Your Tool User Guide

Home , Air Canada, Air New Zealand, All Nippon Airways

1 Air Canada for Business Air Canada for Business User Guide User Guide

YOUR TOOL USER GUIDE

AIR CANADA FOR BUSINESS MANAGEMENT TOOL USER MANUAL 2020-2021

USER GUIDE TABLE OF CONTENTS

WELCOME 3 Program beneﬁ ts 3 Program user roles 4 Main menu overview 5 Flow overview 6

1. ACCOUNT 7 Set up your account and settings

2. DIVISION 11 Organize your account into multiple Divisions

3. TRAVELLERS 15 Create and setup your Travellers’ proﬁ les

4. REPORTS 22 Run your reports

5. BOOKING 24 Book ﬂ ight and car

PROGRAM BENEFITS

Members can enjoy exclusive offers from day one, which can be shared throughout the company and are in addition to the Aeroplan® Miles.

Discounts on Air Canada and partner airlines ﬂ ights* Complimentary and discounted services on Preferred seat selection and Air Canada Maple Leaf™ Lounge access; Complimentary eUpgrade Credits Exclusive promotional offers from day one Car rental Corporate rates in partnership with Avis and Budget; Exclusive online tool to book and manage business travel expenses Dedicated support via email and phone line.

Visit the Rewards section online to view the full details on how to earn and track your beneﬁ ts as your company gets started on the program.

* Partner airlines include: Lufthansa, Austrian Airlines, Brussels Airlines and SWISS, United Airlines, United Express, All Nippon Airways, Air New Zealand and Avianca and Avianca Brazil. Conditions may apply. Please see full reward terms and conditions for eligible ﬂ ights and routes on our website www.acforbusiness.aircanada.com.

PROGRAM USER ROLES

The registered Corporate Rewards program’s Travellers may have any of the following roles:

PROGRAM Can assign role, add and ADMINISTRATOR edit proﬁ les. The Program Administrator is a company employee designated to manage the overall Corporate Rewards Account. The Program Administrator included in the enrollment form is by default the designated Primary Corporate Contact, and will receive all important notiﬁ cations pertaining to the program.

The Program Administrator has the highest authority and can perform all administrative functions and conﬁ gure the entire Corporate Account and respective Divisions.

DIVISION Can assign role, add and DIVISION DIVISION ADMINISTRATOR edit proﬁ les. ADMINISTRATOR ADMINISTRATOR The Division Administrator is assigned by the Pro- gram Administrator(s) and has the same role functions as the Program Administrator for their managed Divisions.

TRAVELLER TRAVELLER TRAVEL Can edit proﬁ le and book ARRANGER travel. The Travel Arranger role is assigned by a Program or Division Administrator and is authorized to book travel for other registered Travellers, with one or more Divisions.

TRAVELLER TRAVELLER TRAVELLER Program or Division Administrators are responsible for registering all Travellers. Once added, they automatically have the Traveller role. Travellers will have access to the Corporate Rewards site only once the Program or Division Administrator grants them access.

A Traveller can book their travel as well as manage their travel proﬁ le. They may also grant proﬁ le access to the Account’s applicable Administrators and Traveller Arrangers to facilitate their travel arrangements.

TRAVEL AGENCY

You may invite your Travel Agency to manage your Corporate Account by adding the agency information in the Settings tab. A Travel Agency may be added at the Account or Division level and will have the associated administrative functions.

The Travel Agency will have administrative function at the Account level, only when it is associated to all Account Divisions.

MAIN MENU OVERVIEW

REWARDS and SUPPORT sections refer to the program’s information about earning rewards, FAQs and the program’s tutorial videos.

ADMIN section includes the Account, Travellers, Bookings, Divisions and Payment Options. It BOOK section allows you to book and manage also refers to the Reporting functions such as run- ﬂ ights and cars bookings and reservations. ning a Report or setting Tracking Codes.

Our dedicated support line will be happy to assist with any online or program related queries.

