Settings Checklist for Advanced Brokers

Unlock the full potential of the platform by completing the nine configurations above. Don't miss out on the opportunity to take your business to the next level. Start the configurations today and experience the benefits of being an Advanced Broker. We're eager to see you succeed and are here to support you every step of the way.

1. Configure Payment Settings

1. Add your Terms & Conditions and Cancellation Policy 

Under Paynode, go to Company → Settings → General and click Add document.

Under Description, name the document, and then choose what type of document you are uploading under Document type. Mark "Set default" if you want the document to be attached to your payment requests automatically. Select which file type you would like to upload and click "Add".

2. Add a Convenience Fee

Under Company → Settings → General scroll down to Adjusting Requested Payment per Payment Method. The convenience fee is an automatic percentage adjustment that will be applied to card payments. The purpose is to cover the processing fees credit card companies apply. You can read more about credit card fees here.

3. Add 'My External Accounts'

Starting in February 2024, Paynode introduced a transactional fee structure for outgoing third-party SWIFT and Wire payments. Since transactions to your own account are not impacted by any fees, you can add your own bank account(s) as beneficiaries under My External Accounts. You must add your account in the portal where you manage your balances in order for the account to be displayed here.

Please note: Transactions to accounts that are added to My External Accounts will be free of charge. You can read more on this here. 

2. Online Booking Defaults

In Trip Manager, located under Company → Settings → Trips → Online Booking section:

1. Add Online Booking link to all quote emails: By checking this, all quote emails will automatically include a link to the online booking portal by default. To save time, it's best to have this one checked!
2. Enable contracting for all Online Booking quotes: By checking this, digital contracting will be available as soon as your client selects their desired aircraft. If you or your client don't need to have availability confirmed or use different T&C for your trips before signing the contract, select this option.
3. Allow payments on new quote emails: The same as for contracting; if you don't need to have availability confirmed before the payment, select this option.
4. Don’t forget to save at the bottom of the page!

3. Online Booking Email Templates

In Trip Manager, located under Company → Settings → Trips → Default notes section add your default email messages:

1. Quote PDF message: This message will be displayed on your quote that is attached as a PDF in the email.
2. Online booking quote message: This is the copy for the quote email, giving customers aircraft options and the link to the online booking portal. We suggest adding some basic instructions on how your customers can use the portal.
3. Online booking confirmation message: This is the email that customers will receive when you schedule their trip.
   • Depending on when you collect payment in your workflow, this messaging may change but you should, again, use it to inform your customers about the online booking workflow.
4. Online Booking Invitation Email: This is the email sent when you grant a customer access to the online booking portal through the "Online Booking" button on the scheduled trip page or on the online booking tab on the quote overview page.
5. Online Booking Enable Contracting Email: This is the email sent when you enable contracting after the buyer has selected the preferred aircraft.
6. Don’t forget to save at the bottom of the page!

4. Contract Documents

1. In Trip Manager, located under Company → Settings → Documents. (Expand to see image)

   
   
   
   
2. Edit which documents append to your quotes by default. We suggest having an online booking-specific contract that appends by default to your quotes.
   • You should not have any signature lines on the PDFs as customers will digitally sign and agree to the entire document.
   • You should remove any credit card authorization forms or wire instructions as they will go through the portal to securely enter credit card information or access your wire instructions.     
3. When you add your new online booking contract, edit your existing contracts to not append by default to quotes.

5. Email Header Graphics

In Trip Manager, located under Company → Settings → Integrations → Emails. Add your logo by pressing Add/update image.

6. Team Notifications

Set up notifications that allow your team to get real-time notifications when a client selects an aircraft or signs a contract:

    3. Name your list, for example, "Booking Notifications"

4. Add the email addresses of team members you would like to get these notifications. (Expand to see image)

5. Select "Online Booking Team Notifications" (Expand to see image)

    6. Don’t forget to save at the bottom of the page!

7. User Settings

1. Edit under People → Users. (Expand to see image)

   
   
2. To send the online booking portal and payments, users need system access to Paynode, People → Users → Personal Info. (Expand to see image)

   
   
3. Under the permissions and email tab, give the user full access to request payments. (Expand to see image)

   
   

8. Upload Logo

1. Go to Company→Company and click on the Edit button on the upper right-hand corner of the page. 

2. Scroll down to the Marketing section and click on Upload New Logo. 

3. Click on Choose File to upload your logo. Make sure to click Save before exiting the page.