Some settings may be defined in advance for you by the Qondor team, but Office Admins should verify them and add as much information as possible to standardise the process and save time for your whole team in the long-run. The settings will be unique to your office and apply to new projects you create*.
❗ *When creating a new project by copying from an existing project or template project, some settings will be taken from the original project and not from Office settings. This applies to Offer terms & conditions, Offer thank you page and Offer confirmation email.
At least one user per office is entitled to administration rights, in order to edit these settings. In addition, Office Admins can also administer users in their office.
Here's a guide on where to find these settings and the information you should aim to complete before going live with your organisation in Qondor.
FIND OFFICE SETTINGS
Head to Office --> Settings. You'll see six tabs like so.
1. GENERAL (define standard settings)
Office Information
This is the basics. Make sure your Office name, contact and bank information details are correct. Office name and address is displayed in various places in Qondor, whereas bank information is displayed only on invoice specifications and credit card receipts.
Project budget numbers are required, controls the visibility of the Budget fields on the New Project page. If checked it becomes mandatory for Project managers to complete budgeted sales and a revenue figure and percentage. If unchecked, these fields will not be shown.
Use API to process invoices: This can only be activated by the Qondor Support team. If you have a back office system you would like integrated with Qondor, please contact us at support@qondor.com.
New Project Settings
These are the settings which determine allows you to customise what Project managers should see when creating a new project and registering information.
New project default mode: Define the default create project type view for your office. This option will be pre-selected when Project managers click to create a new project.
Project prefix: You can decide whether project numbers should be generated automatically or manually by the Project manager creating each project. Project prefix will automatically be added to the project number, so you could for example, create one that corresponds with a prefix in a back office system. This setting applies to all new projects created, and cannot be changed per project. Project prefix also cannot be changed per project.
(Project prefix is defined when your office is set up.)
Team is mandatory: If you use Teams within your office, define whether Project managers should or should not be required to select this per project.
Number of persons is a mandatory field by default. Disable this, if this field is not required to be completed, or not relevant to your organisation.
Default project stage settings: Here you can set a default stage for new projects and for undecided products in confirmed projects. (Good to know: Office administrators can edit which alternatives should be available in the Project stages drop down menu.) Learn how to edit Project Stages.
Default project retention policy settings: This is a GDPR requirement and should already have been set up by a Super Administrator or Office Administrator. Here you can set a default project retention policy for all new projects. How to set up Retention Policies.
Contact support@qondor.com if you would like to enable improved login security for Admin Web users which is a more secure login method for Super Administrators, Office Administrators and Project Managers.
Paste flight data provider: Enable which GDS provider you use; Amadeus or Galileo. This setting activate the possibility to paste PNRs on a transport product where Qondor reads the flight information and insert it as segments.
2. CUSTOMER WEB (define settings for offers/proposals)
These settings are office defaults and will apply to new projects.
Present your offers/proposals in one of seven different languages
Choose to disable the unsure/maybe status on products/groups if you only want to display yes and no options to the customer.
Choose which price columns should be displayed in Offer Price configuration. Here you choose whether to include or exclude prices with VAT and display VAT amounts.
Include any standard terms & conditions you want to include in all offers/proposals. You can type or paste them into the text field shown below, upload a document or do both.
Offer invoice settings allows you to choose what information should be displayed on any outgoing invoice specifications for offers and forms. "Override default header" will replace the text "Invoice Specification" with the text you choose to input.
3. PARTICIPANT WEB (define settings for registration forms)
These settings are office defaults and will apply to new projects.
Present your form in another language (select this from the drop down list).
Define whether to have the personal details at the front or at the end of a form per project.
4. ONLINE PAYMENTS (set up an online payment processor)
If you have a credit card agreement for online payments with DIBS or Netaxept, select one from the drop down list and complete your settings. Read more about the requirements for DIBS and Netaxept settings.
📌 Online payments is only available for Super admins to view and access.
5. EMAILS (define who should be the sender of emails)
These settings are office defaults and will apply to new projects.
The Office email will be visible in the footer on Customer Web, where your customers view and reply to their offers from you.
The Office Sender email will be used for projects where the Email setting is defined as Office.
Default Project Email setting will be used for new projects, to send emails and as the contact email address. You can decide whether emails should be sent from the Office, team or the project manager.
Copy all emails to: fill in an email address to receive all copies of emails sent by Qondor for archiving purposes.
Send invoice copy to email: fill in an email address here to be used as the default email address for invoice copies to be sent to. Project managers can choose to override this email address per project (in Project settings --> Communication and language--> email address for invoice specifications).
Send a copy of CC receipts to email: Here you can specify an email address to receive a copy of all credit card receipts.
Be sure to save a default Send Offer email, which will be received when the offer is sent, and an Offer Confirmation email, received when the offer has been confirmed. Project managers will still be able to edit or adapt these emails in their own projects.
If you are using Suppliers in Qondor, you can define a supplier request email which will be received when the request is received by the supplier contact person. Define who the default sender should be for all projects by selecting from the dropdown list (Office, Team or Project manager). Define a supplier confirmation email which will be received when the supplier accepts the product. Project managers will still be able to edit or adapt these emails in their own projects.
The Share Resource email is the email sent when you are sharing lists with your customers or suppliers. It is important to input the Resource Link tag, as this is the link to the list being shared.
Invoice specifications - default recipients: Here, you can define default recipients to be automatically selected for receipt when generating a booking or customer invoice specification in Qondor.
6. SMS (Define who should be the sender of SMS)
Here you will have an overview of your company's current package, how many SMS's have been sent and how many are remaining until auto-renewal.
All that needs to be completed is the Custom SMS sender text, which is usually your company name, so that the text receiver knows instantly who the message is from.
Want to upgrade your package? Check out our range of SMS packages here.
TRANSLATIONS (Customer Web and Participant Web)
CUSTOMER WEB (OFFERS)
You can define the text for the following in Offers:
Terms and conditions
Your Projects
Reference
Feedback
Product group total row
If you choose not to modify the text, the default texts will be displayed.
For example: To amend the accept terms and conditions text on all Offers, you can do so from here by clicking the translations button and overwriting the default text underneath Customer web - I have read and accepted all terms and conditions.
If you do not define text here, the following standard text will show on all offers:
PARTICIPANT WEB (FORMS)
Override the heading "reservation information", located top right on desktop in participant web / forms, to suit your projects and business.
If you do not define text here, the following standard text will show on all forms:
