USER GUIDE TRAVEL AGENCY

Business travel made simple and rewarding. TABLE OF CONTENTS

1. GETTING STARTED ...... 3 SIGNING IN ...... 3 TOOL OVERVIEW ...... 4

2. ACCOUNT ADMIN ...... 5 CREATE A NEW CORPORATE ACCOUNT ...... 5 PROGRAM USERS ...... 6 MANAGE CORPORATE ACCOUNTS ...... 7 > Adding employees ...... 7 > Granting employees access to the web or online tool site . . . 9 > Requesting Access ...... 10 > Editing Profile ...... 11 > Creating a Travel Arranger profile ...... 13 ACCOUNT INFORMATION ...... 14 EDIT USER ...... 15 > Disabling a user ...... 16 CLAIM CORPORATE ACCOUNT ...... 16

3. BOOKING ...... 17 BOOKING A FLIGHT ...... 17 RESERVING A CAR ...... 19 VIEW AND MODIFY BOOKINGS ...... 20

4. AGENT ADMIN ...... 22 AGENCY INFO ...... 22 POST-BOOKING PREFERENCES ...... 23 REPORTS ...... 23

5. ADDITIONAL INFORMATION ...... 24

2 1. GETTING STARTED

Thank you for taking the time to review this User Guide. It will provide you with a complete overview of the Air Corporate Rewards Travel Agent online tool, allowing you to easily enroll and service your corporate customers. This guide will outline how to create, manage and customize your corporate account’s information.

SIGNING IN To access the Corporate Rewards online tool:

>>Go to aircanada.com/agents >>Enter your agency credentials >>Click on the Business Travel tab from the homepage >>Click on Log in in the Corporate Rewards section to access the Air Canada Corporate Rewards online tool >>Re-enter your agency credentials

PLEASE NOTE

All agent IDs associated to the login IATA have access to the corporate accounts registered under this IATA.

1. GETTING STARTED – SIGNING IN 3 TOOL OVERVIEW Once you have logged in, you will be immediately directed to the Agent Dashboard. From the homepage, you have access to a variety of functions to create, manage and service your corporate customers. Here’s an overview of the tool and its functions.

A Account Administration

>>Edit User: Update corporate user information [P.15] >>Create New Account: Enroll your corporate customers in the Air Canada Corporate Rewards program [P.5] >>Claim Corporate Account: Claim a corporate account that enrolled directly on the consumer version of the Air Canada website [P.16] >>Admin Sites: Manage your corporate accounts [P.7]

B Agent Administration

>>Agency Info: Edit support information [P.22] >>Post-booking Preferences: Edit post-booking settings [P.23] >>Reports: Usage Report options [P.23] >>Logout

C Main navigation bar

>>Book Travel: Book for your Corporate Rewards clients [P.17] >>Manage My Bookings: View / Modify Corporate Rewards bookings [P.20]

A

C B

1. GETTING STARTED – TOOL OVERVIEW 4 2. ACCOUNT ADMINISTRATION

CREATE A NEW CORPORATE ACCOUNT To offer the Air Canada Corporate Rewards program to your customers and to manage the online tool on their behalf, you will have to enroll each corporation individually in the program.

To do so, complete the enrollment form found in the Create New Account tab for every corporation. Complete all required fields, including the Government tax ID or Federal Tax ID for companies in the USA. (* indicates the required fields.)

PLEASE NOTE

The Program Administrator is an assigned employee designated to manage the corporate account and to receive important email notifications and updates. As the designated Travel Agency for the corporate account, you must add your travel agency contact information in the Corporate Officer section of the Enrollment form in order to receive all communication regarding the Air Canada Corporate Rewards program.

Upon enrollment, you will receive a confirmation and a Corporate Rewards account number by email. Your account is now successfully created and you should: • Communicate the login information (email address and password) entered at the time of enrollment so that the Program Administrator can log in to the online tool. • Add every employee that will be travelling under the company profile in order to arrange travel for them. For more details, refer to [P.6].

