These settings will help you set up credit card authorizations in Tern so clients can easily and securely review and approve payments right from their itinerary.
Prerequisites:
Security tab: Two-Factor Authentication is enabled
Waivers & Agreements tab: Terms & Conditions are published
Trip Settings tab: “Use Tern to manage credit card authorizations” is checked under Payment Authorizations
Please note that each advisor will need to set this up individually within their own account under Settings. Enabling it in your account as the agency owner will not automatically apply it to your advisors’ accounts.
Security
Why: Two-Factor Authentication keeps your clients’ payment information safe. It adds an extra security step to prevent unauthorized access, helping you comply with industry standards and protect sensitive financial data.
Required for Credit Card Authorizations, Travel Insurance, and Service Fees.
You can enable it with your phone number or authenticator app (Google Authenticator or Microsoft Authenticator are great ones to use)
Waivers & Agreements
Why: Terms & Conditions clearly define your agency’s policies and protect your business. They’re displayed during payment authorizations so clients can review and agree before submitting authorizations.
Copy and paste your agency’s Terms and Conditions into this section.
Note: Adding Terms and Conditions at the agency level doesn’t automatically apply them to your advisors. To keep things consistent, share your document with your team outside of Tern so they can copy and paste it into their own settings.
Trip Settings
Why: Trip Settings includes Trip Statuses and Payment Authorizations, allowing you to securely collect client credit card authorizations and access card details when booking on supplier sites. Learn more
Payment Authorizations
Select "Use Tern to manage credit card authorizations" to finalize all of the settings you need to collect credit card authorizations.
Trip Statuses
Trip statuses are designed to give you an easy way to track where trips are in your workflow. Tern comes with a default set of trip statuses but they are customizable so you can make them work based on your process.
Trip statuses define the columns in the board view: In the board view the trip statuses define the columns you see in the screenshot below. The general idea with the board view is that you move trips from left to right as they progress through your process.
Trip Settings - Statuses : From this page you can delete, add, and reorder statuses. You can reorder statuses by dragging and dropping the statuses. You can add a new status by defining the name of the status and clicking 'Add Status'.
💡Pro Tip: Keep the existing order of statuses, but you can click Edit at the top to rename each status as needed.
💡Pro Tip: Think about your agency workflow and align your statuses accordingly.
Please note that trip statuses are unique to each advisor’s account. Changes made to Trip Statuses by the agency owner or admin will not automatically apply to the rest of the team.
If you share workflows or automations that trigger on specific statuses, make sure your team uses the exact same names so those automations trigger correctly.
Share your agency’s list of statuses outside of Tern (for example, by email or a shared document). Each advisor will then need to manually add or update those statuses in their own settings.
Here are some example of other advisors' statuses:
