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 us to turn off the feature flag under Distribution Channel > Nezasa-Only tab > General > Agency Management Enabled.
How to Create a Travel Agency
Navigate to Settings.
Click on Travel Agencies under the User Management section.
Click the Add Travel Agency button.
Select the associated Distribution Channel.
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.
Mark the agency as active.
Enter the required fields for Short name and Legal name (*required).
Provide the Admin Email (*required).
Choose the primary communication language for the agency.
Enter the agency's IATA Number (optional).
Click Save to create the new agency.
After saving, you will be directed to the Company Profile tab, where additional settings become available.
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.
Go to the Branches tab.
Click on Add a new branch.
Check the Main Branch box if this is the primary branch.
Fill in the details:
Phone number
Email (*required)
Skype ID
Postal Address details
Note: The phone number and email address maintained for the travel agency can be displayed in Customer Care from the itinerary context. When an itinerary is associated with the travel agency, the information pop-up next to the agent or agency name shows these contact details.
Click Save to store the branch information.
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.
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.
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.
Payment
Configure agency-specific payment options for settings that support agency-level overrides. 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.
Down Payment
Default: Uses the distribution channel configuration.
Disabled: Disables down payment for this agency.
Enabled: Allows definition of down payment percentage and threshold.
Note: Agency down payment settings apply to percentage-based down payment configuration. If a fixed down payment is configured on the Distribution Channel, travel agency settings do not override the fixed deposit calculation.
Important:
Settings here override distribution channel configurations only where agency-level payment overrides are supported. They do not override fixed down payment calculation configured on the Distribution Channel.
External References
External References link travel agency data in external systems via TripBuilder APIs,
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.
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.
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.
This association also determines when agency contact information is available from the itinerary context in Customer Care.
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 generated Proposal Documentation and Travel Documentation for itineraries associated with a travel agency. When enabled, the generated document can show the agency's logo and contact details.
The itinerary must be associated with the travel agency for its contact details and branding to appear in the generated document. Depending on the document configuration, the travel document may still keep the standard heading or layout, including wording such as "Your Tour Operator", while the contact block and branding switch according to configuration.
Travel-agency logo and contact setup does not control the Send to Customer email sender address, sender legal name, email logo, or footer. These email branding elements are configured on the Distribution Channel.
To enable this feature:
Go to Settings.
Select the appropriate Distribution Channel under the TripBuilder Distribution Channels section.
Click on the Documents tab.
In the section Shared Configurations > Chapter "Contact Information", enable/disable the Use Travel Agency Branding feature.
Setup checks:
Maintain the agency logo and branch contact details on the travel agency profile.
Confirm that the itinerary is assigned to the relevant travel agency.
Enable agency branding for travel documentation where applicable.
Review Distribution Channel email branding for Send to Customer emails.
For document contact display settings, see Travel Documentation: Contact Information.
Example: