How to complete your System Preferences?

System Preferences are one of the most important parts of your OperatorHub. The information stored in here is used throughout the system and will make the rest of your setup a lot easier.

1. Click Setup
2. Click System Preferences
3. Across the top are multiple tabs we will start with main

Main Tab

  Identity

1. Name: This is your "Trading as" name. Please ensure correct spelling as it is what all of your agents customers and everyone will refer to you as. 
2. Company Logo: Upload your company logo, this will be displayed on your OperatorHub home screen for all user to see as well as all emails and vouchers. Please make the file size .......
3. Theme: This should be set to your company name as we will create a theme to your requirements.

Localisation

1. Primary Currency: This should be set to your local currency. OperatorHub does have currency converters and the ability to set alternate currency fixed product pricing, but this should be you main currency.
2. Time Zone: Set this to your physical operation location. It is important for automated functions.
3. Local Time: To double check the time zone is set correctly.

Misc

1. Agent Reference on Orders with Agency: Choose "Required" (suggested) if you require all agent bookings to have a reference. It will not let them continue without entering a value. Choose optional if you do not mind an agent to make a booking without a reference or if they use name references that are likely to be repeated often. 
2. Exclude External Agencies from selection: Select Yes to remove API agents from the dropdown selection of agents when making a booking. Helpful if you receive direct bookings and want them to be kept seperate.
3. Enable Payment Locations: Choose Yes ff you have more than one location where you will be taking physical payments. Choose No if you only have one base of operation.
4. Booking Cutoff: Here you set your general booking cutoff. If most of your tours/products are not able to be booked 4hours before hand choose "Hours" and select 4. This means that Customers and agents will not be able to place a booking within 4hours of a trip departure. Day and time can be used if you want it to be closed at a specific time and day no matter the circumstance. Please note: this can be changed per product but this will be the default for all products.
5. Allow redemption of unpaid Gift Vouchers: Select No if you do not want a gift voucher to be used until it is fully paid for.
6. Till cash outs are for: Choose "user" if each consultant logging in will be cashing up there own sales. Choose Payment location if there are multiple users in one location and you are using payment locations. Choose All if you have one till in one location only.
7. Cash out splits packages to base elements: Choose Yes if you need the breakdown of packages for accounting purposes.

Contact Tab

Contact Details

It is important to fill in all of these fields. They are used with different intergrations to other systems so please unsure that all contact information is completed.

1. Primary Contact: Main go to person. Usually a Manager or Set up Admin
2. Alternate Contact: MD or similar. 
3. Accounts Contact: Head accountant details.

System Email Setup Tab

Email Automation

1. Send Customer automated emails: Select Yes if you want customers to be automaticly sent a confirmation email. (recommended) 
2. Customer Voucher Grouping: You can choose to collate vouchers by order or by product. For one voucher per order no matter how any products are selected - choose order. For one voucher for every product choose none. For one voucher per supplier (will collate if travel date and time are the same) - choose product.
3. Customer Login Link URL in Email: The link to the customer version of your OperatorHub. This is only required if you have customers that need to log in to edit their booking itinerary.
4. Send agent automatic emails: if you want OperatorHub to automatically email the agent when they make a booking then choose yes
5. Send supplier automated emails: if you want to notify the product supplier you have sold their product automatically.
6. Send recipts with white-label orders:
7. Send emails when an order item changes:

Branding Tab

1. Enable Multiple Sale Brands: Choose Yes if you have more than one brand that you will be using
2. Branded Vouchers: Select yes if you would like your company image to appear on customer vouchers

Web Interface Tab

1. Terms and conditions link (web interface): If your T's & C's are larger then here you can enter a link to a webpage. this will open as a popup from the web interface checkout screen.
2. Terms and conditions (web interface): Enter your T's & C's in here if they are smaller and want them to display in a pop up on the web interface checkout screen.

Product Menu Settings Tab

Here you can create a new product category to appear in your product menu. These can be useful for organising your products. For more information on how to create these click here

Available Payment Types Tab

This is where you can see the different Payment types that are available in the checkout and where you can add and edit them. 

1. Payment name: The name that will appear on the checkout screen
2. Payment method: 
3. Available to: you can see here which user types each payment is available to
4. Fees: If any fees are associated with using this payment type it is displayed here
5. Add Client Payment Class: Click here to create a new Payment - see instructions below on how to create in the pop up that appears.

Creating a payment class

Basic Details

1. Payment Title: Name the payment type how you want it to appear. (example: AMEX)
2. Payment Class: you can choose the type of payment, most often a Basic Payment Record below is a list of all different payment types and what they are used for.

• Basic Payment Record - 
• Cheque
• Coded Payment
• Credit Card Payment Deferred
• CreditCard
• DPS Intergration
• Eftpos
• Email Payment Link
• Eway Intergration
• Gift Voucher Payment
• Groupon Payment
• No Payment Required
• Pin Payment
• SagePay
• Voucher Payment

Default Amount

If you want the Payment to have a default amount you can select Fixed - ie always state to pay $500 deposit no matter the total price or Percentage - ie 10% of total price. Select None and this will default to full amount.

