Step 1: Dashboard

Using TESS as an administrator looks a lot like using TESS as an Agent, there are just a few differences to note.

1. The trips list shows all trips across the agency - agents only see their own.
2. The task list shows all tasks across the agency - agents only see their own.
3. Month-to-Date and Year-To-Date numbers are for the entire agency.
4. Sales and Commission graphs are for the entire agency - you are probably getting the idea of how this works!
5. The Top Sales and Goals widget looks the same whether you are an agent or admin - this is an optional feature that we talk about more in the settings section.

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Step 2: Adding Trips and Clients for Agents

First, start creating a trip.
Click here to learn more about creating trips.

1. Under Agent, start typing the agent's name and click the name when it comes up.
   Note: You can change an agent on a trip later, but once you attach something to the trip that belongs to the agent
   such as a client or an extension, the field will be locked to prevent changing it.
2. Adding a client for an agent works the same way, start creating a client, in the Agent field start typing their name,
   Click the agent name when it comes up.
   Note: Once this client is attached to a trip that belongs to this agent, you will not be able to reassign them.
   Click here to learn more about creating clients.

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Step 3: Reports

By default when you access a report you will see information for the entire agency.
Follow the steps below to view information for a specific agent.

1. Click Reports in the main menu, then select one of the reports.
2. In the upper right corner, start typing an agent name and click it when it comes up.
   The report will filter by only that agent's information.

General report information:

• Projected Income: This report shows all bookings sorted by travel date.
  Because most commissions are paid after travel, this will show you when you are expecting to receive commission payments.
• Commission Earned: This report shows all bookings sorted by booking date.
  This report shows you when the commission was earned (booked), regardless of when you expect to receive it.
• Past Due: This report shows you all bookings where the travel dates are in the past.
  Generally, you should expect to receive a commission check after travel, so you can use this list to follow up on missed payments.
• Charts: The charts provide a high-level view of where you send the most people and which operators you use the most.
• Custom Reports: If you are on the Advanced package we can build custom reports for you that you can run anytime.
  Any data in TESS, including custom tabs, can be used in reports. They can be detail level or summary reports.

Step 1: Add an Agent (or other user)

1. Click My Account in the main menu.
2. Click Agents.
3. Click Add User.
4. Enter a username.
   This only needs to be unique within your agency so use something simple like a first name, first initial and last name, etc(required).
5. Enter the user's first name (required).
6. Enter the user's last name (required).
7. Enter the user's primary email address (required). The user will be able to change or add additional addresses later.
8. Choose the user type (required).
   Important! Be sure to set the user to be an Agent unless you want them to have access to all agency information.
9. If the user will receive commission payments, check the box and enter their initial commission rate.
10. Click Save
    After you click Save, you can add more information, such as phone numbers or alternate email addresses.
    The agent will automatically receive an email asking them to activate their account.
    Note: Do not change the user status from Awaiting Activation to Active.
    The account will activate when the agent follows the activation link in the email.

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Step 2: Resetting an Agent's Password

1. From the User Information tab in the Password Change area, click Email Reset Request.
   The agent will receive an email with a link and instructions to reset their password.
   Note: This will not work if the agent has not activated their account!

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Step 3: Resend The Activation Email

The activation email was sent when you created the account,
but if you sent it to the wrong address or the invitation expired it is easy to send a new one.

1. Open the agent's profile from your agent list (see step one) then click the My Account tab.
2. If their account has not been activated there will be a Resend Activation Email, just click the button!

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Step 4: Deactivate an Agent

If you have an agent leaving your agency, it is very easy to deactivate their account.
After you deactivate them, they will have no access to the system.
As the admin, you will still have access to any data they entered in TESS.

1. Open the agent's profile from your agent list (see step one).
2. Change the User Status to Inactive.
3. Click Save.
   To reactivate their account, just change the status back to Active!

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Step 5: Manage User Permissions

1. Open the agent's profile (see step one) then click Update in the User Type area (either button, they do the same thing).
2. The first set of options primarily controls access to clients and trips.
   When set to Administrator the user will have access to all trips and clients across the agency.
   When set to Standard they will only have access to their own trips and clients.
   Either setting can be combined with the Read Only check box, for example, you may have an accountant who
   you want to have access to all trips and clients, but not be able to change any of them.
3. Payroll Management: Controls the ability to reconcile checks and pay agents.
4. Role Management: Allows the user to get to this screen. Note that even with this setting, a user cannot change their own permissions.
5. Tour Operator Contact Management: Allows or prevents agents from adding their own contacts to Tour Operators.
6. Tour Operator Management: When paired with the agency setting above, you can allow this for the agency as a whole but restrict it for specific users.

Most options can be paired with the Read Only flag, and most options do not have a Standard option, only No Access and Administrator.

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Step 6: Manage Sub-Agencies

Sub-Agencies are useful when your agents work under their own brand or when they may have agents
of their own who do not have a direct relationship with you.
To Create a Sub-Agency:

1. Click Companies under the My Account menu in the main menu.
2. Click Add Company.
3. Enter a Company Name; this is the name clients will see.
4. Enter the company's legal name, for 1099 or other purposes.
5. Enter the company short name.
   This will not be seen by clients but is used for logging in so try to keep it short and simple.
6. Usually, you will want to enter the commission you pay to the company or main agent here at the company level.
   You or the owner of this sub-agency will be able to set individual agent rates within the agency.
   For example, you may pay Travel with Simone 70% for all bookings made through your agency,
   but Simone may have an agent who she then pays 70% of what she receives.
   TESS will calculate payments through any number of sub-agencies and sub-agents.
7. Click Save.
   Once saved you can click the Users tab to begin adding users, just as described above.

The sub-agency capabilities of TESS are very flexible and can support a variety of needs.
If you plan to add sub-agencies we do recommend contacting support the first time just to talk through your specific needs.
TESS pricing is always per-agent, so there is no additional cost for sub-agencies.

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Step 7: Paying for Agent Subscriptions

TESS' payment options are very flexible.
You can pay for your agent's entire subscription, pay for only their Standard access, or allow them to pay for their own account.
If you pay for their Standard access, they will still have the option to upgrade at their own expense and only pay the difference.

1. Login under your admin account, click your name in the upper right corner.
2. Click My Profile.
3. Click the My Account tab.
4. Click the number of licenses under the Standard column (this will usually be 1 the first time you go in).
5. Check the box next to each agent whose account you want to have paid from your agency account.
6. Click Close.
   Repeat this process under the Advanced column if you want to pay for the Advanced package as well.
   Be sure you have added a credit card on this page as well!

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Step 1: Access Company Settings

1. Click your name in the upper right corner.
2. Click My Company.
3. Click the Settings tab.

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Step 2: General Settings

1. Require Client Address: This option forces agents to enter a physical address for the clients before saving.
   This is useful for agencies that rely heavily on postal mailings, but we do not recommend it for most agencies.
2. Disable Tour Operators: Turning this option on will restrict agents from managing tour operators.
   As the administrator, you will still be able to manage them.
3. Disable adding users, etc.: Turning this option on will prevent users from changing their username.
   If you have sub-agencies it will also prevent the admin for the sub-agency from adding users on their own.
4. Enable Fast Track: Turning this option on adds a new trip type that only allows the minimum fields required to be paid for a booking.
   We do not recommend enabling this feature unless you have agents who you do not require to use TESS, but do need them to enter bookings so you can pay them.
5. Client Sharing: With this option turned on, administrators will be able to use clients from other administrators.
   This is typically used in small agencies where everyone is an admin and works together on a shared pool of clients.
6. Disable Commission Expected: Turning this on hides the expected commission link on a booking.
   It will not change any calculations, it just removes the link from the page.
7. An example of the commission expected link from number 6.

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Step 3: Commission Settings

1. Commission Payment Booking Start Date: With this setting turned on, TESS will not prompt you to pay your agents until after the booking start date.
   For example, if you have a cruise or insurance that paid commission after the final payment was made,
   you may want to hold that payment until after travel to avoid having to pull back a payment if the trip cancels.
2. Personal Travel: Some agencies pay a higher rate for bookings agents make for themselves.
   Enter the commission level you want to pay for personal bookings, or enter 0 to disable.
3. Personal Travel Commission Updates: Enabling this feature will allow you to support personal travel commissions
   but will restrict the check box to admins.
   If you turn this on, your agents will need to let you know which bookings are personal travel so you can check the box for them.
4. Minimum Commission: This option allows you to set the minimum total commission amount you will pay agents:
   For example, if you set your minimum to $50, TESS will accumulate agent commissions until they reach $50 then pay all of them.
   This helps keep you from sending a lot of small payments.
5. Alternate Commission: If you pay a different commission amount for certain bookings, this setting will let you create the alternates.
   Turn the setting on here.
6. Click Add Alternate Commission.
7. Enter the new commission level here.
   The new commission will be available on the booking form as a drop-down list, but will always default to their standard commission.

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Step 4: Top Sales and Company Goals

Caution! Turning this setting on will give your agents a lot of information about the performance of the agency and other agents.
This is a great feature for agencies that have a very open and competitive and/or supportive culture, but may not be right
if your agents work very independently from the parent agency and other agents.

1. Turn on the feature.
2. Click Update for each month.
3. Enter the agency goal for the month.
4. Click Save.
5. If you want to use the feature but do not want some (or all) of your individual agents to be shown you can put them in groups.
   Click Add Agent Group to start.
6. Enter a name for the group then start typing the agent name and click the agent name when it comes up.
7. Click Save.
   Repeat for other groups.
8. View for all agents on their dashboard.