For advisors with full service and monitoring service air tickets, the air department will notify the advisor of the change.  The advisor will contact the client to discuss the options and advise the air department.  If calls need to be made to the airline for questions or additional options, the air department will gladly do so.

For self-service advisors, it is your responsibility to monitor your queue in Sabre for schedule changes and work with your client to update their reservations.  If you are away and have pre-arranged Client Relations coverage, the air department can monitor your queue and reach out to your clients if changes happened but this service must be pre-arranged.

There are a few  ways you can safely and quickly get your clients information to the air department.  This includes the clients name and date of birth on their government issued ID or passport for international travel and the  credit card authorization form.

For Existing Clients Documents:

To receive existing clients travel identification documents, you can provide a link to the Largay Travel Secure Document Upload Center.  This site encrypts the clients data prior to sending and gives the air department immediate access to the form.  The form and document information will then be added to the Tres Client and Traveler Profile by the support department.

https://largaytravel.formstack.com/forms/largay_document_upload 

For New Clients Documents:

To receive a new clients documents can be done using the Tres Traveler Profile New Client Link, found in your Tres Advisor Profile.  Click Here for a quick micro training on finding this link.  Once the client completes the traveler profile either reply to your air request and notify them and they can find it or when the client first starts to ask you about air travel, have them fill out the New Traveler For.  In either case, once it's receive you can find it in Tres under Travelers and Filter: Traveler Status:  Pending.  When you locate the travel profile, you should change the Status to Active.

For Credit Card Authorizations

To send a client a credit card authorization form,  go into Tres and find the Trip that was started when you charged your planning fee or create a new Trip if one does not already exist.  Click Here for a quick micro training on Creating a Trip using Quick Trip Add.  Go to the Payments Tab and click Add Payment Authorization on the right.   The Authorization Amount should be the total of all airline tickets, your airline ticketing fee and any additional services that need to be paid at the time of ticketing, such as seats.  In the description box you can break down the various airline charges and fees or your can add, total breakdown of airline charges is in the body of the email and use the components for your clients or add something like, A full breakdown of air charges is located in your email.

When a weather event, natural disaster, strike or other world event is predicted, our air team scans our airline reservation system to see who is traveling and may be affected.  They will then send an email out to the entire team advising them of the spectra and instructing you what to do.

Full service and monitoring advisors will receive an email or call from our air team advising you of the possible disruption and advising you of the options.  Self service advisors will need to check your queue Sabre and reach out to your client as needed.

Under most circumstances, clients can either leave earlier or later for their flight to decrease the chance of disruption or cancel and receive a full refund to your ticket, even if it's non-refundable.  Full information will be provided in your alert email for the Largay Air Team.  

• Use Formstack whenever possible and be detailed.

• ALL requests Must be sent to  ICAIR@LARGAYTRAVEL.COM  as we cannot as a team track emails that are sent to individual Air Dept staff members. This applies to IM(instant messaging and texting)

• In addition to the itinerary needed, If emailing, requests must include the Tres Interface ID # , Names of Travelers and when the approval email is sent: the credit card(last 4 digits & exp.date) and amount of ticketing fee you would like charged to your client.

• Passport scans are Mandatory to hold any International air space. It is imperative to gather this information prior to your booking request.

• Include all classes of service that your client has requested in the initial Formstack or Email

• Tres profiles should always have as much info entered as possible, so that the amount of emails back & forth is limited.

• If the name(s) given need a correction(i.e. Passport Renewal comes back with a variation from the name given); any airline fee, as well as the subsequent back office advisor fee, is the responsibility of the IC   and  at times name changes are not allowed by some airlines. 

• The only phone calls to the Air Dept that are actioned are those of an Urgent matter(i.e. someone currently having issues @ the airport); As we take requests via Zendesk in order of receipt, it simply would not be fair to another IC to 'jump the line"  

The amount of the commission received is the only amount that can be posted by the accounting department.  If the difference is greater than $100.00, the normal procedure is to send an email to the advisor letting them know of the discrepancy.  However, occasionally this is overlooked.  The advisor's responsibility is to contact the supplier to seek an answer to the difference.  If it is found that more commission will be paid, the advisor should advise the person in accounting who sent the notification of the discrepancy so that the additional commission may be added to the reservation for when it is paid.  This eliminates the possibility of the accounting department believing it is a duplicate payment.  The responsibility for following up on the discrepancy by the advisor is found in your contract and in the Largay Guide. 

