Before you can accept and track bookings made by Resellers (OTAs & Private Partners), you must first create a profile for those resellers through your TripWorks account. This article provides guidance on setting up reseller profiles and defining your ideal settings for your partnered resellers.
How to Set Up OTAs & Private Partners
Step 1: Create the Reseller Profile
- Select More > Resellers from the toolbar
- Choose New…
- Choose the desired reseller from the menu. If you select the Private Partner option, a text field will appear so that you can type in the private partner's name. If you select a preexisting OTA, the same text field will appear pre-populated
Private Partner
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OTA
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Select a Payment Method
- Auto-Apply a payment at the time of booking: Available for OTAs like Viator, this option automatically marks a trip as paid once the payment is received from the OTA. It cannot be used for private or offline resellers.
- Invoice + Manually Apply Payment: Ideal for OTAs or hotels using a post-payment approach. No payment is made at booking; instead, the operator sends a monthly invoice and manually applies the payment after it’s received, usually within a month.
- Payment Required at Booking: This option is best suited for partners who prefer to receive upfront payments, allowing for immediate revenue recognition for the operator.
- No Payment Required: For partners who don’t need payment at booking. Suited for pay-on-arrival guests, complimentary activities, or resellers handling payment separately.
- Enter a Commission Rate if the reseller is eligible to earn a commission on sales
- Choose Create
Part 2: Adjust Reseller Settings
- Select the reseller you've just created
- Navigate to the Settings tab from within the Reseller profile
- Use the provided sub-tabs (General, Rates, Activity (Experiences), Remittance, Commissions, and Communication) to define your preferred settings for this reseller
General
Edit/adjust the name, physical address, accounting contact information, and tax information of the reseller.
Pro Tip
Adding an Email address under the Accounting Contact information will allow this reseller to book trips on your behalf and use the same email. This prevents trips from linking together.
Remember to select Update to save your changes.
Rates
Commissionable Items
Select the items (e.g., products, add-ons, or taxes/surcharges) that the reseller should earn commissions on
Rate Sheets
This reseller will adhere to the standard pricing for your Activities by default. However, if you wish to set up and implement special pricing for specific Actvities, you can do so.
Check off one or more Activities Rate Sheets for this particular reseller accordingly. Remember to select Update to save your changes.
Credit Limit
Optionally set a maximum credit limit for this reseller, commonly used for travel agents who pay monthly. If unpaid invoices exceed this limit, additional bookings will be restricted
Advanced Options
- Hide Rates from Customer: Conceal ticket prices from the customer in email confirmations, the Customer Portal, and during self-rebooking.
Remember to select Update to save your changes.
Activities
Select the Activities that this reseller is authorized to sell. For partners connecting through API, like Get Your Guide and Viator, the chosen Activities will synchronize in real-time. For agents accessing your Reseller Portal, only the selected Activities will be visible in the Agent Portal.
Remember to select Update to save your changes.
Remittance
Payment Method
If a trip is booked under this reseller, select who is responsible for settling any outstanding payments.
You can select from a few different payment options:
- Invoice + Manually Apply Payment: Ideal for OTAs or hotels using a post-payment approach. No payment is made at booking; instead, the operator sends a monthly invoice and manually applies the payment after it’s received, usually within a month.
- Payment Required at Booking: This option is best suited for partners who prefer to receive upfront payments, allowing for immediate revenue recognition for the operator.
- No Payment Required: This option is used for partners who do not require an immediate payment at the time of booking. It is typically suited for operators who allow guests to pay on arrival, offer complimentary experiences, or have agreements with resellers who handle payments independently.
Voucher Requirement
Voucher Required at Check-In: Require the guest to present a voucher from this reseller before check-in.
Don't forget to select Update to save your changes.
Commissions
Commission Type
Define how commissions are calculated for resellers. Choose whether the commission is calculated as a percentage of the total sale or a fixed dollar amount
Commission Mode
- Global Commission Rate: Apply a single commission rate across all activities
- Commission per Activity: Set different commission rates for each activity. When this option is selected, a list of your activities will appear, allowing you to enter custom commission rates individually
Use this setup to match your payout agreements with various reseller partners or distribution channels.
Guest Payment Amount
If payment is collected, select if the should the customer pay the Retail amount of Wholesale amount.
- Retail Amount: Choose this option if the reseller’s commission is included in the sale price and paid by the guest.
- Wholesale Amount: Select this option if you sell to the reseller at a wholesale rate. Commonly used for OTAs like Viator and Expedia or when invoicing the reseller monthly.
Communication
Disable Customer Communications
If the reseller sends their own confirmation emails, check this box to disable TripWorks’ automated confirmation emails for bookings made through this reseller
Send a CC of All Booking Emails
You can choose to forward a copy of all booking confirmations, reminders, and followups to the reseller
Don't forget to select Update to save your changes.
- Select Update to save your changes