BSIDirect™ User Guide
LOGGING IN FOR THE FIRST TIME
When you first log onto the tool and enter into the
booking engine, you will need to tick the box agreeing
to the Terms & Conditions. Your Company and your
Travel Manager have agreed these Terms and
Conditions. Without agreeing to these Terms and
Conditions you will not be able to use the tool to book
your hotel accommodation.
WELCOME PAGE
This page includes useful links in the top banner
to
About Us (information on BSI); Contact Us (key contacts
within your company and BSI/policy information). These
links will be accessible during your session and also
contain links to Help pages and Log Off button.
This page also displays ‘A Message from Your Company’
and will be displayed for seven days after your initial login unless the message is changed.
For detailed information on any functions please select
the Help link.
Step 1: SELECT DATES, ENTER LEAD GUEST AND
DESTINATION
To enter the arrival date, click on the Calendar icon
and click date required and then hold your mouse
down and drag over your departure date. The
number of nights selected will then drop into the
correct box.
To change ‘Number of Nights’ or ‘Number of
Rooms’, click in the white box and enter the details.
To enter the Lead Guest (if the fields are not
automatically completed), several options are
possible:

Complete white boxes displayed

Pick Me (on the right hand side of the screen);
click ‘Use Pick Me’ if you are the guest. Your
details will be automatically entered into ‘Lead
Guest’ information.

Pick Another User (on the right hand side of the
screen), and enter the guest name in the white
boxes, click ‘Search’ and then select from the
list on the right hand side of the screen and the
details will be automatically entered into ‘Lead
Guest’ information.
HOTEL BOOKING TAB
View/Amend/Cancel Bookings link allows you to search
for bookings by either entering information in the boxes
provided or by selecting one of the Quick Search links.
Once your bookings are displayed you will be able to
select the booking you wish to view/amend/cancel.

My Top 10 Guests (on the right hand side of the
screen) will display a list of your top 10 most
regularly booked guests.
To select one of these guests, click on the name and the
details will be automatically entered into ‘Lead Guest’
information.
Once the Arrival Date, Number of Nights/Rooms and Lead
Guest Information have been completed, you can enter
the destination that you (or your traveller) will be going
to.
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BSIDirect™ User Guide
To do this, first select the country. Then tell us how
far away from your destination your hotel needs to be.
Then, tell us what sort of location you are aiming for.
You can choose between:

A city or town centre

A specific address

One of your organisation’s own offices or sites

A travel point (e.g. Airport or Railway Station)
You can select the type of destination using the radio
buttons. As you click through the options, the site will
prompt you with examples for each type of search.
STEP 3: SELECT PROPERTY/COMPARE RATES
display a summary of key selected facilities and their
availability.
On the next page, you will see a list of the hotels
that are near to the destination you have selected.
The hotels found will be listed either in order of
their proximity to your destination, or by their
‘company preferred’ status (this is agreed with your
key travel contact). In the latter case, they will
appear with the ‘Thumbs Up’ icon, to indicate their
preferred status.
You can rearrange these hotels by selecting from the
‘Sort By’ drop down menu and clicking ‘Sort’.
Once you have entered your destination, press ‘Next
>>’ to start the hotel search.
To ensure that you are achieving the best rate, allow
each hotel to be checked for rates and availability before
selecting the lowest rate available that meets your
requirements. Full terms and conditions and details of
meal plan and room type can be checked by clicking on
the rate amount.
Alternatively, you can make use of your ‘Top 10
Destinations’ to make your search even faster.
Depending on the choices made by your key travel
contact, the site will show either a list of the 10 hotels
you have booked most often (within the last few
months) – or the 10 most common destinations you
have made bookings near. Simply click on the name of
the hotel/destination to go straight to the rates and
availability!
If your company imposes a rate ‘cap’, we will show you
the cap amount above the rates.
You can also click ‘Map’ to see the hotels on your current
page on a map in relation to your travel destination. You
can zoom in/zoom out using the map which will give you
more specific area information.
Please note that in some cases the top 10 hotels may
have been preset for you by your key travel contact.
Click ‘Hide Map’ to return to your hotel list
To view more information about a hotel, click on the
hotel name (the information is provided by the
hotel and not independently verified). Icons will
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BSIDirect™ User Guide
In some cases, we are not able to submit bookings
electronically, directly to a hotel. For these types
of hotel, you will see a blue ‘Request’ button, in
place of the usual green ‘Book’ button. When
selecting one of these hotels, our reservations team
will contact the hotel on your behalf to confirm your
booking.
This screen will also give you the option to:




Make
Make
Make
Make
another
another
another
another
booking
booking at the same hotel
booking for the same guest(s)
booking for the same lead guest
By selecting one of the above options you will skip some
of the steps, making the booking process quicker.
In some cases, we are not able to confirm your booking
directly with the hotel – in this case you may see a
message asking you to check your payment details etc.
This message most often appears in cases where you have
selected a special offer rate that requires a credit card
to guarantee the booking. You can opt to enter a credit
card here, or you can forward the request on to our
operations team who will liaise directly with the hotel to
place your booking.
FINAL STEP: CHECK DETAILS / CONFIRM BOOKING
Having selected a rate, you will then proceed to the
payment and guarantee page.
Once your booking is complete, you will receive
confirmation of all the details from BSI.
You will firstly be prompted to double check and agree
to the terms and conditions of the rate you have
selected. We will also confirm to you here the
cancellation policy of the rate selected.
Please ensure you have read and understood these
terms, as we may not always be able to get charges
waived where bookings are cancelled after their
cancellation policy deadline has passed.
Next, please select your preferred method of payment
and select your confirmation method (which includes a
link to add a copy email for this booking only). You
can also add comments for the attention of the hotel.
Once you are happy with your selections, Click
‘Confirm Booking >>’ to submit.
When you have completed and submitted your
booking, a unique BSI Booking Reference number
will appear on your screen; please quote this in any
future correspondence regarding this booking.
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BSIDirect™ User Guide
View/Amend/Cancel Booking
You will not be able to amend or cancel bookings that
have been requested and are still in progress, or
amend a booking that has already been cancelled.
Live bookings, whether made through the tool or
through the reservations centre, can be amended or
cancelled using the tool.
To view, amend or cancel bookings, click
‘View/Amend/Cancel Individual Bookings’ at the top
middle of the ‘Hotel Booking’ screen.
To search for a booking, enter information into the
white boxes OR select one of the ‘Quick Search
Options’ on the right of the screen. The booking or a
list of bookings will be displayed in arrival date order
and include the headings Ref/Arrival/Departure/Lead
Guest etc. Click on any of the headings to change the
order of the bookings list.
may see only those bookings you’ve made or
bookings you are authorised to view.)
The next page displays the ‘Booking Information’
and in the bottom right of the screen are the option
to ‘Amend’ or ‘Cancel’ the booking.
To Amend a Booking
Go to the ‘Booking Information’ page, as described
above and click ‘Amend’. You will be taken to a
page that displays tick box options for any changes
required (at the bottom of the page a ‘quick link’ to
book additional rooms at the same Property for
same date).
NOTE - You can select more than one tick box.
Select the relevant tick box(es) and click ‘Continue’.
NOTE – To change arrival date and/or number of
nights, enter the new details in the boxes displayed
then click ‘Continue’. The system will run through
the same steps as for a new booking. Some of the
fields are pre-loaded with the data you entered on
the original booking; you therefore have the
opportunity to amend any of your choices. By reselecting your property and rate, the booking system
can confirm that they are still available. Once you
have made all the changes required, you will be
taken back to the final ‘confirm booking’ page
again, where you can press ‘Confirm Booking >>’ to
submit your amendment to us. We will then process
your amendment and feedback to you your
amendment reference number. Once your
amendment has been fully processed we will also
send you an update confirmation.
To Cancel a Booking
Click ‘Cancel Booking’; the screen displays the
cancellation policy in red and the message ‘If the
booking details shown above are correct and you still
wish to cancel this booking, please click 'Cancel Booking'.
If you are sure you wish to continue and cancel the
booking, click ‘Cancel Booking’ and the screen will
display the cancellation reference. Click ‘Finished’, then
‘Back’ to return to the bookings list or click ‘Hotel
Booking’ tab to return to the main screen.
Your BSIDirect™ Key Contacts for
Online Support/Training:
trainme@bsi.co.uk
Select the individual booking to be viewed by clicking
the relevant button in the ‘Select’ column and click
‘View Selected’ to continue. (Depending upon the
permissions granted you by your travel manager, you
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