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Travel Agency Management

Claire O'Regan
Updated

Overview

Travel Agency Management allows travel agents to plan and book using your B2B TripBuilder instance.

Important:

This feature is enabled by default.

If you wish to disable it, please contact our support team to turn off the feature flag under Distribution Channel > Nezasa-Only tab > General > Agency Management Enabled.

 

How to Create a Travel Agency

1. Navigate to Settings.

2. Click on Travel Agencies under the User Management section.

3. Click the Add Travel Agency button.Add Travel Agency.png

 

4. Select the associated Distribution Channel.

Please note:

Only one channel can be linked and cannot be changed later. This association ensures consistency across settings such as "Currencies" and "Default Currency," which are determined at the Distribution Channel level and apply to all linked Travel Agencies.

 

5. Mark the agency as active.

6. Enter the required fields for Short name and Legal name (*required).

7. Provide the Admin Email (*required).

8. Choose the primary communication language for the agency.

9. Enter the agency's IATA Number (optional).

10. Click Save to create the new agency.

Screenshot 2024-10-04 at 19.01.21.png

 

After saving, you will be directed to the Company Profile tab, where additional settings become available.

Travel Agency Wonderland.png

Please note:

Images of company logos will work best if their width is greater than their height. In TripBuilder, the logo's height is fixed while the width dynamically adjusts.

Logos that are squared or portrait-oriented will not have an optimal display.

 

Know more:

Travel agencies can be added to groups or cooperatives. For more information, check the article Agency Groups/Cooperatives.

 

Branches tab

In the Branches tab, you can provide detailed address information for the travel agency.

1. Go to the Branches tab.

2. Click on Add a new branch. 

3. Check the Main Branch box if this is the primary branch.

4. Fill in the details:

  • Phone number 
  • Email (*required)
  • Skype ID
  • Postal Address details 

5. Click Save to store the branch information.

Screenshot 2024-10-04 at 19.14.55.png

 

Team tab

The Team tab displays all agent users who were previously assigned a company affiliation when creating a user with the Agent role.

Know more:

For more information on creating users, see the article How to create a new TripBuilder user?

 

Suppliers tab

Under the Suppliers tab, you can define which specific suppliers are associated with the selected travel agency.

Screenshot 2025-01-13 at 22.42.58.png

 

By clicking on the Add Supplier button, the Suppliers popup will appear. Here, the user can search by supplier names already created in the TripBuilder instance.

Screenshot 2025-01-13 at 22.45.17.png

 

Once all suppliers have been identified, click the Done button.

 

Know more:

For more information on creating a supplier, see the article Inventory Supplier Management.

 

Settings tab

Under the Settings tab, you will find the following sections:

 

General

  • Default Currency: Defines the currency displayed to agents.
  • Represents a Referrer: In specific cases, agencies can be configured as referrers, such as other pages that redirect to the TripBuilder instance. This is often used with the Itinerary API, assigning the agency ID to itineraries. Referrer-marked agencies do not have branded travel documents; instead, the tour operator is branded.

Screenshot 2024-10-04 at 19.15.57.png

 

Payment

Configure agency-specific payment options that override the distribution channel's defaults. For more details about general payment configurations, see here.

 

Payment Options

By default, configurations at the distribution channel level are used. For specific agencies, these can be overridden at B2B or IBE/B2C levels to control visible payment methods in checkout.

The order of the payment options matters. The first one listed in the UI is selected by default.

Note that an online payment option will only be available if configured for your setup at checkout. Otherwise, the setting is ignored when rendering the checkout payment page.

 

Screenshot 2023-07-25 at 12.53.16.png

 

Down Payment

  • Default: Uses the distribution channel configuration.
  • Disabled: Disables down payment for this agency.
  • Enabled: Allows definition of down payment percentage and threshold.

Important:

Settings here override any existing distribution channel configurations.

 

Screenshot 2023-07-25 at 12.54.23.png

 

External References

External References link travel agency data in external systems via TripBuilder APIs,

Screenshot 2023-07-25 at 12.58.38.png

 

Should you find yourself in a scenario where various agencies must independently manage and access flight bookings, you can use External References to assign a unique Office ID to each agency.

Know more:

See Office ID Support per Agency for more details.

 

For the rental car supplier SunnyCars, External References can assign a SunnyCars ID to a travel agency, associating all bookings with the agency ID in SunnyCars' system.

Know more:

See SunnyCars ID Support per Agency for more details.

 

Managing Agency Groups/Cooperatives

Travel agencies can be part of larger agency groups or cooperatives, which organise agencies based on various criteria. The rationale for grouping can vary depending on the user's needs. Common examples include:

  • Geographical Location: Grouping agencies from a specific area.
  • Brand Affiliation: Grouping agencies under the same travel brand.
  • Specialisation: Grouping agencies that specialise in selling specific products or experiences.

On the Travel Agencies page, each travel agency is displayed by default with its associated cooperative. If an agency is not part of any cooperative, it will show "No cooperative."

The Cooperative Filter allows users to find agencies within a particular cooperative quickly.
It includes two static options: "All" and "No cooperative," along with dynamic values for each cooperative associated with travel agencies in the TripBuilder instance.

 

Cooperative Filter.png

 

Screenshot 2025-03-19 at 22.28.16.png 

Know more:

For more detailed information, please refer to our dedicated article on Agency Groups/Cooperatives.

 

Managing Travel Agency Status

In TripBuilder, travel agencies can be designated as either Active or Inactive. An inactive status typically applies to agencies that are closed, bankrupt or have overdue payments. This status is managed by adjusting the "Is Active" field.

The Include Inactive option allows you to control whether inactive travel agencies are displayed on the Travel Agencies page.

Included Inactive.png

 

Please note:

Only active agencies are available for selection when associating an agency or agent with a particular itinerary in Customer Care. This ensures that itineraries are linked only to operational agencies, maintaining the integrity and reliability of the booking process.

 

Travel Agency Branding

TripBuilder's general setup and branding are determined by Distribution Channel settings for logo, contact details, and styling. An additional setting allows Travel Agency-specific branding for travel documentation - for agency-created itineraries - showing the agency's logo and contact details.

To enable this feature:

1. Go to Settings.

2. Select the appropriate Distribution Channel under the TripBuilder Distribution Channels section.

3. Click on the Documents tab.

4. In the section Shared Configurations > Chapter "Contact Information", enable/disable the Use Travel Agency Branding feature.

Screenshot_2023-03-28_at_19.29.08.png

 

Example: 

Screenshot 2023-07-26 at 10.59.27.png

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