Overview
Agency Suppliers in Tern allow agency admins to create and manage a list of suppliers for their advisors. This feature helps streamline the booking process by prioritizing agency-preferred suppliers in search results, ensuring consistency in supplier details across bookings.
How to Access Agency Suppliers
Navigate to the Library in Tern.
Click on the Agency Suppliers tab.
Here, you can view and manage existing agency suppliers or create new ones.
Creating a New Agency Supplier
Click Create New Agency Supplier.
Search for an existing supplier within the Tern network as a starting point or create a new supplier.
Select the supplier and customize the details to match your agency’s preferences, including:
Category
Website
Status (Active or Archived)
Description (including booking and contact details, login information, and other relevant notes for advisors)
Save the new supplier.
Updating an Existing Agency Supplier
If a supplier already exists in your list, editing its details will update all associated bookings.
Example: If you modify the name or details for Hyatt, any existing bookings associated with that supplier will be automatically updated.
This helps maintain consistency across the agency’s records.
Archiving a Supplier
If a supplier is no longer relevant for your agency, you can archive it.
Archived suppliers will not appear in future supplier searches but will remain in past booking records for reference.
How Advisors Use Agency Suppliers
Advisors can view agency suppliers within their Library, but they cannot edit supplier details or add new ones unless they are agency admins.
When creating a new booking, advisors searching for a supplier will see agency suppliers listed first, followed by all other suppliers in the Tern network
Marking a Supplier as Agency Preferred
Agency admins can designate specific suppliers as agency preferred — a way to highlight the suppliers your agency works with most often and recommends to advisors.
To mark a supplier as preferred:
Navigate to Library → Agency Suppliers.
Open any supplier's detail page.
Find the Agency preferred field and set it to Yes. This saves automatically.
What advisors see:
A gold star (★) appears next to preferred suppliers in the supplier picker when adding a booking. This makes it easy to spot agency-recommended options at a glance without changing anything else about how the picker works.
Preferred suppliers are still grouped with other agency suppliers in the picker — the star is just a visual marker.
Filtering to preferred suppliers:
On the Agency Suppliers list page, check the Preferred suppliers only toggle in the filters panel to narrow the list down to only the suppliers your agency has marked as preferred. This is helpful for quickly auditing or managing your preferred supplier list.
Agency Supplier Terms & Conditions and Cancellation Policies
Agency admins can now add terms and conditions (T&Cs) and cancellation policies directly to each agency supplier. These fields ensure that advisors always have the correct supplier rules available when building trips.
To manage these fields:
Navigate to Agency Suppliers in your Library
Select an existing supplier or click Create New Agency Supplier
In the supplier editor, scroll to the Terms & Conditions and Cancellation Policies sections
Add as many entries as you need. These can be:
Links to a supplier’s official T&C or policy page
File uploads of a supplier's official T&C or policy page
Plain text summarizing the rules for quick reference)
Save & Close
Editing T&Cs and Cancellation Policies:
Changes will only be made to future bookings, they will not overwrite the current activities that are being used by your agents.
How it works for advisors:
When selecting a booking supplier that is an agency supplier they will see the list of agency provided T&Cs and cancellation policies
Advisors can also add their own T&Cs or cancellation policies if needed, and Tern will save the most recently used policy for quick reuse.
Default selections:
If there is only one set of T&Cs or cancellation policy saved, Tern will automatically default to that policy when the supplier is used in a booking.
If there are multiple policies saved, advisors will be prompted to select the correct option when adding the supplier to a trip.
