Onboarding

 

This article will show you how to configure company notifications in Paynode and Trip Manager. This lets you notify the right people in your company about specific events, such as trip payments. 

 

1. From Paynode, go to go to Company → Settings. 

 

2. On the Settings page, click on the Company Notifications tab. From there, you will click the blue + New Notification List button in the upper right-hand corner to create a new notification list.

 

3. Create the List Name and enter the Email Addresses for the new notification list. You will then need to check the box in the list of options for notifications to enable the list you want to create. 

4. Make sure to click Save at the bottom of the page. You are all set!

Pricing settings allow you to create price options, quoting rules, and rate types for pricing profiles. This article will show how to add, remove, and edit pricing line items.

 

1. In Trip Manager, navigate to Company → Settings → Pricing.

 

2. To create a new pricing option, click the Create new button. 

 

3. To create a new pricing option, follow these steps:

• Provide a unique name for the pricing option.
• Specify whether this pricing option should be set as a default for pricing profiles or quotes.
• Indicate whether it is taxable, non-taxable, a tax, or a post-tax. 
• Select the rate type. Once you select a rate type, you will be given unique pricing options. In the example picture below, you can see the options displayed for “Night” rate types. These options will vary depending on the type selected. 

 

4. Lastly, select an optional fixed company rate. Just so you know, this rate will be the same across all pricing profiles and can only be edited on this page. Make sure to click Save before exiting the page!

In this article, you will learn how to update your currency easily in Trip Manager.

 

1. First, you will click on the Company→Settings tabs. This will pull up your “Settings” menu and automatically default to the “General” page. 

 

 

2. Scroll down and locate “Currency.” Once located, go ahead and click on the drop-down menu next to “Report Currency” and select the Monetary Currency you would like to set up for your account.

 

 

3. Before exiting the page, hit the “Save” button on the bottom right. You’re all set!

You can follow these instructions to set the default layouts for your Quotes and Trip Sheets.

1. From Trip Manager, go to go to Company → Settings.

2. Click on the Reports tab. You can preview and select default layouts for your trip documents from here. A few examples of the different quote layouts are below. Click on the arrow to expand each image.

Traditional Quote 

Modern Quote 

Cosmopolitan Quote 

Tabloid Quote

Mosaic Quote

Retro Quote

 

“Make available” allows you to set which versions are available to your sales team when they are managing trips. “Auto-generate” will automatically create documents for your trips. Reports that are not auto-generated will still be available when downloading or emailing trip documents.

 

Don’t forget to click Save at the bottom of the page!

 

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

 

1. In Trip Manager, this is located under Company → Settings → Company Notifications 

 

2. Select New Notification List. 

 

2. Select New Notification List. 

3. Name your list, for example, “Booking Notifications.”

4. Add the email addresses of team members you would like to get these notifications. 

5. Select “Online Booking Team Notifications” 

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

To be able to use Paynode to accept and send out Instant Payments, it is required for you to upload your company’s Terms & Conditions & Cancellation Policy. This article will show you how to upload these default documents to Paynode.

 

1. Under Paynode, go to Company → Settings 

 

2. In the General tab, click Add document.

 

3. Under Description, name the document, and then choose what 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 wish to upload and click “Add.” You are all set!

 

 

 

This article guides you through the process of updating your email header graphics. This step is essential for maximizing the effectiveness of our booking flow. It displays your logo in the booking link for a tailored feel, transforming the portal into a white-label platform uniquely branded for your business.

1. In Trip Manager, first go to Company → Settings

2. Click on the Integrations tab. 

3. Scroll down to the Emails section. Add your logo by pressing Add/update image. You are all set!

 

This step-by-step article breaks down how to upload documents, such as contracts and terms & conditions. 

 

1. Located under Company → Settings → Documents. 

2. Click Upload PDF document.

2. Name your document and choose which documents append to your quotes by default. We suggest using a contract that defaults to your quotes when your clients book a trip online.

• • 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 enter credit card information or access your wire instructions securely.
  • Make sure to click save before exiting the page!

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, which 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 when you grant a customer access to the online booking portal through the “Online Booking” button on the scheduled trip page or the online booking tab on the quote overview page.
5. Online Booking Enable Contracting Email: This email is sent when you enable contracting after the buyer selects the preferred aircraft.
6. Don’t forget to save at the bottom of the page!

This step-by-step article explains how to add a user and adjust user permissions for your Avinode account. 

