user guide - Air Canada
USER GUIDE
Business travel made simple and rewarding.
TABLE OF CONTENTS
1. GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
PROGRAM USERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ENROLLING YOUR COMPANY . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SIGNING IN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TOOL OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
5
5
6
2. THE PROGRAM ADMINISTRATOR’S GUIDE . . . . . . . . . . 7
ADMINISTRATION OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
USER MANAGEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
> Adding employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
> Granting employees access to the site . . . . . . . . . . . . . . . . . . . . 9
> Editing user information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
> Editing Profile/Requesting Access . . . . . . . . . . . . . . . . . . . . . . . . 10
> Disabling a user . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
> Creating a Travel Arranger profile . . . . . . . . . . . . . . . . . . . . . . . . 13
ACCOUNT INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
RUNNING REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3. BOOKING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
TRAVEL ARRANGER – Booking on behalf of others . . . . . . . . . . . . . . 16
TRAVELLER – Booking a flight for yourself . . . . . . . . . . . . . . . . . . . . 17
RESERVING A CAR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
VIEWING AND MODIFYING BOOKINGS . . . . . . . . . . . . . . . . . . 20
4. INDIVIDUAL SETTINGS . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
CREATING A PROFILE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
CHANGING YOUR PASSWORD . . . . . . . . . . . . . . . . . . . . . . . . . . 24
CUSTOMIZING LOCATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
5. ADDITIONAL INFORMATION . . . . . . . . . . . . . . . . . . . . 26
2
1. GETTING STARTED
The Air Canada Corporate Rewards User Guide is designed to help you and your company book and track your
business travel. Follow the easy step-by-step instructions to get the most out of our practical online tool.
PROGRAM USERS
Your company may assign any one of the roles below to its employees in relation to its Corporate Rewards account.
PROGRAM ADMINISTRATOR
The Program Administrator is responsible for the day-to-day management of your company’s Corporate Rewards
account and receives all important information and updates related to the account. The Program Administrator can:
>>Add employees / Edit employee information
>>Edit employee travel profile*
>>Assign employees the role of Traveller, Travel Arranger** or Administrator
>>Send employees their login information
>>Reset passwords
>>Update corporate information
>>Download reports
*Employee’s travel profile can be edited once access is requested and accepted by traveller.
**The Program Administrator can also take on the role of Travel Arranger and make bookings on behalf of others.
TRAVEL ARRANGER
The Travel Arranger is authorized to log in to your company’s Corporate Rewards account and make travel
arrangements for themselves or on behalf of other employees. Travel Arrangers may edit an employee’s travel
profile once access is requested and granted.
TRAVELLER
Travellers are company employees who are authorized to log in to your company’s Corporate Rewards account
and make travel arrangements for themselves. Travellers can create profiles for themselves or grant access
to corporate account travel managers to update their profiles. Travellers must already be registered by
the Program Administrator.
1. GETTING STARTED – PROGRAM USERS
3
ROLE
FUNCTIONS
PROGRAM
ADMINISTRATOR
TRAVEL
ARRANGER
Add/Edit Travellers in the program
Assign Program Administrator role
Create Travel Arranger profile
Edit profile on behalf of Traveller
**
Book individual travels
Book travels for others
**
PLEASE NOTE
TRAVELLER
*The Program Administrator must
also be a Travel Arranger in order
to book travel for others.
**Edit profile can be done by
authorized travel managers (Program
Administrator, Corporate Officer/
Travel Agency and Travel Arranger)
solely for the purpose of arranging
travel for Corporate Rewards travellers.
*
Create/Edit your individual profile
Edit user information
Run reports
View/Edit account information
1. GETTING STARTED – PROGRAM USERS
4
ENROLLING YOUR COMPANY
To enroll your company in the Air Canada Corporate Rewards program,
visit aircanada.com, click on the Business Travel tab, then complete the
enrollment form which can be found by clicking the Learn More link in the
Corporate Rewards section.
PLEASE NOTE
A Program Administrator and the
Corporate Officer will automatically
receive an email confirmation with
your company Account Number.
You’ll need to provide the following information:
>>Company name and street address
>>Company government tax ID* number or Federal Tax ID number*
(for companies based in the U.S.)
>>Basic information on the people who will be designated as your
company’s Corporate Officer and Program Administrator.