2. ACCOUNT ADMIN – CREATE A NEW CORPORATE ACCOUNT 5 PROGRAM USERS Depending on how the employee will use the online tool, the employee can be assigned any of the following possible roles.

>>Program Administrator

>>Travel Arranger

>>Traveller HELPFUL TIPS

PROGRAM ADMINISTRATOR If the Administrator is also identified as a Travel Arranger, The Program Administrator is the company’s designated employee he/she will have the ability to responsible for managing the corporate account and will receive important make bookings on behalf of others. information and updates. The Program Administrator and the designated Please note, as the designated Travel Agent, you are automatically Travel Agent, have the ability to: assigned as an Administrator and Travel Arranger for the >>Add employees / edit employee information corporate account. >>Assign employees their role functions such as a Traveller, Travel Arranger or Administrator

>>Edit an employee’s travel profile*

>>Send employees their login information

>>Reset the password

>>Update corporate information

>>Download reports

*A Traveller’s profile can be edited once access is requested and accepted by the Traveller

TRAVEL ARRANGER PLEASE NOTE

The Travel Arranger is an employee authorized to log in and make As the designated Travel Agent, travel arrangements for themselves or on behalf of other employees, you are automatically assigned as an Administrator and Travel Arranger also known as Travellers. for the corporate account.

TRAVELLER

The Traveller is a designated company employee authorized to log in and make travel arrangements for themselves.

A Traveller can only create a profile for himself, and must be registered beforehand by the Program Administrator or the designated Travel Agent.

2. ACCOUNT ADMIN – PROGRAM USERS 6 MANAGE CORPORATE ACCOUNTS This section outlines how you create, update and manage the different users within your enrolled corporate accounts.

ADDING EMPLOYEES

You will need to add all of your corporate customers’ required employees. Before you can arrange travel for employees, they must be added to the company profile. To add an employee, follow the steps below:

>>Click on Admin Sites. This will display the list of all your corporate customers enrolled in the Corporate Rewards program under your IATA/ARC. >>Select the company from the list to access its administrative functionalities.

HELPFUL TIPS

Before you start this process, have your list of employee names and email addresses ready. This will allow you to add all eligible employees quickly.

You can also perform a search by company name or company ID to find the appropriate corporate customer’s account.

>>Click on Create a New User

HELPFUL TIPS

Once you select a company from the list, the name of the company will display to indicate the corporate account you are currently managing.

At this step, you can also click on Load Users. This link allows you to create multiple users by importing the information from a .csv file. For more details about this option, click on Load Users then click on the help file link.

2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS 7 >>Fill out the User Information form and be sure that the name entered matches the name on the employee’s travel documents >>Click on Save

HELPFUL TIPS

A unique email address must be entered for every employee. This email address will be a unique identifier of each user enrolled under a corporate account. It will also become their username for the online tool login if you decide to give them access to the Air Canada Corporate Rewards online tool for self-service bookings.

You can assign the employee an administrator role by checking the Administrator box in the User Settings section.

• If the Program Administrator is also identified as a Travel Arranger, he/she can also make bookings on behalf of others. For more details, refer to [P.13].

To create multiple users, click on Load Users and import the information PLEASE NOTE from a .csv file. For complete steps, view the help file under the Load Users link. IMPORTANT

Please note that adding employees will not automatically grant them access to the online tool. To grant the employees access to the online tool, you will need to give them access as a Traveller. For more details, refer to [P.9].

2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS 8 GRANTING EMPLOYEES ACCESS TO THE ONLINE TOOL

You have the ability to provide employees access to the Air Canada Corporate Rewards online tool.

Once given access to the online tool, employees can arrange and manage their own travel as a Traveller. Here are the steps to follow:

>>Click on Admin Sites >>Click on the appropriate corporate account >>Click on Send Password next to the appropriate user

HELPFUL TIPS

It is not mandatory to grant the company employees access to the Corporate Rewards booking tool.

The Send Multiple Passwords button allows you to send passwords to multiple employees in one step.

You can reset all passwords for security reasons by clicking on Reset All Passwords.