 

1. From the Home page, go to the Company →Users. On the right-hand side of the page, a link says “Create new.” Click on this link, and it will take you to a new page where you will add your coworker’s information.

2. Put in the name and contact details for your new co-worker in the corresponding sections under Basic Information and Contact Information. Please note the email needs to have a company domain and the user's name, as we do not allow generic emails e.g. sales@company.com or dispatch@company.com. 

3. Select the User Role from the “Select roles” drop-down menu.

4. Further down that page, you will find the check box Access to. Check the box to grant access to Avinode and any further products you have on our platform.

The security email is your new coworker’s email address and will be used for retrieving the password; therefore, it needs to be unique. 

 

5. Once this is done, scroll down to the bottom of the page and click save.

6. You will be taken to the Permissions page. On this page, you assign what level of permission your new coworker should have. Tick the box for the right level of permissions depending on which department your coworker is in. 

Click Save at the bottom. This will send a message to the Avinode team that we have a new pending user needing approval. 

 

Once your Avinode account manager approves, the new user will receive a system-generated email with a link to follow and instructions on how to complete the setup. The user will apply their credentials, which will be confidential to anyone but the user herself.

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 does not need to confirm availability or use different T&Cs 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!

This step-by-step article outlines how you can enable custom sequences for quote and trip numbers.

 

1. Starting in Trip Manager, go to Company→Settings.

 

2. Once on the settings page, click the Trips tab in the navigation menu. 

 

3. Scroll down to the section titled Custom Trip and Quote number. This can be found underneath the Trip status options section. Make sure to check the box next to Enable. From there, you will be able to adjust the following:

• See your next quote and trip number
• Select your starting number
• Adjust the sequence to reflect just sequential numbers or the year and the sequential number

4. When it’s finished, please scroll to the bottom of the page and click Save!

This step-by-step article outlines how to set and customize your trip statuses under Trip Manager. 

 

1. Starting in Trip Manager, go to Company→Settings.

 

2. Once on the settings page, click the Trips tab in the navigation menu. 

 

3. This is where you can customize the different trip statuses you have on your quote or your scheduled trip. It also allows you to give a particular color to the status that you create.

 

4. When it’s finished, please scroll to the bottom of the page and click Save!

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:

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

2. Select New Notification List. (Expand to see image)

    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.

 

 

This step-by-step article breaks down how you can update your email addresses on file, specifically to receive notifications about changes happening in the system. 

 

1. Go to Company→Company

2. Scroll down on the Company→Company page, where you will reach the Office section, and click Edit.

3. Scroll down to the Notification Information section to add/update which emails you would like to receive notifications sent to. To add multiple email addresses, you can add a “;” symbol and type in the email addresses you wish to have on each list. Make sure to click Save before exiting the page.

There are three settings that are essential to set up before sending out your first payment request. You can easily find these all in one place under Paynode Company → Settings → General. 

 

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 automatically be attached to your payment requests. Select which file type you would like to upload and click "Add".

 

 

Add a Convenience Fee

You can set an automatic percentage adjustment to be applied for each payment method. The adjustment will appear as a line item with a label of your choice at payment checkout. Please note that the adjustment can be an increase (positive percentage) or a decrease (negative percentage) of the total price. 

 

Add 'My External Accounts'

Starting 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. 

 

 

This step by step article breaks down how you can upload your company logo. Once uploaded, your logo will be visible in the system.

 

1. Go to Company→Company

 

2. Click on the Edit button on the upper right-hand corner of the page. 

 

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

 

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

Buying trips with the new booking flow

When booking a trip your operator can send you a link to the new booking flow, where you can select your desired aircraft, sign a contract, and pay for the entire trip in one go on any device! 

Trips Buying

To access the portal for your trip, you can do so from within the system by going to Trips > Buying. You can locate the icon for the new booking flow, which appears as a blue globe next to the trip's status.

 

After pressing the icon for the new booking flow, you will be directed to the messages between you and the Operator where you can find the booking link. 

 

Once you click on "View Quote & Request to Book", you will be directed to the booking where you can proceed with your request. After selecting "Request to Book", you can move on to the Contract and Payment section. Please note that these options will only be available if the operator has enabled them. 

Trips Buying Mobile app

Since you can spend your days on the go, we’ve also included the same functionality into the Avinode Mobile app. You’ll see the icon for the new booking flow that takes you to messages and to your trip. 

 

 

 

Accessing the trip through email

Once you've got an accepted request, you will also get an email with a link to your trip to proceed with your request.