Owner/Manager Managing Profiles - virtuoso.com

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1 Virtuoso is moving one step closer to migrating all member functionality from Composer to virtuoso.com. Members will now be able to manage and edit agency/advisor profiles (for those with the appropriate roles) and marketing personalization with no further editing in Composer. Below are examples of an Advisor Profile and Agency Profile Advisor Profile Agency Profile Can I create new logins on virtuoso.com? Yes. New logins may be created under the Agency Profile. I am a Lead, what can I change on an advisor s profile? Leads will be able to edit all information in an advisor s profile including roles and permissions. Some roles and permissions are assigned by Virtuoso. As a Lead for a parent company, will I be able to view and edit advisor and company profiles for all of the associated branches? Yes, a Company Lead will be able to view and edit advisor and company profiles from all locations. Who can update an Agency Profile and where is it located? Only staff with the Lead Role may update an agency s company profile. Once you have logged into the site, you will find the profile located under the Advisor Tools. Either select Agency Catalog and search for your company, click the agency link under your name or enter the agency s name in the Global Text Search. Will I be able to update marketing personalization on virtuoso.com? Only those staff with the appropriate marketing personalization role will be able to create and update agency and marketing personalization on virtuoso.com. This will be the personalization that would appear on Virtuoso marketing material. This role may be assigned to an advisor without having a Lead Role assigned. The advisor would then be able to update their own marketing personalization. We recommend that you only assign this role to staff who are responsible for marketing and not assign to an advisor or an independent contractors. Will advisors now see their security settings, roles and permissions? Yes. Each advisor s profile will now display all security settings, roles and permissions. However, only staff with the Lead Role or Virtuoso may make changes. What updates will advisors be able to make on their virtuoso.com profile? Advisors may update My Background, Places Traveled, Phone, , Websites, Social Media, Instant Messenger, Business Address(s), Name, Suffix, Industry Certifications, Languages, Year Started Selling Travel, Photo, Travel Specialties Interest and Password. Travel Specialties Destinations may only be updated/edited by staff with the Lead Role.

2 Creating New Advisor Profiles Create New Profile The Create New Profile function is located under the Company Profile on virtuoso.com. The company profile can be accessed in the Global Text Search or under My Profile. Once the Create New Profile is located and all the required information is enter, click Save to save all the information. Global Text Search Type in agency name in the Global Text Search on the top right of virtuoso.com. Then click on the agency. Scroll down to Agency Associates and click Create New Profile. My Profile Hover over your name on the top right. Select My Profile from the drop down menu. Click on the agency name located to the right of your photo. Scroll down to Agency Associates and click Create New Profile. Three fields will appear to create the profile including advisor s name, title, primary /phone and advisor type, login information and security roles. Fields marked with an * are mandatory.

3 Creating New Advisor Profiles Advisor Type Choose from Administrator, Advisor, Independent Contractor, Manager or Owner. Manger and Owner types are also used for meeting registrations to attend Owner/Manager events. First Name, Last Name, Title Name of advisor and any title Primary Advisor address Login Information Add the staff s address which will be used for logging into virtuoso.com. This address may be different from their Primary Address as shown above. The Password is a minimum of six (6) characters. Primary Phone Advisor s primary phone. Additional phone numbers may be added by staff lead or by the advisor. Security Roles You may assign the following security roles to each staff of the agency User Type, Marketing, News & Info Pages Load Access and Composer Reports. Viewership rights for Virtuoso Air and Regional Access are only assigned by Virtuoso. Staff will be able to see the security roles on their profile but will be unable to make any changes. Select the radial button under each role to assign to staff. Agency - Lead Company will only appear with a radial button if the login is created under the main parent office and the staff person needs to manage branches of the parent office. The example below is an agency that does not have branches so the button does not appear. Regional Access is determined by the agency s business location and may not be changed. The example below indicates this agency is located in US & Canada. See next page for details about each role and special notes regarding those staff with a Lead Role or Marketing Personalization Role.

