the call on what the traveler actually needs: understanding why plans changed, suggesting the option that keeps the trip special and reassuring a nervous client that everything is handled. They look after the travelers who are planning new trips and the corporate accounts who rely on them.
That is the service people choose an agency for. The Reservation Changes Agent keeps the requests, the fare rules and the confirmations moving so your advisors can take care of the travelers.
A well-planned trip needs fewer changes. See how agencies transform itinerary quoting and how they are escaping the multi-tab trap in itinerary planning.
One next step
The free travel Industry Assessment shows which workflow an agent should take first at your agency, whether that is reservation changes, booking or quoting. To see every agent built for travel agencies, visit the AgentWorks travel page.
See where the Reservation Changes Agent would start in your travel business.
I'm Sierra, the Travel ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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