FLOW OVERVIEW

Chapter 2 Chapter 3 Organize into Create and setup your multiple divisions Traveller proﬁ les

What are Divisions? How to Add p.12 Travellers. p.17 How to Add, Edit and Delete Divisions. Assign your Travellers Chapter 1 p.12 Set up your account a Role. p.18 and settings Who will be managing each Division? Assign your Travellers to What is your Account all p.13 Divisions. about? p.19 p.8 Set your Tracking Codes at a Set up a Payment Op- Who manages your Division level for more tion for your Account and Travel? thorough results. Travellers. p.9 p.13 p.19

Set your Tracking Codes Set up your Payment Request Access to Trav- for future Reports. Options for each Divi- eller Proﬁ le. p.9 sion. p.20 p.14

Who is your main DIVISIONS Enable, Disable and De- Contact? lete Traveller Access. p.10 p.21

Set up your Payment Edit Traveller Details. Options at an Account p.21 level. p.10 TRAVELLERS ACCOUNT

Chapter 5 Book ﬂ ight and car Chapter 4 Run your reports Booking as a Travel Arranger. How to run a Report. p.25 p.23 Book and modify a ﬂ ight. p.26

Booking a car. p.26 BOOKING REPORTS

CHAPTER 1 ACCOUNT

What is your Account all Who manages your Set your Tracking Codes Who is your main Set up your Payment about? Account and Travel? for future Reports. Contact? Options at an Account level. p.8 p.9 p.9 p.10 p.10

1 // ACCOUNT

As a Program Administrator, the Account section allows you to view, edit and add key information for the Cor- porate Account. This includes the company’s proﬁ le, setting the Travel Management with the option to add a Travel Agency, create expense Tracking Codes for the Account as well as update the Primary Corporate Contact information who will receive all important notiﬁ cations pertaining to the program.

> Click on the “Admin” tab; > Click on the “Account” tab in the drop down menu to manage the Account information and conﬁ guration.

Corporate Contact section includes the com- Details section includes the compa- pany’s primary Program Administrator’s con- ny’s address, contact information, Cor- tact information. It also identifi es who will porate identifi cation number and pro- receive all notifi cations pertaining to the program memberships for car rental. gram.

Tracking Codes section allows you to create Settings section will allow you to manage and assign expense tracking codes for all your your business travel or invite an Agency to business travel to easily manage expenses. manage your Account.

1.1 // ACCOUNT SETTINGS This section is only applicable to the Program Administrators for Account travel management set up.

A Corporation can select the option to manage its business travel or invite a Travel Agency. When there is more than one Travel Agency for the Account, the Program or Division Administrator must apply the Travel Management Settings at the Division level.

If you are managed by a Travel Agency: NOTE: This setting can be done at an Account or Di- > Select the “Settings” tab from the “Manage this Account” submenu; vision level. When completed at the Division level, the Travel Agency will only have access to > Check the Travel Agency option and Fill in the information accordingly; this respective Division. > Save to send a notiﬁ cation email with your name as an Administrator of the Corporate Rewards Account, inviting the Agency to manage the Ac- count or Division.

1.2 // ACCOUNT TRACKING CODES Add a Tracking Code to track the company’s booking expenses by entering a project name, a department ID or other internal tracking number or code.

To Add a Tracking Code: To Delete a Tracking Code:

> Select the “Tracking Codes” tab from the “Manage this Ac- > Select the “Tracking Codes” tab from the “Manage this Ac- count” submenu; count” submenu; > Click on “Add an Internal Tracking Code” > Select the applicable Tracking Code by clicking the check located under the page title; box next to the tracking code in the > Enter a Tracking Code; table; > Click on “Submit”. > Select the “Delete” tab in the “Select” drop-down menu and Click on “GO”.

1.3 // ACCOUNT PRIMARY CORPORATE CONTACT

The person who enrolled the company has by default the Program Administrator role and is the Primary Corporate Contact of the Account. The Primary Corporate Contact is the person who will receive all communication regarding the program and pertinent updates.

NOTE: The Primary Corporate Contact can only be updated by a Program Administrator and the replacement contact must be a registered Program Administrator.

1.4 // ACCOUNT PAYMENT OPTIONS The Payment Option at the Account level allows the Program Administrator to create and assign a Corporate credit card as a Payment Option for all or select Divisions of the Account. Any modiﬁ cations will apply to all linked Divisions and Travellers.

To Add an Account Payment Option: NOTE: Once you have created your Di- > Click on the “Admin” tab in the main menu and Select the “Payment visions, you may assign Payment Options” tab from the drop-down menu; Options to your Divisions. You > Click on the “Add a new card” link located below the may also assign Payment Options “Manage Payment Options” title; to select Travellers at the Divi- sion level. > Complete the required information; > Click on “Save”.

To Delete an Account Payment Option: To Edit an Account Payment Option:

> Check the box next to the applicable Corporate Card found in > Select the Payment Option requiring editing from the ta- the Payment Option table; ble by Clicking on the card name; > Select the “Delete” option in the “Select” drop-down menu > Edit the Account payment details and Click on “Save”. and Click on “Go”.