Payment Fees

1. None: No fee for using this payment method
2. Optional Percentage: Adds a percentage of total order, allows you to edit it in the checkout screen
3. Optional Value: Adds a specific fee to total order, allows you to edit it in the checkout screen
4. Fixed Percentage: Adds a percentage of total order to final amount
5. Fixed Value: Adds a specific fee to total order amount
6. Additional conditions text to agree to: In this field you can have a message agreeing to the fee. for example "i agree to the 5% American Express Fee". This and a tick box will then appear next to the total amount in the checkout 
7. Click save and then choose access tab

Access

You can choose which users you would like this payment type to be available too. It will display all available User groups just select or deselect using the tick box and then save

Accounting

These fields are for accounting purposes. If you use a third party software to do your accounting then this area is where you can supply the different codes to the payment types so that when you export from OperatorHub then it will move seamlessly across and you can follow the money easily.

Commission and Invoicing

1. Invoice Prefix: A prefix that relates to you company that precedes the invoice number (example - OH)
2. Next Invoice Number: you can set this to start at any number and then it automatically updates so you can see what you next invoice number will be.
3. Default Supplier Margin Rate: This is the default amount that suppliers will be set to (how much money you get for selling the product) unless changed in the supplier or product level. Usually set to 100%
4. Default Agency Commission Rate: This is the default amount of commission that an agent will get when booking your product unless changed in the agency or product level. Set this to what the majority of your agents will be on.
5. Commission applied on reopened order items: Select yes if when you reopen an order to edit or change it you would want the commission to change. Select no if you want it to remain the same as the original order
6. Show Calculate Agent Discount Button:
7. Message about invoicing:
8. Invoice footer content: This message will appear at the bottom of your invoice to agents.

Additional Currencies

In this tab you create different currencies if you are going to be selling your product elsewhere and would like your products to be a specific price. Please note: default is NZD

• Add Client Currency
• Choose Currency
• Choose Official Currency
• Enter Conversion Rate
• Enter Reverse Conversion Rate

Manifest Status Reasons

Here you can add different manifest status reasons. These will appear in your managers so you can set the manifest to this type.

Payment Locations

Use this tab to set up different Payment Locations if required.

1. Must select payment location at login: select Yes if when a user is logging in they have to choose what location they are in. Choose No to let the user select this at anytime.
2. Add Payment Location: click and then in the pop up name the location and select the time zone this location is in.

Fee and Discount Categories

1.  Add Fee or Discount Category: Click and in the pop up give your fee a name and choose active if you want it to be used. This tick box can be deselected if you ever want to stop using this fee.

Fields

In the fields Tab you can edit the customer fields that you want to appear in your checkout. This means what information you want to collect from your customers. There are two Categories,  Full and Summary. These will become the default settings for all of your products so it is important to complete this before creating any products. If you want to change these settings after you have created products you will need to do so in each individual product how to change booking fields in the product

1. Full Details: Not all products would require the same customer information. In Full details choose which fields you would like displayed for the majority of your more complicated products.
2. Summary Details: Choose which fields you would like for the majority of your products. All products will default to this option unless manually changed to full details. 

• Off: This will make the field not appear.
• Optional: You can enter information but will let you continue if you do not.
• Required: You must enter information and will not let you continue
• Required before booking: You must enter information and will not let you continue for white label and API users
• Required before travel: This field will be required to be entered for On-Ramp, self check-in.

Please note: you can change the settings to be product specific, products give you the choice of summary or full details but you can then add extra fields at that level as required. Customer fields that conflict between product specific and system preference rules will take the highest priority into account

Priority order is; Required => Required before booking => Required before Travel => Optional => Off

For example if your system preferences has email as required but your product has email as optional then this will be a required field in the checkout

Route Settings

This Tab is important if you use route products. 

1. Add Day Return Pricing: This will allow customers to book their return journey at the same time
2. Add Open Return Pricing: This allows customers to book and open dated return ticket 
3. Sort Route Search By: When searching for departure you can select which order multiple events appear. Journey Duration will show the shortest available route first and the longest last. Start time will show the first available departure first and then be ordered into departure time regardless of duration.

Sales Tax

1. Show Sales Tax On Receipt: Select Yes to show the tax on customer receipts
2. Show Sales Tax On Invoice: Select Yes to show the tax on an agents invoice
3. Sales Tax Label: The name of your tax, (example: GST, VAT)
4. Sales Tax: enter the percentage of tax here
5. Company Number Label: What your Company number is called (example: ABN)
6. Company Number: enter your company number
7. Sales Tax Number Label: What your business tax number is called (example: GST)
8. Sales Tax Number: Your business tax number

Accounts Intergration

In this Tab you can enter all the information required for accounts.

1. Export Options for GL Report:
2. Local Fee GL Code:
3. Accounts Receivable ID:
4. Accounts Payable ID:
5. Accounts Sundry Creditors ID:
6. Accounts Bank Account ID:
7. Accounts Payment Location ID: