Owner/Manager Managing Profiles - virtuoso co… · Owner/Manager Managing Profiles - virtuoso.com...
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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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
Creating New Advisor Profiles
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.
Owner/Manager Managing Profiles - virtuoso.com
Creating New Advisor Profiles
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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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
Agency Name
Additional Name and Company Name
Address
Address information
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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.
Owner/Manager Managing Profiles - virtuoso.com
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.