Partner Extranet Manual by Travel Manitoba

Partner Extranet Manual https://manitoba.extranet.simpleviewcrm.com

PARTNER EXTRANET MANUAL | 1

Travel Manitoba 21 Forks Market Road Winnipeg, Manitoba Canada R3C 4T7 www.travelmanitoba.com 2 | ACCOUNTS

Table of Contents 4

Accounts

Amenities

Benefit Summary

Contacts

First Login Partner Bulletins

Listings

Materials Requests

Media

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Accounts Profile > Accounts

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The Account area will allow you to manage all of your account information including phone/fax numbers, address information and any additional fields used by Travel Manitoba.

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The main accounts page will list all of the accounts you have access to. In most cases you’ll only have access to one account. In some cases, (where you are linked to more than one account) you’ll have access to multiple accounts.

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Profile Page > Accounts Area

You can navigate this page in the following manner:

The Pencil icon will bring you to the Update Account page and allow you to edit your account information.

The Eye icon or your Account Name will bring you to the Account Details page.

Once on the Account Details page clicking the Edit button will bring you to the Update Account page.

The Down Arrow icon will bring you to the Update Amenities page allow you to edit your account amenities.

Main Accounts Page

Pencil Icon

4 | ACCOUNTS

Eye Icon

Down Arrow Icon

Account Name

Profile > Accounts > Update Account > Account & Phone Information

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Once on the Update Account page, you can edit all of your account details, except for your account name. If you need to change your account name, please contact Travel Manitoba at (204) 927-7800 or tmbpartnerextranet@travelmanitoba.com.

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Basic information such as region, website, email and various phone numbers can be entered in this area. Account Information Page

Profile > Accounts > Update Account > Address Information

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To edit the address information, click on any of the pencil icons next to either physical, billing or shipping.

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Clicking the pencil icon will allow you to chose the existing physical address or enter a custom address.

Profile > Accounts > Update Account > Social Media

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Enter your social media details. Please note the for the Facebook & Youtube Username fields, please enter your username and not an url.

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Do not include the “@” symbol for your Twitter Username.

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After editing your account details, click on the Save button to save your changes.

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Please note that any edits made to your account details will be reflected on your listing on TravelManitoba.com. If you make any changes that you don’t want to show up on your TravelManitoba.com listing, please refer to the Listing section of this document to learn how to hide them.

Profile > Accounts > Manage Amenities

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Once on the Update Amenities page, you can update the amenities your business offers.

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All amenities can be modified except for the Licensed For (TRAVEL MANITOBA OFFICE USE ONLY) options within the Lodges & Outfitters group. Also, in order to modify the Fish Species Available group, the Angling option within the Licensed For (TRAVEL MANITOBA OFFICE USE ONLY) area must be set to yes. Please contact Travel Manitoba at (204) 927-7800 or tmbpartnerextranet@travelmanitoba.com with any questions.

6 | ACCOUNTS

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The images on the right detail where the amenity information you enter into the extranet will appear on TravelManitoba.com.

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After editing your amenities, click on the Save button to save your changes.

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Amenity changes do not go through a review process

Listing Page

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Amenities Profile > Accounts > Manage Amenities

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You can access the amenities area in two manners: 1. Main accounts page 2. Account Details page

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Once on the Update Amenities page, you can update the amenities your business offers.

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8 | AMENITIES

Main Accounts Page

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The images on the right detail where the amenity information you enter into the extranet will appear on TravelManitoba.com.

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After editing your amenities, click on the Save button to save your changes.

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Amenity changes do not go through a review process.

Listing Page

Go back to Table of Contents

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My Benefits Profile > My Benefits

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The My Benefits area outlines activities Travel Manitoba has undertaken to assist your business.

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The main benefits page lists a variety of different measures which detail how Travel Manitoba has assisted your business.

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You will find the following links and charts on the main benefits page, each of which is detailed below.

· · · ·

Listings ·

Referrals

Offers

Inkind/Expenses

Fam Trips Events

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Profile Page > My Benefits Area

Overview link

Advertising Opportunities Press Mentions

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Clicking the Overview link will bring you back to the main page.

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The default for the date filter under each tab will display previous month/year and current month/year.

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If you are having difficulty finding any specific information, please check the date filter to confirm date ranges.

Default date will display previous month/year and current month/year

10 | MY BENEFITS

Profile > My Benefits > Listings

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The listings page displays all of the views your listing on TravelManitoba.com has received over a certain date range (default is 1 year).

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It also displays the number of click thrus to your website the listing has generated.

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You can view the information by any date range by adjusting the filters.

Profile > My Benefits > Offers

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The offers page is similar to the listings page in that it outlines all of the views your offers on TravelManitoba.com have received.

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The ability to add offers to your listing can be purchased as a partnership opportunity. Please contact Lindsay Egan at liegan@travelmanitoba.com or (204) 228-3435 to discuss.

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Unfortunately, at the moment offers do not contain any click thru statistics.

Listings Page

Offers Page

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Profile > My Benefits > FAM Trips

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The FAM trips page will display any FAMs or Media Trips your business has participated in.

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You’ll be able to view the role your business played, the name and dates of the trip, total number of attendees and any activities they participated in while at your business.

FAM Trips Page

Profile > My Benefits > Events

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The events page displays all Travel Manitoba events (such as our annual AGM or one of the summits) someone from your business has been invited too.

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You will see a summary of the event, including how many people from your business that were invited and how many attended.

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You’ll also see the name of the event, the location, and the dates in which it was held.

Events Page

12 | MY BENEFITS

Profile > My Benefits > Referrals

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The referrals page will display the number of referrals that Travel Manitoba has sent to your business via the following departments:

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Travel Trade Consumer (Travel Manitoba Visitor Centres) Media

Information, such as the date the referral was sent and how many other businesses may have been sent the same referral can be viewed by clicking the number under the “Referrals Sent” heading.

Referrals Page Referrals Sent

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Profile > My Benefits > Inkind / Expenses

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The inkind / expenses page is where you will find information relating to any inkind contributions or expenses.

Inkind – A contribution the business has made (room nights, meals, etc.) to Travel Manitoba.

Expense – An expense Travel Manitoba has paid to the business.

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The group column relates to the Travel Manitoba department where the inkind contribution or expense was entered.

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The client column will relate to the name of the event from where the inkind contribution or expense was incurred.

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Other information such as the date of the occurrence and amount are also shown.

14 | MY BENEFITS

Inkind / Expenses Page

Profile > My Benefits > Advertising Opportunities

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The advertising opportunities page allows you to see all of the partnership opportunities you have participated in with Travel Manitoba.

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You will be able to see the category of the partnership item along with it’s value and the actual amount you paid.

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If you provided Travel Manitoba with any in-kind trade value, that amount will also be shown. Advertising Opportunities Page

Profile > My Benefits > Press Mentions

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The press mentions page displays all of the articles your business may have been mentioned in resulting from an activity Travel Manitoba was involved in (such as a FAM or Media trip).

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The view link notes that Travel Manitoba has provided an attachment of the article itself which you can click to view.

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Other information provided includes the headline, journalist, circulation and ad equivalent value of the article. Press Mentions Page

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Contacts Profile > Contacts

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The Contacts area will allow you to manage all of the contacts associated with your account.

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The main contacts page will list all of the contacts associated with your account.

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You can navigate this page in the following manner:

The Pencil icon will bring you to the Update Contact page and allow you to edit the contact information.

The Eye icon or your Contact Name will bring you to the Contact Details page.

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Once on the Contact Details page clicking the Edit button will bring you to the Update Contact page.

Clicking the Clone button on the Contact Details page will create a new contact, keeping all the information of the contact you were previously viewing. This allows you to create a new contact simply by entering a new name while retaining all the information of the existing contact.

The Pages icon will allow you to clone any existing contact as outlined above.

To add a new contact, click the Add Contact button.

