GETTING STARTED GUIDE
GETTING STARTED GUIDE Setting Up Your VAX VacationAccess Account Updated 06/24/2015 © 2015 VAX VacationAccess GETTING STARTED GUIDE Intentionally left blank ©June 2015 VAX VacationAccess ™ Page 2 Version Date: June 24, 2015 GETTING STARTED GUIDE INTRODUCTION The purpose of this guide is to provide you with the information necessary to establish a VAX VacationAccess account so you can gain access to all of VAX’s features and benefits. Once you have registered your account, an Agency Owner or Site Manager will need to log into the account to review the default settings and make any necessary changes. This guide will introduce you to the different settings and easy-to-use features available with your VAX Vacation Access account. You should become familiar with these settings as they will help you submit and manage travel bookings and allow VAX VacationAccess to become a key piece of your agency’s profitability. ©June 2015 VAX VacationAccess ™ Page 3 Version Date: June 24, 2015 GETTING STARTED GUIDE TABLE OF CONTENTS INTRODUCTION .............................................................................................................................................................3 VAX VACATIONACCESS SYSTEM REQUIREMENTS ..........................................................................................................5 HOW DO I REGISTER MY AGENCY WITH VAX VACATIONACCESS? ................................................................................6 HOW DO I REGISTER WITH THE MARK TRAVEL CORPORATION SUPPLIERS? ..............................................................12 HOW DO I REGISTER WITH NON-TMTC SUPPLIERS? ...................................................................................................16 LOGGING IN TO VAX VACATIONACCESS ......................................................................................................................17 LOGGING OUT OF VAX VACATIONACCESS ...................................................................................................................18 MANAGING YOUR VAX VACATIONACCESS PASSWORD ..............................................................................................18 Resetting Your Password .........................................................................................................................................18 Account Lock and Password Resets ........................................................................................................................18 MANAGING USERS IN MEMBER SERVICES (SITE MANAGERS).....................................................................................19 What is Secure Agent Access? .................................................................................................................................19 Enabling Secure Agent Access for Your Agency ......................................................................................................20 Setting Individual Agent Access for an Existing User ..............................................................................................23 Setting Individual Agent Access when Adding a New User .....................................................................................24 Adding a User with No Access Restrictions .............................................................................................................25 Remove a User ........................................................................................................................................................27 Reset a Password ....................................................................................................................................................28 Lock or Unlock an Account ......................................................................................................................................28 CUSTOMIZING YOUR PERSONAL VACATION PACKAGE SEARCH FEATURES ................................................................30 Setting Your Origin and Destination Cities Default .................................................................................................30 CUSTOMIZING YOUR AGENCY SEARCH DISPLAY SETTINGS .........................................................................................31 Setting Supplier Display Content and Order ...........................................................................................................31 Resetting Supplier Display Order ............................................................................................................................32 PERSONALIZE CLIENT EMAILS WITH YOUR AGENCY LOGO .........................................................................................33 Submitting an Agent Logo Request (Site Managers Only) ......................................................................................34 Determining Agent Access Permissions for Agency ................................................................................................36 NAVIGATION AND SITE HIGHLIGHTS ...........................................................................................................................37 Member Services .....................................................................................................................................................37 