Overview
Before we jump in - a few disclaimers
We’ve worked very closely with travel industry lawyers to develop these tools, but the information we give should not be seen as legal advice. Always consult with your legal counsel for specific questions.
As you use Tern to share insurance quotes and get credit card authorization, please remember that you are responsible for knowing travel insurance rules and regulations. Selling travel insurance is regulated differently based on where you and your clients are located. You are responsible for understanding these regulations and presenting insurance options to your clients in a compliant way.
Preparing your account for travel insurance authorization
In order to collect credit card authorization for travel insurance, you'll need to ensure your account is ready from a security and compliance standpoint. Please follow the instructions outlined in our article on Credit Card Authorization.
Setting up travel insurance
1. First, choose a trip that you'd like to add Insurance options to and click the 'Insurance' tab
2. You will see two options set up by default - 'declining to insure trip', and 'opting to buy insurance elsewhere'
These options will show up to your clients when they make their insurance selection, so you can track an 'opt out' for your records.
3. If you would like to pull a quote via one of our insurance integrations, click "get quotes"
Learn more here:
4. If you'd like to add a manual quote from another provider, click the "add manual quote" button
5. Next, fill out policy information
Add the insurance name and supplier, and upload or link to the supplier policy.
It is strongly recommended that you include the quote number & date from the supplier.
Add the price of the policy. Make sure it is the exact amount you will make the credit card payment for.
Optionally, add the quote to an existing package
If the insurance is being sold by the same supplier as a package on the trip, you can attach the manual quote to that package.
Toggle "Add to package" and select the package. You can then add itemized pricing so the insurance cost rolls up into the package total. For example, a $500 insurance option added to a $10,000 package will bring the total to $10,500 if the client selects it.
The insurance shows as an optional add-on inside the package until the client makes their selection.
6. Add as many options as you'd like to present to your client. When you are ready, toggle 'ready for client review' in the Insurance settings section.
Note: as with other changes you make, you'll need to re-publish the trip for your client to see these new insurance options you added.
Client experience: selecting insurance & authorizing payment
1. Once your insurance options are published, you client will see the Insurance is ready for review at the top right side of their trip.
The client completes steps in this order: first, they make any option block selections (choosing between hotel options, for example). Next, they make any room selections. Then they review and select their travel insurance. Finally, they authorize credit card payments. Each step appears only when the previous one is complete.
2. They will click the Insurance to review, and will see the options you provided, along with the ability to opt out
If they opt out and there aren't any other pending credit card authorizations to make, they are all set! If there are other authorizations, they can make them on the next screen.
3. If they do decide to authorize a specific quote, they will be prompted to authorize payment for it on the next page
If there are other pending credit card authorizations, they can make them at this time as well. Learn more about what this looks like in our article on Credit Card Authorization.
Once they submit, they are all set.
If the manual quote is attached to a package, selecting it updates the full package total. The client authorizes one payment that covers both the package and the insurance. If they choose an integration partner quote instead, that quote remains separate from the package.
Records & receipts - opt in
1. Once a client has authorized an insurance option, you will both receive an email confirmation
2. Attached to the email is a PDF receipt
3. You will see the insurance option as authorized in the product, along with credit card details
It will remain authorized for 30 days before it expires. Note: if you change any required fields after authorization (supplier, policy, or price), we will reset authorization status immediately.
4. You will also see any authorizations logged under 'trip activity'
Records & receipts - opt out
You and your client will receive an email record of their opt out
A PDF receipt will be attached
The PDF receipt will be added to your trip documents automatically
Language will be added to any invoices you generate
If the trip cost changes and you want to re-prompt them, you can ‘reset choices’
Opt out language removed from new invoices
You still have a record of the original opt out on previous invoices + receipts
Collecting a manual insurance quote
Insurance items appear on the trip invoice alongside other items - use Generate Invoice in the Bookings tab.
Each insurance option must have a price greater than $0. Options priced at $0 will prevent the 'Ready for client review' toggle from being enabled.
Manual insurance quotes can stand alone or be added to an existing package. When added to a package:
The quote appears as an optional add-on inside the package
Any itemized price on the quote rolls up into the package total only when the client selects it
Once authorized, the insurance is no longer marked optional in the booking list
The authorization covers the full package price, including the selected insurance
If the insurance booking isn't the same as the supplier on the package, it cannot be added to a trip package and must be entered as an activity booking instead as a workaround.