Profile Page > Contacts Area

Main Contacts Page

Add Contact button

Pencil Icon

16 | CONTACTS

Eye Icon

Pages Icon

Contact Name

Profile > Contacts > New Contact > Contact Information

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Basic information such as name, title and email can be entered in this area.

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Please note that in order to receive email (industry events, reminders, promotions, etc.) from Travel Manitoba you must set the Send Email field to yes. See image on the right.

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Also please note that contacts cannot be deleted; they can only be made inactive.

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All fields with “Required” need to be completed in order to create a new or edit an existing contact.

Send Email Field

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Profile > Contacts > New Contact > Address Information

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To edit the address information, click on any of the pencil icons next to either physical, billing or shipping.

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Please note, all address information will be defaulted to the information found on the account.

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Clicking the pencil icon will allow you to chose the existing physical address, enter a custom address or keep the address the same as the account.

18 | CONTACTS

Profile > Contacts > New Contact > Phone Information & General

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General phone information can be entered here as well as a users LinkedIn URL.

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After editing your contacts, click on the Save button to save your changes. Phone Information Page

Profile > Contacts > Cloning process for replacement contacts

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When a contact leaves your business and a new person is hired please follow the steps below:

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Click the clone button to clone the old contact.

Click the pencil icon to edit the old contact and change their Contact Type to Inactive.

Enter the new person’s information into the cloned contact and click save.

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First Login Logging In

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You will receive an email from Travel Manitoba with a link to the extranet along with your user name and a temporary password.

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Click on the link, which will take you to the extranet login screen.

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Your username is your full e-mail address.

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Your password is a temporary password found in the email that was sent to you.

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Upon logging in with your temporary password, you will be prompted to change your password to one of your preference.

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If you are assigned to more than one account (e.g. multiple hotels, parks, etc.), and have the same email address for each account, you will only need to create one password. If you need access to multiple accounts, but have unique email addresses for each you will need to log into each account separately using each email address.

If you ever have problems getting into your account, please contact Travel Manitoba at tmbpartnerextranet@travelmanitoba.com or (800)-665-0040. We can look up your password, or reset it and have a new one generated for you.

20 | FIRST LOGIN

Home Page

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After successfully logging in, you will be taken to the main home page. This home page is where Travel Manitoba will communicate partner information to you. Things such as extranet documentation, event reminders, partnership opportunities, etc.

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You can search for anything in your extranet by clicking on the magnifying glass in the top right hand corner of the screen and typing search terms.

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In the center of the page are partner bulletins. To view a bulletin, simply click on the “View Full” link and a window will open. On the left hand side of the page are the main navigation buttons, Home, Profile & Collateral.

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The navigation buttons are broken down as follows:

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Home Profile

Search button

Main Home Page

Main Navigation Buttons

Partner Bulletins

Account Contacts My Benefits

Collateral

Listings Media Material Requests

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General > Columns, Filters & Order

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Each of the main pages in the extranet contain an assortment of options in order for you to customize your view.

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Clicking on the Manage Filters button will bring up a list in order for you to choose the columns you’d like to see, filter options and the ability to rearrange the fields.

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The Columns tab allows you the ability to choose the columns you’d like to view in the grid.

Accounts Page

For example, if you selected Account ID, scrolled down and clicked Apply Changes, this field would then show up in the grid.

Columns Tab

22 | FIRST LOGIN

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The Filters tab allows you the ability to view only certain items that match the filter chosen.

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The Ordering tab allows you the ability to reorder the columns and/or filters you’ve already set up.

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For example, if you selected Region, clicked on Eastern, scrolled down and clicked Apply Changes, only accounts that were in the Eastern region would appear.

For example, if you wanted to move the Account ID field in front of the Account Name field, click and drag the Account ID in the field chooser and move it above the Account Name, then click Apply Changes. Ordering Tab

The columns, filters and order options are available in all areas of Extranet 4.0.

Filters Tab

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Listings Collateral > Listings

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The Listings area will allow you to manage the listing associated with your account.

