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Overview

Organisations is a feature in ResPax that enabled you to add/manage organisations regarding contact details, credit status, and commission.

Organisations can belong to one or more of the following:

  • Owner - the entity that receives the money for the tour (financial entity).

  • Agents - create bookings in the system, including OBE (Online Booking Engine), RON API (back end connection), and RBE (ResPax Admin) but do not have access.

  • Operators - operate the branded tour, or provide 3rd party service for a tour.

  • Contractor - contracts to the owner (the business name of an individual contractor user) 

Navigating Organisations

  • From the Main menu, click on Settings > Organisations

The view features a type-ahead search function for Organisation Code and Organisation Name, making it especially helpful for quickly navigating through a large list of Organisations.

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  • Each of the Column Headers can be clicked on to sort by that column in alphabetical or numerical order

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  • To edit an organisation's details in the system, simply click the image-20241018-014046.png pencil icon.

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  • To add a new Organisation, click in the + Add Organisation button

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Organisation Details

  • From the Org Details tab, you will be Required to fill out the following details:

    • Organisation Code - Unique code used to use the organisation across the systems. Once created, and saved, you will NOT be able to update it.

    • Organisation Name - Name to help identifying the organisation across the systems.

    • Roles - There are some roles available including Agent, Operator, Owner and Contractor as explained above. Multiple roles can be selected to the same organisation, according to the need.

    • Default Currency - The currency used by this organisation when creating bookings, and the option they want to use. As standard in our system, only Australian and US Dollar can be chosen, but other options are available, just contact us to include as requested.

The organisation cannot have multiple currencies, we recommend creating another organisation for a different currency.

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The Agent role is ticked by default when creating a new Organisation, but can be removed anytime.

  • The Organisation is set as enabled by default.

  • The Default Pickup section is still in development process.

  • To save the new Organisation, or any updates on this form, click on the Save button.

  • Only when all fields required are filled out, and saved, the other Agent Spec, Advanced, Financials, and Guest View tabs will become available.

  • To disable an Organisation, click on the toggle switch where it says Enabled.

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Organisation Details

  1. From the Agent Spec tab allocate an Agent Type and Agent Category (optional). This can be used in setting Prices and Commissions in bulk, and used for grouping Agents together on report criteria (You can select up to 1 Agent Type group, and up to 1 Agent Category per organisation).

Note: To Allocate an Agent Type and Agent Category, you will need to first create them from the Lookups feature in Respax. Click here to learn how.

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  1. In the Advanced tab enter the Organisations Terms and Conditions (optional), Gift Certificate Terms and Conditions (optional). If needed modify the default country’s telephone code to display throughout the system.

  • The Organisations Terms and Conditions will appear when staff create a booking in the Respax Admin Portal (click here to learn more about bookings and also on the Online Booking Engine when the public adds a tour to the cart. (Organisation Terms and Conditions - must not exceed 200000 characters long).

  • The Gift Certificate Terms and Conditions will appear on the Online Booking Engine when the person from the public selects a tour and selects the ‘buy as gift’ button (click here to learn more about gift certificates).

 

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  1. In the Financials tab by default there are two Credit Status. One is coming from the Organisation that has been set as the Owner and the other is a default financial currency entity. (Click on the pencil icon to view or edit).

Note: The Financials tab lists the Credit Status, Commission rates, GL Codes and Payment Terms of the selected Agent for each of the Financial entities (Owner Organisations) in the Operators ResPax system

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YT1 represents the US Dollar Financial Entity

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The other one will be the Owners Organisation Code.

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  1. To change the Credit Status click in the dropdown arrow under Credit Status.

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  1. Add/edit Commission/GL Code/ Payment Terms.

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10. To Add Owner Financials, click on the Add Button.

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11. Fill in the fields accordingly and Save.

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12. Guest View allows the following groups ‘personal information’ and ‘membership’ to be viewed and recorded by a guest on the public ‘my account page’ when the guest books a tour from the Online Booking Engine (OBE).

Note: To learn more about how a guest profile is created click here

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When the Guest has logged into the Online Booking Engine (OBE), they select ‘My Account’

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The Guest will be directed to the ‘My Bookings’ page as default. They will need to click on the 'My Account’ tab.

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They can now view or record ‘personal information' and ‘membership’ details.

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