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 © 2020-2021 AIR CANADA 2 Air Canada for Business User Guide 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 © 2020-2021 AIR CANADA 3 Air Canada for Business Air Canada for Business User Guide User Guide WELCOME TO THE AIR CANADA FOR BUSINESS PROGRAM 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. © 2020-2021 AIR CANADA 4 Air Canada for Business User Guide 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 func- tions 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. © 2020-2021 AIR CANADA 5 Air Canada for Business Air Canada for Business User Guide User Guide 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. Call our dedicated line at 1-888-335-4189 from 6 a.m. to 12 a.m. EST, 7 days a week or send us an email to corporaterewards@ aircanada.ca © 2020-2021 AIR CANADA 6 Air Canada for Business User Guide 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 © 2020-2021 AIR CANADA 7 Air Canada for Business Air Canada for Business User Guide User Guide 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 © 2020-2021 AIR CANADA 8 Air Canada for Business User Guide 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 pro- gram 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. © 2020-2021 AIR CANADA 9 Air Canada for Business Air Canada for Business User Guide User Guide 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”. © 2020-2021 AIR CANADA 10 Air Canada for Business User Guide 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.