user guide - Air Canada

user guide - Air Canada
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
1. GETTING STARTED – TOOL OVERVIEW
B
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
The Program Administrator is the company’s designated employee
responsible for managing the corporate account and will receive important
information and updates. The Program Administrator and the designated
Travel Agent, have the ability to:
>>Add employees / edit employee information
If the Administrator is also
identified as a Travel Arranger,
he/she will have the ability to
make bookings on behalf of others.
Please note, as the designated
Travel Agent, you are automatically
assigned as an Administrator
and Travel Arranger for the
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
The Travel Arranger is an employee authorized to log in and make
travel arrangements for themselves or on behalf of other employees,
also known as Travellers.
PLEASE NOTE
As the designated Travel Agent,
you are automatically assigned as an
Administrator and Travel Arranger
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.
To create multiple users, click on Load Users and import the information
from a .csv file.
IMPORTANT
•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].
PLEASE NOTE
For complete steps, view the help file
under the Load Users link.
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 on
Reset All Passwords.
The newly added Traveller will then receive an email with a temporary
password and a link to access the site. The employee can change their
password after they log in. You will always have full access to bookings made
by Travellers.
2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS
9
REQUEST ACCESS
You have the ability to view and edit travel profile information so you can
better manage travel arrangements for your corporate travellers. In order to
edit the corporate employee’s profile, access must be requested and granted.
REQUESTING ACCESS TO EDIT TRAVELLER’S PROFILE
Follow the steps below in order to request access to an employee’s profile.
>>Click on Admin Sites tab
>>Click on the appropriate corporate account
>>Click on Request Access next to traveller’s name
>>Click on Send Email to send request to the traveller
Note: This will auto-generate an email requesting access to the employee’s
profile exclusively for the purposes of performing administrative functions
facilitating travel arrangements on their behalf. The employee will be able to
accept or decline the request by clicking on a link within the received email.
2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS
10
The requestor will receive a reply email from the employee after they have
selected from the available options. The Edit Profile access will also be
displayed based on the selection made.
The Edit Profile link beside the corporate employee’s name will be enabled
only if the corporate employee grants access to his/her profile.
If the employee does not grant access to his/her profile, the Edit Profile
link will be inactive and a warning message will display advising that
his/her profile’s privacy settings do not allow others to view or edit their
profile information.
EDIT PROFILE
Once access to the profile is granted by the employee, follow these steps to
update his/her profile:
>>Click on Admin Sites tab
>>Select applicable corporate account
NOTE
Requesting access to a corporate
employee profile will not provide
him/her with a username or
password to access the Corporate
Rewards tool. See section: Granting
Employees Access to the site. [P.9]
>>Click on the active Edit Profile link next to the appropriate employee
2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS
11
Once the user profile is displayed, modifications can be made.
>>Update or add travel information for the corporate employee under any of
the listed tabs
>>Click on Save to keep updates.
2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS
12
CREATING A TRAVEL ARRANGER
You can assign a Travel Arranger role function to employees within the
corporate account. The Travel Arranger can book flights or cars on behalf
of other Travellers. The Program Administrator can also be assigned a
Travel Arranger role.
To do so, follow the steps below:
HELPFUL TIP
Travel Arrangers are designated
employees that can book travels
for themselves as well as for other
registered employees. As the
designated Travel Agent, you will
always have access to these bookings.
>>Click on Admin Sites
>>Click on the appropriate corporate account
>>Click on the Create Travel Arranger link next to the appropriate user
>>Check which employees the Travel Arranger can make bookings
for and Save
HELPFUL TIP
Check Select All to enable bookings
for all listed employees, or select
individual names for which bookings
can be made.
2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS
13
ACCOUNT INFORMATION
This section will outline how to view, edit and retrieve corporate information
including the company’s Air Canada Corporate Rewards account number
provided at the time of enrollment.
>>Click on Admin Sites
>>Click on the appropriate corporate account
>>Click on Account Details
HELPFUL TIPS
Your corporate customer’s
Air Canada Corporate Rewards
account number is stored on the
Site Administration page and in
the Account Details page.
Only an Administrator or the
designated Travel Agency can view the
information recorded in this section.
