1 corporate rewards travel agency YOUR TOOL TRAVEL AGENCY USER GUIDE

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1 1 YOUR TOOL TRAVEL AGENCY USER GUIDE AIR CANADA CORPORATE REWARDS MANAGEMENT TOOL USER MANUAL 2016

2 2 USER GUIDE TABLE OF CONTENTS WELCOME Program benefits Program user roles Main menu overview Dashboard overview 1.ACCOUNT Set up your account and settings 2.DIVISION Organize your account into multiple Divisions 3.TRAVELLERS Create and setup your Travellers profiles 4.REPORTS Run your reports 5.BOOKING Book flight and car

3 WELCOME TO THE AIR CANADA CORPORATE REWARDS PROGRAM 3 This User Manual is designed to assist you to get to know the Air Canada Corporate Rewards platform better. PROGRAM BENEFITS Members can enjoy exclusive offers from day one, which can be shared throughout the company and are in addition to the Aeroplan Miles. Discounts on Air Canada and partner airlines flights*; Complimentary and discounted services on Preferred seat selection and Air Canada Maple Leaf Lounge access; Complimentary eupgrade Credits; Exclusive promotional offers from day one; Car rental Corporate rates in partnership with Avis and Budget ; Exclusive online tool to book and manage business travel expenses; Dedicated support via and phone line. Visit the Rewards section online to view the full details on how to earn and track your benefits as your company gets started on the program. * Partner airlines include: Lufthansa, Austrian Airlines, Brussels Airlines and SWISS, United Airlines, United Express, All Nippon Airways, Air New Zealand and Avianca and Avianca Brazil. Conditions may apply. Please see full reward terms and conditions for eligible flights and routes on our website aircanada.com/corporaterewards

4 4 PROGRAM USER ROLES The registered Corporate Rewards program s Travellers may have any of the following roles: PROGRAM ADMINISTRATOR Can assign role, add and edit profiles. The Program Administrator is a company employee designated to manage the overall Corporate Rewards Account. The Program Administrator included in the enrollment form is by default the designated Primary Corporate Contact, and will receive all important notifications pertaining to the program. The Program Administrator has the highest authority and can perform all administrative functions and configure the entire Corporate Account and respective Divisions. DIVISION ADMINISTRATOR Can assign role, add and edit profiles. The Division Administrator is assigned by the Program Administrator(s) and has the same role functions as the Program Administrator for their managed Divisions. DIVISION ADMINISTRATOR DIVISION ADMINISTRATOR TRAVELLER TRAVELLER TRAVEL ARRANGER Can edit profile and book travel. The Travel Arranger role is assigned by a Program or Division Administrator and is authorized to book travel for other registered Travellers, with one or more Divisions. TRAVELLER TRAVELLER TRAVELLER Program or Division Administrators are responsible for registering all Travellers. Once added, they automatically have the Traveller role. Travellers will have access to the Corporate Rewards site only once the Program or Division Administrator grants them access. A Traveller can book their travel as well as manage their travel profile. They may also grant profile access to the Account s applicable Administrators and Traveller Arrangers to facilitate their travel arrangements.

5 5 TRAVEL AGENCY As a Travel Agency, you have access to a Dashboard that gives you access to manage your companies, travellers, and bookings. You can also Enroll a new account by simply clicking on the Get Started link (shown below.) Please note that there are 3 different ways to manage a corporate account depending on the access you have, you may skip to a specific section: If you enrolled the company and are by default the Program Administrator setting up the Account (see Chapter 1//Account); If you have been invited to manage the account as a Program Administror by the company (see Chapter 2//Divisions); If you have been assigned as a Division Administrator with access to a specific Division (see section 2.2//Tracking Codes). DASHBOARD OVERVIEW Our dedicated support line will be happy to assist with any online or program related queries. Call our dedicated line at from 6 a.m. to 12 a.m. EST, 7 days a week or send us an to corporaterewards@aircanada.ca

6 FLOW OVERVIEW ACCOUNT Chapter 1 Set up your account and settings What is your Account all about? p.8 Who manages your Account and Travel? p.9 Set your Tracking Codes for future Reports. p.9 Who is your main Contact? p.10 Set up your Payment Options at an Account level. p.10 Chapter >> Chapter 2 Organize into multiple divisions What are Divisions? p.12 How to Add, Edit and Delete Divisions. p.12 Who will be managing each Division? p.13 Set your Tracking Codes at a Division level for more thorough results. p.13 Set up your Payment Options for each Division. p.14 Chapter 5 Book flight and car Chapter 4 Run your reports Booking as a Travel Arranger. p.25 REPORTS DIVISIONS How to run a Report. p.23 BOOKING Book and modify a flight. p.26 Booking a car. p.26 TRAVELLERS 6 3 Create and setup your Traveller profiles How to Add Travellers. p.17 Assign your Travellers a Role. p.18 Assign your Travellers to Divisions. p.19 Set up a Payment Option for your Travellers. p.19 Request Access to Traveller Profile. p.20 Enable, Disable and Delete Traveller Access. p.21 Edit Traveller Details. p.21

7 7 CHAPTER 1 ACCOUNT What is your Account all about? p.8 Who manages your Account and Travel? p.9 Set your Tracking Codes for future Reports. p.9 Who is your main Contact? p.10 Set up your Payment Options at an Account level. p.10

8 This chapter is only relevant to you if you have enrolled the company, you are the sole agency registered to the Corporate Rewards account, and you manage all of the Divisions. This means that by default, you have the Program Administrator access for the Entire Account. 8 1 // ACCOUNT The Account section allows you to view, edit and add key information for the Corporate Account. This includes the company s profile, setting the Travel Management with the option to add a Travel Agency, create expense Tracking Codes for the Account as well as update the Primary Corporate Contact information who will receive all important notifications pertaining to the program. > Click on the Admin tab; > Click on the Companies tab from the dropdown menu; > Select the company you would like to manage; > Click on the Account tab in the company s sub-menu options. Details section includes the company s address, contact information, Corporate identification number and program memberships for car rental. Settings section will allow you to manage your business travel or invite an Agency to manage your Account. Corporate Contact section includes the company s primary Program Administrator s contact information. It also identifies who will receive all notifications pertaining to the program. Tracking Codes section allows you to create and assign expense tracking codes for all your business travel to easily manage expenses.

9 9 1.1 // ACCOUNT SETTINGS This section is only applicable to the Program Administrators for Account travel management set up. A Corporation can select the option to manage its business travel or invite a Travel Agency. When there is more than one Travel Agency for the Account, the Program or Division Administrator must apply the Travel Management Settings at the Division level. This setting can be done at an Account or Division level. When completed at the Division level, the Travel Agency will only have access to this respective Division. 1.2 // ACCOUNT TRACKING CODES Add a Tracking Code to track the company s booking expenses by entering a project name, a department ID or other internal tracking number or code. To Add a Tracking Code: > Select the Tracking Codes tab from the Manage this Account submenu; > Click on Add an Internal Tracking Code located under the page title; > Enter a Tracking Code; > Click on Submit. To Delete a Tracking Code: > Select the Tracking Codes tab from the Manage this Account submenu; > Select the applicable Tracking Code by clicking the check box next to the tracking code in the table; > Select the Delete tab in the Select dropdown menu and Click on GO.

10 // ACCOUNT PRIMARY CORPORATE CONTACT The Agency ID listed in the account Settings and the Primary Corporate Contact of the Account will receive all program communication and updates. To change the primary corporate contact, click on Corporate Contact, and fill out the fields provided. You can have more than one Program Administrator in the program; however, the Primary Corporate Contact must be an employee of the company. The Primary Corporate Contact can only be updated by a Program Administrator and the replacement contact must be a registered Program Administrator. 1.4 // ACCOUNT PAYMENT OPTIONS The Payment Option at the Account level allows the Program Administrator to create and assign a Corporate credit card as a Payment Option for all or select Divisions of the Account. Any modifications will apply to all linked Divisions and Travellers. To Add an Account Payment Option: > Click on the Payment tab in the company s sub-menu options; > Click on the Add a new card link located below the Manage Payment Options title; > Complete the required information; > Click on Save. Once you have created your Divisions, you may assign Payment Options to your Divisions. You may also assign Payment Options to select Travellers at the Division level. To Delete an Account Payment Option: > Check the box next to the applicable Corporate Card found in the Payment Option table; > Select the Delete option in the Select dropdown menu and Click on Go. To Edit an Account Payment Option: > Select the Payment Option requiring editing from the table by Clicking on the card name; > Edit the Account payment details and Click on Save. Card numbers can only be added or deleted,not edited. Only card expiration date and name can be modified.

11 11 CHAPTER 2 DIVISIONS What are Divisions? p.12 How to Add, Edit and Delete Divisions. p.12 Who will be managing each Division? p.13 Set Tracking Codes at a Division level for thorough results. p.13 Set up your Payment Options for each Division. p.14

12 Ce chapitre ne vous concerne que si vous avez été invité comme administrateur de programme par la société enregistrée. Cette section vous aidera à organiser le compte dans plusieurs divisions auxquelles vous pouvez ensuite personnaliser avec Options de paiement, Codes de suivi, Voyageurs et rapports // DIVISIONS The Division section offers the ability to create a logical grouping of your business travel by subsidiaries, specific departments or by office location. This feature will allow Corporations to create Divisions with unique configurations and a select group of Travellers. Only Program and Divisions Administrators have access to add and modify Divisions. Once you have created your Divisions, you may assign Payment Options to your Divisions. You may also assign Payment Options to select Travellers at the Division level. > Click on the Admin tab; > Click on the Companies tab from the dropdown menu; > Select the company you would like to manage; > Click on the Divisions tab in the company s sub-menu options. To Add a Division: To Edit a Division: To Delete a Division: > Click on the Admin tab in the main menu and Select the Divisions tab from the drop-down menu; > Click on the Add a Division link located on the Manage Divisions page; > Complete the required information and Click Save. > Click on the Division name, that requires modifications or updates; > Update or Modify the Division s Details, Payment, Settings, Tracking Codes, Invitations or Travellers as needed and Click on Save. You may assign a Division Administrator and/or invite a Travel Agency to manage the Corporate Division. > Select the applicable Division by clicking the check box next to the Division name in the table; > Select the Delete Division option in the Select an Action dropdown menu and Click on Go.

13 // DIVISION SETTINGS you can also stipulate which agency ID receives copies of Corporate Rewards bookings made directly by the Travellers online. To assign Travel Management Settings at the Division level: > Select the Divisions tab from the company s submenu; > Click on the Division s name in the Divisions table; > Click on the Settings tab from the Manage This Division submenu; > Add the agency 3-digit ID, and Click on Save. To change the ID information, simply type over the existing Agency ID info and save. 2.2 // DIVISION TRACKING CODES Add a Tracking Code to track the company s booking expenses by entering a project name, a department ID or other internal tracking number or code. To Add a Tracking Code: > Click on the Division s name in the Divisions table; > Select the Tracking Codes tab in the sub-menu; > Click on the Add an Internal Tracking Code link located under the page title; > Enter a Tracking Code; > Click Submit. To Delete a Tracking Code: > Select the applicable Tracking Code by clicking the check box next to the tracking code in the table; > Select the Delete tab in the Select drop-down menu and Click on GO.

14 // DIVISION PAYMENT OPTIONS At a Division level, only a Division Administrator can add, assign, edit and delete a credit card in the Division that they are managing. If a card was added at an Account level by the Program Administrator, only the Program Administrator can assign this card at a Division level. To Add a Payment Option to a select Division: > Select the Division you would like to add a Payment Option to by Clicking on the Division s name link; > Select the Payment tab in the Manage this Division submenu; > Click on the Add a new card link under the page title; > Fill in the credit card information and Click on Save. To Edit a Payment Option from a select Division: From the payment tab in the Manage this Division submenu: > Select the Payment Option requiring editing from the table by Clicking on the card name; > Edit the Account payment details and Click on Save. To Delete a Payment Option from a select Division: > Check the box next to the applicable Corporate Card found in the Payment Option table; > Select the Delete option in the Select drop-down menu and Click on Go. This is where you will be assigning the card to Travellers once you have created their profile and assigned them to a Division.

15 15 CHAPTER 3 TRAVELLERS How to Add Travellers. p.17 Assign your Travellers to Divisions. p.18 Assign your Travellers a Role. p.19 Set up a Payment Option for your Travellers. p.19 Request Access to Traveller Profile. p.20 Enable, Disable and Delete Traveller Access. p.21 Edit Traveller Details. p.21

16 This chapter is only relevant to you if you have been assigned to a select Division. This section will allow you to organize your Division by adding Travellers, adding Tracking Codes and assigning Payment Options to your Travellers // TRAVELLERS As a Program or Division Administrator you are responsible for adding the employees that will be travelling using the program booking tool. A new profile created is assigned by default the Traveller role. > Click on the Admin tab; > Click on the Companies tab from the dropdown menu; > Select the company you would like to manage; > Click on the Travellers tab in the company s sub-menu options. To Add a Traveller: You can add one or multiple Travellers at a time. You can also invite Travellers to access the site and create their own profile. See Section 3.1//ADD TRAVELLERS Request to use Traveller s profile information for bookings: You can request access to the Traveller s profile information to facilitate the booking process through this link. See Section 3.5//REQUEST ACCESS TO TRAVELLER PROFILE To Edit Traveller Details: The Traveller s details can be viewed and modified at anytime directly through this link. See Section 3.6//EDIT TRAVELLER DETAILS To Book Travel for select Traveller: You can book directly for a select Traveller by Clicking on the Book button! See Chapter 5//BOOKING

17 // ADD TRAVELLER You can add one or multiple Travellers at a time. You can also invite Travellers to access the site and create their own profile. To Add a Traveller and grant them access to the Account: > Click on the Admin tab in the main menu and Select the Travellers tab from the dropdown menu; > Click on the Add single Traveller tab and fill out the new Traveller s basic information; > Check the Send Password box to provide the Traveller with a username and password; > Click on Save. To Add multiple Travellers at the same time: > Click on the Admin tab in the main menu and Select the Travellers tab from the drop-down menu; > Click on the Add multiple Travellers tab; > Upload your.csv file (list of all employees); > Select Multiple Divisions or a specific Division from the Division menu; > Check the Send Password box to provide all the Travellers with a username and password. > Click on Upload. To send a password to a Traveller at any other time to provide them access to the site: > Select the check box next to the Travellers name; > Select the Send Password option from the Select an Action dropdown menu and Click on GO. The Traveller will receive an automated with a username and temporary password. When adding Travellers, you can include their Aeroplan number, assign them to a select Division as well as assign them as a Program or Division Administrator.

18 18 To Send an Invitation to Travellers to access the site and arrange their own travel: > Click on the Invite Traveller(s) tab; > Select from the three following options to Send Invitations: > Complete the required information and Click on Send. 3.2 // ASSIGN & EDIT ROLES Add or Update a Traveller to a Program or Division Administrator role: > Select the check box next to the applicable Traveller; > Select the Assign/Edit Administrator Role option from the Select an Action dropdown menu and Click on GO ; > Scroll Down to the last section on the page to select the Program or Division Administrator role; > Click on Save. Review role descriptions described in the first section of this guide (reference p.4) before assigning an Administrator role to a Traveller. You can remove the Administrator role at any time by selecting the No Administrator role at the bottom of the page. Update a Traveller with a Travel Arranger role: > Select the check box next to the applicable Traveller; > Select the Create/Edit Travel Arranger option from the Select an Action dropdown menu and Click on GO ; To allow access to book for ALL registered Travellers: > Check the All Travellers box to select all Travellers from all Divisions. To allow access to book for SELECT registered Travellers: > Select the Traveller link next to the applicable Division to access the Traveller list. > Check the box next to each Traveller s name to select specific Travellers.

19 // ASSIGN TRAVELLER TO DIVISION This section is only applicable to Program and Division Administrators for Divisiontravel management set up. To move a Traveller to a new Division: > Select the check box next to the applicable Traveller; > Select the Move to New Division option from the Select an Action dropdown menu and Click on GO ; > Select the new Division you would like to move your Traveller to and Click on OK. 3.4 // ASSIGN PAYMENT OPTION TO SELECT TRAVELLERS Once a Payment Option is added at a Division level (see section 2.3), you can assign the credit card Payment to all or select Travellers at the Division level. To assign payment option to select Travellers: > Select the Divisions tab from the company s submenu; > Click on the Division s name your Traveller is assigned to in the Divisions table; > Click on the Payment tab from the Manage This Division submenu; > Select the Travellers you would like to assign the Payment Option to by Clicking on the Travellers link in the Assigned To column corresponding to the Payment Option; > Check the box next to Assign to All option placed at the top left of the page for all Travellers or Check the corresponding box next to the individual Travellers to assign the Payment Option for that select Traveller; > Click on Save Changes.

20 // REQUEST ACCESS TO TRAVELLER PROFILE You can request access to the Traveller s profile information to facilitate the booking process: To request access to the Traveller s profile: > Click on the Request Profile Access link next to the applicable Traveller; > Read the Request Access to Traveller Profile notice; > Click on OK to send request or Cancel. Clicking OK will generate an to the Traveller requesting access to his/her profile exclusively for the purposes of performing administrative functions and facilitating travel arrangements on their behalf. The employee will have the flexibility to accept or decline the request by clicking the appropriate link in the received . Privacy settings is automatically updated based on the employee s selection. If the Traveller grants access, the Program/Division Administrator, Travel Arranger and/or Travel Agent managing the Traveller will have access to the profile information to facilitate the Travellers bookings. A reply notification will be returned to the requestor advising of the choice made.

21 // ENABLE, DISABLE AND DELETE TRAVELLER ACCESS To Enable/Disable Traveller Access: > Select the check box next to the applicable Traveller; > Select the Enable Access or Disable Access tab from the Select an Action dropdown menu and Click GO. To Delete Traveller Access: > Select the check box next to the applicable Traveller; > Select the Delete Access tab from the Select an Action dropdown menu and Click GO. 3.7 // EDIT TRAVELLER DETAILS The Traveller s basic information can be updated at any time: To Edit Traveller details: > Select the check box next to the applicable Traveller; > Select the Edit Traveller Details tab from the Select an Action dropdown menu and Click on GO ; > Edit information and Click on Save.

22 22 CHAPTER 4 REPORTS

23 23 4 // REPORTS As a Program or Division Administrator, you can run reports for all flight and car rental bookings made through the Corporate Rewards site. Reports are available in both Excel and PDF formats. Division Administrators can only run reports for their managed Divisions. Personalize the criteria for the Report inquiry: > Click on the Admin tab, then on the Reports link in the dropdown menu; > Select the Select a Single Account Option; > Type the name of the Account you would like to run a Report for; > Fill in all the information necessary to run your Report; > Run the Report.

24 24 CHAPTER 5 BOOKING Booking as a Travel Arranger. p.25 Book and Modify a Flight. p.26 Booking a Car. p.26

25 25 5 // BOOKING As a Program Administrator, Division Administrator or Travel Arranger, you may book travel for registered Travellers you manage. If you are a Traveller, you may go to section 5.2//BOOK AND MODIFY A FLIGHT, on the next page, for booking your own travel. To speed up your booking process as well as facilitate travel arrangements on your behalf: > Click on See your Account link in the main menu under your name and Select My Profile. Update any or all of the tabs with your pertinent travel related information. > Check box ALLOW AUTHORIZED PEOPLE TO VIEW AND EDIT MY PROFILE INFORMATION to grant Administrators and Travel Arrangers access to your profile information exclusively for the purposes of performing administrative functions and facilitating travel arrangements. 5.1 // BOOKING FLIGHTS ON BEHALF OF OTHERS As Travel Arranger you may book travel for other Travellers: > Click on the Book tab in the main menu, then on the Book travel in the dropdown menu; >Type in the Traveller s first and last name name in the Book Travel For box; >Enter the booking criteria and Click on Find. You may select the Include Car option to book a car at the same time as your flight reservation, View fares eligible for upgrade and/or select Use Flight Pass if applicable.

26 // BOOK & MODIFY A FLIGHT As a Traveller you may book travel for yourself directly from the Home page. View/Modify Corporate Rewards bookings for your travel or for a Traveller you manage (applicable for Program Administrators, Division Administrators and Travel Arrangers): > Click on the Book tab in the main menu, then on the Manage Bookings link in the dropdown menu; > Select the Search Bookings tab; > Enter the Booking Reference # and Click on Find. If you do not know your Booking Reference, you may keep the search field blank and Click on Find. All Corporate Rewards bookings will appear. You can also import Corporate Rewards bookings made through the Air Canada Call Centre or via one of our partners which support Corporate Rewards: > Select the My Bookings tab from the Booking s page sub-menu; > Import external bookings by Selecting the Import External Bookings ; > Enter the Booking Reference # and Travellers Last Name and Click on Find. 5.3 // BOOKING A CAR You may reserve a car as you are booking your flight (see Book and Modify a Flight section above) or book one separately: > Click on the Book tab in the main menu, then on Book Car tab in the dropdown menu; > Enter required Car Rental search criteria and Click on Find ; > Select according to Car Booking preferences; > Review car booking details and Click on I accept to finalize booking.