*A company government tax ID number or Federal Tax ID number is
mandatory for online enrollment.
SIGNING IN
Once your company is enrolled, follow these steps to access the Air Canada
Corporate Rewards online tool:
>>Go to aircanada.com
>>Click on the Business Travel tab at the top of the homepage
HELPFUL TIP
You may also bookmark this link for
direct access:
https://corporaterewards.
aircanada.com
>>Click on Log in found on the lower left side of the page in the
Corporate Rewards section
>>Enter your username (i.e. your email address) and password
>>Click on the Submit button to sign in
1. GETTING STARTED – ENROLLING YOUR COMPANY, SIGNING IN
5
TOOL OVERVIEW
As Program Administrator, you will be working with this online tool the most. This section is designed to
introduce you to the key functions you will be using most frequently.
Here is a quick glance at the 6 links to look for on the homepage:
A Admin: Access administrative functionalities [P.7]
B Manage My Travellers: This link will only be displayed if you are also a Travel Arranger so you can
manage travel for the users. As the Program Administrator you can assign yourself and others the
Travel Arranger function. [P.16]
C Custom Locations: Create and modify your preferred locations [P.25]
D My Profile: Update your personal profile information or grant authorization to the travel managers
to edit your profile to facilitate your booking management [P.24]
E Change Password [P.24]
F My Bookings: View and modify all your current Corporate Rewards bookings made using the Corporate Rewards
booking application, a supported external online booking tool, or the Corporate Rewards dedicated support line [P.20]
A
B
C
D
E
F
F
1. GETTING STARTED – TOOL OVERVIEW
6
2. THE PROGRAM ADMINISTRATOR’S GUIDE
ADMINISTRATION OVERVIEW
A
B
C
A User Management
The Admin tab or User Management link from the dropdown tab will bring you to the Site Administration section,
which allows the Program Administrator to:
>>Create a New User [P.8]
>>Edit User Information [P.9]
>>Grant Administrator role [P.9]
>>Edit Profile / Request Access [P.10]
>>Send Password: Send a password to a single user [P.9]
>>Send Multi Password: Send passwords to multiple users in one quick and easy step [P.9]
>>Reset All Passwords: Reset all passwords for security reasons [P.9]
>>Disable User Accounts [P.13]
>>Create Travel Arranger [P.13]
>>Load Users: Create multiple users by importing the information from a .csv file [P.8]
B Usage Reports
This section allows you to run detailed reports for all of the flight and car bookings your company makes using
the Corporate Rewards online tool. [P.15]
C Account Details
This section allows you to update [P.14]:
>>Company information
>>Program Administrator information
>>Corporate Officer information
>>Additional corporate information
2. THE PROGRAM ADMINISTRATOR’S GUIDE – ADMIN OVERVIEW
7
USER MANAGEMENT
ADDING EMPLOYEES
As Program Administrator you are responsible for adding all employees for
whom flights can be booked. Here’s how:
>>Click on the Admin tab at the top of the homepage to access the Admin section
HELPFUL TIP
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.
>>Click on Create a New User
For more details about this option,
click on Load Users, then click on
the helpfile link.
>>Complete the ‘User Information’ form and Save.
HELPFUL TIPS
A unique email address must be
entered for every employee. This
email address will become their
username for the website login.
Your company may have multiple
Administrators. To grant the
Administrator profile to a user,
check the Administrator box in
the User Settings section.
NOTE
O
nce you’ve completed this step, you
will need to grant your employees
access to the online tool. The next
section explains how. [P.9]
IMPORTANT
Upon user creation, the employee will receive a notification email stating that
he/she has been registered in the Corporate Rewards Program by the corporation.
This will not provide the employee with their username and password, nor will it
provide them with access to the booking tool.
2. THE PROGRAM ADMINISTRATOR’S GUIDE – USER MANAGEMENT
8
GRANTING EMPLOYEES ACCESS TO THE WEBSITE
As Program Administrator, you are responsible for granting Traveller status to
your employees by sending them their password. They can then use it to access
the Corporate Rewards online tool and arrange and manage their own travel.
Follow these steps to grant your employees access:
NOTE
It is not mandatory to grant all
employees access to the booking
tool. Travel can be managed by
the company’s Travel Arranger
or associated Travel Agency.
