AXUS Step-by-Step Instructions for Travel Consultants

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1 AXUS Step-by-Step Instructions for Travel Consultants To Sign Up: - Go to and select Sign Up in the upper-right corner. - Complete the corresponding fields in Steps 1, 2, and 3. In Step 3, you ll be prompted to add users/buy seats. Our pricing model is tiered, so the subscription cost varies based on the size of the agency. - Add any promo codes or voucher numbers here to see a credit in the total. - For your convenience, we ll automatically charge the credit card provided for the plan you selected on a monthly/annual basis. To cancel service, simply support@axustravelapp.com Once you ve created your account To Log In: - Go to and select Log In in the upper-right corner. - Enter your address and password, then click the green Log In button, which should take you to the Advisor Console that can be branded with your agency s logo and colors. Once Inside the AXUS Website/Advisor Console Edit Profile: - Hover over your name in the upper-right, and then select Profile from the dropdown. - Here you ll be able to amend your parsing prefix, upload your logo, and select your agency s accent color. Be sure to hit Save so the personalization is stored. ** Note: Your parsing prefix refers to a custom address that you will use to forward confirmations/clientbase itineraries to AXUS so they can be added as bookings or itineraries within the application. **Changes to the color and logo will carry through to all users who share the same account.** 1

2 **Like any address, your parsing prefix must be unique. And naturally, the shorter the better!** - ClientBase Vendor profiles can also be uploaded in this Edit Profile area. Simply select Import Vendor Profiles. Here you ll find step-by-step instructions to successfully import. Should you experience any difficulties, simply support@axustravelapp.com and our dedicated support team will reach out to assist! To Add a Traveler Travelers main menu item: - Click the Travelers tab from the main menu (between Advisors and Itineraries), and then New Traveler. - You will then be prompted to enter his/her first name, last name, address, and phone number. Once finished, select Save Traveler. 2

3 Additional Info: - Traveler Invitation to download AXUS: The first time you publish an itinerary, the Traveler(s) assigned to that itinerary will receive a welcome from your address that prompts them to download AXUS Travel LLC in the App Store and enter their AXUS Code (included in the ) If your Traveler(s) accidentally delete the welcome , navigate to the Travelers main menu item and click Resend Invite next to their name. - View all travel history for a Traveler by selecting View Itineraries next to their name. - To update Traveler contact details, simply select Edit and Save. - Finally, x will delete the Traveler and all of their itineraries from AXUS. To Create Itineraries Itineraries main menu item: - You can add itineraries directly to the AXUS web page, you can forward Client Base Res Cards to your parsing and you can import entire Classic Vacations itineraries into AXUS. ing ClientBase Res Card Itineraries: To add itineraries via your custom parsing , simply forward a ClientBase Res Card to your parsing address (found in your profile by hovering over your name, then clicking Profile ) and it will create a new Unpublished itinerary. **Though the itinerary name, dates, and travelers will transfer from ClientBase, you will still need to select an image for your itinerary.** To add an image to an itinerary: Click on Edit Itinerary (the icon that looks like a gear). Then Find Image for Itinerary. 3

4 If you elect to use Google Images, once you have your search results, select Search Tools from the menu -> Size -> Large. Click on the image you wish to use so that it loads, right click on the image and select copy image URL. Return to the AXUS site and use the paste function (Ctrl+V or command+v) in the Image URL field). **If you do not assign a photo to the itinerary, your logo will display as the default image.** Creating Itineraries Manually: To add itineraries directly to the AXUS web page, navigate to Itineraries in the main menu and select New Itinerary. You will be prompted to complete four fields: 1) itinerary name 2) start date 3) end date 4) an image to correspond with your itinerary through the link provided (see instructions above titled To add an image to an itinerary ) Importing Classic Vacations Itineraries: In order to import entire Classic Vacations itineraries or bookings into AXUS we first need to establish a connection between your AXUS profile and your Classic Vacations profile. - Begin by selecting the Vendors Tab and clicking on Connect To Classic Vacations. - You will be prompted to enter your Classic Vacations login information (ARC, User Name, Password) - Select the Grant tab to connect your Classic Vacations profile to AXUS. So long as this import utility is used regularly, the connection will remain active. When unused for more than five days, a connection will need to be reestablished for security purposes. 4

5 After the connection has been established, you are now ready to import entire Classic Vacations itineraries and/or bookings into existing AXUS itineraries. In order to import an entire Classic Vacations itinerary into AXUS: - Select the Import Itinerary option from the Itineraries main page - Enter in your Classic Vacations Booking ID. 5

6 After entering in the Classic Vacations Booking ID, selecting Import Itinerary and the details will pull directly into AXUS as a new Unpublished itinerary using the last name(s) and destination as the itinerary name. *The Classic Vacations import will add the traveler s names. However, if you have not imported your ClientBase leisure profiles or added the traveler(s) to AXUS previously, please check to ensure their is included in their traveler profile otherwise they will not receive their AXUS Welcome which contains their AXUS ID. *When importing from Classic Vacations, some of the booking information may be placed into the Notes section if a corresponding field cannot be readily matched. For example, check-in and checkout times may show up in the Notes section and simply need to be entered manually in the proper fields. 6

7 - Once you have chosen your method for creating an itinerary, the itinerary will then appear in the Itineraries section. - Next step is adding travelers and assigning an advisor (both icons on the right side of the itinerary). **If you d like to be able to view your client s itinerary on your iphone or ipad, simply add yourself as a Traveler!** Add Bookings to Itineraries: Again, this can be done a number of different ways: 1) a Res Card itinerary to your unique parsing address: Itineraries should be ed from within the Res Card in the format Itinerary no Pricing. Proofread the itinerary to ensure all fields populated correctly, and then select Publish, which will push the information to the application. 2) vendor-generated confirmations (from the hotel and/or airline) to your unique parsing address: If a booking has been added via , you must assign the booking to a particular itinerary. Open the itinerary, then click Assign Booking and you will see a list of available bookings that have not yet been associated with a particular itinerary. Proof prior to assigning the booking to an itinerary. Once ready, select the itinerary name and click Update Bookings. 3) You can manually create booking details by selecting the type of booking, completing the fields, and clicking Save. 4) Importing Classic Vacation Bookings into a current AXUS itinerary: If you already have an itinerary with booking in AXUS and wish to include additional bookings from Classic Vacations you can easily do so! - Click into the AXUS itinerary that you wish to add the CV bookings to - Select the Import Bookings tab - Enter in the Classic ID number and select import: 7

8 You should now see that the Classic Vacations bookings have been integrated into the existing AXUS itinerary. As with any parsed or imported information, please double check for accuracy to ensure all the details are in the proper fields. Additional Info: - Easily add passengers or segments to a flight at the bottom. - Consortia-specific hotels auto-populate with static details like address, phone number, website, amenities, etc. - A memory is built in the concierge field, so once a vendor (like a restaurant, golf course, spa, etc.) has been entered once, the static fields will auto-populate. - An image can be added to each booking. Either upload a personal file/photo or insert a.jpeg URL to add color and context to the itinerary. Get creative by adding video links, route maps, or even a photo of the Travelers! Attaching Supporting Documents: This tool allows you to easily attach documents (e-tickets, visa approval letters, passport copies), which are viewable in the traveler s mobile application without internet connection. - From within the itinerary view below bookings and above the messaging lives the Supporting Documents function. - Simply click the Upload button to attach documents. Files must be a PDF, JPG, PNG or GIF file (no larger than 10MB per file). After the itinerary is Published the travelers will be able to view the files by selecting the Documents icon within the itinerary as shown below: 8

9 Publish completed itineraries: Itineraries main menu - Once you have assigned a Traveler and at least one Booking to a particular Itinerary, you may Publish it, which pushes the details through to the AXUS traveler application and makes the itinerary available to the traveler. Simply click on the itinerary name and then select Publish from the dropdown. Creating a PDF: Inside the itinerary, click Generate PDF and you ll see all of the images and booking details carry through along with your agency logo, advisor level personalization, and an introductory overview summarizing the itinerary. **Any changes made to bookings will automatically reflect in the app and PDF.** Quick Search Tip: To quickly find a Traveler, go to the Travelers section and then use Ctrl+F (if using a Windows computer) or Command+F (if using a Mac) and then start typing the client s name. You will see the matching client names highlighted in the page. Use the arrows provided in the search function to move between matching clients. Use the same tip to find a particular Advisor or Itinerary in those sections. Training/Support: Training videos, FAQs, and other support documentation can be found in the AXUS Website/Advisor Console under the Support tab in the dropdown menu under your name. 9

10 Inside the AXUS application View Itineraries in the AXUS application: - Instruct your Traveler to go to the App Store and download AXUS Travel LLC. The application is free of charge to your clients/travelers, and is only currently available for iphones and ipads (ios devices). - Once the app downloads and opens, the Traveler will be prompted for their AXUS Code. This is a randomly generated six-digit code included in the Welcome , and found next to their name under Travelers in the AXUS website/advisor Console. Without entering this code, as a security measure, the app will remain on the landing page and will not display their itineraries. - Itineraries and their respective bookings are displayed in chronological order. - AXUS will automatically default to the current date when the Traveler views the itinerary in destination, thereby preventing unnecessary scrolling. - When changes are made to a booking before or during travel, a push notification is automatically generated notifying the Traveler(s) of the booking type, the corresponding date, and the itinerary name so they can easily reference the updated information. - Once the travel date has passed, the itinerary moves below all active itineraries. The name becomes gray and the image disappears, but all of the details are still accessible. Adding Bookings: - Travelers can add their own independently arranged bookings to an itinerary by selecting the + icon in the top-right corner of the itinerary overview. - **The Traveler can only name the activity and add the date, time, and notes. This provides the Advisor with a comprehensive overview of the experience in destination, but does not encumber them with adding ancillary information like babysitting, coffee dates, etc.** 10

11 Messages: Travelers can communicate with their Advisor and other Travelers who share the same itinerary through the Messaging functionality inside the app. - When the Traveler posts a Message, the Advisor is notified in two ways 1) via 2) via a notice in the AXUS Website/Advisor Console Notification center 11

12 - To reply to a message, simply type in the Messages field within the itinerary (below all bookings). Other Reminders: - The itinerary will display in the app without an Internet connection, but updates and changes can only be loaded with a connection. - All phone numbers, addresses, and websites included in an itinerary are active links and rely on cellular service or a WiFi connection. - Any changes made to an itinerary will immediately generate a push notification to the traveler. The notification will identify the itinerary, activity, and date so the Traveler can easily reference the change. Should you have any additional questions, need to report bugs, or wish to share ideas for future features, please support@axustravelapp.com 12