It is important to discover and collect as much information as possible from the customer in order to be able to establish a corporation. It is our recommendation to talk with the customers through each and every feature before the setup. Put together the list of corporation policies, users and other requirements. It will help you to clearly decide which features you need to use and which you can simply skip.

LET'S BEGIN AND SEE THE INSTRUCTIONS BELOW

It is obligatory to define at least ONE travel reason.

1. Open Travel reasons tab

2. Hit the + button in the upper right-hand corner to create a new travel reason

3. Enter the name which is the only mandatory field

4. You may define the rest of the information (optional)

5. Save

Description serves for additional information, the information provided here is for your reference only and does not appear anywhere else.

1. Go to: travelcloudpro.com

2. Enter your Username and Password

3. Log in

The main dashboard opens.

Go to Corporate Booking Tool Administration

1. Open Menu through the sidebar

2. Hit Corporate Booking Tool

The list of your corporate customers is displayed.

1. Hit the + button in the upper right-hand corner

2. Type in the Corporation name

3. Type in the Country code, ISO standard, 2 characters (it is important to recognize domestic from international flights)

4. Type in the Currency, ISO standard, 3 characters (all monetary inputs like travel limits will be in line with defined currency)

5. Select Approval configuration - suitable option reflects corporation requirements

   1. Manager to Traveller - managers who approve trips shall be assigned individually per traveller

   2. Manager to Cost Center - approval managers shall be assigned per cost centre

6. Select IN / OUT Travel policy approval method

   1. Ask for Approval - will send an approval request via email

   2. Auto-Approval with notification - automatically approves the trip having all concerning managers notified via email

   3. Auto-Approval without notification - automatically approves the trip, no notification is sent

7. Decide and select Travel policy if you wish to apply policy rules on corporation level

8. Decide if you wish to use the Lowest fare policy for the corporation (learn more about )

9. Save

Reason codes provide users with an explanation for not complining with defined travel policy. To make sure travellers can successfully finish the booking process, you must create at least ONE code.

To create a reason code:

1. Open Reason codes tab

2. Hit the + button in the upper right-hand corner to create a new code

3. Enter the name which represents the code

4. Type in the description which explains the code

5. Save

The most common code examples:

• AA

• AC

• K023

• L058

The most common code descriptions:

• I have authorisation to book this flight

• Selected this flight for routing/connection reasons

• Selected this flight due to time of day constraints

• Don't want to accept penalties associated with in-policy option

Depending on the customer’s requirements, you may need one or more following features.

It is obligatory to create at least ONE cost centre

1. In the Actions menu, open Corporation configuration

2. Open Cost centres tab

3. Hit the + button in the upper right-hand corner to create a new cost centre

4. Enter the name which is the only mandatory field

5. You may define the rest of the information (optional)

6. Save

Description serves for additional information, the information provided here is for your reference only and does not appear anywhere else.

You can assign Travel policy to the cost centre if that is a requirement.

In Managers drop-down menu, you can assign one or more managers to the cost centre. Fill this in if you set approval configuration to ‘Manager to Cost Center’, otherwise leave blank.

Grades break down the organizational structure, typical for a corporation. Grades are assigned to corporate employees and define the level of an employee in the structure.

Grade examples:

1. Board of Directors

2. Mid-level management

3. Junio management

4. Guest

5. External partner

To create grade:

1. Open Grades tab

2. Hit the + button in the upper right-hand corner to create a new grade

3. Enter the name which is the only mandatory field

4. You may define the rest of the information (optional)

Description serves for additional information, the information provided here is for your reference only and does not appear anywhere else.

Explore More on Our Product Website

For a deeper dive into our product, visit the dedicated product website. Here, you’ll find comprehensive details about our features, benefits, real-world applications, and prices.

The site also offers additional resources and support materials to help you get the most out of our solution. Click below to learn more and see how our product can make a difference for you.

Learn More with Our YouTube Channel

Visit our YouTube channel for quick explainer videos, step-by-step tutorials, and visual guidebooks on using the Admin Console. Whether you’re getting started or looking for advanced tips, these videos will walk you through everything you need to know. Click below to start learning!

This feature helps you to create regions exactly as the corporation understands them (i.e EMEA or CEE differs from company to company). There are no limits while creating a region. A region is defined by individual IATA airport codes.

To create region:

1. Open Regions tab

2. Hit the + button in the upper right-hand corner to create a new region

3. Enter the region name

4. Enter IATA codes of every airport which shall be included in the region

5. Save

By enabling the policy, you may achieve two main goals:

1. To INFORM the booking person about the cheapest available fare - the fare is marked with an indicator on the search result’s screen, user can decide not to pick such fare without providing an explanation

2. To FORCE the booking person to select the cheapest available fare - the fare is marked with an indicator on the search result’s screen, user can decide not to pick such fare but must provide an explanation by picking one of the available reason codes on the personal form before completing the booking

To achieve goal #1, you just need to mark the checkbox ‘Lowest fare policy’ while creating a corporation.

