Terms Templates (Agents & Operators)

Terms Templates allow you to set discount and commission parameters for Agents and Operators in the Distribution tab. You can configure templates to be used across different Agents and Operators or configure them specifically for that user. Terms Templates are a great way to take the guesswork out of commissions and discounts and help you efficiently manage distribution in your Xola account. 

What's covered in this article:

• How to set up Terms Templates
• Applying Terms Templates 
  • Agents
    • Individual Agents 
    • Multiple Agents 
  • Operators 
    • Individual Operators 
    • Multiple Operators

How to set up Terms Templates

1. Navigate to Distribution > Terms Templates.
2. To create a new terms template, click on the blue 'Create Template' button at the top right.
3. Next, add the Terms.
   • Title: enter a title for the terms template to easily identify for future use 
   • Products: Select the products to which the terms template will apply. Select all is chosen by default. 
     • Note: The products you choose here are what the Agent will see when making reservations via the Agent Portal, and will only be able to have the terms apply to these products.  
4. Now, Configuring Term Types
   • Basic: These terms will consist of discounts and/or commissions applied in dollar amounts per person/per booking or as a percentage of the reservation amount. 
     • Discount: You can set the discount as a dollar amount per person or a percentage of the reservation amount 
       • Applies To: You can select the demographics the discount applies to. 
     • Commission: You can set the commission as a dollar amount per person or a percentage of the reservation amount 
       • Applies To: You can select the demographics the commission applies to. 
     • Commercial Terms Exceptions: This allows you to configure a different discount and/or commission for specific demographics.
   • Advanced: These terms will consist of price adjustments and/or commission rules applied to specific demographics within the experiences selected. 
     
     • Adjustments:
       • Markup: a dollar amount or percentage to be applied on top of the price set for that demographic in that experience. 
       • Markdown: a dollar amount or percentage to be marked down from the price set for that demographic in that experience. This will reduce the ticket price of the demographic itself. 
       • Discount: a dollar amount or percentage to be deducted from the price set for that demographic in that experience. This will appear as a line item in the Purchase Summary.
       • Final Price: A specific amount that is set as the final ticket price. 
     • Commissions: You can set the commission per demographic as a dollar or percentage-based amount.
5. Once you save a new terms template, it will be added to the list.
6. You can edit the terms at any time by clicking the icon.
7. If the template is not applied to any agents or operators, you can delete it by clicking the icon.

Applying Terms Templates

Agents 

Individual Agents

1. Navigate to Distribution > Agents > Under the Action column, click the icon. 
2. Within the Agent Profile, click on the Commercial Terms tab 
3. Here you can click 'Apply Different Template' and find the template you created.
4. Click 'Apply Template'.
5. You can also edit the template by simply hitting the icon with the term you want to change.
6. After you save it, you will see options at the bottom of the screen:
   • Update Terms Template: This will update the template you already created and update it for any other agent or operator using it. 
   • Save as New Template: This will create a new Terms Template that will be saved and can be used for other agents or operators. 

Multiple Agents

1. Navigate to Distribution > Agents
2. Now click the boxes next to each Agent you want to apply a Terms Template to
3. Click 'Apply Terms Template' at the top
4. Find the template you created and click 'Apply Template'.
5. This will add this Terms Template to each agent selected. 

Operators

Individual Operators

1. Navigate to Distribution > Operators > Under the Action column, click on the icon.
2. Next, go to the My Terms tab, which details the commercial terms that are configured for your products. 
3. Under the Terms Template section, there is a dropdown. 
4. Click the dropdown and select the terms template you created. 
5. Click Save at the bottom. 

Multiple Operators 

1. Navigate to Distribution > Operators
2. Now click the boxes next to each Operator you want to apply a Terms Template to
3. Click 'Apply Terms Template' at the top
4. Find the template you created and click 'Apply Template.'
5. This will add this Terms Template to each Operator selected.