Workspaces

Switch Between Personal and Agency Workspaces

The workspace selector controls where new bookings, saved guests, and related activity are recorded. Personal workspace Use Personal when the booking and rewards should belong to your individual agent account. Your personal workspace contains your own: - Dashboard. - Bookings. - Frequent guests. - Commission and reward history. - Membership progress. Agency workspace Use an agency workspace when the booking should be recorded for the travel agency. Agency visibility and permissions depend on your role. An agency workspace may contain: - Agency performance information. - Agency bookings. - A shared frequent guest list. - A shared commission ledger. - Agency members and invitations. - Agency profile information. Switch workspaces 1. Find the workspace selector near the bottom of the left navigation. 2. Select the current workspace name. 3. Choose Personal or the required agency. 4. Confirm that the navigation and page title changed. The portal remembers your recent selection. Always verify it again before booking. Search results are separated by workspace Hotel searches may be saved separately for your personal workspace and each agency workspace. Switching workspaces can therefore show different recent searches or return you to a different search context. What happens to a booking A booking created in the personal workspace appears in your personal Orders page. A booking created while an agency workspace is active appears in the agency's Orders page. Agency owners and administrators may be able to view all agency bookings, while regular members normally see only their own bookings. Payment methods Saved cards may be available for both personal and agency bookings. A saved card is not automatically an agency-owned card. Follow your agency's payment policy and use only authorized payment methods. Frequent guests Personal guests belong to your personal list. Agency guests belong to the shared agency guest list. In an agency workspace, all members may be able to view shared guests, but editing rights can be limited to the member who created the record.

Create or Join a Travel Agency Workspace

An agency workspace allows a team to organize hotel bookings, share selected guest profiles, and manage agency-level rewards and permissions. Create a new agency 1. Open the workspace selector. 2. Select Create or join an agency. 3. Choose Create a New Agency. 4. Enter the agency name and phone number. 5. Add the website and available IATA, CLIA, or ASTA information. 6. Submit the form. The user who creates the agency becomes the Owner. Join an existing agency You normally join through an invitation sent by an agency Owner or Admin. 1. Ask the agency administrator to invite the email address used by your FreeTravel account. 2. Open the invitation email. 3. Review the agency name, assigned role, and expiration date. 4. Sign in if required. 5. Select the button to accept the invitation. 6. Open the workspace selector and choose the agency. Invitation problems An invitation may not work because it is: - Expired. - Already accepted. - Cancelled. - Sent to a different email address. - Invalid or incomplete. Ask an agency Owner or Admin to cancel the old invitation and send a new one. Belonging to more than one agency Your account may be able to belong to multiple agency workspaces. Use the workspace selector to choose the correct agency before searching or booking. Agency profile information The agency profile may include: - Agency name. - Phone number. - Website. - IATA number. - CLIA number. - ASTA information. Only the Owner can normally edit agency profile details. Leaving or removing access Agency access is managed by the agency Owner or Admin. Before a member is removed, the agency should confirm responsibility for open bookings and shared guest records.

Understand Agency Roles and Permissions

Agency workspaces use three roles: Owner, Admin, and Member. Owner The Owner is the user who created the agency workspace. The Owner can normally: - View agency performance. - View all agency bookings. - Cancel eligible agency bookings. - View the shared commission ledger. - Invite members. - Change member roles. - Remove members. - Edit agency details. - Manage agency payout responsibility according to program rules. An agency normally has one Owner. Admin An Admin can normally: - View agency performance. - View all agency bookings. - Cancel eligible agency bookings. - View the shared commission ledger. - Invite members. - Change eligible member roles. - Remove eligible members. An Admin normally cannot edit Owner-only agency details. Member A Member can normally: - Book hotels in the agency workspace. - View the member's own agency bookings. - Use the shared agency frequent guest list. - Add agency guest records. - View agency tier information. A Member normally cannot: - View all other members' bookings. - Cancel another member's booking. - View the full agency commission ledger. - Invite or remove members. - Change roles. - Edit agency profile details. Permission summary | Action | Owner | Admin | Member | | --- | :---: | :---: | :---: | | Book for the agency | Yes | Yes | Yes | | View all agency bookings | Yes | Yes | No | | Cancel another member's eligible booking | Yes | Yes | No | | View agency commission ledger | Yes | Yes | No | | Invite members | Yes | Yes | No | | Change roles or remove members | Yes | Yes | No | | Edit agency profile | Yes | No | No | Why a page is missing The portal hides restricted pages. If Members or Commission Payout does not appear in the agency navigation, your current role may not have access. Use individual accounts Do not share one agency login among multiple employees. Each person should have an individual account and the correct agency role. This protects guest data and creates a clearer booking history.

Manage Agency Bookings, Guests, and Commissions

An agency workspace separates team activity from personal activity and provides role-based access to bookings, guests, and rewards. Agency overview Owners and Admins may see: - Total agency bookings. - Total booking value. - Commission or reward balance. - Recent bookings. - Recent commission activity. - Agency membership tier and progress. Members may see their own booking activity and agency tier information. Agency bookings Open Orders while the agency workspace is active. - Owners and Admins can normally view all agency bookings. - Members normally see only bookings they created. - Owners and Admins may cancel another member's eligible booking. - Members cannot normally cancel another member's booking. The agency order table may not show personal commission details to all users. Agency frequent guests The agency frequent guest list is shared. All members may be able to view shared guests. The creator of a guest record normally controls editing and deletion of that record. Before adding a client to the shared list, follow agency privacy and consent procedures. Agency commission ledger Owners and Admins may access a shared ledger showing items such as: - Reward-point balance. - Confirmed commission. - Pending commission. - Order number. - Confirmation number. - Reward status. - Activity date. The ledger may be read-only. Withdrawal responsibility is normally handled by the agency Owner under the program's payout structure. Agency membership tiers Agency tiers and reward rates are separate from individual tiers. Activity in the personal workspace does not automatically count as agency activity, and agency activity does not automatically count as personal activity. Booking under the wrong workspace If a reservation was created in the wrong workspace, do not assume it can be reassigned. Review whether the booking can be cancelled without penalty and rebooked correctly. Contact support before taking action when cancellation fees or availability are a concern.

Invite and Manage Agency Members

Agency Owners and Admins can invite coworkers and manage eligible members from the Members page. Invite a member 1. Switch to the correct agency workspace. 2. Open Members. 3. Enter the person's work email address. 4. Choose a role: - Member - Admin 5. Send the invitation. Use the email address connected to the invitee's FreeTravel account, or the address they will use to create one. Pending invitations The pending-invitations section may show: - Invited email address. - Assigned role. - Invitation status. - Expiration date. - A cancel action. Cancel an invitation when it was sent to the wrong address or should no longer be used. Accepting an invitation The invitee can review the agency and role before signing in. After accepting, the agency becomes available in the workspace selector. Change a member's role 1. Open Members. 2. Find the member. 3. Change the role to Admin or Member. 4. Confirm the update. Use the Admin role only for people who should see all agency bookings, commission information, and member-management tools. Remove a member Before removing access: - Review open bookings created by that member. - Confirm who will handle client communication. - Confirm how shared guest profiles should be managed. - Verify any agency policy for commission ownership. Then select the remove action and confirm. Protected users The Owner's role may not be editable. You may also be unable to edit your own role from the same page. Member did not receive the invitation Ask the invitee to: - Check spam or junk folders. - Confirm the exact invited email address. - Search for FreeTravel or agency invitation messages. - Open the invitation in a current browser. If needed, cancel the pending invitation and send a new one.