Interface ID is in the current sprint.  Tres is working on getting a feature added for the email.

This is currently on Tres' enhancement list.

Currently, Virtuoso marketing is only at the Client level.

Loyalty numbers have to be separate for GDS to merge to PNR.  Tres just added the ability to "just" see debit/credit or loyalty.  

Yes, will still work the same way.

Document templates are coming to Tres in 2025-Q1 which can be used for this scenario.

Only allowed to store the CVV code when it is captured at the time of charge like the Trip Payment Authorization.

No.  This is a PCI compliance rule from Tokenex (the integrated partner that stores cc details).

Tres has a Traveler Portal coming in 2025 where Travelers will be able to login to their profile and their own updates.

Client.

Due to Hosted environment and PCI compliance, the recommendation is to use the copy button rather than downloading.

Click Here to read through the process used by the Client Relations Team.

Deactivating the Google Authenticator on your old phone will help to prevent puzzling messages since 2-factor authentication is now used on cellular phones.

To tag your clients to receive digital marketing, pull up your list. You can either select an individual profile, or select the boxes along the left to select multiple clients to mass edit.

Hit "modify", "tags", "Largay Emails", and then select whichever you'd like.

In the traveler profile for the client you wish to add to receive mailing, select "marketing codes" along the left. From there, select whichever you would like.

Click here for the marketing department's tutorial guide. If there are any tutorials you need that you don't see, let us know! We will be more than happy to curate any tutorials you may need. 

Check out the Advisor Resource Portal for marketing department information. On the Marketing Department's page, click social media roundups for the content that we create for you to post on social media! We also post long-form content & other photographs. Browse through our assets & download what you like. On the Content page, you will find all assets for you to download & use at your leisure. Here you will find stock photos, stock videos, written content, virtual backgrounds, social media roundups, email newsletters, & supplier logos. 

Learn about approach guides & find assets to send to your clients here. If there is content that you are looking for but don't see, please let us know! We have the ability to design our own approach guides with any info & content that you may want, so reach out if you need anything specific.

The “Live” Mentoring Program begins every May and runs for approximately six months. There is a 2-hour live class every week, along with 6-8 hours per week of follow-up work and pre-recorded training you can do on your own time. You will also be required to attend a 1-week in-person conference called VCTA (Virtuoso Certified Travel Advisor). Virtuoso holds this conference a few times a year, and the location is varied. We also offer a “Self-Paced” Mentoring Program, for those whose schedule does not allow for the live class and are approved for this option.

Yes. There is an initial $6,250 fee to register for the training, and then an additional $250 per month after the first month. The program typically takes six months to complete. Virtuoso charges $1,995 to attend VCTA along with your travel expenses. You can expect a total investment of about $10,000-$11,000.

In addition to having access to all of the managers and trainers at Largay Travel, you will also be assigned a one-on-one mentor. Our mentors are Senior Advisors who are still selling travel, and are very familiar with best practices, ways to handle clients, answers to the tough questions, and how to WOW your client. Our mentors take great pride in offering their guidance and experience to their mentees, and the relationship generally continues long past when training is over.

Although travel planning seems simple and straightforward, it is not. There is so much to learn in order to make your clients’ trips not only an amazing, unforgettable experience, but also a safe, smooth and worry-free one. For that reason, we required our mentees to have a minimum of 4 months of training behind them prior to booking travel for prospective clients. At that point, your trainers and mentor will work closely with you to ensure you’re offering the incredible experience they are hoping for. Your first impression with your initial clients will be HUGE in the building of your business, and we want to ensure you are ready to blow them away!

If you are approached by potential clients who want to book travel before you being ready, you can take advantage of our “Largay Ambassador Program,” by which you refer them to one of our experienced advisors for their current trip, with the understanding they will become your clients for all future trips. You will receive a percentage of the commission earned on their trip as a thank-you for the referral. This not only prevents them from looking for help outside of the Largay network, it also prepares them for the type of exciting travel planning process they will experience with you, once you’re completely trained.

Yes, we encourage attendees to continue their current careers while training. 

Click Here to access the Preferred Supplier Guide.