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The main listings page will list the listing associated with your account.

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You CANNOT add new or clone existing listings. You will only be able to edit your existing listings.

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You can navigate this page in the following manner:

The Pencil icon will bring you to the Update Listing page and allow you to edit your listing.

The Eye icon will bring you to the Listing Details page.

Collateral > Listings Area

Once on the Listing Details page clicking on the Edit button will bring you to the Update Listing page.

Listings Page

Pencil Icon

24 | LISTINGS

Eye Icon

Collateral > Listings > Update Listing > Listing Information

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You can edit most of the following fields in the Listing Information section by clicking on the pencil icon:

Account & Type: These fields are not able to be modified via the extranet.

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Contact: The contact from the account associated to the listing.

Description: The actual listing text.

Address Type: The address from the account associated to the listing.

All listings are limited to 1,725 characters. If your listing has more than 1,725 characters (carried over from Travel Manitoba’s old system), you will not be able to save the changes to your listing until you are below the character limit. Please note that if paragraph breaks are needed in the listing, you will have to press the enter button twice.

Keywords: Enter in any keywords associated with your business in order to assist users when searching.

The images on the right detail where the listing information you enter into the extranet will appear on TravelManitoba.com.

Listing Information

How it will appear on Travelmanitoba.com

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Collateral > Listings > Update Listing > Trip Advisor Fields

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Trip Advisor ID

You can have Trip Advisor reviews show on your listing page by adding your Trip Advisor ID into the extranet and setting the Trip Advisor Show Reviews field to yes.

Trip Advisor ID: This is the number found in the Trip Advisor url. See below for example from the Norwood Hotel.

Trip Advisor Show Reviews: This needs to be set to “Yes” for reviews to show on the listing page.

Trip Advisor Category: The category the business is most closely associated with.

The images below show where the listing detail information entered into the extranet will appear on TravelManitoba.com.

Listing Information

How it will appear on Travelmanitoba.com

26 | LISTINGS

Collateral > Listings > Update Listing > Categories

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The Category & SubCategory fields are not able to be modified via the extranet. Category and SubCategory Fields

Collateral > Listings > Update Listing > Details

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All of the fields under Listing Details can be edited to display unique information on TravelManitoba.com, yet will not overwrite the underlying account data, simply by clicking on the title checkbox (which will turn green) and entering data into the field.

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Clicking the checkbox and not entering any information in the field that appears will omit that field from TravelManitoba.com.

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The images on the right detail where the listing detail information you enter into the extranet will appear on TravelManitoba.com

Listing Information How it will appear on Travelmanitoba.com

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Collateral > Listings > Update Listing > Website Link

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The Website Link group allows you to change the wording on the hyperlink (back to your website) displayed on TravelManitoba.com. See below for options and explanations.

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Website Display Link (Dropdown of 3 options) - You must have a URL entered in the account area before the following options will apply

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Book Now! – The wording displayed for your link on TravelManitoba.com will be ‘Book Now!’

Visit Our Website For More Info – The wording displayed for your link on TravelManitoba.com will be ‘Visit Our Website For More Info’

Custom Label – The wording displayed for your link on TravelManitoba.com will be the first 30 characters of whatever is typed in the “Website Display Link Custom (max 30 characters):” field

Website Display Link Custom (max 30 characters): - You can type in customized text to display for your link on TravelManitoba.com.

28 | LISTINGS

Listing Information

How it will appear on Travelmanitoba.com

Collateral > Listings > Update Listing > Website Notifications

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The website notification section on the listing will allow you to set notifications per listing view.

For example, if you would like to be notified by email every time your listing on TravelManitoba.com is viewed a certain number of times you can set the number of views and then enter an email address to be notified at.

Every time the listing is viewed at that set number of times an email will be sent to alert you.

Website Notifications

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Collateral > Listings > Update Listing > Listing Image

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All media uploaded in the media area will automatically be added to your listing.

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To remove an image from your listing, click on it and the green check mark will disappear and it will be removed from your listing.

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After editing your listing, click on the Save button to save your changes.

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Listings will go through a review process.

30 | LISTINGS

Review Process

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Once you make any changes to your listing, add images, logos or Youtube clips or add an event, Travel Manitoba will be notified. You’ll still be able to make changes via the extranet however any changes made will not be published live to Travel Manitoba’s website until they are approved by Travel Manitoba.

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Travel Manitoba staff will endeavor to review and approve or deny your changes within a maximum of 5 business days.

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You will be notified via email once your changes have been approved.

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If for some reason your changes are not approved, a Travel Manitoba staff member will be in touch by email to discuss.

Go back to Table of Contents

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Materials Collateral > Materials Requests

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The Materials Requests area will allow you to order select Travel Manitoba publications.

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The main Material Requests page will list all of the material requests associated with your account.

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To add a new material request, click the Add Materials Request button.

Collateral > Listings Area

Materials Request Page

Add Materials Request Button

32 | MATERIALS

Collateral > Materials Request > Materials Request Information, Attached To & Order Recipient

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All information (excluding Special Instructions) will be prepopulated based on the account and contact you’ve logged in under.

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All fields with “Required” need to be completed to place a materials request.

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If you have any special instructions, they can be filled in the special instructions field.

Special Instructions Field

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Collateral > Materials Request > Order Detail

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A selection of publications will be found in the order detail section. Each publication will have maximum limits on the number you can order. If you exceed the maximum, an error message will appear.After adding your request, click on the Save button to send your order to Travel Manitoba.

34 | MATERIALS

Collateral > Materials Request > Main Navigation

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You can navigate the main Materials Requests page in the following manner:

The Pencil icon will bring you to the Update Material Request page and allow you to edit your request.

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Pencil Icon

Eye Icon

Pages Icon

The Eye icon will bring you to the Materials Request detail page.

Once the order has shipped, the pencil icon will disappear and no further edits can be made.

Clicking the Clone button on the Materials Request page will create a new request, keeping all the information of the request you were previously viewing. This allows you to create a new request by entering new quantities for example, while retaining all the information of the existing request.

The Pages icon will allow you to clone any existing request.

Most orders are prepared within 3 business days. Travel Manitoba’s Distribution Coordinator will contact you to schedule a pick-up date. If orders are not picked up within 14 business days of the scheduled date, they will be cancelled and stock returned to inventory.

Go back to Table of Contents

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Media Collateral > Media

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The Media area will allow you to manage all of the images & Youtube clips associated with your account.

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The main media page will list all of the media associated with your account.

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You can navigate this page in the following manner:

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Collateral > Listings Area

The Pencil icon will bring you to the Update Media page and allow you to edit the media information. The X icon will allow you to delete the media. The Pages icon will allow you to clone any existing media.

To add a new media, click the Add New Media button.

Main Media Page Add New Media Button

Pencil Icon

36 | MEDIA

X Icon

Pages Icon

Collateral > Media > Media Information

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The media title will be visible on your public listing. Please ensure it accurately describes the media.

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A sort order and description can also be entered.

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Select the type of media (logo, image or Youtube). Please note the following:

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Once you select your Type, you will then be able to drag and drop or click the browse button to add your media, or type in the URL for you Youtube link.

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All fields with “Required” need to be completed in order to create new or edit existing media.

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After editing your media, click on the Save button to save your changes.

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Media will go through a review process.

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All media will automatically be added to your listing.

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Please note that if an image/logo & Youtube clip is denied after a review, it will be deleted on the extranet.

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The images on the right detail where the image/logo & Youtube information you enter into the extranet will appear on TravelManitoba.com.

YouTube information from Extranet will go here

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Review Process

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Travel Manitoba staff will endeavor to review and approve or deny your changes within a maximum of 5 business days.

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You will be notified via email once your changes have been approved.

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If for some reason your changes are not approved, a Travel Manitoba staff member will be in touch by email to discuss.

Go back to Table of Contents

38 | MEDIA