owner/manager managing profiles - virtuoso co… · owner/manager managing profiles - virtuoso.com...

Owner/Manager Managing Profiles - virtuoso.com

Virtuoso is moving one step closer to migrating all member functionality from Composer to

virtuoso.com. Members will now be able to manage and edit agency/advisor profiles (for those with the

appropriate roles) and marketing personalization with no further editing in Composer. Below are

examples of an Advisor Profile and Agency Profile

Advisor Profile Agency Profile

Can I create new logins on virtuoso.com?

Yes. New logins may be created under the Agency Profile.

I am a Lead, what can I change on an advisor’s profile?

Leads will be able to edit all information in an advisor’s profile including roles and permissions. Some roles

and permissions are assigned by Virtuoso.

As a Lead for a parent company, will I be able to view and edit advisor and company profiles

for all of the associated branches?

Yes, a Company Lead will be able to view and edit advisor and company profiles from all locations.

Who can update an Agency Profile and where is it located?

Only staff with the Lead Role may update an agency’s company profile. Once you have logged into the

site, you will find the profile located under the ‘Advisor Tools’. Either select Agency Catalog and search

for your company, click the agency link under your name or enter the agency’s name in the ‘Global Text

Search.’

Will I be able to update marketing personalization on virtuoso.com?

Only those staff with the appropriate marketing personalization role will be able to create and update

agency and marketing personalization on virtuoso.com. This will be the personalization that would appear

on Virtuoso marketing material. This role may be assigned to an advisor without having a Lead Role

assigned. The advisor would then be able to update their own marketing personalization. We recommend

that you only assign this role to staff who are responsible for marketing and not assign to an advisor or an

independent contractors.

Will advisors now see their security settings, roles and permissions?

Yes. Each advisor’s profile will now display all security settings, roles and permissions. However, only

staff with the Lead Role or Virtuoso may make changes.

What updates will advisors be able to make on their virtuoso.com profile?

Advisors may update My Background, Places Traveled, Phone, Email, Websites, Social Media, Instant

Messenger, Business Address(s), Name, Suffix, Industry Certifications, Languages, Year Started Selling

Travel, Photo, Travel Specialties – Interest and Password. Travel Specialties – Destinations may only be

updated/edited by staff with the Lead Role.


Creating New Advisor Profiles

Create New Profile

The Create New Profile function is located under the Company Profile on virtuoso.com. The company

profile can be accessed in the Global Text Search or under My Profile. Once the ‘Create New Profile’ is

located and all the required information is enter, click Save to save all the information.

Global Text Search

Type in agency name in the Global Text Search

on the top right of virtuoso.com. Then click on

the agency. Scroll down to Agency Associates

and click Create New Profile.

My Profile

Hover over your name on the top right. Select My Profile from the drop down menu. Click on the

agency name located to the right of your photo. Scroll down to Agency Associates and click Create

New Profile.

Three fields will appear to create the profile including advisor’s name, title, primary email/phone and

advisor type, login information and security roles. Fields marked with an * are mandatory.



Advisor Type

Choose from Administrator, Advisor, Independent Contractor,

Manager or Owner. Manger and Owner types are also used for

meeting registrations to attend Owner/Manager events.

First Name, Last Name, Title

Name of advisor and any title

Primary Email

Advisor email address

Primary Phone

Advisor’s primary phone. Additional phone numbers may be

added by staff lead or by the advisor.

Login Information

Add the staff’s email address which will be used for logging into

virtuoso.com. This address may be different from their Primary

Email Address as shown above. The Password is a minimum of six

(6) characters.

Security Roles

You may assign the following security roles to each staff of the agency – User Type, Marketing, News &

Info Pages Load Access and Composer Reports. Viewership rights for Virtuoso Air and Regional Access are

only assigned by Virtuoso. Staff will be able to see the security roles on their profile but will be unable to

make any changes. Select the radial button under each role to assign to staff.

Agency - Lead Company will only appear with a radial button if the login is created under the main parent

office and the staff person needs to manage branches of the parent office. The example below is an

agency that does not have branches so the button does not appear.

Regional Access is determined by the agency’s business location and may not be changed. The example

below indicates this agency is located in US & Canada.

See next page for details about each role and special notes regarding those staff with a Lead Role or

Marketing Personalization Role.



Agency Lead or Agency Lead Company Roles

It is important to note, that any staff that is assigned either the Agency Lead or Agency Lead Company

roles will have access to the following:

- Agency Production Reports – Virtuoso Supplier Reported Revenue reported by location.

For an aggregated report, contact your Regional Sales Director. This may be pulled by the

parent office including all branches. Currently located on Composer.

- Owner/Manager Page –Specific info for owner/manager of the agency including

Network Calls, Document Library, Override and Growth Credits and other network news.

Currently located on Composer.

- Composer Reports – Leads have access to all staff transactional and marketing data

in Composer Reports.

Allow Custom Marketing Personalization Role

Only those staff with the appropriate marketing personalization role will be able to create and update

agency and marketing personalization on virtuoso.com. This will be the personalization that would appear

on Virtuoso marketing material. This role may be assigned to an advisor without having a Lead Role

assigned. This person would be able to update their own marketing personalization. We recommend that

you only assign this role to staff that are responsible for marketing and not assign to an advisor or an

independent contractors.

User Type News & Info Pages/Composer Reports

Agency - Lead Company

Advisor is a Lead with parent member and all

associated branches. This only applies if the

member has more than one office.

Agency - Lead

Advisor is Lead with a single agency.

Agency- Staff

Advisor is staff with the agency.

News & Info Pages Load Access

Advisor Region that will be displayed when product

information and news are visible on virtuoso.com.

Composer Reports

Advisor may view Composer Reports Data

including Premium Composer Reports and client

marketing.

Marketing Virtuoso Air

Allow Custom Personalization

Advisor may make changes or updates to

marketing personalization which appear on

Virtuoso marketing.

View Virtuoso Air Contacts

Advisor may view Virtuoso Air contact information

including commissions.

Access to eGlobalfares

Advisor may view and book with the online

booking tool including access to fares and pricing.

Completing Advisor Profile

Once you have completed all the required fields and roles, click Save to save changes.


Updating Advisor Profiles

Once the profile has been completed by the Agency Lead, you may go back and make edits or updates by

selecting the individual profile on virtuoso.com. Refer to the virtuoso.com Advisor Profile document for

details instructions.

Only staff with the Lead Role may edit all information in a profile. We encourage the advisor fill out their

own profile. Only Leads may enter Travel Specialties – Destinations. Up to 15 may be added and will

appear alphabetically.

Locating Company Profiles

Staff with the Lead Role may maintain and edit the agency’s Company Profile on virtuoso.com.

The Company Profile can be accessed in the Global Text Search or under My Profile.

Global Text Search

Type in agency name in the Global Text Search

on the top right of virtuoso.com. Then click on

the agency.

My Profile

Hover over your name on the top right. Select My Profile from the drop down menu. Click on the

agency name located to the right of your photo. Scroll down to Agency Associates and click Create

New Profile.


Updating Company Profiles/Marketing Personalization

When the profile is first displayed the Contact Us Tab will appear first. Additional tabs appear on the

right which include Settings, Co-Branded Website, Personalization and Security. Some of the tabs are

information only and may not be edited. A sub-navigation tab may appear and can be used as a short cut

to the specific information or scroll down to see each section.

Click on Edit with the pencil icon to make changes to fields on the Contact Us Tab or click on the other

tabs to make changes.

Primary Contact Information

Includes Phone, Email Address, Address and

Website.

Contact Info

Edit additional Company Info including Phone,

Website, Social Media and Addresses.

Primary Contacts

Edit agency’s primary contacts for Accounting,

Agency, Lead Generation and Training.

Agency Associates

All of your agency’s logins will appear. All logins

will appear even if the staff are no longer with

agency and set to inactive.


