Inviting Travel Advisors to Join Your Agency Account

In this guide, we’ll go over how to invite members to join your account and the different roles users can have.

Understanding account roles

Admin role

The admin role is perfect for agency hosts/admins. If you set up your agency’s account, you’ll automatically be designated as an admin, but you can always add more admins to the account. 

The admin role comes with special responsibilities and capabilities that the agent role will not have available to them, such as the ability to invite new agents and to add payout details. 

Agent role

The agent role is the ideal role for agents/advisors who will be making bookings on behalf of their clients. Agents will not be able to add payout details or invite new agents, but they will still be able to view their commission payouts and reports.

Agents/advisors will have to be invited by their admins in order to join the account. 

How do I invite agents?

There are three ways that you can send invitations to your member agents, each with its own benefits and use cases.

Inviting agents (and admins) individually

Inviting individual agents is quick and easy. All you’ll need is the first and last name of the agent, their email address, and their preferred language – which also determines the language in which the agent receives emails. .

Step 1

Navigating to the “Account” section (accessible by a link at the top left of the screen)

Step 2

Click on the “Invitations” tab

Step 3

Click on the “Invite user” button

Step 4

Provide member contact details, preferred role, and preferred language. Note: if you do not see the optiont to select the “agent” role, it could be because you haven’t fully activated your account.

Bulk inviting agents to join your agency (file upload)

Our Bulk Invite tool is a quick and easy way to invite agents en masse by uploading a CSV file with all the pertinent information. This tool should be used to invite agents to join your account with the agent role. You cannot bulk invite admins using this tool.

Step 1

Navigate to the “Account” section (accessible by a link at the top left of the screen)

Step 2

Click on the “Invitations” tab

Step 3

Click the “Invite Agents” button

 

Step 4

Make sure you’re on the “Upload file” tab. Then do the following:

  • Download our CSV file template to make sure that you have no errors when uploading
  • Upload your CSV. If you’re using Excel, make sure you save the file as a CSV. For information on how to do that, see here.
  • Select the language in which the invitation will be sent.
  • Once you’ve completed the above steps, hit “Send.”

Once you hit “Send,” your invitations will be sent to the emails addresses provided in your CSV.

All invited agents who are still unregistered will recieve a reminder email after 48 hours.

If the agent you invited does not get the initial invitation, you will be able to reinvite agents by navigating to the “Invitations” tab and clicking on the three horizontal dots in the right-most column.

Formatting the CSV file

In order to successfully bulk invite agents, you must save your file as a CSV file. If you’re unfamiliar with how to do that, please see here.

We only require that you upload a file with “First Name,” “Last Name,” and “Email” columns. All phone information (columns D through F) are not required and your agents will be prompted to provide their phone number during registration.

Generating custom links

This feature allows you to generate one unique link that you can send out via email, put on your Intranet, share in Facebook groups, etc. From that unique link, agents can self-join your agency account. This is one of the easiest ways to invite agents, as it does not require them to know your Partner ID and requires minimal effort from the host/admin.

Step 1

Navigate to the Account section of your account

Step 2

Click on the “Invitations” tab

Step 3

Click the “Invite Agents” button

Step 4

Make sure you are looking at the “Share link” tab of that popup. From here you can copy that link and paste it anywhere you see fit.

After you invite agents

When agents are invited through the bulk invite/file upload tool or through the individual invitation, they will receive an email where they will be prompted to create their account. If an agent joins through the custom link, they will not receive an email. Because the invite was sent from your account, they will not need to tie their account to the agency’s account as this is done automatically.

You are able to check on the status of your invited agents in the “Manage users” tab within the “Account” section. In this section, you can make any edits to users, such as changing their name, email, phone number, location, language preferences, and their role.

Frequently asked questions

Can I re-send an invite?

Yes you can! To do so:

  1. Navigate to the “Account” section of your account
  2. Click on the “Invitations” tab
  3. Click on the three horizontal dots next to the agent you’d like to reinvite
  4. Select “Resend invite.”

This will automatically trigger another email, but we also recommend sending the invitation link directly to the agent for a quicker resolution.

Please note: email reminders will be sent out after 48 hours if the agent has not registered. 

Can I uninvite a user?

Yes you can! To do so:

  1. Navigate to the “Account” section of your account
  2. Click on the “Invitations” tab
  3. Click on the three horizontal dots next to the agent you’d like to uninvite
  4. Select “Uninvite.”
Can I bulk invite admins?

Anyone invited using the bulk invite tool will be defaulted to the agent role. You cannot bulk invite admins. To invite an admin, you’ll have to do so individually.

Can I use the custom link to invite admins?

No, the custom link is only applicable when you want to invite agents. You’ll have to invite admins individually.

Why can I not see the “Invite agents” button?

This is most likely because you have not fully activated your account. Navigate to your dashboard to see if there is something you have no completed yet.

What are primary users?

In the “Manage users” tab within the “Account” section, you’ll see a blue stamp next to your name that says “Primary” — this simply means that you are the primary contact should we need to notify your agency about changes to your account.

Can I be both an admin and an agent?

Yes you can, but note the differences between the two roles. You can also make other admins agents too.

To do so:

  1. Navigate to the “Account” section of your account
  2. Click on the “Manage users” tab
  3. Select the three horizontal dots next to the person you’d like to make both roles
  4. Select “Edit” from the dropdown
  5. Select the appropriate roles
How will I know if my invited agents have registered?

All invited but unregistered agents will appear in the “Invitations” tab. Once an invited agent has registered, their name will no longer appear in the “Invitations” tab but will appear on the “Manage users” tab.

Are the three methods of inviting agents mentioned above the only ways my agents can join my agency?

The three methods described above are for inviting agents. Agents can join your agency independently on any sign up links on travelagents.viator.com or directly at partners.viator.com.