4 Creating New Advisor Profiles Agency Lead or Agency Lead Company Roles It is important to note, that any staff that is assigned either the Agency Lead or Agency Lead Company roles will have access to the following: - Agency Production Reports Virtuoso Supplier Reported Revenue reported by location. For an aggregated report, contact your Regional Sales Director. This may be pulled by the parent office including all branches. Currently located on Composer. - Owner/Manager Page Specific info for owner/manager of the agency including Network Calls, Document Library, Override and Growth Credits and other network news. Currently located on Composer. - Composer Reports Leads have access to all staff transactional and marketing data in Composer Reports. Allow Custom Marketing Personalization Role Only those staff with the appropriate marketing personalization role will be able to create and update agency and marketing personalization on virtuoso.com. This will be the personalization that would appear on Virtuoso marketing material. This role may be assigned to an advisor without having a Lead Role assigned. This person would be able to update their own marketing personalization. We recommend that you only assign this role to staff that are responsible for marketing and not assign to an advisor or an independent contractors. User Type Agency - Lead Company Advisor is a Lead with parent member and all associated branches. This only applies if the member has more than one office. Agency - Lead Advisor is Lead with a single agency. Agency- Staff Advisor is staff with the agency. Marketing Allow Custom Personalization Advisor may make changes or updates to marketing personalization which appear on Virtuoso marketing. News & Info Pages/Composer Reports News & Info Pages Load Access Advisor Region that will be displayed when product information and news are visible on virtuoso.com. Composer Reports Advisor may view Composer Reports Data including Premium Composer Reports and client marketing. Virtuoso Air View Virtuoso Air Contacts Advisor may view Virtuoso Air contact information including commissions. Access to eglobalfares Advisor may view and book with the online booking tool including access to fares and pricing. Completing Advisor Profile Once you have completed all the required fields and roles, click Save to save changes.

5 Updating Advisor Profiles Once the profile has been completed by the Agency Lead, you may go back and make edits or updates by selecting the individual profile on virtuoso.com. Refer to the virtuoso.com Advisor Profile document for details instructions. Only staff with the Lead Role may edit all information in a profile. We encourage the advisor fill out their own profile. Only Leads may enter Travel Specialties Destinations. Up to 15 may be added and will appear alphabetically. Locating Company Profiles Staff with the Lead Role may maintain and edit the agency s Company Profile on virtuoso.com. The Company Profile can be accessed in the Global Text Search or under My Profile. Global Text Search Type in agency name in the Global Text Search on the top right of virtuoso.com. Then click on the agency. My Profile Hover over your name on the top right. Select My Profile from the drop down menu. Click on the agency name located to the right of your photo. Scroll down to Agency Associates and click Create New Profile.

6 Updating Company Profiles/Marketing Personalization When the profile is first displayed the Contact Us Tab will appear first. Additional tabs appear on the right which include Settings, Co-Branded Website, Personalization and Security. Some of the tabs are information only and may not be edited. A sub-navigation tab may appear and can be used as a short cut to the specific information or scroll down to see each section. Click on Edit with the pencil icon to make changes to fields on the Contact Us Tab or click on the other tabs to make changes. Primary Contact Information Includes Phone, Address, Address and Website. Contact Info Edit additional Company Info including Phone, Website, Social Media and Addresses. Primary Contacts Edit agency s primary contacts for Accounting, Agency, Lead Generation and Training. Agency Associates All of your agency s logins will appear. All logins will appear even if the staff are no longer with agency and set to inactive.

7 Primary Company Information The following fields may be edited for the company s primary information: Company Tag Line, Phone, Primary Address, Address and Website. Click Save to save changes or Cancel to cancel changes. The information is visible to Virtuoso Staff, Virtuoso Suppliers and any logged-in consumers, if the consumer has been linked to an advisor. Company Branding Tag Line Company s tag line Primary Address Company s primary mailing address. Additional addresses may be added under Contact Us. Website Company s main website. This may or may not be your agency s Virtuoso Co-Branded site Phone Company primary phone number. Additional numbers may be added under Contact Us. Address Company s address. Additional addresses may be added under Contact Us. Contact Info Under the Contact Info Tab, additional phone numbers, addresses, websites/social media and postal addresses may be added, edited or deleted. Click Add to add new info. Additional drop down fields are available to select a specific type. Click Save to save changes or Cancel to cancel changes. Phone Business, Customer Service, Emergency, Fax and Toll Free are available. Addresses Business, Mailing and Sales Office are available. Website/Social Media Facebook, Pinterest and Twitter are available.

8 Primary Contacts The company s Primary Contacts are shown for Virtuoso Staff and Virtuoso Suppliers. Click Add to add a new contact or click the red X to delete and update with a new contact. Additional drop down fields are available to select the Primary Contact from that office location. Click Save to save changes or Cancel to cancel changes. Accounting Contact responsible for accounting for the office. Agency Main staff contact for the office. Lead Generation Contact will receive CC copy when a new lead has been generated thru Lead Generation. Training Contact responsible for training. Agency Associates List of staff by office. Leads may create and edit profiles. Click Create New Profile for a new profile or to edit a profile, click on the advisor s profile. Refer to the virtuoso.com Advisor Profile document for details instructions.

9 About Us About Us features a short bio of the agency. In addition to being displayed on the on the Company Profile for Virtuoso Staff and Suppliers, About Us is also featured in the Agency Catalog, which is viewable by consumers. The Agency Catalog is a directory listing of all the Virtuoso member agencies and branches. It is featured under Advisor Tools and select Agency Catalog. Click Edit to add or edit Our Background or Photo Gallery Our Background A brief agency description (up to 600 characters maximum) may be added in the text box. We recommend that you write the description in a word processing system to first check for spelling or grammar errors, then copy and paste it into the field. After adding the description, click Save to update. Photos & Videos Up to six (6) photos and six (6) videos may be uploaded to the Photo Gallery. An editing window will appear which provides instructions on how to upload images along with permitted formats and size limitations. A photo and video disclaimer text must be accepted by checking the box to the left of the text. This action will enable the upload buttons for both the photo and video sections. Select the Upload Button to browse from your desired media. Once the image/video has been selected, a progress bar will appear. There might be a slight delay once the upload has been completed to transfer to Virtuoso. Once the transfer has been completed, the image will be visible.

10 Agency Settings Click the Settings tab for Agency Settings. Agency Settings will appear first or click Agency Settings from the sub-navigation bar. Some settings are only updated by Virtuoso. Click Edit to make changes. Once you have made all your edits, click Save to save changes or Cancel to cancel changes. Default Marketing Language Choose from English, Portuguese or Spanish. The setting allows Agency Leads to select one of the three languages to use as the default language in their marketing ONLY. It will not impact the language displayed on virtuoso.com. Display Profile on virtuoso.com The agency level setting is editable by system admins only. The agency is set to Display by default so if they have their fields filled in they will display. If the Agency does not want to appear on virtuoso.com at all and they have all their required fields, they can contact help to have the setting updated to Hide. Note the display settings for the individuals is editable by ALC/AL users. Composer Reports Participation Agency s participation on Composer Reports. Individual access may be provided to any staff Agency Lead Generation Program Agency s participation in the program. Specific requirements must be met to be approved. Click Do Not Copy Primary Contact if you do not wish to receive the CC copy of any new lead. Only Virtuoso staff may update this setting. Virtuoso Reserve Program Agency s participation in the program. Clients must qualify with specific amount of leisure travel spend. Agency must participate in Composer Reports and training is required to be opted in. Clients must also be opted-in to receive benefits and marketing and can be opted in thru Composer Reports. Only Virtuoso staff may update this setting. Reviews & Recommendations Program Agency s participation in the program. Click Opt-In to participate. Individual access may be provided to any staff thru each profile.

11 Advisor Settings Owner/Manager Managing Profiles - virtuoso.com Click the Settings tab for Advisor. Agency Settings will appear first, scroll down for Agency Settings or click Agency Settings from the sub-navigation bar. Some settings are only updated by Virtuoso. Click Edit to make changes. Once you have made all your edits, click Save to save changes or Cancel to cancel changes. The list of active advisors will appear. To opt staff in and out of a setting, click or unclick the check box then save changes. Display on virtuoso.com Advisor Profile is displayed on virtuoso.com. If the box is unchecked, the advisor will only be visible to agency staff with a Lead Role, Suppliers and Virtuoso staff and will not be visible to consumers. If the person is missing a required field, the Display box will have a red border and explanation point. Hover over the explanation point to view what items are missing. Lead Gen Virtuoso Approved Advisor s participation in the program. Specific requirements must be met to be approved. Agency and Advisor must be on Composer Reports and complete required training. Only Virtuoso staff may update this setting. Lead Gen Opt-In Once the agency is approved for Lead Gen, the Lead may opt in and out of the entire program or specifically by advisor. If an advisor will be traveling, we recommend that you opt-out the advisor during that time or if the advisor does not wish to accept leads for any given time. Reviews & Recommendations Program Advisor s participation in the program. Agency and advisors must participate on Composer Reports. Respect CB Marketing Code When selected, this settings will prevent the advisor s clients who are not coded for Marketing in Clientbase from receiving any Reviews and Recommendations s. Virtuoso Reserve Program Advisor s participation in the program. Clients must qualify with specific amount of leisure travel spend. Agency and advisor must participate in Composer Reports and training is required to be opted in. Clients must be also opted-in to receive benefits and marketing and can be opted in thru Composer Reports. Only Virtuoso staff may update this setting. Virtuoso Reserve Opt-In Once the advisor has met the requirements and turned on Virtuoso, a Lead may opt the advisor into the program. This also allows them to manage their Reserve clients.

