Sometimes, you may need to log a booking in Tern to share details with your agency without going through the full itinerary process with a client. Here’s a step-by-step guide to help you quickly and efficiently create a booking.
Step 1: Create a New Trip
Log into your Tern account and navigate to the Trips section
Click on Create New Trip and provide a name for your trip
Select Trip Type as "Regular"
Change the Status to “Booked” Alternatively, customize the status to something like “Imported Booking” if you prefer to indicate that this trip is specifically for only booking information
Enter the trip dates and click Create Trip
Step 2: Add Traveler Information
Under the Traveler section, click Add New Contact
Input the traveler’s details
You can skip non-essential fields like email or phone number unless needed for your records
Step 3: Add the Booking Details
Navigate to the Itinerary tab of your trip
Add a new activity, such as a Custom Cruise or any other booking type
Fill in the key details for a booking:
Start and End Dates for the activity
Proceed to the Booking & Pricing section and input the following:
Total price
Booking status (mark as "Paid" if applicable, but this is optional).
Supplier Name
Expected Commission and any applicable splits
Expected Commission Date
If you have a confirmation number or other booking-specific details, you can add them in this section.
Step 4: Finalize the Booking
Mark the activity as Booked to share it with your agency
Review the booking details to ensure accuracy
Adding an activity your client booked themselves
When a client books a flight, hotel, or other activity on their own before working with you, you can add it to their itinerary so they have a complete trip overview.
Add the activity to the itinerary as you normally would and fill in the details your client provided.
Before marking the activity as booked, go to the Booking and Pricing tab. In the Commission section, select "Mark as not commissionable." This prevents the booking from counting toward your commission totals and sales reports, since you did not book it.
After marking the activity as not commissionable, you can safely mark it as booked.
Since your client already paid for the activity, click the three-dot menu on the payment item and select "Exclude from credit card authorization." Your client will not be prompted to authorize payment for this activity.
To record that the activity has been paid, click "Log Payment" and add a note describing the payment. This note is visible to travelers on their itinerary.