Overview
This article walks through how to share your trips with other Tern advisors, or with your agency.
Please note that at this time, sharing gives full edit rights to the Trip Overview, Itinerary, Tasks, Email, and Pricing tabs, including access to client credit card authorizations. It should only be used for advisors or VAs you trust and are closely planning your trips with, or your Agency Administrators.
If you are added as a collaborator of a trip you can currently access the following Trip Tabs. We plan to add collaborator access for other tabs in the future - so keep a lookout for more!
Overview
Itinerary
Pricing
Insurance
Tasks
Email
Activity
How to share your trips in Tern
1. You'll see a new 'Collaboration' section in your trip overview
To add another advisor to this trip, add the email they use in Tern and click 'invite'. They will receive an email inviting them to collaborate on the trip.
2. If you are a part of an agency, you'll also see an 'Agency' section above
If you have a "default" agency, any new trips you create will share to your Agency Owner/Administrators automatically. Learn more about setting up your agency default.
You can remove agency access by clicking the 'X' next to your Agency Admins' Access. Just make sure you are complying with any best practices set by your agency before doing so!
Collaborator Access: Trip Overview
If a trip has been shared with you, you'll see it in your 'Shared with Me' tab
Note that you won't have access to a 'kanban' view of shared trips, because trip status can vary across advisor account.
Clicking on a trip will take you to the Trip Overview
As a collaborator, you are able to edit:
Trip name
Traveler information -
Add / remove travelers and manage roles normally
You can access the underlying contact record if it's been shared with you. See our article on contact collaboration.
You can add your own contacts (or contacts shared with you) as travelers. Just make sure you also share that contact with the trip owner / collaborators, if you haven't already!
Itinerary options
Publishing/un-publishing the trip
Default trip currency
Trip status - just note that these are specific to the trip owner
Allowing PDF download or not
You are not able to edit:
Trip tags (which are specific to the trip owner)
Share settings for the trip
Duplicate or delete the trip
Collaborator Access: Trip Itinerary
As a collaborator, you are able to edit/view:
All existing activity information - general info, room assignments, media, documents, and booking & pricing. If you edit commission information, keep in mind that all commission is specific to the trip owner.
You can mark activities as 'booked' or canceled. Just keep in mind that any accreditations you choose to sync the booking to are specific to the trip owner.
Adding new activities, including via a library or AI assist
Itinerary status (approving, rejecting, reset to proposing, deletion)
Downloading the itinerary PDF
Publishing/un-publishing the trip
You are able to view authorized credit card details, but only if you have set up 2-factor authentication for your account
You are not able to edit:
Deleting or duplicating the trip
Emailing from the trip, when you publish changes (yet)
Collaborator Access: Trip Pricing
From here you can add or edit trip package information, or review the payment/commission status of individual items. You have all of the same permissions as the trip owner.
Collaborator Access: Insurance
Trip collaborators can access and fully edit the insurance tab for shared trips.
Collaborator Access: Trip Tasks
Trip collaborators have access to Trip Tasks
They can fully edit tasks, mark them complete, manage their settings, and delete them.
Trip owners and collaborators can assign tasks to anyone shared on the trip
If you are assigned a task by someone else, you'll receive an email notification
All tasks for trips you own, AND all tasks you are the assignee of, will appear in your global tasks tab
Collaborator Access: Trip Emails
As a trip collaborator you can view all emails associated with a trip, archive them, parse content onto trip activity via Tern AI Assist, and see whether the email was read/clicked.
You can also start new conversations with travelers, and reply to threads you have already started. For now, you won't be able to reply to existing threads started by another trip collaborator, or cc collaborators on your emails. This is a limitation of our current system - but is something we plan to improve in the future!
Collaborator Access: Trip Activity
You can access the exact same trip activity log as the trip owner. Any of the major actions taken that are associated with a name will log who made each change.
For example: if the trip was published, you'll see who published it and at what time stamp. For a full list of activity logs, check out this article.