12 CoBranded Site Owner/Manager Managing Profiles - virtuoso.com To view your agency branded virtuoso.com Co-Branded website, click on the Co-Brand Site tab. This is a view only display and shows the information about the site. Each agency is provided an Agency Co-Brand site, however, the site is not automatically set up. To set up the site, help@virtuoso.com to have the site set up. Featured on an agency Co-Branded Site will be a consumer version of virtuoso.com and a listing for your agency s staff (when the displayed option is set to be visible on virtuoso.com). Agency Co-Branded Site Status Enabled or Disabled. Agency Co-Branded Site Name Once set up, this is the URL for the agency s Co- Branded site. Agency Co-Branded Site Header How your header on the site will be displayed. Header - Agency Logo The logo that will appear on the site.

13 Marketing Personalization - Agency Marketing Personalization is the contact information that will appear on the Virtuoso marketing sent to clients. To view your agency personalization click on the Personalization tab. Your agency s current marketing personalization will be displayed. Some agencies have just the agency name with no specific advisor name. In the example below a specific advisor is listed on the Agency Personalization. Click Edit to make changes. The following sections may be filled out Agency Name, Address, Phone, /Website and State Seller. Agency and Address example are shown below and other fields are shown on the next page. Agency Logo To update the logo, send the logo to memberlogos@virtuoso.com Agency Name Additional Name and Company Name Address Address information

14 Marketing Personalization - Agency Phone Primary and Secondary and Website State Seller Marketing Personalization Advisor Marketing Personalization may also be entered for each individual user including Independent Contractors. Locate the advisor s profile from the Agency Associates list then click on the Personalization Tab and Edit to make changes. Click Save to save all changes. The advisor personalization includes contact information. ICS may have their own logo and DBA name if allowed by the agency.. The DBA will also appear as an affiliate of ABC Travel. An example of the editing page is on the next page.

15 Marketing Personalization Advisor Personalization Agency/Custom If use Agency Default Personalization is selected, the agency s information will be used. Select Use Custom Personalization to personal the advisor s information. Agency Doing Business As If an IC will be using their own agency name, enter their name in the Doing Business As. The Agency Name may not be edited. The IC s agency name will appear as an affiliated with the parent agency. DBA field will not appear unless the Independent Contractor Job Function is selected as Advisor Type. Address Phone and Website State Seller

16 Security Owner/Manager Managing Profiles - virtuoso.com Security Settings under the Company Profile allows you to view, edit and delete logins associated with the agency. You can also access individual advisor settings when editing a staff profile. Click on Security to access the information. Click Edit to make changes or updates and click Save to save changes. Profile Status Each profile has a status associated with their individual profile. The status is noted to the left of the user s name with a small icon. The color grid is below. Active User is active and has full access to site. Pending Required field(s) is missing on a profile and the user will not be able to login. User will be visible on the Security Tab. Inactive User is unable to login and will not be visible to Virtuoso Staff, Supplier or Consumers. User will be visible on the Security Tab. Suspended - Users that do not login for 90 days will automatically be suspended. User will be visible to Virtuoso Staff, Suppliers and logged in Consumers. Marketing will continue to be sent. Editing Security Roles and Logins Click on the blue pencil icon to the left of a user s name to make edits.

17 Security Owner/Manager Managing Profiles - virtuoso.com Once edit is selected, the user s settings are displayed to make updates including deleting a profile. Where applicable, click the radial button to update each of settings. The check marks indicate what settings are applied for the user. Click Save to save changes or Cancel to cancel changes. User Type Agency - Lead Company Advisor is a Lead with parent member and all associated branches. This only applies if the member has more than one office. Agency - Lead Advisor is Lead with a single agency. Agency- Staff Advisor is staff with the agency. Marketing Allow Custom Personalization Advisor may make changes or updates to marketing personalization which appear on Virtuoso marketing. News & Info Pages/Composer Reports News & Info Pages Load Access Advisor Region that will be displayed when production information and news are visible on virtuoso.com. Composer Reports Advisor may view Composer Reports Data including Premium Composer Reports. Virtuoso Air View Virtuoso Air Contacts Advisor may view Virtuoso Air contact information including commissions. Access to eglobalfares Advisor may view and book with the online booking tool including access to fares and pricing.

18 Security Owner/Manager Managing Profiles - virtuoso.com Deleting Profile Profiles may be deleted if the advisor is no longer with the agency. Click the Delete Profile button and then a window will pop up and ask if Are you sure you want to delete this person. Click Yes to Process or No to Cancel. If you delete a profile all the user s information including Review and Recommendation and any content entered on the profile will be deleted and cannot be retrieved. Advisor ID Each advisor has an unique Advisor ID from ClientBase or other back office systems. The Advisor ID needs to be entered in an advisor s profile to ensure clients are attached to the advisor for marketing, Review and Recommendations and Composer Reports. Locate the advisor s profile and click Admin on the far right. Click Edit to left to enter the Advisor ID in the Advisor ID field and click Save to update the changes.