Travelife Online Reporting and Benchmarking System. Manual for Group Managers

Transcription

1 Travelife Online Reporting and Benchmarking System Manual for Group Managers Version 1.2 July 2013

2 Colophon This manual was published by Travelife for Tour operators and Travel agents, the sustainability system for travel companies. Any questions, comments or suggestions? Please contact Travelife Helpdesk at All rights are with Travelife. The information provided in this manual does not necessarily reflect the official position of the EACI, the European Commission or any other European institution. Travelife Manual for Group Managers 2

3 Index 1. How Travelife online works best 4 2. How to Login? 5 3. Members managing new applications Manage Other Settings Members Exam settings Planning Reporting 33 Travelife Manual for Group Managers 3

4 1. How Travelife online works best Browsers Our developers have done their best to comply with current web standards and make the site easy to navigate. However, there are many different configurations available for users today, from different computer manufacturers, operating systems and processor speeds, to varied browser and plug-in combinations. In some situations the system might not work properly, especially the view. Overview of browsers that work with Travelife online: Internet Explorer 8 and 9 Google Chrome (26, earlier versions) Mozilla Firefox (15.0.1, earlier versions) Opera Safari Requirements For the best browsing experience, please check that your machine conforms to the following requirements: The latest version of any one of the leading web browsers listed above To ensure the highest compatibility with Travelife, please download the latest version of your chosen web browser The latest version of the Adobe Flash Player For rich multimedia content, including audio clips, videos The latest version of Adobe Reader To view press releases, articles, program notes, reports, and brochures The latest version of your operating system Javascript must be enabled Javascript must be enabled to take advantage of many of our site's features. This technology is usually automatically enabled for most browsers, but it could be turned off in some situations Travelife To avoid that Travelife arrives in your spam mailbox, please mark Travelife as a trusted source in your programme. Travelife Manual for Group Managers 4

5 2. How to Login? Go to Click Login Enter your username (your personal address) Enter your password Click button Login Keep me logged in To remain logged in tick box Keep me logged in. How to Logout? Click Logout at the top left corner of the screen (above Travelife logo). Forgot password? 1. Go to 2. Click Login 3. Enter your address in the Forgot your password section 4. Click button Submit Your password will be reset. A message will be sent to your personal address including your new password. You can change this password after login ( Change password ). If you do not receive the message, please check your junk or spam folders or send an to the Travelife Helpdesk at: info@travelife.info Travelife Manual for Group Managers 5

6 2.1 Home page main navigation After login, Home will always be your start screen (see below). In the green, horizontal main navigation menu there are several functions which are further described hereunder. Home Tools Certification Membership About Travelife Planning and Reporting Contact Your start screen after login Explanation about the different Travelife tools that guide you towards sustainability Explanation about the 3 stages of the Travelife Certification programme Explanation about the different Travelife Membership packages, access rights and costs related to the packages Background and history of Travelife; partners and projects Explanation about and access to the Travelife action planning and reporting modules. See sections Planning and Reporting Form to contact Travelife Helpdesk Travelife Manual for Group Managers 6

7 2.2 Sub navigation Each item in the main navigation has several sub functions. They are further described hereunder. Home Hereunder you will find the following sub functions: My Profile Association profile The data of your association will appear. These data can be edited. Do not forget to confirm changes by clicking button Update, at bottom right side of the page. Association sustainability coordinator Your personal data will appear. These data can be edited. Do not forget to confirm changes by clicking button Update, at bottom right side of the page. Change password You can change your password. Don t forget to click on Save at bottom right side of the page in order to activate the changed password. Admin See explanation in section Manage Access Rights and Settings. Members See explanation in section Members. My Association Text tab title This function can be used to share a separate news page with your members (company coordinators and staff). On this page you can communicate about news, events etc. When your members login, they will see your news page under Home / My Association. NB: to be able to create your news page, make sure you first tick box enable text tab under tab settings (see below Tab Settings ). Title: here you can add the title of your news item Description: here you can add text Travelife Manual for Group Managers 7

8 Do not forget to click button Add at bottom right side of the page to publish your news page on Travelife website. Tools tab title This function can be used to share a separate tools page with your members (company coordinators and staff). On this page you can communicate about available tools that can be used to support the implementation of sustainability. You also have the possibility to upload (multiple) files by clicking Browse. When your members login, they will see your tools page (and uploaded file(s)) under Home / My Association. NB: to be able to create your tools page, make sure you first tick box enable tools tab under tab settings (see below Tab Settings ). Title: Description: Browse: to add the title of your tool-item to add text to describe your tool to upload your tool Do not forget to click button Add at bottom right side of the page to publish your tool on Travelife website. Contact Details of the group you manage and your personal contact details. To change the data, go to Home / My Profile. Tab settings With Tab Settings you can create a separate news and/or tools tab (=subpage) for your members. These tabs will be available for your members after Login/Home/My Association. Following an explanation of the different items you can use: Enable/disable text tab: Enable/disable tools tab: Text (news) tab title: File (tools) tab title: to make it possible or not to add a news tab to make it possible of not to add a tools tab to give a title to the news tab created to give a title to the tools tab created Do not forget to click button Save at bottom right side of the page to update your settings in Travelife system. To fill the content of your news or tools tab, see above items Text tab title and Tools tab title. My Exam This function is to manage exams for your members. See explanation in section Exam settings. Travelife Manual for Group Managers 8

9 My Seminars Information on planned Travelife training seminars. Tools Includes a description of the different Travelife tools : To access the tools you will have to go to the training and reporting environments. Training Information about the Travelife training, online exam and personal certification Management system Management system Explanation about the Travelife sustainability management system Action planning Explanation about the Travelife action planning tool To access the Travelife action planning tool, see section Planning & Reporting Reporting & Benchmarking Explanation about the Travelife reporting tool To access the Travelife reporting tool, see section Planning & Reporting Working with suppliers Working with suppliers Explanation about Travelife services available for travel companies to stimulate their suppliers towards sustainability International business partners Explanation about Travelife services available for travel companies to engage and evaluate international business partners Accommodations Explanation about the Travelife Sustainability System for hotels and accommodations, and support for travel companies committed to working in partnership with their accommodation suppliers B2B Market Explanation about Travelife s business-to-business matchmaking platforms offering comprehensive, reliable and up-to-date information about sustainable businesses on the global market. Travelife Collection: Description. an up-to-date overview of Travelife certified hotels. It includes hotels from destinations worldwide with relevant details on facilities and services. To access the Travelife collection you will be directed to a special web site. Travelife Manual for Group Managers 9

10 Green Travel Market: a global overview of tourism suppliers with sustainability credentials. Suppliers include accommodations, local agents (inbound), community-based tourism initiatives and sustainable destinations. Destinations Explanation about Travelife destination initiatives to motivate and support local tourism suppliers (incoming operators, hotels, excursion providers) to operate more sustainably. Certification Includes the following sub functions: Certification Explanation about the three stages of the Travelife certification programme: 1. Travelife Engaged 2. Travelife Partner 3. Travelife Certified Standard and Criteria International standard Overview of leading international sustainability and CSR standards and guidelines integrated into the Travelife Certified standard Sustainability themes Overview of sustainability and CSR themes and issues included into the Travelife Certified standard Reporting fields Overview of travel company s relevant management areas where sustainability and CSR themes and issues play an essential role Membership Includes the following sub functions: Membership Overview of Travelife membership packages Packages Detailed explanation about Travelife membership packages, benefits, financial aspects Registration Information about online registration for Travelife Travelife Manual for Group Managers 10

11 About Travelife Includes the following sub functions: Organisation Detailed explanation about the background, establishment and management of the Travelife sustainability system for tour operators and travel agents and hotels and accommodations Travelife principles Overview of the principles on which Travelife is based Partners Trade associations Overview of international travel associations that work with Travelife Strategic partners Overview of international and regional organizations supporting the global introduction of the Travelife system and that are specialized in Corporate Social Responsibility or in specific sustainability themes Projects Overview of past and present projects related to the development and global introduction of the Travelife system Travelife Manual for Group Managers 11

12 3. Members managing new applications 3.1 A company coordinator wants to use Travelife? IMPORTANT! As group manager you only manage the registrations of company coordinators. Registrations of company staff are managed by the company coordinators. A company coordinator registers online for Travelife You will be notified by about the new registration The new registration will be shown in your member list (Home/Members) The status of a newly registered person will always be Registered (see column Status in your member list). What does status Registered mean? The newly registered company does NOT have access rights for Travelife training, exam, planning and reporting modules The newly registered company will only have access to the Travelife Sustainability Scan module, if provided (see section Sustainability scan ). Approving applications Situation 1: You accept the newly registered company in your user group a member of your association Go to your member list and select name of newly registered company Click on the Admin tab You will now be able to adjust access rights for selected member under item Company Status. See section Manage Access rights for further explanations. Situation 2: the newly registered person is NOT a member of your association Go to member list and select name of the person You can block the person by clicking symbol You can remove the person by clicking symbol Travelife Manual for Group Managers 12

13 Manage Access rights After online registration all newly registered persons will automatically receive Registered status (see section Members managing new registrations. IMPORTANT! If the newly registered person is your member: to give your new member access to the Travelife tools, status first needs to be changed from Registered into Engaged. Travelife offers 2 options to manage Engaged access rights: Option 1: Manage Engaged access rights for all your members Option 2: Manage Engaged access rights on individual level Option 1: Manage Engaged access rights for all your members This option is to create default Travelife access rights for all your members. 1. Click My Profile 2. Click tab Admin The specific Engaged access rights default for all your members will appear on your screen under item Exam and Reporting Rights (see below). If desired, you can adjust these rights. Do not forget to click button Save at bottom right side of the page to activate new exam and reporting rights. Following an explanation of the different exam and reporting rights: Engaged with compulsory exam before reporting When ticking this box, all your members will only have access to Travelife training and exam modules. They will get access to the planning and reporting modules only after they passed for the Travelife formal exam Engaged with exam and reporting open from the beginning When ticking this box, all your members will have access to Travelife training, exam, planning and reporting modules from the very beginning Travelife Manual for Group Managers 13

14 Enable quick scan for engaged level When ticking this box, your members will by default have access to the Travelife quick scan from the very beginning. For more information, see section Quick Scan In addition, as group manager you have the possibility to manage the validity of the personal certificate (in years) for all your members. Option 2: Manage Engaged access rights on individual level This option is to manage access rights for a selected member. 1. Click Members 2. Click on name of the user 3. Click Admin tab of the selected user The specific access rights and settings for the selected user will appear on your screen. If desired, you can adjust. Do not forget to click button Save at bottom right side of the page to activate new access rights and/or settings for selected user. Following an explanation of the different items: Company status An overview of the access rights for selected user. Registered Engaged (exam right) Engaged (reporting right) Partner Certified user can login, access to Quick Scan if provided and can change its data access to training and exam access to planning and reporting user has full access and has received Travelife Partner status user has full access and has received Travelife Certified status Suspend user To suspend selected user s access to Travelife. Travelife Manual for Group Managers 14

15 Other admin functions on individual level Payment Here you can mark for what year selected user fulfilled payment obligations. Personal certificate Here you can see if selected user already passed for the formal exam and thus owns the personal certificate. Different options are possible: You don't have a personal Certificate yet The personal Certificate is expired Personal Certificate approved ` will be shown if selected user does not have a personal certificate yet will be shown if the selected user s certificate is expired (exam date and score are shown). will be shown if selected user owns a personal certificate. You will be able to download the user s personal certificate by clicking on Download certificate Exam date and score as well as expiry date of the personal certificate (see: Certificate validity) are shown approve button will be shown if selected user successfully passed for the formal exam, but user did not yet pay for his personal certificate. When clicking Approve button, the personal certificate will be sent automatically to the user as PDFattachment to the with an automatic personal message enclosed. Content of this auto- sent by Travelife system can be adjusted as follows: 1. Home 2. My Profile 3. Admin 4. Go to sub-item Mail Settings 5. Click button Translate Automatic Messages Internal remark You can add a remark here for your own information. Company remark You can add a remark here that will be shared with the company coordinator. Travelife Manual for Group Managers 15

16 4. Manage Other Settings Online registration form and your organisation s membership code You can make your organisation s membership number an obligatory part of registration. As a group manager you can mark the field Registration code as a mandatory field to be completed during online registration. 1. Home 2. My Profile 3. Admin 4. Item Registration process Mandatory registration code for companies When ticking this box, persons who register online for Travelife must enter a registration number under company profile during online registration. Registration number will automatically become a mandatory field. Mandatory fields during online registration are marked with a red asterisk: * Manage your Mail Settings 1. Home 2. My Profile 3. Admin 4. Item Mail Settings Receive mails on new member registration When ticking this box, you will receive an as soon as a person has registered online. Auto message signature Here you can create or edit your signature. All automatic e-messages sent by Travelife system will carry your signature. Auto message address Here you can create or edit your address. Your members who receive the automatic e- messages sent by the Travelife system, will see your address shown as the Sender. Travelife Manual for Group Managers 16

17 Manage Travelife automatic s 1. Home 2. My Profile 3. Admin 4. Item Mail Settings 5. Click button Translate automatic messages Translate automatic messages You will get an overview of the different automatic e-message is sent by the Travelife system. These messages are default in English language. If desired, you can translate the messages into a different language or create a different text. Do not forget to click button Save translation bottom right side of the page to save changes. Manage Personal Certificate settings 1. Home 2. My Profile 3. Admin 4. Item Personal Certificate settings 5. Click Edit button When members finished the Travelife training and passed for the formal exam, they may request the personal certificate. The personal certificate is by default in English language. If desired, you can adjust different (text) items in and lay out of the personal certificate. Do not forget to click button Save translation bottom right side of the page to save changes. NB: the text and lay out chosen will be default for all members in your group. Manage Company Certificate settings 1. Home 2. My Profile 3. Admin Travelife Manual for Group Managers 17

18 4. Item Company Certificate settings 5. Click Edit button When member s Travelife Partner Level report has been approved, member might request for receiving the Travelife Partner Certificate for the company. This certificate is by default in English. If desired, you can adjust different (text) items in and lay-out of the certificate. Do not forget to click button Save translation bottom right side of the page to save changes. NB: the text and lay out chosen will be default for all members in your group. For additional explanations about the Travelife Partner level report and company certificate, please consult sections Planning and Reporting. Manage Partner and Certified Status settings This option is to change the status of the company into Partner or Certified. 1. Login 2. Click Members 3. Click on name of the user (NB: chose list TO or TA, these are the company coordinators) 4. Click Admin tab of selected user After your approval of member s Travelife Partner Level report, tick box Partner to give company Partner status. Travelife Manual for Group Managers 18

19 5. Members To manage your members: 1. Click Members You will obtain an overview of all your Users including applications for your user group In the overview, you will see the following columns: Explanation of the different columns: Company Name Surname Personal certificate list of company names. Click the word Company to select from A to Z or vice versa first name of user. Click the word Name to select from A to Z or vice versa family name of user. Click the word Surname to select from A to Z or vice versa Different options are possible. Following an explanation: member did not pass for formal exam yet Expired personal certificate is not valid anymore. Member needs to do the formal exam again Pending member passed for the formal exam, but did not receive his personal certificate yet Approved member passed for the formal exam and did receive his personal certificate Exam date Status Report date when member passed for the formal exam member s Travelife status (and related access rights) if (a) reports is/are available for member, then a link will be shown that can be clicked leading towards the report(s) of selected member. In addition, in the members area different symbols and links can be used. Overview and explanation of symbols: to add new user(s) yourself to approve registration of new user(s) to block user(s) to send (incl. attached files) to user(s) Travelife Manual for Group Managers 19

20 to remove user(s) Engage: to give user(s) access rights to training and exam modules Allow reporting tool: to give user(s) access rights to reporting module Block reporting tool: to block user(s) access rights to reporting module Overview and explanation of links: Pending exams to generate a list of users who still need to do/pass for the formal exam. Export exam results to excel to generate a list of users who passed for the formal exam ncluding exam and contact details to generate a list of all your users to generate a list of the company coordinators of your tour operator members to generate a list of the staff of your tour operator members to generate a list of the company coordinators of your travel agent members to generate a list of the staff of your travel agent members Show entries : function to select the number of entries you want Travelife to show on your screen Search: to enter data to quickly search for the user you are looking for Travelife Manual for Group Managers 20

21 6. Exam settings To manage the exams for your members: 1. Home 2. My exam In the exam module different sub-items can be used. Explanation: List of exams Overview of the (in)formal exams that you published. In the overview, you will see the following columns. Explanation of the different columns: Type Start date End date Status version name of the exam and exam type (formal or informal, member type) start date of the exam end date of the exam Active if exam is currently online Blocked if exam is not online anymore Edit click symbol to edit selected exam Delete click symbol to delete selected exam In addition, following symbols can be used. to create a new exam to activate a selected exam to block a selected exam Question modules Overview of the different exam question modules available in Travelife exam module that you can make use of to create your exams. If screen is empty, no exam questions are available yet. Travelife Manual for Group Managers 21

22 Following symbols can be used. to add a new question group/module to edit selected question module to delete selected question module Upload questions To bulk upload exam questions for a specific question module. Review questions To review the available exam questions. Following symbols can be used. to add an exam question to remove an exam question Create exams To create an exam for your members. Before creating the exam, you first select the name of your association. Secondly, you select for what travel company type you create an exam (can be tour operator, travel agent). After that, you can start to create your exam by completing following items: Type Generate certificate Title Start date Time End date Time Duration Minimum mark Maximum number of attempts Question modules Text on exam start Text on exam finish Text on fail Text on pass select formal or informal exam select yes if you want Travelife to generate the certificate as PDF after member passed for formal exam name version of exam start date of exam time on start date that exam must start end date of exam time on end date that exam must close duration of exam hours minutes percentage (%) that must be answered correctly to pass the exam enter number how many times member can do the exam during period start until end date here you will see the different question modules available. For each question module you can enter the number of questions you want. introduction text members will see before exam start text members will see after exam completion text members will see when they failed for exam text members will see when they passed for exam Travelife Manual for Group Managers 22

23 Text on timeout text members will see when they ran out of time (NB: this text is automatically combined by Travelife system with the pass or fail text). After completion of all items, click button Create exam at bottom right side of page to create your exam and exam settings. Click Cancel at bottom left side of page if you want to cancel creation of exam. Test To test the exam(s) that you have created. 6.1 Exam - send and edit personal certificate After a member passed for the formal exam, member will NOT automatically receive the personal certificate. The moment of sending is decided by you as a group manager. Sending needs to be done for each member individually. Travelife offers the possibility to send the personal certificate automatically per to the member. 1. Login 2. Click Members You will obtain an overview of members that have registered in Travelife. In the overview, you will see the following columns: To see who has passed the formal exam, please consult the column Personal certificate, Those members having the status Pending are considered for receipt of the personal certificate. Send personal certificate 1. Click on company name 2. Click on the Admin tab 3. In the right hand section Personal certificate (see below), you will see the date when member passed for the formal exam, the score and the expiry date of the personal certificate. To send the personal certificate to selected user, click button Approve. Travelife Manual for Group Managers 23

24 4. Member s Pending status will change into Approved. In addition, member will receive an automatic from Travelife with a link to download the personal certificate (PDF-downloadable).The content of this is by default in English language. To change the content of this auto- a. Home b. My Profile c. Admin d. Click button Translate automatic messages e. select the auto- being sent after exam approval Edit personal certificate To change the validity, content and lay-out of the personal certificate: a. Home b. My Profile c. Admin To change the validity (in years), see item Personal certificate validity in years under Exam and Reporting rights. OR To change content and lay-out, click button Edit under item Personal certificate settings. Travelife Manual for Group Managers 24

25 7. Planning What is planning? The Travelife action planning tool is an easy online tool for company coordinators to support the planning (who, what, when) and implementation of concrete sustainability actions. The Travelife action planning tool is a complementary Travelife service. Company coordinators are free to make use of the tool. Company coordinators can formulate goals, engage the right people and create a time-plan. The tool provides a wide range of measures which are directly linked to the reporting criteria. Over 200 measures are grouped under different themes, such as: internal management; supply chain management (accommodation, transport, activities); destinations; customer communication. Company coordinator decides which and how many measures will be planned. Company coordinator can allocate staff, hours and budget to specific planned actions. Based on the company s action plan, company coordinator can generate personal action plans for individual staff members. Company coordinator does not need to finish an action plan at once. He can save/update a part of the actions and restart with the action plan at a later moment. Best practices: to inspire companies, concrete examples are provided of how other companies have achieved the suggested actions and measures. Tools and further information: to inspire companies, available tools and additional information including web links have been integrated into the action planning tool. After completion company coordinators have a clear overview of their road towards sustainability. The action plan can be downloaded as a PDF. Access rights Your members will have access to the Travelife action planning tool, provided that you gave them access rights to do so. For further information, see section Access rights IMPORTANT! a. The Travelife action planning tool is fully managed by Travelife. The tool is available for your members at all times and does NOT ask for management interventions from you as a group manager. b. It is the responsibility of the sustainability coordinator of the travel company to fill out and review an organisations online action plan. c. They don t need to finish the action plan in one session. They can fill out the actions individually, save them and continue with other actions another time/day. d. An action plan cannot be accessed online by third parties, including the user group manager e. Only the sustainability coordinator of the travel company can give staff members access to the organisations online action plan. Staff will have view-only rights and will be able to print the action plan. Travelife Manual for Group Managers 25

26 Access the planning module 1. Click Planning and Reporting You will arrive on the landing page for the planning and reporting module 2. To access the action planning module click open action planning >> Action plans provided by Travelife 3. You will now see 2 different action plans that you can work on: a. Action plan for Travelife Partner : In this action plan you will be able to plan those actions that are related to the Travelife Partner status. When you start working in the Travelife Reporting module, exactly the same actions as in the Travelife Partner action plan can be found in the Travelife Partner report. After approval of your report, you will get the Travelife Partner status and logo. b. Action plan for Travelife Certified : In this action plan you will be able to plan those actions that are related to the Travelife Certified status. When you start working in the Travelife Reporting module, exactly the same actions as in the Travelife Certified action plan can be found in the Travelife Certified report. After an external audit and approval of your report, you will get the Travelife Certified status and logo. 4. Choose the report you wish to plan actions for you wish to work on by clicking the icon under Open action plan. 5. You are now presented with the so-called Theme Overview. The Theme Overview shows the main themes (sustainability management, internal management, supply-chain management, transport, accommodation etc) and their subthemes. Under each subtheme you will see subthemes and the number of actions belonging to each subtheme. Under each main theme you can select the subtheme/topic you wish to work on. Start planning your actions and add tasks 6. Click on the sub theme you wish to begin with. In the below example we choose sub theme Energy use. The first action (3.13) belonging to sub theme Energy use will be shown on the screen (see below). Travelife Manual for Group Managers 26

27 Description of the action First you will get a short description of this action Planning: section to add tasks and create a planning for this action (see further explanations below) Action: here you will see an overview of the related report Report: column indicating that this action is (not) part of the related report. Action needs to be reported on in related report Action will not be included in the related report You already answered this question (yes, no. n/a) for this action in the report Mandatory: column indicating if the action is mandatory in the related report. Action is mandatory in the related report Action is mandatory in the related report and you already entered yes for this action in your report, meaning that you do comply with it Action is mandatory in the related report, however, you entered no for this action in your report, meaning that you do not comply with it Tasks planned: column indicating if you created tasks for this action in your action plan. If tasks have been created the following symbol will be shown: Travelife Manual for Group Managers 27

28 Theme overview: subthemes Next subtheme: button to return to Theme Overview (see above point 6) showing all the main and button to go to the next sub theme in your action plan 7. If you want to work on (read: plan) this action, click button: Below screen appears You will now be able to add a task for this action by completing the fields. Explanation: Title: Task: Select staff members: Select all: Staff selected (responsible): Unselect all: Start: End: Financials: Hours: Close: Save: add a title for this task add a description for this task select (multiple) staff members for this task button to select all staff members for this task here you will see the staff members you allocated to this task to unselect all staff members you selected for this task to enter the start date for this task to enter the end date for this task to indicate the budget available for this task to indicate the number of hours for this task button to close the screen and return button to save the data entered for this task Travelife Manual for Group Managers 28

29 After completing the fields and clicking button Save a pop-up appears to confirm that your added task has been saved. Click OK. Your planned task (task A) for this action will now be saved and shown as follows: If you wish to plan a second task (task B) for this action, then click again on the add new task button. You can plan as many tasks as you want. For each task you will have following functions available (see right side): you can tick this box to indicate that this task has been implemented to edit your task to delete your task Actions that have been planned (read: one or multiple task(s) created for this action), are marked with the following symbol in the Travelife Action Planning module: Travelife Manual for Group Managers 29

30 IMPORTANT! Click on SAVE each time you have planned an action. Your action and the tasks you created for this action will be stored in the Travelife System. Click button Next to go to the next action or Previous to go the previous action. You can continue with the entire action plan by dealing with all the aforementioned main themes, and of course you can decide in which order to proceed with them. To return to the Theme Overview screen with the main and sub themes, click on the Theme Overview icon: Action Planning linked to Reporting The Travelife action planning module is linked to the Travelife reporting module. This implies that: Your Travelife Partner action plan is related to the Travelife Partner report. Your Travelife Certified action plan is related to the Travelife Certified report Travelife makes it easy for you to navigate easily from action plan to the related report or to see the report status of an action. To navigate you can make use of the symbols you will find at the bottom-right side for each action (see below). Travelife Manual for Group Managers 30

31 To navigate to the same action in the related report. You will enter the reporting module and you will be able to edit the status of this action in the related report. When editing an action do NOT forget to click SAVE button to store your data. To return to this action in your action plan click the symbol To see what the status of this action is in the related report. A view-only screen will be opened. You will not enter the reporting module and you will not be able to edit this action in the related report. To hide the status of this action, click the same symbol to hide report status. Compiling your Action Plan Did you plan your actions? Then compile your Action Plan with the Travelife system in order to obtain a clear document. In order to compile your action plan, follow the steps indicated hereunder: 1. Click My action plan in the main navigation bar and click on New version (last version will be closed automatically) 2. If this your first action plan, a screen will be available for you to give a title to your first action plan, start and deadline dates will be automatically generated by the system. The deadline date is the date when the final task needs to be finished. In addition, a company coordinator will be able to: a. Change the currency used in the action plan b. Share the action plan with staff members by ticking box NB: staff members will have view-only rights and will be able to print the action plan. They are not able to edit the action plan. Travelife Manual for Group Managers 31

32 3. If you already created action plans before, your new action plan will be stored under My action plan. My action plan All your action plans will be stored under My action plan. My action plan is your personal archive. Explanation of the different columns: Version Nr.: Title: Starting date: Ending date: Edit settings: Empty version: View: Download PDF: number automatically generated by Travelife title you gave to this action plan date of first task planned for this action plan (automatically generated by Travelife) date of final task planned for this action plan (automatically generated by Travelife) to edit the settings for this action plan to empty the content of your most recent action plan to view your action plan (you cannot edit) to download your action plan as PDF-file Leave the Planning module? Click Home in the navigation bar to return to starting screen of the Planning and Reporting module. Click Travelife Home button to return to your starting screen after login (top left hand. Travelife Manual for Group Managers 32

33 8. Reporting What is reporting? The online reporting tool provides a clear overview of actions and measures and is in line with the action planning tool. Travel companies can create an internal sustainability report, or an external report for their travel association and/or Travelife recognition. This also provides associations with the possibility to monitor their members progress and to benchmark their members over time, with each other or with other associations. Company coordinators do not need to finish a report at once. They can save/update a part of the actions and restart with the report at a later moment. Best practices: to inspire companies, concrete examples are provided of how other companies have implemented the suggested actions and measures. Tools and further information: to inspire companies, available tools and additional information including web links have been integrated into the reporting tool. The reporting tool supports the communication of sustainability achievements with a printable PDF report. Access rights A member will have access to the Travelife reporting tool, provided that you gave access rights to do so. For further information, see section Access rights. IMPORTANT! As a group manager, you manage and verify the Travelife Partner Level report (2 nd party verification). This includes sending the Travelife Partner Company Certificate and provision of the Travelife Partner Logo. See below section Verify Partner level report. The Travelife Certified Level section of the reporting module (3 rd party verification) (including sending the Travelife Certified Company Certificate and issuing of the Travelife Certified Logo) is managed by Travelife organisation. Access the reporting module 1. Login 2. Click Planning and Reporting You will arrive on the landing page for the planning and reporting module Travelife Manual for Group Managers 33

34 3. Click Reporting You will now see an overview of your members. You will be able to select the TO (tour operators) or TA (travel agents) or ALL. For each company you will see the reporting status (see column Status ). Returned: Pending: Approved: Not started: report has been sent back to company coordinator for improvement report submitted, asks for your verification report approved member has not started with report yet Manage Partner level report IMPORTANT! As a group manager, you will only deal with the management of your members Partner level report. The management of the Certified level report is done by Travelife organisation. To access the Partner level report(s): 1. Login 2. Click Planning and Reporting 3. Click Report settings Now you will see an overview of the Partner level reports that Travelife made available for your members (see below example). Version name: Official report title: Start: End: Edit: Blocked: Adjust criteria: version name introduced by Travelife organisation official report title to be published in report start date of report end date of report (deadline for submission) to edit report settings to block report to adjust the criteria in the report Travelife Manual for Group Managers 34

35 Adjust criteria To adjust criteria in the Partner level report, click You will get an overview of all the Travelife actions. symbol. Title: Description: Include: Listed: Report: Mandatory: Criteria management: names of main- and subtheme and the action description of the action An overall button to activate the criterion online To make it visible among the Partner level criteria action is part of this report if box is ticked action is mandatory if box is ticked for each action you will be able to edit settings by clicking Manage (see below explanations) Criteria management As a group manager you are able to manage the settings of each action. Click Manage for selected action. Following screen will be shown. Reporting tab Report: Mandatory: Type: Add text indicator: Add upload indicator: box is ticked when action is part of this report box is ticked when action is mandatory to select the type of answers for this action to ask company coordinator for written explanation when reporting on this action to ask company coordinator for supporting documents when reporting on this action Add number indicator: to ask company coordinator to add a number/amount when reporting on this action Travelife Manual for Group Managers 35

36 Update: Back to list: Next criterion: click symbol to delete indicator to update your settings for this action to return to the overview including all actions to go to the next action criterion NB: do not forget to click Update to save your adjusted settings in Travelife system! Best practices tab Under this tab you are able to add (a) best practice(s) for the selected action. To add a best practice, click button Add best practice. Following screen will be shown: Company: to add the name of the company that has developed the best practice Title: short title of the best practice Language: language in which best practice is written Description: to add the full description of the best practice Browse: to upload file(s) related to the best practice Update: to save your best practice for this action Back to list: to return to the overview including all actions Next criteria: to go to the next action criterion NB: do not forget to click Update to save your best practice in Travelife system! Tools tab Under this tab you are able to add (a) tools for the selected action. Tools can be documents, web links, videos etcetera. Verify Partner level report IMPORTANT! As a group manager, you will only deal with the verification of your members Partner level report. The verification of the Certified level report is done by third party verification (onsite audit by external auditor). As soon as a company coordinator submitted the Partner level report, you will be notified per . You will now be able to access the report. Travelife Manual for Group Managers 36

37 Access report 1. Click Planning and Reporting 2. Click Reporting You will now see an overview of your members and the reporting status Members with status Pending ask for report verification 3. To view the report for selected member click symbol in column View You will now enter the Partner level report for selected user and you can start to verify all the actions (see further explanations below). Report verification After having clicked the View symbol you will arrive in the Theme Overview for the selected company. The Theme Overview shows the main themes (sustainability management, internal management, supply-chain management, transport, accommodation etc) and their subthemes. Under each subtheme you will see the criteria of each subtheme. You can now select the subtheme/topic and then the action/criterion you wish to verify. For each action you will see the answer given by the company coordinator (yes, no). For each action you will also see what indicators have been uploaded by the company coordinator. For each action you will be able to add remarks for the company coordinator in case you want more clarifications (NB: to save your remarks, do not forget to click SAVE button). Upon adding your remarks in the box named: Travelife Remarks, the company coordinator can read these and take action to adjust the report. By clicking on show remark in overview the criterion in the table on the top right of the page will be marked with a red exclamation mark (!) to make all added comments easy to trace. Please verify all actions! 8.1 Next steps? Situation 1: you verified the entire report, but still have some questions / you added some remarks in the report Click Reporting in het main navigation You will now see an overview of your members and their reporting status Select user and click button RESEND Travelife Manual for Group Managers 37

38 The report including your remarks will be accessible for the company coordinator so he can further adjust and submit it again when finished. Company coordinator will be notified about the resending of the report by automatic Travelife . The status of this company will change into RESENT. Situation 2: you are satisfied with the report and want to approve it Click Reporting in het main navigation You will now see an overview of your members and their reporting status Select user and click button APPROVE Company coordinator will be notified about the approval of the report by automatic Travelife . This will include a link to download the approved Partner level report and explanation about how to obtain a Pdf version of the Travelife Partner Company Certificate. Status of this company will change into APPROVED. 8.2 Send and edit Partner Company Certificate After you approved your member s partner level report, member will NOT automatically receive the Partner Company Certificate. The moment of sending is decided by you as a group manager. Sending needs to be done for each member individually. To send the certificate as PDF-attachment to member: 1. Go to Travelife Home (= your start screen after login) 2. Go to Members 3. Click on the name of member 4. Go to Admin tab Click SEND PARTNER CERTIFICATE Your member will now receive the Travelife Partner Level Company Certificate as PDF-attachment to . Travelife Manual for Group Managers 38

39 To change the content of this auto- a. Home b. My Profile c. Admin d. Click button Translate automatic messages e. select the auto- being sent after partner report approval Edit validity of company partner certificate To change the validity, content and lay-out of the company partner certificate: a. Home b. My Profile c. Admin To change the validity (in years), see item Company certificate settings / Certificate validity in years OR To change content and lay-out, click button Edit under item Company certificate settings. NB: do not forget to click button Save to save changes. Travelife Manual for Group Managers 39