Agencies

An agency is a travel agent, tour operator, partner, or online travel agency (OTA) that sends you bookings. Agencies can earn commission, hold a credit balance, pay on account, and — if you allow it — log in to book and manage their own reservations.

Every booking can carry an agency. Once a booking is linked to an agency, that agency's commission and terms of payment apply automatically, its payments and credits are tracked against those bookings, and the booking appears on the agency's own list. See Bookings for the booking side and Finance for agent payments and credits.

Who can access this: requires the Agencies (read) permission. Creating an agency requires Agencies (create); editing one requires Agencies (update).

Agency list with status, name, e-mail and commission columns

The agency list

Open Master Data → Agencies → All Agencies. The list shows each agency's status (green = active, yellow = draft, red = archived), name, e-mail, and active commissions.

• Use the filter panel (funnel icon, top right) to build conditions on name, type, country, state, rating, commission, and more. It is the same filter builder as the customer list: field · comparison · value rows combined with AND/OR (plus subgroups), a live match count while you build, and saved filters you can update, rename, or delete — saved agency filters also appear in the sidebar under Agencies. Download exports the current result to CSV.
• The State field's choices follow the country used in the filter: add a country condition first, then pick from that country's states.
• Click a row to open the agency. Click Create to add a new one.

Agency list with the filter builder open

Creating or editing an agency

Click Create, or open an existing agency. The record is organised into tabs. The Agency tab holds the core details.

Field	What it does
Agency Number	Your own reference number for the agency.
Type	The record type. Leave it as the default for a normal partner agency.
Status	Active, Draft, or Archived. Only active agencies appear in booking pickers.
Name	The agency name (required).
Internal ID	An optional internal code, e.g. from your accounting system.
Currency	The agency's billing currency (required). Drives commission and payment amounts.
Language	The language used for documents and self-service login.
E-mail / Booking e-mail / Phone / Website	Contact channels. The booking e-mail receives booking-related messages.
Address	Street, ZIP, city, state, country, and optional map coordinates.
Tax Number	The agency's tax/VAT number for invoicing.
Rating	An optional quality rating, if your company uses ratings.
Agency Type	A category such as travel or employee, from your configured list.
First / Last contact date	For tracking your relationship.
Categories / Tags	Optional labels for grouping and filtering.
Opening hours	Free text.

To save, click Save. To print an agency profile, use the Print menu (top right) if print templates are configured.

Contacts

The Contacts tab holds the individual people at the agency. Add a contact with Create, then fill in name, position, e-mail, phone, address, and a comment. Add as many contacts as you need — each appears as a collapsible card.

Commission and terms

The Commission tab decides what the agency earns and how it pays.

1. In Terms of payment, pick one or more terms sets. These set the deposit and payment deadlines applied to the agency's bookings. Terms are defined in Master Data — Accommodation & Pricing.
2. Below, each available commission is listed with three controls:
   • Active — turn this commission on for the agency.
   • Standard — mark one commission as the default applied to new bookings.
   • Value (%) — the percentage the agency earns. Click the arrow to open the commission record itself.

Tip: A commission only ever earns money when a booking actually contains a line it applies to (for example, a product-scoped commission needs a matching product on the booking). See Product commission below.

How commission and terms play out on a booking

Here is what all of this looks like on a real reservation. Suppose "Blue Ocean Travel" is set up with:

• Currency: EUR.
• A commission "Accommodation 10%", scoped to rooms, marked Active and Standard.
• A terms of payment set that asks for a 30% deposit, with the balance due before arrival.

An agent then books a room worth €1,000 plus a €200 dive package for one of their clients:

1. Because the commission is marked Standard, it is added to the new booking automatically and earns 10% of the €1,000 room line = €100. The €200 dive package is not commissioned, because this commission only applies to rooms — a separate product-scoped commission would be needed for that (see Product commission).
2. The agency's terms set the payment plan: a 30% deposit = €360 of the €1,200 total, with the rest due before the client arrives. Terms are defined in Master Data — Accommodation & Pricing.
3. As the agency pays, each payment is recorded against the booking and appears on the agency's Payments tab. What the agency still owes — or has overpaid — is reflected in its Credits balance.
4. The booking also appears on the agency's Bookings tab, and the €100 commission flows into your commission reporting.

Note: A commission is added automatically only when the agency has it Active with a value above zero, the agency is an ordinary partner (not a system link or OTA), and the booking contains a line the commission applies to. Gurita can also re-add a missing commission later — the moment you add a matching product line.

Credits

If your company uses agent credits, the Credits tab shows the agency's running balance, broken down by currency, plus every credit entry. Click Add to record a credit (date, amount, currency, reference). A green balance means the agency is in credit; red means it owes you. Agent credits also appear in Finance.

Payments

The Payments tab lists payments the agency has made against its bookings. Choose a date range and click the search icon. Each row shows the value date, reference (or booking number), and amount, with a shortcut to open the related booking.

Bookings

The Bookings tab shows every booking linked to this agency, newest first, with the usual status, travel date, booking number, itinerary, rooms, and price columns. This is the quickest way to see everything an agency has sent you.

Agency self-service access

You can give an agency its own login so its staff can see availability and, optionally, create and manage bookings themselves.

• On the Users tab, click Create to add a login for the agency. Set the e-mail and a password. Agency users see a limited, agency-scoped view of the system.
• Back on the Agency tab, Allow Agency Booking lets the agency create bookings. Use Allowed booking state for online booking to control whether its new bookings land as draft, planned, or confirmed.
• Whether agency users can edit their own agency profile is controlled by a company setting. By default the profile is read-only for them.

Warning: Agency logins can see the bookings and customers tied to that agency. Only grant self-service to partners you trust, and choose the allowed booking state carefully.

Once an agency user logs in, Gurita shows them a trimmed, agency-scoped view:

• They can check live availability, see their own bookings and the customers on them, and view their credit balance and payment history (read-only).
• If Allow Agency Booking is on, they can also create bookings, which arrive in the state you chose under Allowed booking state for online booking (draft, planned, or confirmed).
• They can't see or change commission rates, terms of payment, internal notes, or the Public API key; they can't add credit entries; and they can't see any other agency's data.

Note: Allow Agency Booking can only be switched on after agency booking is enabled for the whole company. If the checkbox is greyed out, turn the feature on in company settings.

Public API access

The Public API tab exposes a read-only availability feed an agency can pull into its own website.

• Allow API access turns the feed on and reveals an API key.
• Allow extended API access widens what the feed returns.
• Make media public lets the feed expose the linked images.

The tab gives you two feeds, each built from the API key: a resort feed (pick the resort and a day/week/month grouping) and a vessel feed for your liveaboard trips. Picking a feed and grouping gives you a ready-made availability URL that carries the agency's language, so availability always comes back in the right language. Use the open and copy icons to test a feed or hand the URL over.

Note: The API key grants access to your availability data. Treat it like a password and reissue it if it leaks.

OTA agencies

If the OTA module is on, an agency can be flagged as an OTA channel. Turn on Is OTA agency, pick the Channel, and choose the booking source. Bookings that arrive from that channel are then attributed to this agency. The Channel is chosen from the list of channels Gurita supports, and the booking source from your own configured sources, so every incoming booking is tagged to this agency and shows the right source in reporting. Channel setup and mapping live in Settings & Administration.

Agency groups

Master Data → Agencies → Agency Groups lets you bundle agencies into named groups (for example, "Preferred partners" or a chain's branches). Groups are handy for special offers and reporting. Create a group, give it a name, and it becomes available wherever agency groups are used.

Agency groups list

Who can access this: requires the Agencies (create) permission.

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