Member Success
      Back to home
      1. WorldVia Travel Network Help Center
      2. Member Success

      New Agent Sign Up Process - Current Plans

      Please note that an agent's account should not be made active until the following three things are completed:

      • Launchpad Checklist
      • Live Tour
      • Launch Sequence Course

      When a new agent purchases a plan, we receive a plan purchase notification ticket called "Your Travel Quest Network Membership Plan Confirmation". Once you have these tickets, follow the steps below.

      If you receive a plan purchase confirmation from a past or current member who has the money bags symbol, check with Farris to see how much they owe us. They will need to be current on their fees before you move forward with their account setup. To know if they are a past or current member, search their first and last name in Freshdesk to see if an existing account populates.

      If the member cancels before the account setup is complete, add a note to their HubSpot account with that information and complete the following deactivation steps:

      • Update their Freshdesk Icon and Account to Inactive
      • Make their Trams accounts inactive
      • Remove them from the Commission Manager
      • Ensure that their WorldVia PRO account is set to Deactivated

      If the member is signing up after previously being a member with Travel Quest Network, create a ticket with the agent's new interface ID and send it to the air team.

      HUBSPOT TICKET

      • Edit ticket details to reflect the name
      • Send Live Tour Worksheet canned response - Close ticket

      NEW AGENT SIGNUP SPREADSHEET 

      • Date signed up - This is the date that the plan confirmation ticket was sent to us 
      • Plan Name 
      • Agent Name
      • Date that you created their Freshdesk profile (This goes in the Date Member Created in System & By Whom column)
      • Documents received 
      • Notate any needed updates in the notes section 

             After you have added this information to the spreadsheet, you can close the confirmation ticket. (Type: Account: New Agent Signup - Status: Closed

      LIVE TOUR 

      Once the agent has attended the Live Tour, Abhinay will provide the list of attendees after the live tour has been completed. Once you have the list, follow the instructions below:

      • Log into WorldVia PRO
      • Click Admin to enter the back office
      • Click Manager Users
      • Search for the new agent
      • Click on their name associated with their Training account
      • Click the checkbox next to Live Tour on the Account page of their profile
      • Set the gem status
      • Click Update

      LAUNCHPAD CHECKLIST

      Once the agent completes the Launchpad Checklist, we will receive a ticket called "New Member Onboarding Documents Completed: Agent Name". If any of those documents are incorrect, send the missing/incorrect documents canned response to the agent in a new email. Once you receive that ticket and all of the documents are correct, follow the instructions below:

      • Edit the ticket details to reflect the agent's Freshdesk account
      • Click on each attachment and review the document for accuracy. You should have the following documents:
      • **Company Docs and Bank forms are not required during the Launchpad Checklist**
        • Background Check Authorization
        • Bank Authorization
        • Articles of Organization/Formation (Not needed for Individual plan as of 12/6/2023) 
        • EIN Letter (Not needed for Individual plan as of 12/6/2023)
        • Performance Guaranty - This is their signed copy of the membership agreement.
        • W9 - Needed for Individual plan
      • Save these documents to the agent's document folder in Sharepoint - Agent Document Folders. Create the agent folder to save the documents:
        1. Open Sharepoint
        2. Click "+ New" in the top left
        3. Select Folder
        4. Type the agent's name and click "Create"
        5. Save the files to this new folder

      If any of the documents are incorrect, send an email to the agent requesting the needed documentation. Once you have all of the correct documents from the Launchpad Checklist, run the agent's background check using the information from the Background Check Authorization document.

      LAUNCH SEQUENCE

      Once the agent completes the Launch Sequence, we receive a ticket called "Completed Launch Sequence Course: Agent Name". When you receive this ticket, follow the instructions below:

      • Edit the ticket details to reflect the agent's Freshdesk account
      • Ticket Type: Account: New Agent Signup - Status: Closed

      BACKGROUND CHECK SUBMISSION

       Follow the instructions below to run a background check for every 5th sign-up:

      • Log into Prehire through LastPass/Keeper
      • Click New Order
      • Do not check the credit report box unless they are signing up for GDS and we have their authorization form from their GDS contract
      • Click Continue
      • Enter the following on the first screen:
        • 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
      • Click Next
      • Enter the following on the next screen:
        • Street address
        • Zip code (press the right arrow after entering the zip code and the city and state will populate)
      • Click Next
      • On the following screen, click complete order
      • Close the Prehire window

      Once you've submitted the background check, update the Timeline spreadsheet to note that all documents were received and saved and that you are waiting on the background check.

      Once you have the background check, send it to Mariah for review. She will send a note back stating whether or not the background check has been approved. Save the background check to the agent's documents folder in Sharepoint.


      If the background check is approved, continue with their account setup. If it is denied, Relia will send a pre-adverse letter to the agent both physically to their mailing address and via email. We will need to initiate a refund for their monthly plan payment and deactivate their WorldVia PRO account.

       

      TRAMS 

      Create Agent profile in Trams using information filled in on Freshdesk Contact 

      • Select “Profile” --> “Query” 
      • Select the “New” dropdown button and choose Agent - This will bring up the Agent Profile creation window. 
      • Fill in the following properties based on the Agent’s information in Freshdesk: 

        GENERAL TAB 
      • Profile Name (First and Last Name Agent Profile Number - Example John Adams 297989) - Add the Trams agent profile # to Freshdesk contact details
      • Last Name 
      • First Name 
      • Interface ID 
      • Branch 16 
      • Zip code (Enter 55555) 
      • Outside Rates  
        • Individual – 70.00 
        • Growth – 90.00 
        • Team – 90.00 
        • Enterprise – 90.00 
      COMMUNICATIONS TAB 
      • Phone Number 
        • Enter work phone number into the “Value” box and click “add” - Format: ##########
        • Make sure the phone number is listed as primary 
      • 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 primary 
      PAYMENT TAB 
      • Enter the following information from the agent's Bank Authorization form
      • Change the Account type to “Bank Account” 
      • Enter the agent’s account number 
      • Enter the agent’s name in the “Name On Acct” box 
      • Enter the agent’s bank routing number 
      • If this is a savings account type in SV before the name on the account (Example SVJohnDoe) 
      • Click “Add” 


      GROUPS TAB
      • Search one of the following in the Group/Batch field and click “Add”. 
      • The GROUP CODE for Enterprise is: TQNEP 
      • The GROUP CODE for Individual is: TQIND 
      • The GROUP CODE for Growth is: TQGRO 
      • The GROUP CODE for Team is: TQTEA  
      • Add the Trams profile number to the Freshdesk and WorldVia PRO account

      Create Corporate profile in Trams 

      • Select “Profile” --> “Query” 
      • Select the “New” dropdown button and choose Corporate (This will bring up the Corporate Profile creation window). 

        GENERAL TAB 
      • Profile Name (First and Last Name Agent Profile Number)
      • Last Name 
      • First Name 
      • Interface ID is the Agent’s phone number without any special character (##########) 
      • Branch 16 
      COMMUNICATIONS TAB 
      • Phone Number 
        • Enter phone number into the “Value” box and click “add” 
        • Make sure the phone number is listed as primary 
      • 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 primary 
      GROUPS TAB 
      • Search “Travel Quest” in the Group/Batch field and click “Add” 
      • Click “OK”  

       

      **Only complete the following steps after they have attended the Live Tour and completed the Launch Sequence Training** 

      LOGINS 

      • The only logins that we create without being requested are for commission manager login and Agent Universe.
      • Follow the steps outlined in the “Commission Manager – How to add an agent” SOP to create their account. 
      • Set their password to their first name initial last name initial Travel 23! 
      • Example – Agent Name John Doe – Password: JDTravel23! 
      • Follow the steps outlined in the Agent Profiler/Agent Universe SOP to create their account
      • Set their password to Travel23!

      WorldVia PRO 

      • Log into WorldVia PRO 
      • Click the Admin button under the search bar to take you to the WorldVia PRO back office 
      • Select Manage Users 
      • Search and select the new agent 
      • Fill in GEM status based on their plan
      • If the Mailing address is blank, copy the billing address into the mailing address field.
      • Select Agency Owner
      • Fill in the following five fields 
        • Freshdesk ID
        • Trams Agent Name
        • Trams Profile Number 
        • Trams Interface ID
        • EIN Letter
          • Leave blank if on Individual plan except
          • If the EIN is listed on their W9
      • Click the Account Setup Checklist box (Only if the Live Tour and Launch Sequence boxes are checked)
      • Click Update 
      • Wait for the Green notification bar to appear across the top of the screen before moving on 
      • Completing this step will push out an activation email notification to the new agent. 

      HUBSPOT 

      Open the agent's contact page in HubSpot and fill in or verify the following information based on their Freshdesk contact page:

       

      Verify this information:

      • Agent Name 
      • Street Address 
      • City 
      • State 
      • Postal Code 
      • Phone number (+1555-555-5555) 
      • Email 
      • Plan: Individual, Growth, Team, or Enterprise 
      • GEM Status  
      • EIN number  (For all plans, except Individual plans)
      • GDS Program – If yes, Worldspan or SABRE 
      • Trams/GDS Interface ID - Create an Interface ID from here: 1 Interface IDs in 2020 folder.xlsx 
      • Trams Profile Number 
      • Company

      Fill In this information:

      • Contact type 
      • Company type  
      • Birthday 
      • Add a Company for the contact
        • From the Agent's HubSpot page, click Add next to Company in the top right corner:
        • When the add screen opens, click Create New
        • Copy the company name from the Agent's Freshdesk account
        • Once you enter the company name into the Company Name field, scroll down to click Create
        • Once you click Create, HubSpot will take you to the agent's company contact page.
        • Set Company Lifecycle to Customer 
        • To get back to the agent's HubSpot page, click their name in the top right corner

      NEW AGENT CORRESPONDENCE 

      • Send Welcome To Travel Quest Network without the live tour link canned response email with their commission manager login information filled in

      • Category: Account - Sub-Category: New Agent Signup Process 

      NEW AGENT SIGNUP SPREADSHEET 

      • Update new agent signup spreadsheet with the following information: 
      • Date contract was completed and your name – Example – 1/25 Jane 
      • “Checklist Complete” in notes column