Managing Suppliers

The Suppliers page is a quick reference for all the vendors you work with — cruise lines, resorts, hotels, tour operators, and more. JourneyFuse comes with a built-in directory of common suppliers, and you can add your own custom ones on top.

Browsing Suppliers

Suppliers are organized into category tabs:

• All — every supplier
• Cruises
• Resorts
• Hotels
• Theme Parks
• Tours
• Platforms
• Other — insurance, transportation, car rentals, rail, and more

Use the search bar to find a supplier by name, type, or description across all categories.

Suppliers in Multiple Categories

Some suppliers sell more than one kind of product. Disney, for example, is a theme park, a resort, and a hotel all at once. You can tag a supplier with several categories so it shows up under each relevant filter, instead of being buried under just one.

When editing a supplier you'll see two fields:

• Primary category — the main type, used for the supplier's icon and the lead badge color
• Also appears under — any extra categories the supplier should be filterable by

Once tagged, the supplier appears whenever an agent filters by any of its categories, and its card shows a badge for each one. Built-in multi-category suppliers like Disney World, Universal, and Sandals come pre-tagged, so they already show up under the right filters with no setup.

What's on Each Supplier Card

Each card shows:

• Name and type (e.g. "Cruise Line", "All-Inclusive Resort")
• Category badge
• Commission rate — if you've set one
• Booking count — how many bookings you've made with this supplier
• Phone number — click to dial
• Website and Agent Portal links — open in a new tab
• Files — any reference documents your agency has attached (see below)
• Booking disclaimer — your agency's standing "before you book" warning, if you've set one (see below)

The Booking Disclaimer

If your advisors book on your agency's credentials, a guessed cancellation is a real charge that someone has to pay. You can put a standing warning at the bottom of every supplier card so it sits right next to the Portal button an advisor is about to click.

Set it under Settings → Advisors → Supplier booking disclaimer. Leave it blank and nothing renders, which is how every workspace starts.

A few things worth knowing:

• The first line is the headline. It is always visible on the card. Everything after it sits behind an expander, so a long disclaimer does not bury the rest of the card. On the supplier detail panel the whole thing shows expanded.
• Merge tags work. Write {{IATA}}, {{ARC}}, or {{CLIA}} and each advisor sees their own credential, the same way registration steps do.
• You can exclude individual suppliers. Open a supplier, and under How an advisor registers tick Hide the agency booking disclaimer on this supplier. Useful for resource listings and anything your agency books itself. That checkbox only appears once you have written a disclaimer.

The disclaimer shows to advisors in the portal and to everyone in the full app, so what you write is what your whole team reads.

Attaching Files to a Supplier

Some supplier information does not fit in a text field. Interline and consortia info sheets, rate grids, seasonal promo flyers, booking cheatsheets: these usually arrive as a PDF that gets emailed around and then lost. You can pin those files directly to the supplier instead, so every advisor finds them in the same place they already look up the phone number.

To add a file:

1. Go to Directory in the sidebar
2. Click the edit (pencil) icon on the supplier
3. Scroll to the Files section at the bottom of the form
4. Click Add file, or drag a file onto the box
5. The file uploads immediately, no need to click Save Changes

Files show up as download chips on the supplier card, on the workspace detail panel, and as a paperclip count in the list view. Any advisor in your agency can click one to download it.

Good to know:

• 10MB per file. PDFs, images, spreadsheets, and Word documents all work.
• Only owners and admins can add or remove files. Every advisor can download them. This keeps one person curating the reference material instead of the whole agency uploading over each other.
• Files stay inside your agency. They are not shared with other JourneyFuse agencies, they are not added to the global supplier catalog, and they do not appear on your public supplier embed page. This matters because interline and consortia sheets are usually licensed to your agency specifically.
• Files are not shown to clients. These are advisor-facing reference documents. Nothing here reaches a proposal, itinerary, or client portal.
• To remove a file, open the same Files section and click the trash icon.

Editing a Built-in Supplier

JourneyFuse's built-in suppliers can be customized for your workspace. Click the edit (pencil) icon on any supplier card to update:

• Name, description
• Primary category and additional categories (see "Suppliers in Multiple Categories" above)
• Website and agent portal URLs
• Phone and email
• Commission rate — stored as a percentage, used as a reference when entering commissions
• Booking notes — internal notes your team sees when booking with this supplier
• Terms & conditions

Your edits apply only to your workspace and don't affect other users.

Only owners and admins can edit suppliers and add custom suppliers.

Adding a Custom Supplier — Step by Step

If a supplier isn't in the built-in directory, click Add Supplier (top right) to create your own. Custom suppliers appear alongside built-in ones and support all the same fields. The form is grouped into a few sections — only the name is required, so you can fill in as much or as little as you like and come back later.

Step 1: Basic Information

• Supplier Name (required) — the name you book under (e.g. "Atlas Ocean Voyages", "Lindblad Expeditions").
• Type — a short label like "Expedition Cruise Line" or "Tour Operator". Shown on the card.
• Category — the primary category. For expedition cruises, choose Cruise. This sets the icon and which filter tab the supplier lives under.
• Also appears under — any extra categories, if the supplier sells more than one kind of product.
• Description, Website URL, Agent Portal URL (the site where you actually book — e.g. the line's travel-advisor portal), Phone, and Email.

Step 2: Commission & Deposit

This is where you record how you get paid, so the numbers pre-fill when you log a booking or a commission later.

• Commission Rate % — your standard rate with this supplier (e.g. 10 for 10%). Used as the default when entering commissions. Leave it blank if you haven't set one yet, or tick Not applicable (N/A) for suppliers that don't pay a commission at all (booking platforms and consortia like TLN or VAX). An N/A supplier shows a plain "N/A" in the directory instead of a blank, so your team knows the rate was intentionally left off rather than forgotten.
• Default Deposit ($) or Default Deposit % — the deposit a client pays to confirm a booking. Enter a flat dollar amount or a percentage; if you set both, the flat amount wins.
• Booking Notes — internal reminders your team sees when booking (loyalty-program numbers, how to apply group amenities, etc.).
• Terms & Conditions URL / Commission Policy URL — links shown on proposals/invoices and to your advisors.

Step 3: Getting Paid (Commission Workflow)

These fields power your commission tracking and the "who owes me money" scorecard under Commissions → Suppliers:

• Pays after travel (days) — how long after the client travels the supplier pays you (e.g. 45). Leave blank if they pay before travel.
• How to file a claim — Supplier portal, Email a claim, Fill out a form, or No claim needed.
• Claim Portal URL / Claim Email / Filing Instructions — exactly where and how to request your commission.

Step 4: BDM Contact (optional)

Record your Business Development Manager — name, title, email, phone, and notes (hours, region covered, specialties). Handy for expedition lines where a good BDM relationship gets you upgrades and group space.

Step 5: Training, Booking Method & Payout (optional)

A few extra fields to make the Supplier Hub the one place your team checks before booking:

• Training / portal hub URL — link to the supplier's training hub or learning portal. Shown to your advisors (it appears as a "Training hub" link on the supplier card).
• Preferred booking method — Booking portal, Call to book, Email to book, or Portal or phone. Use this for suppliers that would rather take a phone call than a portal booking. Shown to advisors.
• Department contacts (staff only) — a free-text spot to paste contacts for a supplier's departments (finance, registration, sales, and so on). Only owners and admins see this; advisors never do.
• Payout method + code (staff only) — how the supplier pays your agency (Paymode, PaymodeX, ACH, Check, Wire, Other) plus a companion code or reference (for example, a PaymodeX code). Kept on the back end for owners and admins only.

Step 6: Tags (optional)

Add Supplier Tags — agency-wide labels like "Expedition Cruise" or "River Cruise" — to group and filter suppliers. Tags are shared with your advisors.

Click Add Supplier to save. You can edit any of these later from the supplier card.

Setting Up Expedition / Cruise Suppliers

Cruise lines are the most detail-heavy suppliers, so a few extra tips:

• Check the built-in directory first. Major lines (Royal Caribbean, Celebrity, Princess, Holland America, Norwegian, Disney, Carnival, Cunard, MSC, Virgin Voyages) are already in the catalog with portal links and booking notes — you only need to add the smaller expedition lines (Atlas Ocean Voyages, Lindblad, Hurtigruten, Quark, etc.) as custom suppliers.
• Deposits vary by line — some take a flat per-cabin deposit, others a percentage of fare. Set whichever matches in Step 2 so your invoices and payment schedules are right.
• Commission timing matters on cruises — most lines pay after the sailing completes, so fill in Pays after travel (days) and your claim method. This is what makes the commission scorecard tell you which sailings still owe you money.
• Timeline templates — for the big cruise lines, JourneyFuse ships supplier timeline templates (final-payment dates, planner-opens dates, etc.) you can apply to a trip so milestones land on your calendar automatically. Manage these under Settings → Templates. (Custom expedition lines won't have a built-in template, but you can build your own.)

Duplicating a Supplier

When you're adding several suppliers that share the same details — same commission payer, same payment timing, same booking notes, or the same parent brand — you don't have to retype everything. Use Duplicate to copy an existing entry and change only what's different.

• Find the Duplicate action on any supplier (owners and admins only):
  • In the default workspace view, open a supplier and use the ⋯ menu → Duplicate.
  • In grid view, use the copy icon on the card.
  • In list view, use the ⋯ menu → Duplicate.
• The Add form opens pre-filled with a copy of every field — category, commission rate and payer, deposit, getting-paid settings, BDM contact, notes, and terms. The name comes in as "Original Name (Copy)" and is highlighted so you can type the new name right away.
• Adjust anything you like, then click Add Supplier to save. The copy is a brand-new custom supplier — editing or deleting it never touches the original.

Duplicating always creates a standalone custom supplier, even when you copy a built-in one. Tags aren't carried over — add those on the new entry if you need them.

Deleting a Custom Supplier

Only custom suppliers can be deleted. Click the trash icon on any custom supplier card and confirm. Built-in suppliers can be edited but not removed.