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Business travel made simple and rewarding.

USER GUIDETRAVEL AGENCY

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TABLE OF CONTENTS

1. GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

SIGNING IN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 TOOL OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2. ACCOUNT ADMIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

CREATE A NEW CORPORATE ACCOUNT . . . . . . . . . . . . . . . . . . . . 5 PROGRAM USERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 MANAGE CORPORATE ACCOUNTS . . . . . . . . . . . . . . . . . . . . . . . . 7 > Adding employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 > Granting employees access to the web or online tool site . . . . . . . 9 > Requesting Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 >EditingProfile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 >CreatingaTravelArrangerprofile . . . . . . . . . . . . . . . . . . . . . . . 13 ACCOUNT INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 EDIT USER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 > Disabling a user . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 CLAIM CORPORATE ACCOUNT . . . . . . . . . . . . . . . . . . . . . . . . . . 16

3. BOOKING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

BOOKING A FLIGHT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 RESERVING A CAR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 VIEW AND MODIFY BOOKINGS . . . . . . . . . . . . . . . . . . . . . . . . . 20

4. AGENT ADMIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

AGENCY INFO. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 POST-BOOKING PREFERENCES . . . . . . . . . . . . . . . . . . . . . . . . . . 23 REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

5. ADDITIONAL INFORMATION . . . . . . . . . . . . . . . . . . . . . 24

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1. GETTING STARTED

Thank you for taking the time to review this User Guide. It will provide you with a complete overview of the Air Canada Corporate Rewards Travel Agent online tool, allowing you to easily enroll and service your corporate customers. This guide will outline how to create, manage and customize your corporate account’s information.

SIGNING INTo access the Air Canada Corporate Rewards online tool:

> Go to aircanada.com/agents

> Enter your agency credentials

> Click on the Business Travel tab from the homepage

> Click on Log in in the Corporate Rewards section to access the Air Canada Corporate Rewards online tool

> Re-enter your agency credentials

PLEASE NOTE

All agent IDs associated to the login IATA have access to the corporate accounts registered under this IATA.

1. GETTING STARTED – SIGNING IN

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TOOL OVERVIEWOnce you have logged in, you will be immediately directed to the Agent Dashboard. From the homepage, you have access to a variety of functions to create, manage and service your corporate customers. Here’s an overview of the tool and its functions.

A Account Administration

> Edit User: Update corporate user information [P.15]

> Create New Account: Enroll your corporate customers in the Air Canada Corporate Rewards program [P.5]

> Claim Corporate Account: Claim a corporate account that enrolled directly on the consumer version of the Air Canada website [P.16]

> Admin Sites: Manage your corporate accounts [P.7]

B Agent Administration

> Agency Info: Edit support information [P.22]

> Post-booking Preferences: Edit post-booking settings [P.23]

> Reports: Usage Report options [P.23]

> Logout

C Main navigation bar

> Book Travel: Book for your Corporate Rewards clients [P.17]

> Manage My Bookings: View / Modify Corporate Rewards bookings [P.20]

1. GETTING STARTED – TOOL OVERVIEW

A

BC

52. ACCOUNT ADMIN – CREATE A NEW CORPORATE ACCOUNT

2. ACCOUNT ADMINISTRATION

CREATE A NEW CORPORATE ACCOUNTTo offer the Air Canada Corporate Rewards program to your customers and to manage the online tool on their behalf, you will have to enroll each corporation individually in the program.

To do so, complete the enrollment form found in the Create New Account tab foreverycorporation.Completeallrequiredfields,includingtheGovernmenttaxID orFederalTaxIDforcompaniesintheUSA.(*indicatestherequiredfields.)

Uponenrollment,youwillreceiveaconfirmationandaCorporateRewardsaccount number by email. Your account is now successfully created and you should:

•Communicatethelogininformation(emailaddressandpassword) entered at the time of enrollment so that the Program Administrator can log in to the online tool.

•Addeveryemployeethatwillbetravellingunderthecompanyprofilein order to arrange travel for them. For more details, refer to [P.6].

PLEASE NOTE

The Program Administrator is an assigned employee designated to manage the corporate account and to receiveimportantemailnotificationsand updates. As the designated Travel Agency for the corporate account, you must add your travel agency contact information in the Corporate Officer section of the Enrollment form in order to receive all communication regarding the Air Canada Corporate Rewards program.

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PROGRAM USERSDepending on how the employee will use the online tool, the employee can be assigned any of the following possible roles.

> Program Administrator

> Travel Arranger

> Traveller

PROGRAM ADMINISTRATOR

The Program Administrator is the company’s designated employee responsible for managing the corporate account and will receive important information and updates. The Program Administrator and the designated Travel Agent, have the ability to:

> Add employees / edit employee information

> Assign employees their role functions such as a Traveller, Travel Arranger or Administrator

> Editanemployee’stravelprofile*

> Sendemployeestheirlogininformation

> Reset the password

> Update corporate information

> Download reports

*ATraveller’sprofilecanbeeditedonceaccessisrequestedandaccepted by the Traveller

TRAVEL ARRANGER

The Travel Arranger is an employee authorized to log in and make travel arrangements for themselves or on behalf of other employees, also known as Travellers.

TRAVELLER

The Traveller is a designated company employee authorized to log in and make travel arrangements for themselves.

A Travellercanonlycreateaprofileforhimself,andmustberegisteredbeforehand by the Program Administrator or the designated Travel Agent.

2. ACCOUNT ADMIN – PROGRAM USERS

If the Administrator is also identifiedasaTravel Arranger, he/she will have the ability to make bookings on behalf of others. Please note, as the designated Travel Agent, you are automatically assigned as an Administrator and Travel Arranger for the corporate account.

HELPFUL TIPS

PLEASE NOTE

As the designated Travel Agent, you are automatically assigned as an Administrator and Travel Arranger for the corporate account.

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MANAGE CORPORATE ACCOUNTSThis section outlines how you create, update and manage the different users within your enrolled corporate accounts.

ADDING EMPLOYEES

You will need to add all of your corporate customers’ required employees. Before you can arrange travel for employees, they must be added to the companyprofile.Toaddanemployee,followthestepsbelow:

> Click on Admin Sites. This will display the list of all your corporate customers enrolled in the Corporate Rewards program under your IATA/ARC.

> Select the company from the list to access its administrative functionalities.

> Click on Create a New User

2. ACCOUNT ADMIN – MANAGE CORPORATE ACCOUNTS

Before you start this process, have your list of employee names and email addresses ready. This will allow you to add all eligible employees quickly.

You can also perform a search by company name or company ID tofindtheappropriatecorporatecustomer’s account.

Once you select a company from the list, the name of the company will display to indicate the corporate account you are currently managing.

At this step, you can also click on Load Users. This link allows you to create multiple users by importing the information from a.csvfile.Formoredetailsabout this option, click on Load Users then click on the help file link.

HELPFUL TIPS

HELPFUL TIPS

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> Fill out the User Information form and be sure that the name entered matches the name on the employee’s travel documents

> Click on Save

To create multiple users, click on Load Users and import the information froma.csvfile.

IMPORTANT

Please note that adding employees will not automatically grant them access to the online tool. To grant the employees access to the online tool, you will need to give them access as a Traveller. For more details, refer to [P.9].


PLEASE NOTE

Forcompletesteps,viewthehelpfile under the Load Users link.

A unique email address must be entered for every employee. This email address will be a unique identifierofeachuserenrolled under a corporate account. It will also become their username for the online tool login if you decide to give them access to the Air Canada Corporate Rewards online tool for self-service bookings.

You can assign the employee an administrator role by checking the Administratorboxinthe User Settings section.

• If the Program Administrator isalsoidentifiedasaTravel Arranger, he/she can also make bookings on behalf of others. For more details, refer to [P.13].

HELPFUL TIPS

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GRANTING EMPLOYEES ACCESS TO THE ONLINE TOOL

You have the ability to provide employees access to the Air Canada Corporate Rewards online tool.

Once given access to the online tool, employees can arrange and manage their own travel as a Traveller. Here are the steps to follow:

> Click on Admin Sites

> Click on the appropriate corporate account

> Click on Send Passwordnexttotheappropriateuser


It is not mandatory to grant the company employees access to the Corporate Rewards booking tool.

The Send Multiple Passwords button allows you to send passwords to multiple employees in one step.

You can reset all passwords for security reasons by clicking on Reset All Passwords.

HELPFUL TIPS

The newly added Traveller will then receive an email with a temporary password and a link to access the site. The employee can change their password after they log in. You will always have full access to bookings made by Travellers.

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Note: This will auto-generate an email requesting access to the employee’s profileexclusivelyforthepurposesofperformingadministrativefunctionsfacilitating travel arrangements on their behalf. The employee will be able to accept or decline the request by clicking on a link within the received email.

REQUEST ACCESSYouhavetheabilitytoviewandedittravelprofileinformationsoyoucan better manage travel arrangements for your corporate travellers. In order to editthecorporateemployee’sprofile,accessmustberequestedandgranted.

REQUESTING ACCESS TO EDIT TRAVELLER’S PROFILE

Followthestepsbelowinordertorequestaccesstoanemployee’sprofile.

> Click on Admin Sites tab


> Click on Request Accessnexttotraveller’sname

> Click on Send Email to send request to the traveller


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The requestor will receive a reply email from the employee after they have selected from the available options. The Edit Profile access will also be displayed based on the selection made.

The Edit Profile link beside the corporate employee’s name will be enabled onlyifthecorporateemployeegrantsaccesstohis/herprofile.

Iftheemployeedoesnotgrantaccesstohis/herprofile,theEdit Profile link will be inactive and a warning message will display advising that his/herprofile’sprivacysettingsdonotallowotherstovieworedittheir profileinformation.

EDIT PROFILE

Onceaccesstotheprofileisgrantedbytheemployee,followthesestepstoupdatehis/herprofile:

> Click on Admin Sites tab

> Select applicable corporate account

> Click on the active Edit Profilelinknexttotheappropriateemployee

Requesting access to a corporate employeeprofilewillnotprovidehim/her with a username or password to access the Corporate Rewardstool.Seesection:GrantingEmployees Access to the site. [P.9]

NOTE



Oncetheuserprofileisdisplayed,modificationscanbemade.

> Update or add travel information for the corporate employee under any of the listed tabs

> Click on Save to keep updates.

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CREATING A TRAVEL ARRANGER

You can assign a Travel Arranger role function to employees within the corporate account. The Travel Arrangercanbookflightsorcarsonbehalfof other Travellers. The Program Administrator can also be assigned a Travel Arranger role.

To do so, follow the steps below:



> Click on the Create Travel Arrangerlinknexttotheappropriateuser

> Check which employees the Travel Arranger can make bookings for and Save


Check Select All to enable bookings for all listed employees, or select individual names for which bookings can be made.

HELPFUL TIP

Travel Arrangers are designated employees that can book travels for themselves as well as for other registered employees. As the designated Travel Agent, you will always have access to these bookings.

HELPFUL TIP

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ACCOUNT INFORMATIONThis section will outline how to view, edit and retrieve corporate information including the company’s Air Canada Corporate Rewards account number provided at the time of enrollment.



> Click on Account Details

2. ACCOUNT ADMIN – ACCOUNT INFORMATION

Your corporate customer’s Air Canada Corporate Rewards account number is stored on the Site Administration page and in the Account Details page.

Only an Administrator or the designated Travel Agency can view the information recorded in this section.

HELPFUL TIPS

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EDIT USERYoucansearchforanemployeeunderaspecificcompanyaccountinorder to update his/her account information by clicking on the Edit User tab at the top of the page.

The following information can be edited by the Program Administrator or the designated Travel Agent:

> First, Middle and Last Name

> Email address

> Password

> Aeroplan Number

> Locale(setpreferredlanguage)

> Administrative Rights: Administrator, Travel Arranger, Traveller


> Click on Edit User

> Perform a search with the last name of the user you are looking for. If you have 2 or more users with the same surname, the search will return a name list and you can make the appropriate selection.

> Click on Edit Usernexttotheappropriateusertoaccessandmodify his/her account information

2. ACCOUNT ADMIN – EDIT USER

You can do a basic search with the last name of the user, or use the Advanced Search option.

By typing a *inthesearchbox and clicking on Search, a list of all users will be displayed.

HELPFUL TIPS

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CLAIM CORPORATE ACCOUNTWhen companies enroll in the Air Canada Corporate Rewards program directly from aircanada.com and enter their Travel Management Company/Agency in the Agency Information section at the time of enrollment, Air Canada will automatically notify the designated travel agency by email. This email will include an authorization code and advise that a corporate account has indicated your agency is the designated Agency of Record associated with the account. You may then log in to the Air Canada Corporate Rewards Travel Agent online tool to claim that corporate customer and add it to your list of corporate accounts.


> Upon receipt of the Agency Request email, access the Travel Agent Corporate Rewards online tool

> Click on Claim Corporate Account

> Enter your email address and the Authorization Code provided in the email and Click on Continue

2. ACCOUNT ADMIN – CLAIM CORPORATE ACCOUNT

DISABLING A USER

If a user no longer needs to be registered in the Air Canada Corporate Rewards program, you can deactivate the user’s access by following the steps below:



> Check the Disabledboxnexttotheappropriateuser

> Click on Update User to save the changes

Access can be reinstated by uncheckingthesamebox.

HELPFUL TIPS

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3. BOOKING

BOOKING A FLIGHTAfter creating a corporate account and adding all employees, you can start arranging travel on behalf of your corporate customers.

> Click on Book Travel on the main navigation bar

> Search for the corporate user or company for whom you need to book travel

> Click on the Book Travellinknexttotheappropriateemployee to start booking

> Enter your search parameters to start shopping

3. BOOKING – BOOKING A FLIGHT

You can do a basic search with the last name of the user, or use the Advanced Search options.

By typing an * in the search box and clicking on Search, a list of all the travellers/employes will display.

HELPFUL TIPS

When you are booking on behalf of an employee, his/her name will be displayed at the upper right corner of the page.

If your corporate customer has a Flight Pass, check the Use My Flight Pass option in the search boxtodisplayFlightPassoptions.

You can also shop using a promotional code when applicable.

Any applicable product offered under the Air Canada Corporate Rewards program will be displayed automatically when shopping.

You can also shop using a View fares eligible for upgrade when applicable.

HELPFUL TIPS

183. BOOKING – BOOKING A FLIGHT

> Selectyourflights

> Select your travel options

> Completealloftherequiredfields

PLEASE NOTE

Add the email addresses of people who will need to receive the itinerary of the trip.

In the Itinerary Namefield, name your trip to differenciate it from other bookings.

HELPFUL TIP

Fares displayed include all applicable discounts. In addition to Air Canada, Air Canada rouge and Air Canada Express,youwillhavetheoptiontobook travel on select markets with:

• Air Canada’s codeshare and other airline partners

• Lufthansa and Lufthansa Regional – Austrian – Brussels Airlines –SWISS

See[P.24] for more details.

You will be able to view available seats on Air Canada, Air Canada rougeandAirCanadaExpressflightsbeforeconfirmingflightbooking.

HELPFUL TIP

If the company you are making travel arrangements for has received complimentary or discounted travel options they will appear as selectable travel options.

Note: Complimentary Preferred seats can be selected when usingaFlexfarefortravelwithin North Americaonflightsmarketedby Air Canada and operated by Air Canada, Air Canada Express and Air Canada rouge.

HELPFUL TIP

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> Make your seat selection

3. BOOKING – RESERVING A CAR

RESERVING A CARYou can make car bookings by selecting the Cars tab from the homepage.

You can also add a car booking to your purchase once you have completedyourflightbooking.

Refer to [P.21] for more details.

HELPFUL TIP

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VIEW AND MODIFY BOOKINGSYou have the ability to view and modify Corporate Rewards bookings made using:

> The Corporate Rewards online booking tool;

> ac2upartnersexternalonlinebookingvendorswhichsupport CorporateRewardsbookings(thebookingmustcontainCorporate RewardsAccountID)

> The Air Canada Corporate Rewards dedicated support line.

To do so:

> Click on Manage My Bookings on the main navigation bar

> FindanexistingbookingmadeontheCorporateRewardsbookingtool by entering the booking reference in the Search Bookings section and click on Search

> Click on Selectnexttothebookingyouwishtoviewormodify

3. BOOKING – VIEW AND MODIFY BOOKINGS

Enter * to display all current bookings.

Youcanrefineyoursearchbyclicking on Advanced Search.

HELPFUL TIPS

> Findanexistingbookingmadethroughthecallcenterorac2upartnersbyentering the booking reference in the Import external booking section and click on Import.

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Note:ExternalbookingsmadewiththeAirCanadaCorporateRewardsdedicatedsupportlinemustcontaintheaccountnumber(PN#)inaprotectedremark in order to be retrieved.

To add a car reservation to your booking, click on Add a Car.

HELPFUL TIP

Only Corporate Rewards bookings with the account ID made using the Air Canada Call center or online booking tools such as Concur, Travelport Agencia or Maritime can be retrieved using the Corporate Rewards booking tool. Global DistributionSystem(GDS)bookingsare not applicable.

HELPFUL TIPS

3. BOOKING – VIEW AND MODIFY BOOKINGS

Once the requested booking is displayed, you will be able to complete any of the following functions:

> Cancel your reservation

> Add a car rental

> Name/Rename your itinerary

> Print/Email your itinerary

> Selectseats

> Request an upgrade

> Add Frequent Flyer information

> Add/Changeflights

> Purchase additional services, i.e. Maple Leaf™ Lounge access, Air Canada Café meal vouchers, seat selection and On My Way™ service.

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4. AGENT ADMIN

AGENCY INFOThissectionallowsyoutoenteryourofficesupporthoursofoperation, phone number, and email information.

When Travellers are on the Air Canada Corporate Rewards online tool and click on the Contact Us menu, they will see the support information you have saved. Travellers can email your pre-designated support email address or call the agency directly.

To view or modify your agency support information click on Agency Info on the right menu.

4. AGENT ADMIN – AGENCY INFO

When your Corporate Rewards customer logs in and clicks on the Contact Us link, your contact information will be displayed.

HELPFUL TIPS

234. AGENT ADMIN – POST-BOOKING PREFERENCES, REPORTS

POST-BOOKING PREFERENCESThis section allows you to turn certain features on or off, and to manage the bookingaftertheticketisissued.Theconfigurationsettingsyouselectwillapply to all corporate accounts managed by your agency.

Checked items in Post-Booking Settings indicate that the features are activated for the corporate accounts. You can uncheck any features to deactivate them.

ToconfigurethePost-Booking Settings, click on Post-booking Preferences on the left menu.

REPORTSYou can run reports for all air and car transactions at the IATA/ARC level for all your registered Corporate Rewards accounts,orforspecificaccountsusingthefiltersbelow.ReportsareavailableinbothExcelandPDFformats.

> Click on Reports

> Click on the dropdown menu to select the appropriate corporate account

> Select the type of reports you want to view or download

> Click on Run Report

This setting will apply for all your registered Corporate Rewards accounts.

HELPFUL TIPS

You may run a report for bookings relatedtoaspecificcorporate account or Select all to generate a report of bookings for all your registered corporate accounts.

Note: Only bookings made using the Corporate Rewards online tool willbereflectedinthereports.

HELPFUL TIPS

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5. ADDITIONAL INFORMATION

> InadditiontoAirCanada,AirCanadarougeandAirCanadaExpress,yourcompanywillhavetheoptiontobooktravel on select markets with:

•AirCanadacodeshareflights (FlightsthathaveanAirCanadaflightnumberbutareoperatedbyotherairlines)

• Lufthansa Group: •LufthansaandLufthansaRegional(operatedbyAirDolomiti,EurowingsandGermanwings) •AustrianAirlines(includingTyroleanairwayswhenmarketedbyAustrian) • Brussels Airlines •SWISS

Note:DiscountsonLufthansaGroupflightsareavailableonlytoCanadian corporations or US corporations managed by a Canadian travel agency. Discounts do not apply to Tango fares or equivalent Lufthansa Group fares.

> Flight Passes purchased AFTER enrollment in the program are eligible for revenue tracking. To associate the Flight Pass with the corporate account for tracking, add the Air Canada Corporate Rewards account number in the clientidentifierfieldonthepurchasepage.

> Flight Passes that were purchased PRIOR to enrollment are not eligible for revenue tracking. You can still access your Flight Pass in the Air Canada Corporate Rewards online tool and make a booking using your credits.

TECHNICAL SUPPORT There is a technical support line for Air Canada Corporate Rewards. Companies can access technical support through a dedicated line at 1 888 335-4189 from 6 a.m. to 2 a.m., 7 days a week or by email at [email protected].

5. ADDITIONAL INFORMATION

user guide - air canada · pdf fileonce you have logged in, you will be immediately directed...

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