>>Click on the Admin tab
>>Click on the Send Password link next to the appropriate user
HELPFUL TIPS
The Send Multiple Password
button allows you to send
passwords to multiple users
in one step.
Program Administrators can
reset all passwords for security
reasons by clicking on Reset
All Passwords.
The Traveller will then receive an email with a temporary password and a link
to access the site, and can change his/her password after logging in.
EDITING USER INFORMATION
At any time, you can modify user information:
>>Click on the Admin tab
>>Click on the username of the appropriate user
>>Enter the correct information
>>Click on Update User
2. THE PROGRAM ADMINISTRATOR’S GUIDE – USER MANAGEMENT
9
EDITING PROFILE / REQUESTING ACCESS
The Program Administrator and Travel Arrangers have the ability to
view/edit the employee’s profile information in order to better manage their
travel arrangements. In order to view/edit the employee’s profile, access must
be requested. If access is granted, authorized travel managers for the corporation
may view and edit the employee profile.
REQUESTING ACCESS
In order to request access to the employee’s profile:
>>Click on the Admin tab
>>Click on the Request Access link next to the appropriate user
>>Confirm whether a request email should be sent.
2. THE PROGRAM ADMINISTRATOR’S GUIDE – USER MANAGEMENT
10
Note: This will generate an email requesting access to the employee’s profile
exclusively for the purposes of performing administrative functions to facilitate
travel arrangements on their behalf. The employee will be able to accept or
decline the request by clicking on a link within the email they will receive.
Privacy settings will automatically be updated based on the
employee’s selection.
Once the employee grants access to their profile, the Administrator, Travel
Arranger and Travel Agency managing the travel for the corporation will have
access to the employee’s profile, in order to facilitate travel management.
NOTE
Requesting access to the employee’s
profile will not provide a username
and password to the employee nor
will it provide them with access
to the booking tool. See Granting
Employee Access to the site [P.9].
Note: A reply notification email will be returned to the requestor advising of
the choice made.
EDIT PROFILE
The Edit Profile option beside the employee’s name will be enabled only if the
corporate employee grants access to his/her profile. In order to update the
Traveller’s profile:
>>Click on the Admin tab
>>Click on the active Edit Profile link next to the corporate Traveller.
NOTE
Edit Profile link will be enabled only
if the employee has granted access
to his/her profile.
Edit Profile link will be inactive if
the employee does not grant access
to his/her profile.
2. THE PROGRAM ADMINISTRATOR’S GUIDE – USER MANAGEMENT
11
Once the User profile is displayed, modifications can be made.
>>Update or add travel information under any of the listed tabs
>>Click on Save Profile
2. THE PROGRAM ADMINISTRATOR’S GUIDE – USER MANAGEMENT
12
DISABLING A USER
Here are the steps to disable a user’s access to the Air Canada
Corporate Rewards website if they no longer need it:
>>Click on the Admin tab
>>Check the Disabled box located next to the appropriate user
>>Click on Update User to save the changes
You can always grant the employee access again at a later date by unchecking
the Disabled box.
CREATING A TRAVEL ARRANGER PROFILE
The Travel Arranger can book flights and cars on behalf of other Travellers.
Only the Program Administrator can assign the role of Travel Arranger.
Here’s how:
>>Click on the Admin tab
>>Click on Create travel arranger, next to the appropriate user
HELPFUL TIP
As Program Administrator, you
can assign yourself the role of
Travel Arranger. This will allow
you to book on behalf of others.
Refer to [P.16] for more details.
>>Check the Select All box to enable the Travel Arranger to arrange
bookings for all employees listed, or check individual names for which
bookings can be made.
HELPFUL TIP
When you check the Select All
box, all newly added users will be
assigned to the Travel Arranger
by default.
2. THE PROGRAM ADMINISTRATOR’S GUIDE – USER MANAGEMENT
13
ACCOUNT INFORMATION
Here’s how you can view and edit your corporate account information:
>>Click on the Admin tab
>>Click on Account Details
HELPFUL TIPS
Your Air Canada Corporate Rewards account number is stored under your account information.
Only the Program Administrator
can view this information.
2. THE PROGRAM ADMINISTRATOR’S GUIDE – ACCOUNT INFORMATION
14
RUNNING REPORTS
As Program Administrator, you can run reports for all flight and car rental
bookings. Reports are available in both Excel and PDF formats.
