Configuration

  • Type of business select the type of customer:

    • Agency
    • Network only if sub-clients are needed (for example, in the case of an agency network). If selected, additional fields related to this will be displayed

  • Customer typology: Travel Agency, Tour Operator, Wholesaler, B2B, B2C, etc.

  • Network (if the Network is set): allows the Tour Operator to select the network to which the agency or a sub-network belongs

  • Report network summary frequency (if the Network is set): choose the frequency for the Network to schedule reports for the sub-agencies

  • Set markup of the clients (if the Network is set): allows the Network to set a markup for the sub-agencies

  • The possibility to block the affiliates (if the Network is set): allows the Network to block the sub-agencies

  • Set paid for subagencies (if the Network is set): allows the Network to set the paid bookings for the sub-agencies

  • Group: allows the Tour Operator to select a group if the client has been assigned to one for the purpose of defining a different markup. If this field is left blank and a direct contract is in place, the markup applied will be the one set in the contract

  • Changing the markup: allows the Tour Operator to decide whether the Client can modify a profit percentage to display to their end customers or not

  • Displaying profit: allows the Tour Operator to decide whether the Client can view their profit within the Dossier or not

  • Booking online allows the Tour Operator to decide whether the Client (only Web) can:

    • availability only: only view the tariffs without being able to make bookings (useful, for example, when giving access to a potential customer)
    • booking also: proceed with the bookings

  • Type of booking only valid for the hotel service: allows the Tour Operator to decide whether the Client can create the booking Online (only Web), or if the system should instead generate an email with the booking details

  • Navigation currency: allows the Tour Operator to decide the currency that will be used to display prices to the Client within the system, it will be the default for the XML (if not defined)

  • Navigation language: allows the Tour Operator to choose the currency that will be used to display prices to the Customer within the system. This currency will also be used for the XML flow if the Customer does not provide a currency and none is selected under Forced currency in the Web Services tab

  • Associated to the office for default "Company" (non-editable and automatic field)

  • Days for sending booking deadline email: allows the Tour Operator to set how many days before the deadline the payment reminder email is sent

  • Send email deadline booking: allows the Tour Operator to determine whether booking deadline emails should be sent to the Client, based on the number of days set in Days for sending booking deadline email in this section (in case of booking cancellation by the Client, the applicable penalty will be charged)

  • Grace period (hotel): only for non-refundable bookings, it is possible to set the 30 / 60 / 90 / 120 minute time frame within which the Client can cancel without penalty. IMPORTANT: it will be the responsibility of the Tour Operator to handle any disputes with the supplier. In case of cancellations within the grace period, an automatic tag will be generated in the relevant Service

  • Send reminder email: enables the automatic sending of a report to the Client's Account department's email containing the list of reservations with check-in dates from the previous month. The report is automatically sent on the 5th day of each month

  • Block deadline booking allows the Tour Operator to define the system’s behavior when the Client attempts to make a reservation that is already subject to a penalty:

    • No: the Client is not blocked; therefore, reservations that are already subject to a penalty are processed normally
    • YES, total block: (for web client) The Client cannot make reservations that are already subject to a penalty. An alert prompts the Client to contact the Tour Operator to finalize the booking

    NOTE: For XML Clients, it is necessary to select the Kalima XML - Blocked in deadline option in the Web Servicesof the Client profile and also the Excludenonref option in the Limitations tab of the Client profile

    • YES, with prepayment: the Client can make reservations that are already subject to a penalty but only with prepayment regardless of the payment method configured (if the client has an active credit with a sufficient balance, this does not apply).

    If the client does not immediately process the payment, the booking will be created:

    • with the status "Confirmed" along with a remark suspending the booking: "Payment pending confirmation" (the customer will see the booking with status "Waiting" until the payment is completed), if the booking is made under a Direct Contract;
    • with the status "Sent" (therefore not confirmed to the supplier. The client will see the booking with status "Waiting" until the payment is completed), if the booking is made for an XML supplier.

  • Block issuing of voucher: allows the Tour Operator to block the voucher download if the Client has not yet completed the payment

  • Logo on the voucher: allows the Tour Operator to decide if the Client can display their logo on the voucher

  • Payment tours in advance (enabled only for tours, not available for XML): if selected, requires prepayment by credit card for tours

  • Payment: allows the Tour Operator to specify the payment method associated with the Client. All selections are for informational purposes only, except for "Prepayment", which will affect the automatic cancellation of bookings

  • Payment by deposit: (informational field only) displays whether a deposit is configured for the Client.

  • Payments date: allows the Tour Operator to choose the reference date

    • Deadline of payment: it is based on the deadline minus the prepayment days from the deadline set in the next field
    • Deadline Date
    • Departure Date: it is the start date (for a hotel, it is the check-in date; for a flight or car rental, it is the departure date)

    by which the Client must make the payment for their reservation (affects the payment charge day from any set deposit). Please note that this choice only involves sending an email to the Client

  • Days of prepayment: only if the previous field “Payment date” is set to “Deadline of payment” this field allow the Tour Operator to specify how many days in advance the Customer must pay for their booking (this affects the charge date of the payment in case a deposit has been set). Please note that this choice only involves sending an email to the Client

  • Credit Card: allows the Tour Operator to decide if the Client can also pay the reservations (web only) by credit card. If the payment is made by credit card, the confirmation will be sent only to the email address of the user who made the payment

  • Payment by credit card gross: allows the Tour Operator to decide if the Client will be charged with the markup configured for their customers in the Pricing Policies (typically not required, since the Client would pay the Tour Operator the amount including the markup applied to their own customers, which would then need to be refund by the Tour Operator, web only)

  • Custom price change tolerance (%) - Hotel: visible only to Tour Operators, it allows configuring the tolerance for price changes between the availability search and the pre-booking. If the tolerance is exceeded, the system returns the price change; if it is not exceeded, the system keeps the pre-booking valid (the supplier's price changes for any reason, the booking is still considered as valid)

  • Collect "final user" data: (web hotel service only) option to request passenger details. This is for tax purposes; in any case, the passenger's first and last name are always provided when a booking is made

  • Show emergency number of voucher: allows the Tour Operator to include the emergency number on the voucher

  • Emergency number insert: insert the emergency contact number

  • Page displayed after logging into the system: allows the Tour Operator to choose which page — Home, Hotel Booking, or Booking Management — the Client will see upon logging into the system

  • Disable ip check for agencies that have connection problems: option to disable “IP checking” for agencies that fail to log in

  • Invoiced to checkout: (informational field only) allows the Tour Operator to decide if the invoice issue date should match the booking checkout date

  • Contract received: (informational field only) allows the Tour Operator to pin if the signed contract has been received

  • Visibility public remarks about the customer: allows the Tour Operator to make Public remarks about the customer visible on notes and/or emails

  • Automatic bookings cancellation (ATTENTION: this cannot be activated for General Services): when this flag is selected, the system will automatically cancel unpaid bookings only if the following conditions are met

    • Bookings with a deadline for penalty-free cancellation within the next hour
    • The Client is set to Prepayment

    • The booking has not been paid (even partially)

      IMPORTANT: if the Client pays via bank transfer and the Tour Operator forgets to record the payment, the system will cancel the reservation and it cannot be recovered. This ensures that unpaid bookings are automatically cleared, reducing the risk of non-payment, especially when dealing with new or untrusted Clients

  • Send booking email with customer reference: allows the Tour Operator to decide if the Client Reference (booking number) replace the Netstorming reference in the booking emails sent to the supplier

  • Send payments reminder also to users: allows the Tour Operator to decide if the payment reminder emails should also be sent to the Client's Users

  • Show suppliers logo: "Inherit" the Show supplier logos to clients setting in Configuration tab of Company's Data will be imported, "yes" allows the Tour Operator to decide if a Client should be able to view supplier logos in availability search or "no" (web only)

  • Force contextual payment: allows the Tour Operator to require the Client to pay only by credit card before the reservation is finalized. The reservation is created in the system even if payment is not completed, but it is not sent to the supplier. Only after the Client completes the payment, the reservation will be automatically forwarded to the supplier. This option also applies if the client has an active credit with a sufficient balance

  • Send HCN email: allows the Tour Operator to send the Hotel Confirmation Number to the Client once this data has been entered in the Service (web only)

  • Notify FIT direct contracts changes: allows the Tour Operator to send notifications to the Client regarding changes to allotments and stop sales of direct FIT contracts

  • Supervisor: allows the Tour Operator to select a User who will receive a copy of all booking emails

  • Sales report intervals: time interval (in days) used in the sales report