To achieve goal #2, you need to:

1. Mark the checkbox ‘Lowest fare policy’ while creating a corporation

2. Mark the checkbox ‘Lowest or Acceptable fare required’ while creating a travel policy rule

3. Define reason codes as per the description below

User profiles come at the end of the booking process because of the features setup above. You have to create at least ONE manager user profile. The number of travellers is not limited.

Begin with creating managers:

1. Open Users tab

2. Hit the + button in the upper right-hand corner to create a new user

3. Select Title

4. Type in Name

5. Type in Last Name

6. Type in Email

7. Mark checkbox Manager

8. Mark checkbox Traveller (in cases when Manager is also a traveller, otherwise leave empty)

9. Assign Travel policy (in cases when Manager is also a traveller and if required, otherwise leave empty)

10. Assign Manager (in cases when Manager is also a traveller AND Manager to Traveller as Approval configuration was selected, otherwise leave empty)

11. Assign Cost centre(s) (in cases when Manager is also a traveller, otherwise leave empty)

12. Assign Grade (in cases when Manager is also a traveller and if required, otherwise leave empty)

Continue with creating travellers:

1. Open Users tab

2. Hit the + button in the upper right-hand corner to create a new user

3. Select Title

4. Type in Name

Low-Cost Carrier Content via TravelFusion

We provide comprehensive access to low-cost carriers, NDC, and railway content via TravelFusion, an aggregator of multiple travel services. There are two models of cooperation for agencies looking to use this content:

1. CEE Travel Systems Agreement

If you choose to work through our agreement with TravelFusion, you can access all available content through our platform. In this case, agencies must deposit funds into a CEE account, which acts as a wallet for all fares, taxes, and other charges. CEE directly pays TravelFusion for all transactions on behalf of the agency.

2. Direct Agreement with TravelFusion

If your agency has a direct agreement with TravelFusion, we simply connect you via API. No deposit to CEE is required in this model. You handle all payments directly with TravelFusion.

The pricing per issued ticket follows the rates listed on the product . For full details on the available content, please visit the link below.

Air Content

TravelFusion provides a broad range of air content, including:

• Low-Cost Carriers

• Legacy Carriers

• Legacy Carriers Connected via NDC

As of now, there are no limitations on connecting low-cost carriers or NDC-based content. However, there is one important restriction:

Carrier Connections via GDS: If an airline is connected via a Global Distribution System (GDS), it cannot be consumed through the CEE Travel Systems Agreement. With a direct agreement procured by the agency with TravelFusion, we do not interfere with the content provided by TravelFusion, including any GDS-connected carriers.

Low-Cost Carriers

Low-cost carriers may offer different fare types, such as:

• Basic Fares

• Extended Fares with Branded Options

If available, branded fares will be displayed via TripGate. Additional services, depending on the carrier and route, may include:

• Extra Baggage

• Seating

• Priority Boarding

• Other Optional Services

Legacy Carriers via NDC

For legacy carriers connected via NDC, the agency must possess NDC credentials directly from the airline. CEE does not offer or manage NDC agreements for agencies.

Rail Content

TravelFusion also provides rail content, including options from various rail operators. There are two key points to note:

• Some rail operators do not require a special agreement with the agency.

• Other rail operators may require a separate agreement with the agency.

For more detailed information on rail content and any special agreements, please refer to the TravelFusion website above. Keep in mind, TravelFusion offers only the cheapest available rail offer, and does not include branded options or upgrades.

Connecting with the Commission Manager helps in managing commissions for TripGate. For more information on the setup, please visit the link below:

Travel policies define the travel rules of the corporation. Travel policy may be assigned either to:

1. User

2. Cost Centre

3. Corporation

The system always checks and assess policies in the following order:

1. User: if the user has no policy assigned than the system skips to >

2. Cost Centre: all cost centres assigned to users are checked for assigned travel policies and if there is no policy than the system skips to >

3. Corporation

To create policy:

1. Open Policies tab

2. Hit the + button in the upper right-hand corner to create a new policy

3. Enter the policy name

4. Save

You can create as many policies and rules as you need.

Examples and description of some of the available parameters:

Active - you may create a policy rule, keep it disabled and activate the rule at any time

Lowest or Acceptable fare required - check the feature description -

Origin / Destination - consist of individual IATA codes and/or offers a predefined list of regionsApproval method - it is possible to select different the approval method for each rule

No system or platform is perfect, neither the processes of TripGate. Although we do our best to keep it almost flawless, it may happen that you come across issues or errors which this guidebook cannot help you handle. In such cases, we utilise Zendesk as our service desk platform. Click on th elink below to proceed.

Once you report your issue, the service desk team will handle that issue as soon as possible while keeping the communication over email. After your first issue report, you'll be encouraged to register on the Zendesk portal, where you can see and manage all your tickets. Alternatively, you can continue messaging us using email.