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      1. WorldVia Travel Network Help Center
      2. Member Success

      Adding Associate Advisor(s)

      Many members would like to add an Associate Advisor to their account. Please remember that sub-agents are additional booking agents to a member's already existing business and not separate business entities under another member. 

       

      The following plans are the only plans that are allowed to add Associate Advisors

      • TQ80
      • TQ90
      • TQ100
      • Pro80
      • Pro90
      • Team
      • Enterprise

       

      1. We will get a request from a member to add a new Associate Advisor. Please send the canned response " Associate Advisor Forms."
      2. When the form response comes back, you have 2 options. 
        1. If the member has never had an associate advisor in the past (under their contact properties, look for the property that says "Contact Type," if it says "Individual Agent" they have never had sub-agents before). Send them the canned response "Adding Sub-Agents To Lead Agent Without Existing Sub-Agents"
        2. If the member has had sub-agents in the past (under their contact properties, look for the property that says "Contact Type," if it says "Team Leader(Lead Agent)," they have had associate advisors before). Send them the canned response "Adding Sub-Agents To Lead With Existing Sub-Agents"
      3. Now, you will need to wait till you receive 2 tickets 
        1. Completed: Please DocuSign: Sub-Agent Membership Terms of Service... This form is the agreement that the associate advisor has signed. You can download this document. Take the full name of the new associate advisor and add it to the subject of the email. 
          1. On the ticket, click the three dots at the top 
          2. Click "Edit Ticket Details"
          3. Add the associate advisor name to the end of the subject line 
          4. Keep this ticket in pending till Step 5 is complete and you start Step 6
        2. Completed: Please DocuSign: Sub-Agent Addendum... or Completed: Please DocuSign: Additional Sub-Agent Addendum... This form is the addendum that the lead agent signs, and it goes to Jason Block who signs it and sends it to us. You can download this document. Take the full name of the new associate advisor and add it to the subject of the email. The name can be found usually on the last page with the table of new agents. 
          1. On the ticket, click the three dots at the top 
          2. Click "Edit Ticket Details"
          3. Add the associate advisor name to the end of the subject line 
          4. Keep this ticket in pending till Step 5 is complete and you start Step 6
        3. If we do not receive these 2 forms. After 2 days, please follow up with the lead agent. After another 2 days, please call the Lead Agent to get an update. 
      4. Now, you need to run the background check for this new associate advisor. 
        1. Download the "Terms of Service" file from the Terms of Service ticket.
        2. Log into Myprehire using LastPass
          1. If this is your first time signing in, it will ask you for a verification code. This code will be sent to the support email and will get assigned to the New Agent Sign Up group. 
        3. Hover your mouse over "Order" at the top and select "New Order"
        4. Leave the first screen as is and select "Next"
        5. Enter the following on the second screen and then press next:
          • Last Name
          • First Name
          • Middle Name (if given)
          • SSN (You will have to use the right-click to copy and paste vs. the keyboard shorthand)
          • Date of Birth
        6. Enter the following on the third screen:
          • Street address
          • Zip code (press the right arrow after entering the zip code, and the city and state will populate)
        7. Click Next
        8. On the following screen, click complete order
        9. Close the Prehire window
      5. Once you receive the background check, you are ready to complete the setup of the new associate advisor.
        1. Once you have the background check, send it to Mariah for review. She will return a note stating whether the background check has been approved. 
      6. Save all the files into the respective Sharepoint Folders. 
        1. From the Addendum ticket, you will need to download the addendum file and the summary file. Save it to the lead agent's folder in Sharepoint. 
        2. From the Terms of Service ticket, you will need to download the terms of service and the summary file. First, You must create a new folder with the agent's name.
          1. Open Sharepoint
          2. Click "+ New" in the top left
          3. Select Folder
          4. Type the associate advisor's name and click "Create"
          5. Save the files to this new folder
        3. After Mariah approves the background check, open the background check ticket. 
          1. Click the link in the center of the ticket (https://www.myprehire.com/editor/viewReport...)
          2. PreHire will ask you to login.
          3. Click "Print Report" 
          4. Set Destination as "Save as PDF"
          5. Save a copy of the report as a PDF. 
          6. Add this pdf file to the associate advisor's folder in Sharepoint
      7. Now, you will need to create a new contact in Freshdesk for this new associate advisor. 
        1. Click New in the top right
        2. Click "New Contact" and a popup will come up on the right-hand side of Freshdesk
        3. Add the following fields to the contact record. (You can find this information here) 
          1. Add the Freshdesk Icon based on the plan (You can get this information from the Lead Agent's contact record)
          2. Agent Full Name (Terms of Service File)
          3. Email (Terms of Service File)
          4. Phone number in mobile and work field (+15555555555) (Terms of Service File)
          5. Birthday (Terms of Service File)
          6. Account Status - Set to Active
          7. Contract Type - Team Agent (Sub-Agent)
          8. Company Type - Multi-Agent Agency
          9. Plan (You can get this information from the Lead Agent's contact record)
          10. Plan Payment Type - Monthly Payment
          11. GEM Status - Leave blank
          12. Recognition Level - Leave blank
          13. Recognition Group - Leave blank
          14. First Name (Terms of Service File)
          15. Last Name (Terms of Service File)
          16. Company (You can get this information from the Lead Agent's contact record)
          17. Lead Agent’s Name (You can get this information from the Lead Agent's contact record)
          18. Street Address (Terms of Service File)
          19. City (Terms of Service File)
          20. State (Terms of Service File)
          21. Postal Code (Terms of Service File)
          22. Start date – Set this as the day you are completing the setup.
          23. Trams/GDS Interface ID - Create an Interface ID from here: 1 Interface IDs in 2020 folder.xlsx 
            1. In the name field use this template, "Associate Advisor Name (Lead Agent Name)"
          24. Trams Profile Number (You will need to add this once you create the profiles in Trams)
      8. Create Agent profile in Trams using information filled in on Freshdesk Contact
        1. Select “Profile” then press “Query”
        2. Select the “New” dropdown button and choose Agent - This will bring up the Agent Profile creation window. 
          1. Under the General Tab
            1. Profile Name (Associate Advisor's First and Last Name (Lead Agent's First and Last Name and Agent Profile Number) Associate Advisor's Profile Number) - Add the Trams agent profile # to Freshdesk contact details - Example - Debra Haynes (Relia Thomas 154658) 279879
            2. Make sure there is a space after the closed parenthesis.
            3. Last Name 
            4. First Name 
            5. Interface ID 
            6. Branch 16
          2. Under the Communications Tab
            1. Phone Number 
              1. Enter the phone number into the “Value” box and click “add” 
              2. Make sure the phone number is listed as the primary 
            2. Email 
              1. Choose Email from the “Type” dropdown menu in the communications tab 
              2. Enter the agent’s email address in the “Value” box and click “add” 
              3. Make sure the email address is listed as the primary 
          3. Groups Tab
            1. If the lead agent has had associate advisors in the past, you need to add the master group to the associate advisor-agent's profile. You can find the group by typing in "Master:" followed by the Lead Agent's interface ID. (ex. Master:TQASD)
            2. an If the lead agent has never had associate advisor in the past, you need to create the master group. 
              1. Click on Group/Batch and a popup will appear
              2. Name the group Master:Lead Agent's Interface ID (ex. Master:TQASD)
              3. Click Add then Ok
              4. Click add again after the Master group is automatically populated into the field. 
          4. Marketing Tab
            1. Add the Lead Agent's interface Id under the Alt Interface ID field
      9. Create Corporate profile in Trams using information filled in on Freshdesk Contact
        1. Select the “New” dropdown button and choose Client then press corporate - This will bring up the Corporate Profile creation window. 
          1. Under the General Tab
            1. Profile Name (Associate Advisor's First and Last Name (Lead Agent's First and Last Name and Agent Profile Number) Associate Advisor's Profile Number) - Add the Trams agent profile # to Freshdesk contact details - Example - Debra Haynes (Relia Thomas 154658) 279879
            2. Make sure there is a space after the closed parenthesis. This should be identical to the agent profile name
            3. Last Name 
            4. First Name 
            5. Interface ID (phone number without +1)
            6. Branch 16
          2. Under the Communications Tab
            1. Phone Number 
              1. Enter the phone number into the “Value” box and click “add” 
              2. Make sure the phone number is listed as the primary 
            2. Email 
              • Choose Email from the “Type” dropdown menu in the communications tab 
              • Enter the agent’s email address in the “Value” box and click “add” 
              • Make sure the email address is listed as the primary 
          3. Groups Tab
            1. Search “Travel Quest” in the Group/Batch field and click “Add” 
            2. Click “OK”  
          4. Marketing Tab
            1. Add the Lead Agent's interface Id under the Alt Interface ID field
      10. Create a Hubspot contact record
        1. Navigate to the contacts in Hubspot
        2. Click "Create Contact" in the top right
