Affiliate Dashboard

• No “Items” or “Manifest” tabs at the top of the screen (Dashboard menu bar)

  • Reseller companies do not have their own products to manage.

    Affiliate Dashboard:

    

    Charter Dashboard:

    

• No “Customer Types” or “Custom Fields” are listed
  • Affiliates don’t create their own items, so these are unnecessary.
• No “FareHarbor Profile” section (which, on charter Dashboards, houses sections like Profile, Pages, Style, and Homepage Slideshow.)
• Limited Reports
  • Affiliate Dashboards can only run reports on bookings where their shortname is tagged

• Affiliate can log in to:

  • Make bookings
  • Report on bookings that they’ve made or been tagged in
  • View invoices that the charter generates in their charter Dashboard

  Note: In order for an affiliate to use their login, you must give them an affiliate permission group (on the Charter’s Dashboard). Click here for more information on affiliate permission groups.

• Partner menu

  • After logging in, the affiliate can select the ‘partners’ tab in the upper left corner. The Partner’s tab will show all charter companies who have added them as an affiliate with a permission group.

  Note: Keep in mind, from an Admin view, we can see all charters who have added the affiliate, but from the affiliates view, they are only able to see the charters who have assigned them a permission group.

  • Once selecting a company from the ‘partners’ dropdown, the affiliate will have the same booking permissions as the online customer so they can’t book into ‘closed’ or ‘call to book’ availabilities.

    

• Paying Invoice via Bank Transfer

  • Affiliates can set up their own bank account which simplifies the invoicing process for them and the companies with whom they resell. If a charter and affiliate choose to pay via bank transfer, there will be a 1.9% + .30 processing fee taken out from the receiving company.

    Note: Invoicing is NOT automatic and must be generated from the tour operator’s Dashboard

  Example

  My affiliate, Bon Voyage Travel (who has a billing setup), has set up their bank account on their affiliate Dashboard. Each month, I create an invoice in my Dashboard and email them the invoice that shows the amount that is due back to me. They pay the invoice via bank transfer and 1.9% + .30 is taken out of the amount they owe me.

• Affiliates permission can change for each company they’re booking into depending on what permission group was set on the charter Dashboard.

  Example

  Affiliate XYZ will be required to charge a card when booking for company A, but will select ‘do not add payment’ when booking for company B.

• Booking Notes
  • When booking customers into a charter company’s availability, the affiliate can add booking notes, * allowing them to relay additional information about the booking or customer to the charter company. These messages are invisible to the customer, but can be useful if there is special information such as it being a customer’s birthday, or if a customer is unable to swim, etc.

• Ability to add agents, desks, or locations. Click here to reference what each of these mean.

  • When an affiliate is creating a booking within their affiliate Dashboard, they’re able to enter who in particular is making the booking under the agent line.

    

  • Agents can be preloaded on an affiliate Dashboard under Settings > Agents or an affiliate can add an agent at the time of booking on the book form and it will automatically appear in the dropdown for future bookings.

• Can set a default view for the Dashboard

  • If an affiliate always wants a specific view when they login, we can adjust the default view on the affiliates Dashboard by going to Settings > View.

    

• Reports

  • Booking Source Report to view bookings made for all partners or a specific partner by going to Reports > Bookings > Booking Source > Advanced > then either select “All Partners” or deselect “All Partners” and select which partner they want to view bookings for

    

• If an affiliate charges a card on the booking, it will go to the charter, NOT the affiliates bank account.
• Affiliates cannot create invoices.
• No custom availabilities/capacities. Affiliates will be able to book into what’s available for the online customer.
• Cannot see or book into unlisted items.
• Only 1 Address for the affiliate account that will appear on invoices.
  • Note: If a charter needs to change an address for an affiliate on an invoice, we can change the address on the affiliates Dashboard, however it will change the address on any other charter company using our invoicing features for that affiliate.
• Cannot pay invoice by credit card.
• If affiliate changes their password, we cannot view the password (it will have to be reset).
• Funds have to be in the same currency as the charter Dashboard they’re booking.

To create a payment type on an affiliate Dashboard, go to Settings > Bank and Payment > Payment types > + New Payment Type.

Once a payment type is created, the affiliate will see the payment option (when making a booking through an affiliate Dashboard).

If a charter wants to see how an affiliate collected payment, they will not be able to see it from their charter Dashboard. From a charters perspective, it will just show “collected by affiliate”.

To create an affiliate login, open the affiliate Dashboard, and go to Settings > Users and Permissions > New User, and input the following information:

• General Name (Affiliate Dashboard Name)
• General Username (Shorter version of Affiliate Dashboard Name)
• No Email Necessary/Required
• Simple Password (or Generate Random Password)
• Permissions: DIRECTOR
• Partner Group: PARTNER

Adding affiliate in Close

Submit a new affiliate lead to Close every time you give out a new login (check for duplicates then use this form).

Note: This set up is for ASN/QR code affiliates who want to see reports but should not have access to book directly.

1. Setting up the affiliate Dashboard:

1. We need to first create the affiliate login. Go to the Dashboard, and duplicate the “Director” permission group.

   

2. Rename the “Director” permission group to the appropriate name.

   

3. Uncheck the following permissions for your newly created permission group:

   

Next, we will set up the charter Dashboard.

2. Setting up the charter’s Dashboard:

Since the ultimate goal is to report on the charter’s bookings, we need to assign an affiliate permission group.

Note: Because of the permission changes made in the affiliate Dashboard setup, this affiliate will still not have access to book directly for this charter.

1. Navigate to the charter’s Dashboard, and locate the appropriate permission group. Make sure to rename it.

   

2. Uncheck the following permissions from the newly created group:

   

3. Select Save changes.

3. Adding the affiliate to the charter’s Dashboard:

1. Select the online sheet or the specific price sheet for this affiliate (if applicable).

   1. Navigate to the “Referral” invoice sheet (this is because they are using ASN’s or QR codes).
   2. Select the permission group you have created for “Report View”.
   3. Set payment default to “Charging card”.

   

2. Select Save.
3. As a final check, log in using the new affiliate login you have just created to verify what they see is correct.

Clients can use FareHarbor to create, manage, and pay for invoices in-system. A booking is invoice-able when one company owes the other money. Affiliates and charters can use invoices to manage payments.

Invoice Fields

In an invoice, there are two fields at the top that indicate the parties involved in the payment process. One of these fields is specifically allocated for the affiliate, either “Billed to” or “Remit to” depending on the payment relationship type.

Setup

Within the affiliate dashboard, additional information can be included for display on the invoice. Affiliates have the ability to make edits to this information by navigating to Settings > Info & Policies, and then clicking on Logo & Contact > Billing Information for Invoicing.

This is how the Charter and Affiliate Billing information will be displayed on the invoice:

If an affiliate or a charter requests to add this information in an affiliate Dashboard, you may inform them of the steps according to this help page, or reach out to channelsupport@fareharbor.com for assistance.

Please see this help page for information about affiliate blocks.

When a charter company requests to have an affiliate set up to book direct through an affiliate Dashboard and if the affiliate does not already have an existing login to FareHarbor, we will provide a training packet that explains how to make bookings and run reports in FareHarbor.

For Clients Tiers 0-2 you can reply to the client with the following macro: Affiliate Dashboard::Emailing Client the Affiliate Training Packet and attach the appropriate training packet based on the relationship type. If you receive pushback from a client – there is a macro called “Pushback from client after training packet was sent. T0-2” that you can use.

For Clients Tiers 3+ you can email the affiliate on a new ticket using the following macro: Affiliate Dashboard::Emailing Affiliate their login information (T3+) and attach the appropriate training packet based on the relationship type.

The training packet walks them through the booking process and the basics of the affiliate Dashboard. Click here for all the training packets in different languages.

An affiliate is saying they cannot see X company in their partner dropdown. When I go to the company’s Dashboard, the affiliate is added. When I go to the affiliate’s Dashboard, I can see the company, why can’t they?

Make sure the affiliate has a permission group assigned on the Charter’s Dashboard. To learn more about which permission group to assign the affiliate, click here. If a permission group is assigned, make sure the user on the affiliate Dashboard has “Partner” selected. You can check this by opening the affiliate’s Dashboard, then going to Settings > Users and Permissions > then selecting “Edit” next to the user. Then go to Account → Permissions, and make sure “Director” and “Partner” are both selected.

I don’t want my affiliates to see X item from their affiliate Dashboard. How do I create a custom calendar for them that hides this item?

Affiliate Dashboards can have custom calendars the same way charter Dashboards do. You can also create and assign a total sheet to the affiliate and hide the item. Hiding the item on a total sheet will make it so that the affiliate isn’t able to book into the item (however, they will still see the item on their booking calendar). Each time the affiliate logs in, they can filter the calendar view so that the items availabilities aren’t shown.

How can my affiliate receive an email confirmation for bookings made through an ASN link or affiliate promo code?

The booking confirmation will go to the email address entered on the book form. An affiliate can use an affiliate Dashboard and select “Recent bookings” in the upper right corner or run a booking source report to view bookings made via an ASN or an affiliate promo code with their affiliate tag.

Can my affiliate automatically receive an email once they make a booking?

No. Affiliates will not automatically receive a copy of a booking made with their affiliate tag. They can either run a booking report in their Dashboard to view bookings or they can open the booking and manually resend the confirmation to their email by selecting ‘Send email or text’ and entering their email.

What happens if I change the shortname on an affiliate Dashboard?

Affiliate dashboard shortnames should never be changed because if an ASN link or URL to affiliate login was created and sent to an affiliate, the ASN and login URL would no longer work as both of these pull from the affiliates shortname. The only time an affiliate shortname can change is if they aren’t attached to any charter (which you can see by selecting the Partners tab on the affiliate Dashboard).

What do I do if an affiliate wants to become a charter and start offering their own activities?

You should submit the Sales Form to start the process of helping an affiliate become a charter company.