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Changing ownership pertains to transferring an existing booking to another user's account.
TYPES OF CHANGE OWNERSHIP REQUESTS
CUSTOMER TO CUSTOMER
CUSTOMER TO TRAVEL AGENT
TRAVEL AGENT TO TRAVEL AGENT
TRAVEL AGENT TO CUSTOMER
HOW TO CREATE INSPIRING VACATIONS ACCOUNT?
In transferring booking ownership, email recipient should have existing Inspiring Vacations account. Below are the links for creating a new account through the website.
Please remember that for any change of ownership requests, it is essential to obtain written approval from the original owner. Kindly ensure that you have the original owner's approval through email, before proceeding with the transfer of booking ownership.
PROCESS
1. Go to Perseus and search for the booking.
2. View the booking and look for the “Change Ownership” button on the upper right side of the booking’s page.
3. Click the “Change Ownership” button and search for the new orner’s account by name or by email address.
4. Hit the submit button.
5. Confirm the change with the customer.
NOTE: Active booking owner account will receive further updates about the booking such as changes, confirmation, flights, payment reminder, final documentation and even system generated emails.
TRANSFER OF OWNERSHIP TO A TRAVEL AGENT
Update as of February 5, 2025
Sometimes travellers can get excited and book in their holiday before visiting their travel agent. No worries! If they would like their travel agent to manage their booking, we are able to complete a change of ownership.
This must be requested within the first four weeks after booking and the commission level depends on when they are requesting this:
If moved to Travel Agent control within COP - full commission to the Travel Agent. Refer to previous section to determine commission amount
If moved to Travel Agent control in week 2, 3 or 4 of the first month after booking - 2.5% commission to the Travel Agent.
Please ensure that you have the customers consent either via email or over the phone prior to proceeding with this change. If you are taking verbal instructions from the client, please ensure you are leaving a detailed note with who you spoke to - ensuring you associate the note to the customer contact and also the deal.
Navigate to the deal in Perseus, then, in the top right hand corner click the "Change Ownership" tile.
Once you have done this and typed in the travel agents email, click submit. This will then update the invoice to show the columns of net and gross.
**This will not automatically update the net price. It will show as $0.00 on the invoice
Navigate to the booking and select the Management tab.
Now that you have changed the ownership to a travel agent, you will be able to see 'Gross Price' & 'Net Price' columns.
At the bottom of the management tab, you are able to view the price of the invoice, this is the amount that you base the travel agent's 2.5% commission from.
TIP: To work out the amount, multiply the sales total by the percentage.
For example here, you would do the following: 5398 x 2.5% = $134.95 commission. You must use the percentage key on your calculator for this to work.
Once you have the amount of commission the agent is to be paid, you will need to go and add a discount line to the invoice. Reach out to a TL to add this item.
Select "Other" as the Type.
Enter the Description:
Type "Travel Agent Commission - X%"
(Replace "X%" with the correct commission percentage based on the request and agency agreement.)
Set the Quantity:
Ensure the quantity is set to '1'.
Adjust Pricing:
Leave the 'Gross Price' column as 0.
Modify the 'Net Price' column to a negative amount to reflect the commission deduction.
Ensure you then save changes at the top. And review your invoice to ensure it is correct.
Note: we only provide travel agent invoices with net and gross amounts, we are unable to also provide a copy of the invoice for the customer if they are changing the ownership to the travel agent.
TRANSFER OWNERSHIP FROM A TRAVEL AGENT BACK TO THE TRAVELLER
INSIDE OR WITHIN THE COOLING-OFF PERIOD
This can only be done within the cooling off period and if only the deposit has been paid. We must have it in writing from both the agent and the guest that they are wanting to change the booking owner.
If we have only recieved the deposit, then you can use the change ownership button in Perseus to give ownership back to the client. This will automatically change the booking and remove the nett costing of the trip.
HANDLING FULLY-PAID OR PARTIALLY PAID BOOKINGS WITHIN COOLING-OFF PERIOD
If a booking has been paid in full or has had additional installments paid within the cooling-off period:
The booking must be canceled.
A refund must be processed back to the travel agency.
A new booking must be created at the current price.
The guest must pay upfront for any required deposits.
REASON FOR THIS PROCESS:
Transparency Issues: We do not have full visibility into how much the client has paid their travel agent. The client may have paid more than the installment amount, while the agent may have only sent us the net amount.
Net vs. Gross Pricing Discrepancy: We only have records of the net price, not the gross price the agent charged the client. The agent must send us the full amount for the new booking.
Refund Handling Challenges: If the customers cancels their future trip and a refund is approved, funds must be returned to the original payee (the travel agency), which can cause complications or disputes.
NOTE:
If the customers are unhappy with the requirement to cancel and have a new booking created, you can create a task to the MEL CS - Escalations queue for further review.
OUTSIDE COOLING-OFF PERIOD
Outside of the cooling off period, it cannot be done. This is due to us paying out the agents commission and leading to pricing issues with what the client has paid to the agent and what funds we actually have on file.
NOTE:
Please note if the customers or travel agent pushes back, you can raise a task to MEL CS - Escalations for further review however do not advise that this can be actioned. It would be case by case and under special approval only.
Keywords: booking ownership change, customer transfer, travel agent switch, booking responsibility update, ownership reassignment
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