Here’s how to run a report:
>>Click on the Admin tab.
>>Access Usage Reports
>>Select the type of reports you want to view or download
>>Click on Run Report
2. THE PROGRAM ADMINISTRATOR’S GUIDE – RUNNING REPORTS
15
3. BOOKING
TRAVEL ARRANGER – Booking on behalf of others
As Travel Arranger you are authorized to log in to your company’s
Corporate Rewards account and make travel arrangements for yourself or
on behalf of other employees.
>>Click on the Manage My Travellers tab, located at the top of the homepage
HELPFUL TIP
You must be a Travel Arranger to
book on behalf of other employees.
R
efer to [P.13] to see how to assign
the role of Travel Arranger.
>>Click on the Login link located next to the name of the employee for whom
travel needs to be arranged
>>Start booking. Refer to [P.17] for details
>>Click on Logout to quit the user set-up and return to your own profile
HELPFUL TIP
When you are booking on behalf of
others, the upper right corner of the
page changes to indicate on behalf
of which person you are booking for.
3. BOOKING – TRAVEL ARRANGER
16
TRAVELLER – Booking a flight for yourself
>>Enter your search parameters on the homepage (Book link) to start shopping
HELPFUL TIPS
If you have a Flight Pass, check
the Use My Flight Pass box to
display Flight Pass options. You will
be required to enter your Aeroplan®
number and password to proceed.
You can also shop using a
Promotion Code when applicable.
Any applicable product offered
under the Air Canada Corporate
Rewards program will display
automatically when shopping.
You can also shop using a View
fares eligible for upgrade
when applicable.
>>Select your flights
HELPFUL TIPS
Fares displayed include all applicable
discounts. 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’s codeshare and other
airline partners
• Lufthansa and Lufthansa Regional – Austrian Airlines
– Brussels Airlines
– SWISS
See additional information on [P.26].
If your company received a fare
discount as part of its threshold reward
package, the fares displayed on the
shopping page will automatically
include any applicable discount.
You will be able to view available
seating before you complete your
booking.
3. BOOKING – TRAVELLER
17
>>Select your travel options
HELPFUL TIP
Any applicable product offered
under the Air Canada Corporate Rewards program will display
automatically when shopping.
If your company received
complimentary or discounted
travel options, they will appear
as selectable travel options.
Note: Complimentary Preferred
seat are selectable on Flex fare
flights within North America that
are 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
and notifications of the trip.
>>Make your seat selection
HELPFUL TIP
Preferred seat selection is
available on flights marketed by
Air Canada that are operated by
Air Canada, Air Canada Express
and Air Canada rouge.
3. BOOKING – TRAVELLER
18
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
VIEWING AND MODIFYING BOOKINGS
This section will outline how to view and modify Corporate Rewards bookings
made using the Corporate Rewards booking tool, the call center or an online
travel management company that supports Corporate Rewards bookings.
TRAVELLER – Viewing and modifying
Corporate Rewards bookings
You may view/modify any of your Corporate Rewards bookings by following
the outlined steps below:
>>Click on My Bookings on the main navigation bar
To view/modify a booking made using the Corporate Rewards online booking tool:
>>Enter the booking reference number in the Search Bookings section on the left
>>Click on Search
3. BOOKING – VIEWING AND MODIFYING BOOKINGS, TRAVELLER
20
To view/modify a Corporate Rewards booking made via the call center or an online
travel management company that supports Corporate Rewards bookings:
>>Enter the booking reference number in the Import external booking
section on the right
>>Click on Import
NOTE
Upon sign-in, all current active
bookings you made with the
Corporate Rewards booking tool will
be listed on the home page under
My Bookings.
>>Choose the itinerary you wish to review
NOTE
Only Corporate Rewards bookings
with the account ID made using
the Air Canada Call center or on
online booking tool such as Concur,
Travelport Agencia or Maritime can
be retrieved using the Corporate
Rewards booking tool. Bookings
made through a Travel Agency’s
Global Distribution System (GDS)
are not applicable.
Note: If a booking is found and the import is successful, the external booking
information will be added to the My Bookings list, in chronological order of
departure date.
Once the requested booking is displayed, you will be able to complete any
of the following functions:
>>Select your seat
>>Add or change a flight
>>Update your Frequent Flyer information
>>Purchase travel options such as: Maple Leaf Lounge access,
Air Canada Café vouchers and On My Way service
>>Cancel your reservation
>>Request an upgrade
>>Name / rename your itinerary
>>Print / Email your itinerary
>>Export your itinerary to your calendar (Outlook)
HELPFUL TIP
To add a car reservation to your
booking, click on Add a Car.
3. BOOKING – VIEWING AND MODIFYING BOOKINGS, TRAVELLER
21
TRAVEL ARRANGER – Viewing and modifying
Corporate Rewards bookings
As a Travel Arranger, you may view/modify Corporate Rewards bookings made
for any of the employees you manage by following the outlined steps below:
>>Click on the Manage My Travellers tab
To view/modify a booking made using the Corporate Rewards booking tool:
>>Enter the booking reference number in the Search Bookings section on
the left or Select the Advanced Search link for additional ways to search
for a booking
>>Click on Search
Or
To view/modify a Corporate Rewards bookings made via the
call center or an online travel management company that support
Corporate Rewards bookings:
>>Enter the booking reference number in the Import external booking
section on the right.
>>Click on Import
3. BOOKING – VIEWING AND MODIFYING BOOKINGS, TRAVEL ARRANGER
22
>>Click on View Booking next to the booking needed
Once the requested booking is displayed, you will be able to complete any
of the following functions:
>>Select your seat
>>Add or change a flight
>>Update your Frequent Flyer number
>>Purchase optional options such as: Maple Leaf Lounge access,
Air Canada Café vouchers and On My Way service.
>>Cancel your reservation
>>Request an upgrade
>>Name/rename your itinerary
>>Print/email your itinerary
>>Export your itinerary to your calendar (Outlook)
3. BOOKING – VIEWING AND MODIFYING BOOKINGS, TRAVEL ARRANGER
23
4. INDIVIDUAL SETTINGS
CREATING A PROFILE
As a user, you can create your individual profile to store your personal information
and travel preferences.
>>Click on My Profile from the main menu bar
>>Enter all of the required information
>>Click on Save Profile
HELPFUL TIP
Minimize the risk of misidentification
when travelling by adding your
Redress Number or Known Traveler
Number to the personal data tab
of your profile.
By Checking the Privacy Option: “Allow authorized people to view
and edit my profile information”, you will grant the corporation’s travel
managers (Program Administrator, Corporate Officer/Travel Agency
and Travel Arranger) access to view/edit your travel profile in order to better
manage all your corporate travel arrangements.
CHANGING YOUR PASSWORD
You can change your password at any time by selecting Change Password
at the top right of the homepage.
4. INDIVIDUAL SETTINGS – CREATING A PROFILE, CHANGING YOUR PASSWORD
24
CUSTOMIZING LOCATIONS
This feature allows you to customize the locations of your departure and
arrival cities.
>>Click on Custom Locations from the main menu bar
>>Click on Add New to add a new Point of Interest
>>Add the location name, address and airport code
>>Click on Save All to save your changes
HELPFUL TIPS
From the homepage, click on
the star icon next to the field of
Leaving from or Going to to
select your custom location when
making a booking.
4. INDIVIDUAL SETTINGS – CUSTOMIZING LOCATIONS
25
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 (AC flights operated by Other Airlines)
Lufthansa Group:
• Lufthansa and Lufthansa Regional (operated by Air Dolomiti, Eurowings and Germanwings)
• Austrian Airlines (including Tyrolean airways when marketed by Austrian)
• Brussels Airlines
• SWISS
>>NOTE: Discounts on flights to and from India, Europe, the Middle East and Africa 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 your company’s account for tracking, add the Air Canada Corporate Rewards account number in the client
identifier field on the purchase page.
>>NOTE: Flight Passes that were purchased PRIOR to enrollment are not eligible for revenue tracking. You can still
access your Flight Pass through the Air Canada Corporate Rewards online tool and make a booking using your credits.
TECHNICAL SUPPORT
Our technical support team will be happy to assist with any issues you may encounter while using our online tool.
Call our dedicated line at 1-888-335-4189 from 6 a.m. to 2 a.m., 7 days a week or send an email to
[email protected]
5. ADDITIONAL INFORMATION
26
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement