Step 1: Add an Automatic Extension to a Trip

In this section, we can see that the extension we created was added automatically because the trip is a vacation and a resort.
This configuration is specific to one of our demo companies; your settings will be different depending on how you set up your extensions.

1. The trip type is set to Vacation.
2. The primary itinerary item is a Hotel/Cruise.
3. The extension "Resort" was added automatically.

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Step 2: Manually Add an Extension to a Trip

1. Click Add Extension.
2. Search for and click the extension name.
3. Click Save.

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Step 3: Extension Actions

1. You can see in the summary that this extension added one tab, three emails, and four tasks.
2. In the traveler section, you can see the emails that were scheduled, as well as the dates and statuses.
   The emails will only be sent if the trip is in one of the listed statuses on the date shown.
   If your extension is added before travelers are added, the email automation will still be added when you add travelers.
   NOTE: Email automation is part of the Advanced package.
3. The custom tabs added have the cube icon next to the title.
4. The tasks can be accessed like normal tasks through the Tasks tab.

Step 1: Tab Options

This is an example Tab, just showing the different types of fields available on a Tab. You will choose the name for your tabs and the fields.

1. Tabs are organized into Widgets, a tab can have one or more widgets.
   This example has two widgets named Input Fields and Selection Fields, but you choose your widget names. Below are all of the field types available:
2. Plain text.
3. Numbers.
4. Currency
5. Percentage.
6. Drop-Down.
   You will also choose the values that are options in your drop-down list.
7. Date.
8. Check-Box.

All fields can be marked as required fields except the Check-Box.
You can have as many fields on a tab as you need, but keep usability in mind. A very large form can be difficult for an agent to complete.

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Step 2: Request a Tab

You cannot create tabs yourself; the TESS team will create them for you.
These are general instructions to request a tab if you know what you need, but you can also just describe the problem you are trying to solve and we will work with you to create the tab.

1. Click the Quick Links icon.
2. Click Add Help Desk Ticket.
   You can also do this from the Help Desk menu item.
3. Title your ticket something like "Tab Request".
4. Tell us what you want your tab named, what you want your widgets named (if you want your tab organized with widgets), and what fields you need.
   If you are including drop-down lists, be sure to tell us what the options in the list should be.
   Also, let us know which (if any) fields should be marked as required.
5. Click Save.

You can send this request via email if you prefer, to support@travelesolutions.com.

Tip: This section gives you step by step instructions to create a header, footer, and email template.
You can take a short-cut by simply copying a template that is close to what you want and modifying it.
Remember that we are showing you how to create a template, but you may want your template to look very different. Feel free to experiment and create something unique!

There are a few important concepts in the template designer:

• Grids: You always need to start with a grid. They will provide the structure for your email. There are several different styles to choose from, and you can have as many as you want in a template.
• Widgets: After you put a Grid on your template, drag a widget to start entering content. This may be images, text, icons, etc.
• Controls: When you hover over a grid, control buttons will appear on the right side of the grid. When you hover over a widget, the control buttons will appear at the top of the widget.

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Step 1: Create a Header

1. Click Email Templates under the Templates menu item.
2. Click Headers.
3. Click Add Header.
4. Give your header a name and set its status to Active.
5. Click Apply.
6. Click your header name to begin customizing it.

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Step 2: Customize Your Header

1. The canvas is where you will build your headers, footers, and email templates.
2. Everything in a template is held in a Grid, and there are several different grid formats you can use.
   Each template can have as many grids as needed.
3. Use Widgets to add content to your template. Widgets will be contained inside grids.
4. Your template will default to the most common options, but you can customize it here.
5. Placeholders are replaced with data when the email is sent. This might be your contact information or your client's name, for example.
6. The other toolbar items are used to customize and format text in your template.
7. Begin by dragging a grid to the canvas, here we are using the two column grid.
8. Simply drop it on your canvas.
9. The blue line indicates where the grid will be placed, which is important when you add your second grid.
10. Select the Widgets tab.
11. Drag and drop the Title widget into your first column.
12. Select the word "Title" then go to the Insert placeholder menu, under Company, and click Company Logo or Name.
13. Drag the Text widget to the right-hand column.
14. Select the example text, then go to the Insert placeholder menu and select the contact information you want to include, for example:
    [Agent.FirstName] [Agent.LastName]
    [Agent.EmailAddress]
    [Agent.Telephone]
    Then select the text again, click the alignment menu and choose the Right Aligned icon.

Be sure to click Save when you are finished!

Follow the same steps to create a footer.

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Step 3: Create a Template

1. From the Templates menu click Add Template.
2. Name your template; clients will not see this so make it something easy to find.
3. Add a subject, clients will see this; it will be the subject of the email sent to them.
4. Choose the template type. If this will be related to a trip choose Traveling or Invoice, if it is Marketing choose Client Campaign.
5. If you are an admin you can choose to share it with your agency.
6. Select the Header and Footer you just created.
7. Click Apply to create your template, then click the template name in the list to begin editing it.
8. Start by dragging a full-width Grid to your template for a cover photo.
9. Click the Widget tab then drag an Image Widget to your grid.
10. Click the widget edit button to choose an image.
11. Click Select under My Images then hover over an image and click Select.
    You can drag and drop additional images inside the dotted line to add images.
12. Add an image title; this is important for email programs that do not load images, and for visually impaired clients who use screen readers.
    If you want the image to be a link back to your website, add a URL. For example, you may have a blog post that covers this same topic, or a form you want them to fill out.
    Click Apply.
13. Drag a "Main Right" grid to your template; it will be placed where the blue line shows up.
    Drag an Image widget to the left column and a Text widget to the right column.
    Choose an image, just like the previous step. Add some text and experiment with adding bold text, bullets, and other formatting in the toolbar.
14. Now drag a Main Left grid and set one up with the opposite spacing.
15. Finally, add another full grid and drop a Button widget in it.
    Select the edit button on the right then choose the #1 column to set the alignment to Center.
    Select the edit button at the top, add custom text and a custom URL.

Remember that these are just examples! Experiment and be creative. Create a template that is unique to your style.

Be sure that you have a good mix of text and images for best deliverability.

Step 1: Start Your Extension

1. From the main menu under My Account, click Workspace Extensions.
2. Click Add Workspace Extension.
3. Name your Extension.
   You can have as many Extensions as you want and may have more than one on a trip so be sure to give them useful names.
   Give add a description as well for reference later.
4. Choose Trip as the workspace type.
   There are other types of extensions, but this page is specific to Trip Extensions.
5. If you are an administrator for your company you can choose whether to share the extension with others.
6. Set the status to Active.
7. (optional) Select a Tab.
   You can only have one Tab for each extension, but you can have multiple extensions on a trip.
8. If you want the Extension to be added to trips automatically, select one or more Trip Type and one or more Supplier Type.
9. Click Save.

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Step 2: Add Email Automation (Advanced Package)

Trip Extensions with Tabs and Tasks are included in the Standard TESS package, but email automation is part of the Advanced Package.
If you are on the Standard package, you can still use Extensions that have email automation to take advantage of Tabs and Tasks.

1. Click Add Automation.
2. Choose the Automation Type:
   Use Invoice to send emails that will contain booking financial information.
   Use Traveling for all other Trip-related emails.
3. Choose the Status types that will allow the email to be sent.
   For example, you may not want to send an invoice to trips that are in the Paid status.
4. Choose the number of days to calculate the send date.
5. Choose whether the email will be sent that number of days before the trip start date, after the trip end date, or after email activation.
   You can think of the "After Activation" option sort of like "As soon as possible". Once all of the pieces are in place to be able to send the email.
   You might use this option to send a "Thank you for booking" email, or something similar that is not tied to the travel dates.
6. Choose whether to send to all clients on the trip or only primary clients.
   Invoices are typically only sent to primary clients.
7. Click Next.
8. Click the template you want to use in the list. You can type the template name in the search box if it isn't near the top of the list.
   The template will be previewed in the panel on the right.
9. Click Set Template.

Repeat this process to add as many email automation items to the extension as you'd like.

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Step 3: Add Tasks

Adding tasks is similar to adding Email Automation, just a little simpler because you do not have a template or recipients.
Remember that these tasks are just for you, your clients will not see them.

1. Click Add Task.
2. Choose the task type, General or Payment Due.
   This is just for filtering or reporting later.
3. Choose the number of days before the due date you will receive a reminder.
   You will only receive one email reminder per day with a list of tasks.
4. Enter a task subject and description.
5. Enter the number of days for the due date calculation.
6. Choose whether the due date will be based on the trip start date, trip end date, or task activation
   Like email automation, you can think of Task Activation option as "ASAP".
7. Click Set Task

Repeat this process to add as many tasks to the extension as you'd like.