Primary Company Information

The following fields may be edited for the company’s primary information: Company Tag Line, Phone,

Primary Address, Email Address and Website. Click Save to save changes or Cancel to cancel changes.

The information is visible to Virtuoso Staff, Virtuoso Suppliers and any “logged-in” consumers, if the

consumer has been linked to an advisor.

Company Branding Tag Line

Company’s tag line

Primary Address

Company’s primary mailing address.

Additional addresses may be added under Contact

Us.

Website

Company’s main website.

This may or may not

be your agency’s Virtuoso Co-Branded site

Phone

Company primary phone number.

Additional numbers may be added under Contact

Us.

Email Address

Company’s email address.

Additional addresses may be added under Contact

Us.

Contact Info

Under the Contact Info Tab, additional phone numbers, email addresses, websites/social media and

postal addresses may be added, edited or deleted. Click Add to add new info. Additional drop down fields

are available to select a specific type. Click Save to save changes or Cancel to cancel changes.

Phone

Business, Customer Service, Emergency,

Fax and Toll Free are available.

Addresses

Business, Mailing and Sales Office are available.

Website/Social Media

Facebook, Pinterest and Twitter are available.


Primary Contacts

The company’s Primary Contacts are shown for Virtuoso Staff and Virtuoso Suppliers. Click Add to add a

new contact or click the red X to delete and update with a new contact. Additional drop down fields are

available to select the Primary Contact from that office location. Click Save to save changes or Cancel to

cancel changes.

Accounting

Contact responsible for accounting for the office.

Agency

Main staff contact for the office.

Lead Generation

Contact will receive CC copy email when a new

lead has been generated thru Lead Generation.

Training

Contact responsible for training.

Agency Associates

List of staff by office. Leads may create and edit profiles. Click Create New Profile for a new profile or

to edit a profile, click on the advisor’s profile. Refer to the virtuoso.com Advisor Profile document for

details instructions.


About Us

About Us features a short bio of the agency. In addition to being displayed on the on the Company Profile

for Virtuoso Staff and Suppliers, About Us is also featured in the Agency Catalog, which is viewable by

consumers. The Agency Catalog is a directory listing of all the Virtuoso member agencies and branches.

It is featured under Advisor Tools and select Agency Catalog.

Click Edit to add or edit

Our Background or Photo Gallery

Our Background

A brief agency description (up to 600 characters maximum) may be added in the text box. We

recommend that you write the description in a word processing system to first check for spelling or

grammar errors, then copy and paste it into the field. After adding the description, click Save to update.

Photos & Videos

Up to six (6) photos and six (6) videos may be uploaded to the Photo Gallery. An editing window will

appear which provides instructions on how to upload images along with permitted formats and size

limitations.

A photo and video disclaimer text must be accepted by checking the box to the left of the text. This action

will enable the upload buttons for both the photo and video sections. Select the Upload Button to browse

from your desired media. Once the image/video has been selected, a progress bar will appear. There

might be a slight delay once the upload has been completed to transfer to Virtuoso. Once the transfer has

been completed, the image will be visible.


Agency Settings

Click the Settings tab for Agency Settings. Agency Settings will appear first or click Agency Settings from

the sub-navigation bar. Some settings are only updated by Virtuoso. Click Edit to make changes. Once

you have made all your edits, click Save to save changes or Cancel to cancel changes.

Default Marketing Language

Choose from English, Portuguese or Spanish. The

setting allows Agency Leads to select one of the

three languages to use as the default language in

their email marketing ONLY. It will not impact the

language displayed on virtuoso.com.

Display Profile on virtuoso.com

The agency level setting is editable by system

admins only. The agency is set to Display by

default so if they have their fields filled in they will

display. If the Agency does not want to appear on

virtuoso.com at all and they have all their required

fields, they can contact help to have the setting

updated to Hide. Note – the display settings for

the individuals is editable by ALC/AL users.

Composer Reports Participation

Agency’s participation on Composer Reports.

Individual access may be provided to any staff

Agency Lead Generation Program

Agency’s participation in the program. Specific

requirements must be met to be approved. Click

Do Not Copy Primary Contact if you do not wish

to receive the CC copy of any new lead. Only

Virtuoso staff may update this setting.

Virtuoso Reserve Program

Agency’s participation in the program. Clients must

qualify with specific amount of leisure travel

spend. Agency must participate in Composer

Reports and training is required to be opted in.

Clients must also be opted-in to receive benefits

and marketing and can be opted in thru Composer

Reports. Only Virtuoso staff may update this

setting.

Reviews & Recommendations Program

Agency’s participation in the program. Click Opt-In

to participate. Individual access may be provided

to any staff thru each profile.


Advisor Settings

Click the Settings tab for Advisor. Agency Settings will appear first, scroll down for Agency Settings or

click Agency Settings from the sub-navigation bar. Some settings are only updated by Virtuoso. Click

Edit to make changes. Once you have made all your edits, click Save to save changes or Cancel to

cancel changes.

The list of active advisors will appear. To opt staff in and out of a setting, click or unclick the check box

then save changes.

Display on virtuoso.com

Advisor Profile is displayed on virtuoso.com.

If the box is unchecked, the advisor will only be

visible to agency staff with a Lead Role, Suppliers

and Virtuoso staff and will not be visible to

consumers. If the person is missing a required

field, the Display box will have a red border and

explanation point. Hover over the explanation

point to view what items are missing.

Lead Gen Virtuoso Approved

Advisor’s participation in the program. Specific

requirements must be met to be approved.

Agency and Advisor must be on Composer Reports

and complete required training. Only Virtuoso staff

may update this setting.

Lead Gen Opt-In

Once the agency is approved for Lead Gen, the

Lead may opt in and out of the entire program or

specifically by advisor. If an advisor will be

traveling, we recommend that you opt-out the

advisor during that time or if the advisor does not

wish to accept leads for any given time.

Reviews & Recommendations Program

Advisor’s participation in the program. Agency

and advisors must participate on Composer

Reports.

Respect CB Email Marketing Code

When selected, this settings will prevent the

advisor’s clients who are not coded for Email

Marketing in Clientbase from receiving any

Reviews and Recommendations emails.

Virtuoso Reserve Program

Advisor’s participation in the program. Clients

must qualify with specific amount of leisure travel

spend. Agency and advisor must participate in

Composer Reports and training is required to be

opted in. Clients must be also opted-in to receive

benefits and marketing and can be opted in thru

Composer Reports. Only Virtuoso staff may update

this setting.

Virtuoso Reserve Opt-In

Once the advisor has met the requirements and

turned on Virtuoso, a Lead may opt the advisor

into the program. This also allows them to

manage their Reserve clients.


CoBranded Site

To view your agency branded virtuoso.com Co-Branded website, click on the Co-Brand Site tab. This is a

view only display and shows the information about the site. Each agency is provided an Agency Co-Brand

site, however, the site is not automatically set up. To set up the site, email [email protected] to have the

site set up.

Featured on an agency Co-Branded Site will be a consumer version of virtuoso.com and a listing for your

agency’s staff (when the displayed option is set to be visible on virtuoso.com).

Agency Co-Branded Site Status

Enabled or Disabled.

Agency Co-Branded Site Name

Once set up, this is the URL for the agency’s Co-

Branded site.

Agency Co-Branded Site Header

How your header on the site will be displayed.

Header - Agency Logo

The logo that will appear on the site.

mailto:[email protected]


Marketing Personalization - Agency

Marketing Personalization is the contact information that will appear on the Virtuoso marketing sent to

clients. To view your agency personalization click on the Personalization tab. Your agency’s current

marketing personalization will be displayed. Some agencies have just the agency name with no specific

advisor name. In the example below a specific advisor is listed on the Agency Personalization. Click Edit

to make changes.

The following sections may be filled out Agency Name, Address, Phone, Email/Website and State Seller.

Agency and Address example are shown below and other fields are shown on the next page.

Agency Logo

To update the logo, send the logo to

[email protected]

Agency Name

Additional Name and Company Name

Address

Address information

mailto:[email protected]


Marketing Personalization - Agency

Phone

Primary and Secondary

Email and Website

State Seller

Marketing Personalization – Advisor

Marketing Personalization may also be entered for each individual user including Independent Contractors.

Locate the advisor’s profile from the Agency Associates list then click on the Personalization Tab and Edit

to make changes. Click Save to save all changes. The advisor personalization includes contact

information. ICS may have their own logo and DBA name if allowed by the agency. . The DBA will also

appear as “an affiliate of ABC Travel”. An example of the editing page is on the next page.


Marketing Personalization – Advisor

Personalization – Agency/Custom

If use Agency Default Personalization is selected,

the agency’s information will be used. Select Use

Custom Personalization to personal the advisor’s

information.

Agency Doing Business As

If an IC will be using their own agency name,

enter their name in the Doing Business As. The

Agency Name may not be edited. The IC’s

agency name will appear as an affiliated with the

parent agency. DBA field will not appear unless

the Independent Contractor Job Function is

selected as Advisor Type.

Address

Phone

Email and Website

State Seller


Security

Security Settings under the Company Profile allows you to view, edit and delete logins associated with the

agency. You can also access individual advisor settings when editing a staff profile. Click on Security to

access the information. Click Edit to make changes or updates and click Save to save changes.

Profile Status

Each profile has a status associated with their individual profile. The status is noted to the left of the

user’s name with a small icon. The color grid is below.

Active – User is active and has full access to site.

Pending – Required field(s) is missing on a profile

and the user will not be able to login. User will be

visible on the Security Tab.

Inactive – User is unable to login and will not be

visible to Virtuoso Staff, Supplier or Consumers.

User will be visible on the Security Tab.

Suspended - Users that do not login for 90 days

will automatically be suspended. User will be

visible to Virtuoso Staff, Suppliers and “logged in

Consumers. Marketing will continue to be sent.

Editing Security Roles and Logins

Click on the blue pencil icon to the left of a user’s name to make edits.


Security

Once edit is selected, the user’s settings are displayed to make updates including deleting a profile.

Where applicable, click the radial button to update each of settings. The check marks indicate what

settings are applied for the user. Click Save to save changes or Cancel to cancel changes.

User Type News & Info Pages/Composer Reports

Agency - Lead Company

Advisor is a Lead with parent member and all

associated branches. This only applies if the

member has more than one office.

Agency - Lead

Advisor is Lead with a single agency.

Agency- Staff

Advisor is staff with the agency.

News & Info Pages Load Access

Advisor Region that will be displayed when

production information and news are visible on

virtuoso.com.

Composer Reports

Advisor may view Composer Reports Data

including Premium Composer Reports.

Marketing Virtuoso Air

Allow Custom Personalization

Advisor may make changes or updates to

marketing personalization which appear on

Virtuoso marketing.

View Virtuoso Air Contacts

Advisor may view Virtuoso Air contact information

including commissions.

Access to eGlobalfares

Advisor may view and book with the online

booking tool including access to fares and pricing.


Security

Deleting Profile

Profiles may be deleted if the advisor is no longer with the agency. Click the Delete Profile button and

then a window will pop up and ask if “Are you sure you want to delete this person”. Click Yes to Process

or No to Cancel.

If you delete a profile all the user’s information including Review and Recommendation and any content

entered on the profile will be deleted and cannot be retrieved.

Advisor ID

Each advisor has an unique Advisor ID from ClientBase or other back office systems. The Advisor ID

needs to be entered in an advisor’s profile to ensure clients are attached to the advisor for marketing,

Review and Recommendations and Composer Reports. Locate the advisor’s profile and click Admin on

the far right. Click Edit to left to enter the Advisor ID in the Advisor ID field and click Save to update the

changes.

owner/manager managing profiles - virtuoso co… · owner/manager managing profiles - virtuoso.com...

Documents