        3. Add the email address
        4. First Name
        5. Last Name
        6. Phone Number
        7. Set Lifecycle stage as Customer
        8. Click Create
        9. Now, on the contact page, add the following information using what was entered into Freshdesk
          1. Street Address
          2. City 
          3. State 
          4. Postal Code 
          5. Plan
          6. Gem Status - Sub-Agent
          7. Contact Type
          8. Company Tyoe
          9. Lead Agent Name
          10. Birthdate
          11. Account Activation Date
          12. Trams/GDS Interface ID
          13. Trams Agent Profile #
        10. Add the agent's company name to their HubSpot Contact:
          1. From the Agent's HubSpot page, click Add next to Company in the top right corner:
          2. When the add screen opens, click Create New
          3. Copy the company name from the Agent's Freshdesk account and enter it into the Company Name field in HubSpot
          4. Once you enter the company name into the Company Name field, scroll down to click Create
          5. Once you click Create, HubSpot will take you to the agent's company contact page. To get back to the agent's HubSpot profile page, click their name in the top right corner
      11. Create WorldVia PRO profile
        1. Log Into PRO
        2. Click Admin in the top left under the search bar
        3. Hover over Users on the left side menu and press New User
        4. Enter the information from Freshdesk into PRO
          1. First Name
          2. Last Name
          3. Email Address (make sure to put it in both the account email and contact email
          4. Gem Status: Sub-Agent
          5. Account Status: Active
          6. Permission Role
            1. If Enterprise or Team, select Enterprise or Team
            2. If TQ80, TQ90, Pro80, or Pro90 select Legacy Professional Plans
          7. Membership Plan
            1. If Enterprise or Team, select Enterprise or Team Plan
            2. If TQ80, TQ90, Pro80, or Pro90 select plan followed by "Sub Monthly" (ex. Pro90 Sub Monthly)
          10. Hubspot ID
            1. From the contact record in Hubspot
            2. Copy the last part of the url
          11. Freshdesk ID
            1. From the contact record in Hubspot
            2. Copy the last part of the url
          12. Trams Agent Name
            1. From the Agent Profile in Trams
            2. Copy the whole Profile Name
          13. Trams Profile ID
            1. From the Agent Profile in Trams
            2. Copy the last number of the profile
          14. Click "Create" in the top right
          15. Click "Admin" 
          16. Click "Send Password Reset Email"
      12. Create a commission manager account for the associate advisor
        1. Log into Commission Manager via LastPass
        2. Click on User Admin to access our agent's accounts.
        3. Click "Add New User" at the top of the table
        4. Fill in the following information
          1. First Name: Associate advisor's First Name
          2. Last Name: Use this template- Associate Advisor's Last Name (Lead Agent's First and Last Name)
          3. Logon ID: Associate advisor's First and Last Name no space
          4. Password: Travel23!
          5. Access Level: User
          6. Trams Interface ID: Take from Freshdesk
          7. Hide Unclaimed Commissions?: Check the box
          8. Do not touch the table of goals
          9. Agent type: Both
          10. Active: Check the box
          11. User must change password on next logon?: Check the box
        5. Click Save New
      13. Send welcome email to the lead and associate advisor
        1. From Freshdesk
        2. Click New in the top right
        3. Click New Email
        4. Type the Lead Agent's Name in the To: box
        5. Add a CC and add the associate advisor here
        6. Subject Line: New Associate Advisor
        7. Use canned response "Assocate Advisor Addition to PRO"
        8. Add the associate advisor's commission manager username to the email (Associate Advisor's First and Last Name no space)
        9. Type is Account: Other
        10. Status is resolved
        11. Send the email
      14. Add Stripe subscription to Lead Account's stripe account
        1. Currently only Amy, Mariah, and Abhinay can do this step
        2. Copy the lead agent's email and go to Stripe
        3. In the search bar, paste the email and press enter
        4. When the results appear, you are looking for the customer profile that has the membership plan on it. Picture below
        5. Scroll down to Invoices
          1. Click Create
          2. Under Items, find Associate Advisor Activation Fee for $49.00
          3. Click Save
          4. Select Autocharge customer
          5. Click Review Invoice at the top right 
          6. Click Charge Customer
        6. Go back to the main view by clicking the customer on the payment confirmation screen.
        7. Now under Subscriptions
          1. Click Create
          2. Under Product, start typing the plan the lead is on
          3. You are looking for the one that shows "Sub-Agent Monthly Plan LEAD" It should also have a $$ amount underneath it.
          4. Make sure the Duration shows today's date and > Forever
          5. Also make sure that Bill month starting shows today's date.
          6. Click Create subscription

      15. Complete, you have just completed the Associate AdvisorAddition Process.