NOTE: Card numbers can only be added or deleted,not edited. Only card expiration date and name can be modiﬁ ed. © 2020-2021 AIR CANADA 11 Air Canada for Business Air Canada for Business User Guide User Guide

CHAPTER 2 DIVISIONS

What are Divisions? How to Add, Edit Who will be managing Set Tracking Codes Set up your Payment and Delete Divisions. each Division? at a Division level for Options for each thorough results. Division. p.12 p.12 p.13 p.13 p.14

2 // DIVISIONS

The Division section offers the ability to create a logical grouping of your business travel by subsidiaries, specifi c depart- ments or by offi ce location. This feature will allow Corporations to create Divisions with unique confi gurations and a select group of Travellers. Only Program and Divisions Administrators have access to add and modify Divisions.

NOTE: Once you have created your Divisions, you may assign Payment Options to your Divisions. You may also assign Payment Options to select Travellers at the Divi- sion level.

To Add a Division: To Edit a Division: To Delete a Division:

> Click on the “Admin” tab in the > Click on the Division name, that requires > Select the applicable Division by main menu and Select the “Di- modiﬁ cations or updates; clicking the check box next to the Divi- visions” tab from the drop-down > Update or Modify the Division’s Details, sion name in the table; menu; Payment, Settings, Tracking Codes, Invitations > Select the “Delete Division” option in > Click on the “Add a or Travellers as needed and Click on “Save”. the “Select an Action” drop-down menu Division” link located on and Click on “Go”. the “Manage Divisions” page; > Complete the required information and Click Save.

NOTE: You may assign a Division Adminis- trator and/or invite a Travel Agency to manage the Corporate Division.

2.1 // DIVISION SETTINGS If the Corporation is managed by only one Travel Agency for all Divisions, the setting must be applied at the Account level (see section 1.1 Account Settings.)

To assign Travel Management Settings at the Division level:

> Click on the Division’s name in the Divisions’ table; > Click on the Division’s “Settings” tab; > Select from the “Travel Managed By” options and Click on “Save” the applicable Travel Management Settings for the selected Division.

2.2 // DIVISION TRACKING CODES Add a Tracking Code to track the company’s booking expenses by entering a project name, a department ID or other internal tracking number or code.

To Add a Tracking Code: To Delete a Tracking Code:

> Click on the Division’s name in the Divisions’ table; > Select the applicable Tracking Code by clicking the > Select the “Tracking Codes” tab in the sub-menu; check box next to the tracking code in the table; > Click on the “Add an Internal Tracking Code” link > Select the “Delete” tab in the “Select” drop-down located under the page title; menu and Click on “GO”. > Enter a Tracking Code; > Click Submit.

2.3 // DIVISION PAYMENT OPTIONS

At a Division level, only a Division Administrator can add, assign, edit and delete a credit card in the Division that they are managing.

If a card was added at an Account level by the Program Administrator, only the Program Administrator can assign this card at a Division level.

To Add a Payment Option to a se- To Edit a Payment Option from a To Delete a Payment Option from lect Division: select Division: a select Division:

> Select the Division you would From the payment tab in the Man- > Check the box next to the appli- like to add a Payment Option to by age this Division sub-menu: cable Corporate Card found in the Clicking on the Division’s name Payment Option table; link; > Select the Payment Option requir- > Select the Delete option in the Se- > Select the “Payment” tab in the ing editing from the table by Click- lect drop-down menu and Click on “Manage this Division submenu; ing on the card name; “Go”. > Click on the “Add a new card” link > Edit the Account payment details under the page title; and Click on “Save”. > Fill in the credit card information and Click on “Save”.

NOTE: This is where you will be assigning the card to Travellers once you have created their proﬁ le and assigned them to a Division.

CHAPTER 3 TRAVELLERS

How to Add Assign your Assign your Set up a Payment Request Access Enable, Disable and Edit Traveller Travellers. Travellers to Travellers a Option for your to Traveller Delete Traveller Access. Details. Divisions. Role. Travellers. Proﬁ le. p.17 p.18 p.19 p.19 p.20 p.21 p.21

3 // TRAVELLERS

As a Program or Division Administrator you are responsible for adding the employees that will be travelling using the program booking tool. A new proﬁ le created is assigned by default the Traveller role.

To Add a Traveller: Request to use Traveller’s profi le To Edit Traveller Details: information for bookings: You can add one or multiple Trav- The Traveller’s details can be viewed ellers at a time. You can also invite You can request access to the Traveller’s pro- and modifi ed at anytime directly Travellers to access the site and cre- fi le information to facilitate the booking process through this link. ate their own profi le. through this link. See Section 3.6//EDIT See Section 3.1//ADD See Section 3.5//REQUEST TRAVELLER DETAILS TRAVELLERS ACCESS TO TRAVELLER PROFILE

To Book Travel for select Traveller:

You can book directly for a select Traveller by Clicking on the Book button!

See Chapter 5//BOOKING

3.1 // ADD TRAVELLER You can add one or multiple Travellers at a time. You can also invite Travellers to access the site and create their own proﬁ le.

To Add a Traveller and grant them access to the Ac- To Add multiple Travellers at the same time: count: > Click on the “Admin” tab in the main menu and Select the > Click on the “Admin” tab in the main menu and Select the “Travellers” tab from the drop-down menu; “Travellers” tab from the drop-down menu; > Click on the “Add multiple Travellers” tab; > Click on the “Add single Traveller” tab and fi ll out the new > Upload your .CSV fi le (list of all employees); Traveller’s basic information; > Select “Multiple Divisions” or a specifi c Division from the Di- > Check the “Send Password” box to provide the Traveller vision menu; with a username and password; > Check the “Send Password” box to provide all the Travellers > Click on Save. with a username and password. > Click on “Upload”.

To send a password to a Traveller at any other time to provide them access to the site:

> Select the check box next to the Travellers name; > Select the “Send Password” option from the “Select an Action” dropdown menu and Click on “GO”.

NOTE: The Traveller will receive an automated email with a username and temporary password.

NOTE: When adding Travellers, you can include their Aeroplan number, assign them to a select Division as well as assign them as a Program or Division Administrator.

To Send an Invitation to Travellers to access the site and arrange their own travel:

> Click on the “Invite Traveller(s)” tab; > Select from the three following options to Send Invitations:

> Complete the required information and Click on “Send”.

3.2 // ASSIGN & EDIT ROLES

Add or Update a Traveller to a Program or Division Administrator role:

> Select the check box next to the applicable Traveller; > Select the “Assign/Edit Administrator Role” option from the “Select an Action” dropdown menu and Click on “GO”; > Scroll Down to the last section on the page to select the Program or Division Administrator role; > Click on “Save”.

NOTE: Review role descriptions described in the ﬁ rst section of this guide (reference p.4) before assigning an Adminis- trator role to a Traveller. You can remove the Administrator role at any time by selecting the “No Administra- tor” role at the bottom of the page.

Update a Traveller with a Travel Arranger role:

> Select the check box next to the applicable Traveller; > Select the “Create/Edit Travel Arranger” option from the “Select an Action” dropdown menu and Click on “GO”;

To allow access to book for ALL registered Travellers: To allow access to book for SELECT registered Travellers: > Check the “All Travellers” box to select all Travellers from all Divisions. > Select the Traveller link next to the applicable Division to access the Traveller list. > Check the box next to each Traveller’s name to select speciﬁ c Travellers.

3.3 // ASSIGN TRAVELLER TO DIVISION This section is only applicable to Program and Division Administrators for Divisiontravel management set up.

To move a Traveller to a new Division:

> Select the check box next to the applicable Traveller; > Select the “Move to New Division” option from the “Select an Action” dropdown menu and Click on “GO”; > Select the new Division you would like to move your Traveller to and Click on “OK”.

3.4 // ASSIGN PAYMENT OPTION TO SELECT TRAVELLERS Once a Payment Option is added at a Division level (see section 2.3), you can assign the credit card Payment to all or select Travellers at the Division level.

To assign payment option to select Traveller:

From the Manage Payment Option’s page of the selected Division:

> Select the Travellers you would like to assign the Payment Option to by Clicking on the Travellers link in the “Assigned To” column corresponding to the Payment Option; > Check the box next to “Assign to All” option placed at the top left of the page, above the Travellers’ table; > Check the corresponding box next to the individual Travellers to assign the Payment Option for that select Traveller; > Click on “Save Changes”.

3.5 // REQUEST ACCESS TO TRAVELLER PROFILE

You can request access to the Traveller’s proﬁ le information to facilitate the booking process:

To request access to the Traveller’s proﬁ le:

> Click on the “Request Proﬁ le Access” link next to the applicable Traveller; > Read the “Request Access to Traveller Proﬁ le” notice; > Click on “OK” to send request or “Cancel”.

NOTE: Clicking “OK” will generate an email to the Traveller requesting access to his/her proﬁ le exclusively for the purposes of performing administrative functions and facilitating travel arrangements on their behalf. The employee will have the ﬂ exibility to accept or decline the request by clicking the appropriate link in the received email.

Privacy settings is automatically updated based on the employee’s selection.

If the Traveller grants access, the Program/Division Administrator, Travel Arranger and/or Travel Agent managing the Traveller will have access to the proﬁ le information to facilitate the Travellers’ bookings.

A reply notiﬁ cation email will be returned to the requestor advising of the choice made.

3.6 // ENABLE, DISABLE AND DELETE TRAVELLER ACCESS

To Enable/Disable Traveller Access: To Delete Traveller Access:

> Select the check box next to the applicable Traveller; > Select the check box next to the applicable Traveller; > Select the “Enable Access” or “Disable Access” tab from the > Select the “Delete Access” tab from the “Select an Action” “Select an Action” dropdown menu and Click GO. dropdown menu and Click GO.

3.7 // EDIT TRAVELLER DETAILS The Traveller’s basic information can be updated at any time:

To Edit Traveller details:

> Select the check box next to the applicable Traveller; > Select the “Edit Traveller Details” tab from the “Select an Action” dropdown menu and Click on “GO”; > Edit information and Click on “Save”.

CHAPTER 4 REPORTS

4 // REPORTS

As Program or Division Administrator, you can run reports for all ﬂ ight and car rental bookings made through the Corporate Rewards site. Reports are available in both Excel and PDF formats.

NOTE: Division Administrators can only run reports for their managed Divisions.

Personalize the criteria for the Report inquiry:

> Click on the “Admin” tab, then on the “Reports” link in the dropdown menu; > Select the Division; > Select a speciﬁ c Tracking Code; > Select the type of Report you would like to run; > Select the Region of Travel you would like to analyze; > Specify the period of your Report by entering a Start and End date; > Run the Report.

CHAPTER 5 BOOKING

Booking as a Travel Book and Modify Booking a Car. Arranger. a Flight. p.25 p.26 p.26

5 // BOOKING

As a Program Administrator, Division Administrator or Travel Arranger, you may book travel for registered Travellers you manage. If you are a Traveller, you may go to section 5.2//BOOK AND MODIFY A FLIGHT, on the next page, for booking your own travel.

NOTE: To speed up your booking process as well as facilitate travel arrangements on your behalf:

> Click on “See your Account” link in the main menu under your name and Select “My Proﬁ le”. Update any or all of the tabs with your pertinent travel related information.

> Check box “ALLOW AUTHORIZED PEOPLE TO VIEW AND EDIT MY PROFILE INFORMATION” to grant Administrators and Travel Arrangers access to your proﬁ le information exclusively for the purposes of performing administrative functions and facilitating travel arrangements.

5.1 // BOOKING FLIGHTS ON BEHALF OF OTHERS As Travel Arranger you may book travel for other Travellers:

> Click on the “Book” tab in the main menu, then on the “Book travel” in the dropdown menu; >Type in the Traveller’s ﬁ rst and last name name in the “Book Travel For” box; >Enter the booking criteria and Click on “Find”.

NOTE: You may select the “Include Car” option to book a car at the same time as your ﬂ ight reservation, “View fares eligible for upgrade” and/or select “Use Flight Pass” if applicable.

5.2 // BOOK & MODIFY A FLIGHT As a Traveller you may book travel for yourself directly from the Home page.

View/Modify Corporate Rewards bookings for your travel or for a Traveller you manage (applicable for Program Administrators, Division Administrators and Travel Arrangers):

> Click on the “Book” tab in the main menu, then on the “Manage Bookings” link in the dropdown menu; > Select the “Search Bookings” tab; > Enter the Booking Reference # and Click on “Find”.

NOTE: If you do not know your Booking Reference, you may keep the search ﬁ eld blank and Click on “Find”. All Corporate Rewards bookings will appear.

You can also import Corporate Rewards bookings made through the Air Canada Call Centre or via one of our partners which support Corporate Rewards:

> Select the “My Bookings” tab from the Booking’s page sub-menu; > Import external bookings by Selecting the “Import External Bookings”; > Enter the Booking Reference # and Travellers Last Name and Click on “Find”.

5.3 // BOOKING A CAR You may reserve a car as you are booking your ﬂ ight (see “Book and Modify a Flight” section above) or book one separately:

> Click on the “Book tab” in the main menu, then on “Book Car” tab in the dropdown menu; > Enter required Car Rental search criteria and Click on “Find”; > Select according to Car Booking preferences; > Review car booking details and Click on “I accept” to ﬁ nalize booking.