The newly added Traveller will then receive an email with a temporary password and a link to access the site. The employee can change their password after they log in. You will always have full access to bookings made by Travellers.

2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS 9 REQUEST ACCESS You have the ability to view and edit travel profile information so you can better manage travel arrangements for your corporate travellers. In order to edit the corporate employee’s profile, access must be requested and granted.

REQUESTING ACCESS TO EDIT TRAVELLER’S PROFILE

Follow the steps below in order to request access to an employee’s profile.

>>Click on Admin Sites tab >>Click on the appropriate corporate account >>Click on Request Access next to traveller’s name

>>Click on Send Email to send request to the traveller

Note: This will auto-generate an email requesting access to the employee’s profile exclusively for the purposes of performing administrative functions facilitating travel arrangements on their behalf. The employee will be able to accept or decline the request by clicking on a link within the received email.

2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS 10 The requestor will receive a reply email from the employee after they have selected from the available options. The Edit Profile access will also be displayed based on the selection made.

The Edit Profile link beside the corporate employee’s name will be enabled only if the corporate employee grants access to his/her profile.

If the employee does not grant access to his/her profile, the Edit Profile link will be inactive and a warning message will display advising that his/her profile’s privacy settings do not allow others to view or edit their profile information.

EDIT PROFILE NOTE

Once access to the profile is granted by the employee, follow these steps to Requesting access to a corporate update his/her profile: employee profile will not provide him/her with a username or >>Click on Admin Sites tab password to access the Corporate Rewards tool. See section: Granting >>Select applicable corporate account Employees Access to the site. [P.9] >>Click on the active Edit Profile link next to the appropriate employee

2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS 11 Once the user profile is displayed, modifications can be made.

>>Update or add travel information for the corporate employee under any of the listed tabs >>Click on Save to keep updates.

2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS 12 CREATING A TRAVEL ARRANGER HELPFUL TIP

You can assign a Travel Arranger role function to employees within the Travel Arrangers are designated corporate account. The Travel Arranger can book flights or cars on behalf employees that can book travels for themselves as well as for other of other Travellers. The Program Administrator can also be assigned a registered employees. As the Travel Arranger role. designated Travel Agent, you will always have access to these bookings. To do so, follow the steps below:

>>Click on Admin Sites >>Click on the appropriate corporate account >>Click on the Create Travel Arranger link next to the appropriate user

>>Check which employees the Travel Arranger can make bookings for and Save

HELPFUL TIP

Check Select All to enable bookings for all listed employees, or select individual names for which bookings can be made.

2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS 13 ACCOUNT INFORMATION This section will outline how to view, edit and retrieve corporate information including the company’s Air Canada Corporate Rewards account number provided at the time of enrollment.

>>Click on Admin Sites >>Click on the appropriate corporate account >>Click on Account Details

HELPFUL TIPS

Your corporate customer’s Air Canada Corporate Rewards account number is stored on the Site Administration page and in the Account Details page.

Only an Administrator or the designated Travel Agency can view the information recorded in this section.

2. ACCOUNT ADMIN – ACCOUNT INFORMATION 14 EDIT USER You can search for an employee under a specific company account in order to update his/her account information by clicking on the Edit User tab at the top of the page.

The following information can be edited by the Program Administrator or the designated Travel Agent:

>>First, Middle and Last Name >>Email address >>Password >>Aeroplan Number >>Locale (set preferred language) >>Administrative Rights: Administrator, Travel Arranger, Traveller

To do so, follow the steps below:

>>Click on Edit User >>Perform a search with the last name of the user you are looking for. If you have 2 or more users with the same surname, the search will return a name list and you can make the appropriate selection. >>Click on Edit User next to the appropriate user to access and modify his/her account information

HELPFUL TIPS

You can do a basic search with the last name of the user, or use the Advanced Search option.

By typing a * in the search box and clicking on Search, a list of all users will be displayed.