2. ACCOUNT ADMIN – ACCOUNT INFORMATION
14
EDIT USER
You can search for an employee under a specific company account in order
to update his/her account information by clicking on the Edit User tab at
the top of the page.
The following information can be edited by the Program Administrator or
the designated Travel Agent:
>>First, Middle and Last Name
>>Email address
>>Password
>>Aeroplan Number
>>Locale (set preferred language)
>>Administrative Rights: Administrator, Travel Arranger, Traveller
To do so, follow the steps below:
>>Click on Edit User
>>Perform a search with the last name of the user you are looking for. If you
have 2 or more users with the same surname, the search will return a name
list and you can make the appropriate selection.
>>Click on Edit User next to the appropriate user to access and modify
his/her account information
HELPFUL TIPS
You can do a basic search with the
last name of the user, or use the
Advanced Search option.
By typing a * in the search box
and clicking on Search, a list of
all users will be displayed.
2. ACCOUNT ADMIN – EDIT USER
15
DISABLING A USER
If a user no longer needs to be registered in the Air Canada Corporate Rewards
program, you can deactivate the user’s access by following the steps below:
>>Click on Admin Sites
>>Click on the appropriate corporate account
>>Check the Disabled box next to the appropriate user
>>Click on Update User to save the changes
HELPFUL TIPS
Access can be reinstated by
unchecking the same box.
CLAIM CORPORATE ACCOUNT
When companies enroll in the Air Canada Corporate Rewards program directly
from aircanada.com and enter their Travel Management Company/Agency
in the Agency Information section at the time of enrollment, Air Canada will
automatically notify the designated travel agency by email. This email will include
an authorization code and advise that a corporate account has indicated your
agency is the designated Agency of Record associated with the account. You may
then log in to the Air Canada Corporate Rewards Travel Agent online tool to claim
that corporate customer and add it to your list of corporate accounts.
To do so, follow the steps below:
>>Upon receipt of the Agency Request email, access the Travel Agent
Corporate Rewards online tool
>>Click on Claim Corporate Account
>>Enter your email address and the Authorization Code provided in the email
and Click on Continue
2. ACCOUNT ADMIN – CLAIM CORPORATE ACCOUNT
16
3. BOOKING
BOOKING A FLIGHT
After creating a corporate account and adding all employees, you can start
arranging travel on behalf of your corporate customers.
>>Click on Book Travel on the main navigation bar
>>Search for the corporate user or company for whom you need to book travel
>>Click on the Book Travel link next to the appropriate employee
to start booking
HELPFUL TIPS
You can do a basic search with the
last name of the user, or use the
Advanced Search options.
By typing an * in the search box
and clicking on Search, a list of all
the travellers/employes will display.
>>Enter your search parameters to start shopping
HELPFUL TIPS
When you are booking on behalf of
an employee, his/her name will be
displayed at the upper right corner
of the page.
If your corporate customer has
a Flight Pass, check the Use My
Flight Pass option in the search
box to display Flight Pass options.
You can also shop using a
promotional code when
applicable.
Any applicable product offered
under the Air Canada Corporate
Rewards program will be displayed
automatically when shopping.
You can also shop using a
View fares eligible for upgrade
when applicable.
3. BOOKING – BOOKING A FLIGHT
17
>>Select your flights
HELPFUL TIP
Fares displayed include all applicable
discounts. In addition to Air Canada,
Air Canada rouge and Air Canada
Express, you will have the option to
book travel on select markets with:
•A
ir Canada’s codeshare and other
airline partners
•L
ufthansa and Lufthansa Regional – Austrian
– Brussels Airlines
– SWISS
See [P.24] for more details.
You will be able to view available
seats on Air Canada, Air Canada
rouge and Air Canada Express flights
before confirming flight booking.
>>Select your travel options
HELPFUL TIP
If the company you are making
travel arrangements for has received
complimentary or discounted travel
options they will appear as selectable
travel options.
Note: Complimentary Preferred
seats can be selected when
using a Flex fare for travel within
North America on flights 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
of the trip.
3. BOOKING – BOOKING A FLIGHT
18
>>Make your seat selection
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
VIEW AND MODIFY BOOKINGS
You have the ability to view and modify Corporate Rewards bookings
made using:
>>The Corporate Rewards online booking tool;
>>ac2u partners external online booking vendors which support
Corporate Rewards bookings (the booking must contain Corporate
Rewards Account ID)
>>The Air Canada Corporate Rewards dedicated support line.
To do so:
>>Click on Manage My Bookings on the main navigation bar
>>Find an existing booking made on the Corporate Rewards booking tool
by entering the booking reference in the Search Bookings section and
click on Search
>>Click on Select next to the booking you wish to view or modify
HELPFUL TIPS
Enter * to display all current
bookings.
You can refine your search by
clicking on Advanced Search.
>>Find an existing booking made through the call center or ac2u partners by
entering the booking reference in the Import external booking section
and click on Import.
3. BOOKING – VIEW AND MODIFY BOOKINGS
20
Once the requested booking is displayed, you will be able to complete any
of the following functions:
>>Cancel your reservation
>>Add a car rental
>>Name/Rename your itinerary
>>Print/Email your itinerary
>>Select seats
>>Request an upgrade
>>Add Frequent Flyer information
>>Add/Change flights
>>Purchase additional services, i.e. Maple Leaf™ Lounge access, Air Canada
Café meal vouchers, seat selection and On My Way™ service.
Note: External bookings made with the Air Canada Corporate Rewards
dedicated support line must contain the account number (PN#) in a protected
remark in order to be retrieved.
HELPFUL TIPS
Only Corporate Rewards bookings
with the account ID made using
the Air Canada Call center or online
booking tools such as Concur,
Travelport Agencia or Maritime can
be retrieved using the Corporate
Rewards booking tool. Global
Distribution System (GDS) bookings
are not applicable.
HELPFUL TIP
To add a car reservation to your
booking, click on Add a Car.
3. BOOKING – VIEW AND MODIFY BOOKINGS
21
4. AGENT ADMIN
AGENCY INFO
This section allows you to enter your office support hours of operation,
phone number, and email information.
When Travellers are on the Air Canada Corporate Rewards online tool and
click on the Contact Us menu, they will see the support information you
have saved. Travellers can email your pre-designated support email address
or call the agency directly.
To view or modify your agency support information click on Agency Info
on the right menu.
HELPFUL TIPS
When your Corporate Rewards
customer logs in and clicks on
the Contact Us link, your contact
information will be displayed.
4. AGENT ADMIN – AGENCY INFO
22
POST-BOOKING PREFERENCES
This section allows you to turn certain features on or off, and to manage the
booking after the ticket is issued. The configuration settings you select will
apply to all corporate accounts managed by your agency.
Checked items in Post-Booking Settings indicate that the features are
activated for the corporate accounts. You can uncheck any features to
deactivate them.
To configure the Post-Booking Settings, click on Post-booking
Preferences on the left menu.
HELPFUL TIPS
This setting will apply for all
your registered Corporate Rewards
accounts.
REPORTS
You can run reports for all air and car transactions at the IATA/ARC level for all
your registered Corporate Rewards accounts, or for specific accounts using the
filters below. Reports are available in both Excel and PDF formats.
>>Click on Reports
>>Click on the dropdown menu to select the appropriate corporate account
>>Select the type of reports you want to view or download
>>Click on Run Report
HELPFUL TIPS
You may run a report for bookings
related to a specific corporate
account or Select all to generate
a report of bookings for all your
registered corporate accounts.
Note: Only bookings made using
the Corporate Rewards online tool
will be reflected in the reports.
4. AGENT ADMIN – POST-BOOKING PREFERENCES, REPORTS
23
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 flights
(Flights that have an Air Canada flight number but are 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
ote: Discounts on Lufthansa Group flights are available only to Canadian corporations or US corporations
N
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 the corporate account for tracking, add the Air Canada Corporate Rewards account number in the
client identifier field on the purchase page.
>>Flight Passes that were purchased PRIOR to enrollment are not eligible for revenue tracking. You can still access
your Flight Pass in the Air Canada Corporate Rewards online tool and make a booking using your credits.
TECHNICAL SUPPORT
There is a technical support line for Air Canada Corporate Rewards. Companies can access technical support
through a dedicated line at 1 888 335-4189 from 6 a.m. to 2 a.m., 7 days a week or by email at
[email protected]
5. ADDITIONAL INFORMATION
24
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