Support ....................................................................................................................................................................38 Resources ................................................................................................................................................................39 ©June 2015 VAX VacationAccess ™ Page 4 Version Date: June 24, 2015 GETTING STARTED GUIDE VAX VACATIONACCESS SYSTEM REQUIREMENTS For optimal system performance, it is recommended that travel agents meet the following system requirements: Screen Resolution Browsers Computer Processor Computer Memory Operating System Internet Connectivity Login Security 1024 x 768 pixels Internet Explorer 8.0 – 11.0 (with latest service packs and security updates) Firefox 26 or higher (with latest service packs and security updates) Chrome 32 or higher Safari 5 or higher Intel Pentium 4 or higher A new AMD or Intel Dual Core Processor 2G of RAM or more with a minimum of 10G free hard disk space If you are running Windows 7, you can improve performance using Windows ReadyBoost Apple, Google and Microsoft supported operating systems Run at T1 speeds or higher Cable or DSL – 2Mb or higher Wireless – 3G or higher Set screen saver to display logon screen after 15 minutes of inactivity as a security best practice VAX VacationAccess is not liable for the result of any technology decisions made based on the above information. Agents are responsible for performing their own due diligence and should speak with their manager or IT personnel to determine if their operating system and internet browser is right for their business. Note: For the best performance, users should not use multiple internet browser tabs to view separate pages within VAX VacationAccess. Windows XP Service Pack 3 users: Due to the age of the product, Microsoft is no longer providing support for Windows XP making it more vulnerable for security risks. If you must continue using Windows XP, you can access VAX using the most recent versions of Google Chrome or Mozilla Firefox. To avoid exposing your data and personal information to security threats, it is highly recommended that you upgrade your PC to a supported operating system. If you are unable to upgrade your PC, you can check Microsoft’s free Upgrade Advisor to see if your PC meets the requirements to upgrade your operating system to Microsoft 8.1. If your PC is compatible, Microsoft also provides a tutorial to upgrade your operating system. All of this support can be found in Microsoft’s support site: http://windows.microsoft.com/en-us/windows/end-supporthelp ©June 2015 VAX VacationAccess ™ Page 5 Version Date: June 24, 2015 GETTING STARTED GUIDE HOW DO I REGISTER MY AGENCY WITH VAX VACATIONACCESS? Step 1: Your agency manager can complete a registration form accessible from the VAX VacationAccess home page. Just click on the Register with VAX button. If you click the Agent Login button on the home page but have not registered, click the Register Now! link found on the login page. ©June 2015 VAX VacationAccess ™ Page 6 Version Date: June 24, 2015 GETTING STARTED GUIDE Step 2: Provide your agency and site manager information in the form. ©June 2015 VAX VacationAccess ™ Page 7 Version Date: June 24, 2015 GETTING STARTED GUIDE Step 3: Check the box to confirm that you have read and accepted the VAX VacationAccess Travel Agency Agreement, then click Register Agency. What happens next? After clicking the Register Agency button, you will be directed to a Thank You page that provides an outline of your next steps. Completed Registration Thank you for registering for VAX VacationAccess. Within 24 hours you will receive an email confirmation with your username and password for login. Next, you need to register with each tour operator or supplier to allow you to book through VAX. NEXT STEPS: Register with Tour Operators – We've made it easy to find the information you'll need on our Supplier Registration Page Learn how to add users and set preferences by visiting VAX University and reviewing our tutorial: Get Started on VAX Add additional users and set your agency preferences in Member Services Now you're ready to book on VAX! Go! Start Booking. ©June 2015 VAX VacationAccess ™ Page 8 Version Date: June 24, 2015 GETTING STARTED GUIDE You will receive a welcome email from VAX VacationAccess within two business days after submission that confirms your agency registration and login information. Travel suppliers receive the same email, which contains your agency registration information. Welcome / Confirmation Email From: [email protected] [mailto:[email protected]] Sent: Friday, December 26, 2014 6:07 AM To: VAX Registration Subject: TRAINING Welcome to VAX VacationAccess IMPORTANT - PRINT THIS E-MAIL AND KEEP IT FOR YOUR RECORDS Mrs. Meghan Flynn Thank you for registering with VAX VacationAccess. VAX is your resource to research, market and sell leisure travel. To login to VAX you will need your Agency Number, your User Name and the password you selected when you registered. Once you login, you can create individual logins for everyone in your agency. Your Agency Number: TRAINING Your User Name: Meghan Flynn IMPORTANT NEXT STEPS 1. Register for each of the suppliers you want to book on VAX - this step is necessary to start booking your preferred suppliers on VAX. Supplier Registration Requirements 2. Review the VAX Site Tour or download our Getting Started Guide - This guide will walk you through the following: 3. a. Registering for the travel suppliers available on the site b. Setting up additional users within your agency c. Setting preferences and defaults d. Enrolling in free training programs Sign up to receive our emails and get exclusive offers, hot deals and information on upcoming training sessions. Once you are registered for your preferred suppliers you can start to research, market, and sell! Click Here to help us make VAX VacationAccess even more valuable - your feedback helps us to make the product more useful to you and you'll have a chance to win a gift card. QUESTIONS? VAX Tech Support is available 24/7. Call 414-934-2900 to speak with a representative. ***This message was sent to [email protected] *** The identification numbers for this agency are as follows: Agency CROSSROADSTRAVELS ©June 2015 VAXName: VacationAccess ™ Agency Number: A1820149 ARC Number: A1820149 eLN Number: 0000172303 CLIA Number: Phone Number: 9017750073 Page 9 Version Date: June 24, 2015 GETTING STARTED GUIDE You may receive a rejection email within two business days after submission if there is a problem with the data provided to register your agency. Under this circumstance, please call VAX VacationAccess Tech Support at 414-934-2900 to let us assist you. Rejection Email Thank you for your interest in VAX VacationAccess. We are unable to process your online registration for one of the following reasons: 1. The ARC number you have registered is invalid. You must register with your 8-digit ARC/IATA number. If you do not have an ARC number, please register with your 10 digit phone number. 2. Your agency is already registered to book on VAX VacationAccess. Please contact your agency's site manager for your user ID or to add you as a new user. If you are the Site Manager, and want to register other agents as users of your agency, please log in, click on the MEMBER SERVICES tab in the upper right corner, then click on MANAGE USERS. Account Number: 1231231231 Site Manager: Theresa Travel If you do not know your site manager's name, call VAX VacationAccess Tech Support at 414-934-2900. Sincerely, VAX VacationAccess Note: If you are already registered with a supplier, you can start booking with VAX VacationAccess immediately. ©June 2015 VAX VacationAccess ™ Page 10 Version Date: June 24, 2015 GETTING STARTED GUIDE If you have not make any bookings in a while, VAX VacationAccess may reach out to you with another email to provide resources to help get you started. Hello: Thank you again for recently registering for VAX VacationAccess. We’ve notice that you have not made a reservation on VAX VacationAccess. Below we’ve outlined a checklist which will make it easy for you to get started booking on VAX: Register for each of the suppliers you want to book on VAX – This action is critical to using this website to its fullest potential. We make it easy for you – Click Here for detailed information on each of the suppliers and their registration procedures. Visit VAX Virtual University - Enroll in Free courses to grow your business, like: o VAX VacationAccess Site Tour o Get Started Booking With VAX VacationAccess: Research Vacations o Learn about Destination and Supplier courses – a great way to learn about places you’ve never been Learn how to utilize all of the valuable resources: o Locate marketing materials for suppliers in the Supplier Showcase o Review the latest offers on the Offers & Incentives page o Discover niche resources in Resources, including Industry Resources, Help Center, and International Travel o Explore all the Live or On-Demand courses and the Reference Guides in the VAX University Thank you again for registering for VAX where you can easily research, market and sell vacation travel! Agency Channel | VAX VacationAccess® Worldwide www.vaxvacationaccess.com ©June 2015 VAX VacationAccess ™ Page 11 Version Date: June 24, 2015 GETTING STARTED GUIDE HOW DO I REGISTER WITH THE MARK TRAVEL CORPORATION SUPPLIERS? After approval of your online registration with VAX VacationAccess, The Mark Travel Corporation (TMTC) will send an email containing an agency application (pdf attachment) and W9 tax form. TMTC must receive the completed application including tax identification information. Upon approval of this application, you will receive an agency registration confirmation email from TMTC and be able to access all of the products listed in the letter. TMTC Supplier Registration Letter Dear Travel Professional, Thank you for your interest in selling the VAX VacationAccess and The Mark Travel Brands: Blue Sky Tours Funjet Vacations MGM Resorts Vacations Showtime Tours Southwest Vacations TNT Vacations United Vacations VAX Hotels VAX Published Air To process your request, we must receive this completed application and IRS W9 Form. Note: To ensure faster approval of your application, please ensure the information you provide is accurate. Upon approval of this application you will be able to research, market and sell all of the products listed above. You can be confident that all of the brands will accept your client’s credit card, certified check or wire transfer of funds as forms of payment. Your agency will be held liable for all payments applied to a reservation. A base commission percentage will be established for reservations in addition to the popular Set Your Own Commission tool – allowing greater earnings potential for your agency. Congratulations on your new business venture. We look forward to working with you. Best Regards, THE MARK TRAVEL CORPORATION Travel Agency Administration ©June 2015 VAX VacationAccess ™ Page 12 Version Date: June 24, 2015 GETTING STARTED GUIDE New Travel Customer Agency Application for TMTC Suppliers ©June 2015 VAX VacationAccess ™ Page 13 Version Date: June 24, 2015 GETTING STARTED GUIDE W9 Tax Form ©June 2015 VAX VacationAccess ™ Page 14 Version Date: June 24, 2015 GETTING STARTED GUIDE TMTC Agency Registration Confirmation Email Thank you for your interest in The Mark Travel Corporation (TMTC). Your New Travel Agency Customer Application has been approved. Your agency is in our database under the following ARC/account number: xxxxxxx. Please use this number when booking any of our products and/or services. You agree to be liable and indemnify us for any and all bookings made, fraudulently or otherwise, using your ARC number or pseudo ARC number whether such bookings are made by you or any of the following including but not limited to outside travel agents, affiliates, employees, independents or consultants. The following is general information on booking and payments with the following TMTC brands: Funjet Vacations, MGM Resorts Vacations, Showtime Tours, Southwest Vacations, TNT Vacations and Brand g. The Easiest Way to Book Book electronically via VacationAccess, www.vaxvacationaccess.com, and you will spend less time on the phone and more time selling to your customers. Maximize your commission and receive up-to-the-minute inventory with instant access 24/7. In addition to a fantastic booking tool, VAX allows you to quickly find brochure requests, hotel information, press releases, agent incentives, online help and more. Register your agency today! Payment Policy Please refer to the Vendor Center in Vax Vacation Access for the respective brands specific payment policies. Commission Payouts via ACH (Automated Clearing House) Register your agency to receive commission payments electronically transferred to your agency bank account! Regardless of which distribution system you choose, your agency’s commission payment can be deposited via ACH. Register today via VAX VacationAccess at: www.vaxvacationaccess.com. Simply fill out the registration form located in Member Services. Note: you must be the agency site manager to register for this service. If you choose not to use ACH, there is a $3.00 per check fee for mailing commission checks. On-Line Support For travel agency support services related to commission, document delivery, or other specific travel product issues, please contact the travel company directly. For a listing of contact information, please go to www.vaxvacationaccess.com and click on Vendor Center icon and select that specific vendor. For questions related to VAX functionality or errors, please contact [email protected]. If you have a previous VAX account under another number, please contact VAX Support to move your registration to your valid account number. Best Regards, The Mark Travel Corporation Travel Agency Administration [email protected] ©June 2015 VAX VacationAccess ™ Page 15 Version Date: June 24, 2015 GETTING STARTED GUIDE HOW DO I REGISTER WITH NON-TMTC SUPPLIERS? VAX VacationAccess provides Non-TMTC supplier contact information to agencies through the Supplier’s contact information in the Supplier Showcase in VAX. Additionally, you may also click the contact list link provided in your VAX VacationAccess welcome email. Use the contact information to communicate registration requests to your desired supplier. The supplier will confirm next steps and agency registration confirmation via email. Supplier Showcase Menu Supplier Contact Information Provided in Welcome Email ©June 2015 VAX VacationAccess ™ Page 16 Version Date: June 24, 2015 GETTING STARTED GUIDE LOGGING IN TO VAX VACATIONACCESS To access all of the valuable information available on VAX VacationAccess, you must login. This section includes information about logging in and managing your password. Step 1: To login, select the orange Agent Login button in the upper left corner of the VAX VacationAccess home page or click the Login button in the top right menu bar. Step 2: On the Login page enter your Agency Number, User Name and Password then click on the Login button. Passwords must be 8 or more alpha/numeric characters and are case sensitive. Login Screen ©June 2015 VAX VacationAccess ™ Page 17 Version Date: June 24, 2015 GETTING STARTED GUIDE Note: For security purposes, if after 6 unsuccessful attempts to login occur without success, you will be locked out and you must contact your site manager for a password reset. In addition, users will be automatically logged out of VAX VacationAccess if they have been idle on the site for 2 hours or more. Any incomplete work will NOT be saved. These features limit unwanted access to your booking engine. LOGGING OUT OF VAX VACATIONACCESS When you are finished with your session, it is recommended that you logout to prevent access to your information. If you do not logout before you leave the site, your session will remain active until the 6 hour session time out limit has been reached. To logout from any page in VAX, click the arrow next to the gear at the top of the page and select LOGOUT. MANAGING YOUR VAX VACATIONACCESS PASSWORD VAX VacationAccess provides site security features that help ensure information is safe and secure from unwanted access that can expose clients to fraudulent use of their information. Resetting Your Password Users will automatically be prompted to reset their passwords every 6 months. Passwords must contain a minimum of 8 characters and include at least 1 letter and 1 number. Passwords are case sensitive. The 4 previous passwords cannot be used. Account Lock and Password Resets Users are required to reset their passwords every 6 months. If an account has been inactive for more than 6 months, users will be locked out of their account and should contact their Site Manager to have their account unlocked. Once the account has been unlocked and the correct ©June 2015 VAX VacationAccess ™ Page 18 Version Date: June 24, 2015 GETTING STARTED GUIDE password is entered, the user will be required to change their password. If the password is unknown, it will need to be reset by the site manager. VAX VacationAccess users will also be locked out of their account if they unsuccessfully reset their password, make 6 unsuccessful attempts to log in, or if it has been more than 6 months since the last time they logged in. If you forget your password or your account becomes locked, contact your agency’s site manager to have your account unlocked. Agents who cannot remember who their site manager is must call our Customer Support at 414-934-2900 to have their account unlocked. MANAGING USERS IN MEMBER SERVICES (SITE MANAGERS) The site manager can add, edit or remove users, reset passwords and lock or unlock accounts. To manage your users, select the Member Services link from the gear dropdown menu at the top, right corner of any VAX VacationAccess page. What is Secure Agent Access? Site Managers have the ability to control access to reservation information with Secure Agent Access. You can give selected agents access to all agency reservations and saved itineraries and limit access for other agents. Note: If you do not set Secure Agent Access, agents will have access to all agency reservations and saved itineraries. Site Managers always have full access to all agency reservations and saved itineraries. ©June 2015 VAX VacationAccess ™ Page 19 Version Date: June 24, 2015 GETTING STARTED GUIDE Setting Secure Agent Access requires two simple steps: 1. Enabling Secure Agent Access. 2. Setting individual agent access for existing and new users. Enabling Secure Agent Access for Your Agency You will need to enable Secure Agent Access for your agency before you set individual agent access. Step 1: Click Member Services in the top right hand corner of VAX VacationAccess. ©June 2015 VAX VacationAccess ™ Page 20 Version Date: June 24, 2015 GETTING STARTED GUIDE Step 2: Select Agency Preferences from the Member Services menu. The Agency Preferences page appears. ©June 2015 VAX VacationAccess ™ Page 21 Version Date: June 24, 2015 GETTING STARTED GUIDE Step 3: Click the Secure Agent Access dropdown located at the bottom of the page. You can choose from 3 options: All Reservations – all users can access all agency reservations and saved itineraries Agent Reservations Only – all users can only access their own reservations and saved itineraries Agent Specific Access – you have the flexibility to select the access level – All Reservations or Agent Reservations Only - for each individual user Step 4: Click Submit after selecting the Secure Agent Access option to update. The message Agent Security Access has been updated appears at the top of the Agency Preferences screen. ©June 2015 VAX VacationAccess ™ Page 22 Version Date: June 24, 2015 GETTING STARTED GUIDE Setting Individual Agent Access for an Existing User If you have selected the Agent Specific Access option for your agency, you can set Secure Agent Access for each existing user. The default setting is All Reservations for all existing users. Step 1: Select Manage Users from the Member Services menu. The Manage Users screen appears. Step 2: Click on the user’s name from the list of users. A Personal Information window opens on top of the current screen. ©June 2015 VAX VacationAccess ™ Page 23 Version Date: June 24, 2015 GETTING STARTED GUIDE Step 3: Select the Agent Access level for this user, and then click Update. The window closes to return you to the Manage Users page. Setting Individual Agent Access when Adding a New User If you have selected the Agent Specific Access for your agency, you can set Secure Agent Access for each new user. The default setting is All Reservations when you add a new user. Step 1: Select Manage Users from the Member Services menu. The Manage Users screen appears. Step 2: Click Add a User. An Add User window will open on top of the current screen. ©June 2015 VAX VacationAccess ™ Page 24 Version Date: June 24, 2015 GETTING STARTED GUIDE Step 3: Complete the fields by entering the user’s information, select the desired access level from the Agent Access drop-down for this new user, and then click Add User. The window closes to return you to the Manage Users page and the new user’s name appears in the list of users. Note: Agency site managers can call VAX Tech Support at 414-934-2900 for assistance in setting Secure Agent Access. Adding a User with No Access Restrictions Step 1: To add a user, select Manage Users from the Member Services menu. The Manage Users page appears. ©June 2015 VAX VacationAccess ™ Page 25 Version Date: June 24, 2015 GETTING STARTED GUIDE Step 2: Click the Add a User button. An Add User window opens on top of the page. Manage Users Window ©June 2015 VAX VacationAccess ™ Page 26 Version Date: June 24, 2015 GETTING STARTED GUIDE Step 3: Enter the user’s information and click Add User. The window closes to return you to the Manage Users page and the new user’s name appears in the list. To edit an existing user, click on a user name from the list of users on the Manage Users page. Remove a User From the Manage Users page, locate the user’s name in the list of user names. Click the Remove Account button after the user’s name. The screen will refresh to display a message stating the user’s account has been removed. Important: For security purposes, site managers should remove a terminated agent’s account immediately. ©June 2015 VAX VacationAccess ™ Page 27 Version Date: June 24, 2015 GETTING STARTED GUIDE Reset a Password If a user forgets their password, the site manager can assign them a new one. From the Manage Users page, click Reset Password after the user’s name. The screen refreshes to display a message with the user’s temporary password. For security purposes, do not email passwords. Provide the user the temporary password via telephone. The agent will be asked to create a new password on next login. Message with Temporary Password Lock or Unlock an Account VAX VacationAccess user accounts will be automatically locked under the following two circumstances. If a user tries to log in unsuccessfully more than 6 times If a user has not logged into the system for more than 6 months If agents forget their password or their account becomes locked, they are instructed to contact their agency’s Site Manager. If an account is locked, the button after the user’s name displays Unlock Account and the Reset Password button is not available. If the account is not locked, the button displays Lock Account. An Agency Manager may find it necessary to use the locking feature to prevent access to agents that are no longer employed with the agency. ©June 2015 VAX VacationAccess ™ Page 28 Version Date: June 24, 2015 GETTING STARTED GUIDE When you click Lock Account, the screen refreshes to display a message stating the user’s account is locked. When you unlock an account, the screen refreshes to display a message stating the user’s account is unlocked. ©June 2015 VAX VacationAccess ™ Page 29 Version Date: June 24, 2015 GETTING STARTED GUIDE CUSTOMIZING YOUR PERSONAL VACATION PACKAGE SEARCH FEATURES Save time and increase your productivity by customizing your vacation search display to meet your specific needs. Setting Your Origin and Destination Cities Default Reduce search time by setting your city pair to display those you most commonly use. Step 1: Click on the Member Services link in the upper-right corner of any page. Step 2: In the Administrative Tools menu, select User Preference. Step 3: In the Default Cities panel, enter your desired city codes, and then click Update Default Cities. ©June 2015 VAX VacationAccess ™ Page 30 Version Date: June 24, 2015 GETTING STARTED GUIDE CUSTOMIZING YOUR AGENCY SEARCH DISPLAY SETTINGS Agency Managers can set default permissions for all of the agency users through the Agency Preferences page. Setting Supplier Display Content and Order Step 1: Click on the Member Services link in the upper-right corner of any page. Step 2: In the Administrative Tools menu, select Agency Preferences. ©June 2015 VAX VacationAccess ™ Page 31 Version Date: June 24, 2015 GETTING STARTED GUIDE Step 3: Click on desired supplier, then click the arrows on the right side of the list to add, remove or change the supplier location in the list. Click Set Suppliers. Resetting Supplier Display Order To reset the Supplier Display Order to show all suppliers, click on the Reset Suppliers button. All suppliers will return to the left side of the Supplier menu as shown. ©June 2015 VAX VacationAccess ™ Page 32 Version Date: June 24, 2015 GETTING STARTED GUIDE PERSONALIZE CLIENT EMAILS WITH YOUR AGENCY LOGO VAX provides the ability to add a logo for your agency or for specific agents to display on all sales emails, offers, promotions, e-itineraries, e-confirmations and e-documents for specific suppliers. Use your logo to increase your brand exposure when using email tools in VAX to help close sales. Only Site Managers are authorized to submit a logo. Site Managers can locate guidance in the Agency Preferences section of the Member Services page in VAX. ©June 2015 VAX VacationAccess ™ Page 33 Version Date: June 24, 2015 GETTING STARTED GUIDE The process for submitting logos is shown below. Submitting an Agent Logo Request (Site Managers Only) Logos can be submitted for individual agents that are part of your agency, or on behalf of the agency overall to apply to all agent users. VAX VacationAccess will only process logos submitted by the site manager for your agency. Logos will be processed within 5 business days once your request is received. You will receive an email notification when the submitted logos have been loaded and made available for your use in email communications with VAX VacationAccess. There are two options for submitting a logo: 1. SUBMITTING ONE AGENCY LOGO FOR MULTIPLE AGENTS Email subject line: Agency Logo – Multiple Agents Include the following in the email: Agency Name VAX Agency Number Attach the logo to the email o Logo must be at least 260 pixels wide by 80 tall o Logo must be in an acceptable image file format: .jpg .png .eps .psd .tif o Use the following naming convention for your logo: AgencyNumber.jpg Send your email to [email protected] 2. SUBMITTING UNIQUE AGENCY LOGOS FOR SPECIFIC AGENTS Email subject line: Agency Logo – Specific Agents Include the following in the email: VAX Agency Number Agent user name(s) [Agent user names are listed in Member Services > Manage Users] Attach the logo to the email o Logo must be at least 260 pixels wide by 80 tall o Logo must be in an acceptable image file format: .jpg .png .eps .psd .tif ©June 2015 VAX VacationAccess ™ Page 34 Version Date: June 24, 2015 GETTING STARTED GUIDE o Use the following naming convention for your logo: AgencyNumber_User_Name.jpg Examples: 12345678_Mike_Smith.jpg 12345678_Johnny.png 12345678_54321.tiff Send your email to [email protected] Logos will be processed within 5 business days once received. You will receive an email notification when your logo has been loaded. Agents can verify the logo submitted by their Site Manager under Member Services – User Preferences. The logo will display in the Agency Logo section upon processing. ©June 2015 VAX VacationAccess ™ Page 35 Version Date: June 24, 2015 GETTING STARTED GUIDE Determining Agent Access Permissions for Agency Agency Managers can determine the content and order of suppliers listed in the supplier dropdown menu for the entire agency. Step 1: Click on the Member Services link in the upper-right corner of any page. Step 2: In the Administrative Tools menu, select Agency Preferences. Step 3: Shift the supplier order by highlighting the supplier and then clicking the up or down arrows. ©June 2015 VAX VacationAccess ™ Page 36 Version Date: June 24, 2015 GETTING STARTED GUIDE NAVIGATION AND SITE HIGHLIGHTS Navigation within VAX VacationAccess is very easy. Simply click on the tabs located on the blue bar at the top of each page to move from page to page. Member Services The Member Services page can be accessed by clicking the Member Services link in the upperright corner of any page after logging in to VAX VacationAccess. The Member Services options allow you to customize VAX VacationAccess specifically for your agency and each user. Manage your reservations with one of the Reservation Management Tools or set preferences with Administrative Tools. Simply click once on the desired tool to select. More detailed information and guidance related to the Member Services features can be found in the Getting Started Guide: Booking Vacations. Reservation Management Tools Pull up existing reservations Retrieve saved itineraries View reservations with payment due View ACH commission payouts Administrative Tools Customize your default city and vendor settings Edit your email address Change your password Select vendor display order Add, edit and remove users Reset passwords Set up electronic commission deposits Change agency information ©June 2015 VAX VacationAccess ™ Page 37 Version Date: June 24, 2015 GETTING STARTED GUIDE Support The Help Center page can be accessed by clicking the Help Center graphic in the lower-right corner of any page - even if you’re not logged in. It provides agents with answers to many common questions and helpful contact information. Click to View FAQs and training resources View Reference Guides with stepby-step guidance for common tasks in VAX Quickly find answers to common questions about VAX View Video Tutorials to help you become an expert user of VAX Obtain contact information for VAX Technical Support Quickly find contact information for travel suppliers ©June 2015 VAX VacationAccess ™ Page 38 Version Date: June 24, 2015 GETTING STARTED GUIDE Resources The Resources page is where you will find more products, information and resources that support your ability to research, market and sell dream vacations. This page gives you direct access to important business-driving tools and information on VAX. The Resources page is divided into three logical categories: VAX Agent Tools: Access Member Services, register to book suppliers, set commission, access the Help Center to get questions answered, read about the latest enhancements to VAX, view information about TripAdvisor, and see who’s won prizes on our Agent Winners page. TSA Info: Link to the TSA website and view current resources related to safe travel. Helpful information you can share with your clients can be found in this section. International Travel: Access helpful information you can share with your clients before they travel abroad. ©June 2015 VAX VacationAccess ™ Page 39 Version Date: June 24, 2015 GETTING STARTED GUIDE Intentionally left blank ©June 2015 VAX VacationAccess ™ Page 40 Version Date: June 24, 2015 Updated 06/24/2015 © 2015 VAX VacationAccess
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