2. ACCOUNT ADMIN – EDIT USER 15 DISABLING A USER

If a user no longer needs to be registered in the Air Canada Corporate Rewards program, you can deactivate the user’s access by following the steps below:

>>Click on Admin Sites >>Click on the appropriate corporate account >>Check the Disabled box next to the appropriate user >>Click on Update User to save the changes

HELPFUL TIPS

Access can be reinstated by unchecking the same box.

CLAIM CORPORATE ACCOUNT When companies enroll in the Air Canada Corporate Rewards program directly from aircanada.com and enter their Travel Management Company/Agency in the Agency Information section at the time of enrollment, Air Canada will automatically notify the designated travel agency by email. This email will include an authorization code and advise that a corporate account has indicated your agency is the designated Agency of Record associated with the account. You may then log in to the Air Canada Corporate Rewards Travel Agent online tool to claim that corporate customer and add it to your list of corporate accounts.

To do so, follow the steps below:

>>Upon receipt of the Agency Request email, access the Travel Agent Corporate Rewards online tool >>Click on Claim Corporate Account >>Enter your email address and the Authorization Code provided in the email and Click on Continue

2. ACCOUNT ADMIN – CLAIM CORPORATE ACCOUNT 16 3. BOOKING

BOOKING A FLIGHT After creating a corporate account and adding all employees, you can start arranging travel on behalf of your corporate customers.

>>Click on Book Travel on the main navigation bar >>Search for the corporate user or company for whom you need to book travel >>Click on the Book Travel link next to the appropriate employee to start booking

HELPFUL TIPS

You can do a basic search with the last name of the user, or use the Advanced Search options.

By typing an * in the search box and clicking on Search, a list of all the travellers/employes will display.

>>Enter your search parameters to start shopping

HELPFUL TIPS

When you are booking on behalf of an employee, his/her name will be displayed at the upper right corner of the page.

If your corporate customer has a Flight Pass, check the Use My Flight Pass option in the search box to display Flight Pass options.

You can also shop using a promotional code when applicable.

Any applicable product offered under the Air Canada Corporate Rewards program will be displayed automatically when shopping.

You can also shop using a View fares eligible for upgrade when applicable.

3. BOOKING – BOOKING A FLIGHT 17 >>Select your flights

HELPFUL TIP

Fares displayed include all applicable discounts. In addition to Air Canada, and , you will have the option to book travel on select markets with:

• Air Canada’s codeshare and other airline partners

•  and – Austrian – – SWISS

See [P.24] for more details.

You will be able to view available seats on Air Canada, Air Canada rouge and Air Canada Express flights before confirming flight booking.

>>Select your travel options

HELPFUL TIP

If the company you are making travel arrangements for has received complimentary or discounted travel options they will appear as selectable travel options.

Note: Complimentary Preferred seats can be selected when using a Flex fare for travel within North America on flights marketed by Air Canada and operated by Air Canada, Air Canada Express and Air Canada rouge.

>>Complete all of the required fields

HELPFUL TIP

In the Itinerary Name field, name your trip to differenciate it from other bookings.

PLEASE NOTE

Add the email addresses of people who will need to receive the itinerary of the trip.

3. BOOKING – BOOKING A FLIGHT 18 >>Make your seat selection

RESERVING A CAR You can make car bookings by selecting the Cars tab from the homepage.

HELPFUL TIP

You can also add a car booking to your purchase once you have completed your flight booking.

Refer to [P.21] for more details.

3. BOOKING – RESERVING A CAR 19 VIEW AND MODIFY BOOKINGS You have the ability to view and modify Corporate Rewards bookings made using:

>>The Corporate Rewards online booking tool; >>ac2u partners external online booking vendors which support Corporate Rewards bookings (the booking must contain Corporate Rewards Account ID) >>The Air Canada Corporate Rewards dedicated support line.

To do so:

>>Click on Manage My Bookings on the main navigation bar >>Find an existing booking made on the Corporate Rewards booking tool by entering the booking reference in the Search Bookings section and click on Search >>Click on Select next to the booking you wish to view or modify

HELPFUL TIPS

Enter * to display all current bookings.

You can refine your search by clicking on Advanced Search.

>>Find an existing booking made through the call center or ac2u partners by entering the booking reference in the Import external booking section and click on Import.

3. BOOKING – VIEW AND MODIFY BOOKINGS 20 Once the requested booking is displayed, you will be able to complete any of the following functions:

>>Cancel your reservation >>Add a car rental >>Name/Rename your itinerary >>Print/Email your itinerary >>Select seats >>Request an upgrade >>Add Frequent Flyer information >>Add/Change flights >>Purchase additional services, i.e. ™ Lounge access, Air Canada Café meal vouchers, seat selection and On My Way™ service.

Note: External bookings made with the Air Canada Corporate Rewards HELPFUL TIPS dedicated support line must contain the account number (PN#) in a protected remark in order to be retrieved. Only Corporate Rewards bookings with the account ID made using the Air Canada Call center or online booking tools such as Concur, Travelport Agencia or Maritime can be retrieved using the Corporate Rewards booking tool. Global Distribution System (GDS) bookings are not applicable.

HELPFUL TIP

To add a car reservation to your booking, click on Add a Car.

3. BOOKING – VIEW AND MODIFY BOOKINGS 21 4. AGENT ADMIN

AGENCY INFO This section allows you to enter your office support hours of operation, phone number, and email information.

When Travellers are on the Air Canada Corporate Rewards online tool and click on the Contact Us menu, they will see the support information you have saved. Travellers can email your pre-designated support email address or call the agency directly.

To view or modify your agency support information click on Agency Info on the right menu.

HELPFUL TIPS

When your Corporate Rewards customer logs in and clicks on the Contact Us link, your contact information will be displayed.

4. AGENT ADMIN – AGENCY INFO 22 POST-BOOKING PREFERENCES This section allows you to turn certain features on or off, and to manage the booking after the ticket is issued. The configuration settings you select will apply to all corporate accounts managed by your agency.

Checked items in Post-Booking Settings indicate that the features are activated for the corporate accounts. You can uncheck any features to deactivate them.

To configure the Post-Booking Settings, click on Post-booking Preferences on the left menu.

HELPFUL TIPS

This setting will apply for all your registered Corporate Rewards accounts.

REPORTS You can run reports for all air and car transactions at the IATA/ARC level for all your registered Corporate Rewards accounts, or for specific accounts using the filters below. Reports are available in both Excel and PDF formats.

>>Click on Reports >>Click on the dropdown menu to select the appropriate corporate account >>Select the type of reports you want to view or download >>Click on Run Report

HELPFUL TIPS

You may run a report for bookings related to a specific corporate account or Select all to generate a report of bookings for all your registered corporate accounts.

Note: Only bookings made using the Corporate Rewards online tool will be reflected in the reports.

4. AGENT ADMIN – POST-BOOKING PREFERENCES, REPORTS 23 5. ADDITIONAL INFORMATION

>>In addition to Air Canada, Air Canada rouge and Air Canada Express, your company will have the option to book travel on select markets with: • Air Canada codeshare flights (Flights that have an Air Canada but are operated by other airlines) • Lufthansa Group: • Lufthansa and Lufthansa Regional (operated by , and ) • (including Tyrolean airways when marketed by Austrian) • Brussels Airlines • SWISS

Note: Discounts on Lufthansa Group flights are available only to Canadian corporations or US corporations managed by a Canadian travel agency. Discounts do not apply to Tango fares or equivalent Lufthansa Group fares.

>>Flight Passes purchased AFTER enrollment in the program are eligible for revenue tracking. To associate the Flight Pass with the corporate account for tracking, add the Air Canada Corporate Rewards account number in the client identifier field on the purchase page.

>>Flight Passes that were purchased PRIOR to enrollment are not eligible for revenue tracking. You can still access your Flight Pass in the Air Canada Corporate Rewards online tool and make a booking using your credits.

TECHNICAL SUPPORT There is a technical support line for Air Canada Corporate Rewards. Companies can access technical support through a dedicated line at 1 888 335-4189 from 6 a.m. to 2 a.m., 7 days a week or by email at [email protected].

5. ADDITIONAL INFORMATION 24