Implementation Guide - Clone and Create Sites

Owned by Malissa Olofernes
Last updated: Sept 11, 2024
6 min read

Implementation Guide 

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Contents

Overview

This guide explains how to quickly create a new site by cloning an existing template. If the site you want to clone is not yet available as a template, designate the site as a template first, then follow the steps below to clone that template. Once the site is cloned, configure it for the customer.

When a site is cloned, all information from the template is copied to the new site. After cloning a site, modify the new site so that it contains the new company’s information.

Clone an existing template

You can quickly create a site based on an existing template by cloning the template. If the site you want to clone is not yet available as a template, create the template from an existing site first then return to this section and follow the instructions for cloning a template.

Best practice: Clone a site that is similar to the agency settings that you need for the new site. When a site is cloned, all information from the template is copied into the new site. Ideally, the site you choose to clone will have the same queue structure, GDS, and agency settings as the new site. By choosing a similar site, you will spend less time configuring the new site.

  1. On the Sites tab, select Add a New Site.

  2. In the Domain template to clone drop-down list, select the template you want to use.

  3. Complete the domain and company details.

    • Company Name: Required.

    • Company External ID: Reserved for Deem use only. This ID is unique to the customer and only required when requested by Deem configuration manager for custom work.

    • DK Number and DK Number Prefix: Disregard these fields; no longer used.

    • Site ID: Required. Enter a domain short name with a maximum of 50 characters. No special characters other than dashes are allowed. For example, if the company name is Acme Corporation, enter acme-tmcname.

    • Domain URL: Required. Auto pre-fills with the Site ID. Select http://deem.com from the drop-down list.

    • Website URL: Customer website (optional)

    • Phone Number: Required. Contact phone number of the TMC or direct client.

    • Address: Required. Address of the TMC or direct client

    • Currency: Required. Pre-fills based on the country selected, but you can select a different value.

  4. Complete the contact and general information fields.

    • Feedback Email: Enter the agency’s email address.

    • Number of Employees: Required. Enter the best guess round number. This field is important for user statistics.

    • Annual Air Spend: Enter clients projected annual spend.

    • Contract Date: Enter the date that the contract was received or when you started the site.

    • Industry: Required. Select the agency’s industry.

    • Company Entity Type: Select whether the company is public or private (optional). If Public is selected, anyone will have the ability to Google and find the site.

    • Company Usage Type: Required. Select Customer.

  5. The Add an Admin Account is no longer used.

  6. Select the languages in which the site will be available.
    Note: You will need to translate custom messaging. For more information, refer to Dynamic Site Messaging.

  7. Select Save to create the new site. Site creation may take a couple minutes to replicate all site details. A confirmation page displays once the site has been successfully created.

You can now start configuring your site. Click Sites to go back to the home page of the Dashboard.

Create a template from an existing site

You only need to follow these steps if the site you want to clone is not yet a template. These steps designate a site as a template.

  1. From the Sites tab, select Manage Site Templates.

  2. In the Available Sites list, hover over the company that you want to use as a template.

  3. Select the Make Template link that displays.

  4. The company moves to the Templates list.

  5. Select Save.

A success message displays at the top of the screen. You can now use this template as a basis for a new site.

Configure the new site

On the Sites tab, locate the site and select Settings in the Edit Site column.

All values from the cloned template are populated in the new site. At a minimum, the information in the following section must be updated for a new site cloned from a template. You should review each section to ensure the new site has the information specific to the customer.

Minimum site information

At a minimum, you must update or validate the following information for a new site that was created by cloning a template:

  • In the Settings tab in the Email Settings section, ensure that the Application URL is the same as the domain URL entered when creating the site. If you do not update this field, the site will not work.

  • In the Settings tab, update General Settings.

  • In the Settings tab, update Company Information.

  • In the Settings tab, update Mobile Settings.

  • In the Settings tab, update the logo in the Logo Upload section.

  • In Services tab, select Travel Agency then Custom PNR. Update the Custom PNR script that contains the BAR name.

  • Determine how many groups the client needs based on what one set of employees can see over another (for example, VIP, Executive, Guest, Default). If the site was cloned, the groups in the template are copied into the new site. Groups can be based on a variety of factors, such as travel policy, display policy, and payment options.

Once configured, test the new site to ensure that the logo, links, and messaging are correct. It is best practice to create a test user and to test that the activation emails are received.

Other site information

Once you have validated that the minimum site information is correct, you should review the remaining site configuration to ensure that it meets the agency’s needs. The information in the new site was copied from a template and may not apply to the new site.

  • The Settings tab lets you manage settings across the entire site, such as application URL, support contact information, enrollment settings, password settings, and single sign on.

  • The Users tab lets you create, edit, impersonate, deactivate, and reactivate accounts. Create profiles by adding manually, uploading, via SFTP data transfer, via a web service, or through open enrollment.

  • The Services tab lets you manage travel settings, such as travel agency, vendors, travel policy, custom fields, private rates, pre-trip approval, travel rules, and payment. Refer to Travel Policy Best Practice for more information about configuring the travel policy.

  • The Groups tab lets you create user groups in order to manage user access to travel services. In order to control spending, organizations can configure travel services to allow certain kinds of bookings and disallow others. By assigning travelers to separate “Groups,” it is possible for you to assign different rules to various types of users. A user’s access to services and other options is determined by the groups to which the user belongs.

  • The Rules tab lets you enable or disable configurations.

  • The Reports tab provides summary and detailed reports.

  • The Profiles tab lets you upload and/or extract user and delegate user accounts/profiles, upload unused tickets, and schedule ongoing HR feeds.

There are several optional services available, and they may require an SOW. The following require a Statement of Work (SOW).

Important: Testing is critical. Test each new site prior to signing off and releasing to the client, or any time you configure something new, to ensure that the site works as expected.

Additional resources

Please click the links below for further information.