Agency Profile Setup
You can easily set up your agency profile by following these quick steps:
Click "Manage Account" and select "Agency Profile".
Fill in all details on this screen.
Note: All information provided in the Agency Profile will dynamically generate legal agreements, populates seller of travel information, and accounts for any fees associated with changes or cancellations.
To read more about Agency Profile Setup, click here.
Accessing and Managing TIS Contracts & Templates
After setting up your agency profile, you may follow these steps:
Click "Contracts" Tab.
This area houses TIS master templates, personalized contracts, and any third-party contracts you've uploaded.
Note: Master Templates are your gateway to accessing TIS agreements, varying by membership level. You can view, download for CRM integration, or execute them directly on TIS. Enhanced features included compliant e-signatures for all members, and a PCI-compliant credit card vault for Gold and Platinum members.
To read more about Accessing and Managing TIS Contracts and Templates, click here.
Executing Contracts within TIS
To execute a contract, following these steps will help you:
1. Click "Execute Contract".
2. Choose customer. Once you've chosen your customer, click "next".
3. On the left side of the screen, you will see payment. "Enter" the charge authorization amount and add trip details.
4. Clients will receive an email with your details and link to authorize charges, view attachments, and e-sign the document.
Note: The email template cannot be customized.
5. Upon signing, both parties receive the contract via email, and you'll see a notification in your dashboard. Payment authorizations are accessible under "Customers" then their signed agreement.
Personalized Templates and Uploading User Contracts
To create a personalized template, follow these quick and easy steps:
1. Click "Save as Personalized Template".
2. Follow the on-screen guidelines.
3. Navigate through contract pages using arrows, save template with a unique name. Then, click "save".
4. Using a personalized template involves navigating to "Contracts" > "Personalized Templates". Here, you can edit, delete, or execute your templates. Execution requires adding signing fields specific to members or customers.
To read more about Personalized Templates, click here.
5. User Uploads allows you to introduce external agreements into TIS for e-signing. After uploading and saving your document, you can manage it under "User Uploads", similar to personalized templates.
Core Legal Agreements in TIS
All memberships include key documents like the planning fee agreement, travel insurance waiver, travel services agreement, and terms and conditions. Additionally, a cancellation form will be available soon.
Note: For planning fees, TIS provides various structured options. Feel free to use the examples provided or make it your own.
Ensure your clients sign the travel insurance waivers. It's vital they accept their role and responsibility in choosing insurance and understanding the coverages. You've been provided with two options:
Via credit card is for agencies that use the customer's card to pay the travel insurance company
Via link is for agencies that send links to their customers, and it's the customer's responsibility to purchase the insurance on their own.
Note: For the travel services agreement, link to the full terms and conditions placed on your website for a streamlined client experience. Note that if your TSA does not link to your full terms and conditions, you may not use this form.
Embed website codes for automatic updates to terms and policies. Codes can be found under the Website Codes tab. Additional instructions can be found in our FAQs.
Note: Travefy websites may not support this feature, requiring manual integration.
Website Compliance
Ensure website compliance by having a privacy policy for personal data collection, an affiliate policy for affiliate links, terms of use including a DMCA provision, and establishing jurisdiction.
Importance of Regularly Updating Contracts
Understanding that contracts are an ongoing commitment is crucial. It's a common misconception that once a contract is in place, it guarantees perpetual coverage.
Regularly reviewing and revising your contracts - at least annually or as dictated by the specific contract type - is fundamental.
Given the dynamic nature of legislation, with numerous bills under TIS's scrutiny, depending on a static contract can pose a significant risk. TIS strives to keep your business safeguarded and compliant
Reflecting on the time, effort, and resources you've invested in your business, it's paramount to ensure that your legal contracts are up to date, shielding your enterprise from potential legal vulnerabilities.
Contact Our Support Team
If you have questions, please don't hesitate to contact our support team at hello@travelindustrysolutions.com, use the chatbot on the bottom right of our site, or access our FAQs. The link can be found in the footer of our website and articles can be searched using our chat feature.
Best Practices for Executing Core Legal Agreements
Planning Fee Agreement
Send this to your clients for authorization and signature if you charge planning fees.
Ensure it links to your full terms and conditions, detailing your cancellation and change fee policies.
Travel Services Agreement (TSA) & Terms and Conditions
Once the client is set to pay for their booking:
Send the TSA for signature and payment authorization, ensuring it's linked to the full Terms and Conditions on your website.
If the TSA isn't linked, bypass this step and directly send the full Terms and Conditions for signature and payment authorization.
Adopt a routine of sending the TSA or Terms each time your client makes a payment, to ensure all transactions are well-documented.
Travel Insurance Waiver
When presenting a travel insurance quote, accompany it with relevant travel insurance agreement.
Require your client to accept or waive coverage, acknowledging their responsibility in policy selection and comprehension of coverages.
Cancellation Form
If a booking cancellation is on the horizon, ensure your client signs the Cancellation Form before you proceed with canceling any travel components.
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