User Guide Travel Agency
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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 Canada 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 Air Canada 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