ATOS · TRAINING GUIDE
Agent Portal Guide
Step-by-step guide for travel agents
Guide Overview
The Agent Portal allows travel agents to submit leads, track their clients, review proposals, and communicate with the reservations team. Agents see only their own clients — this protects data privacy and builds trust. The portal replaces scattered WhatsApp messages with organized, traceable records.
Where This Department Fits in the Booking Flow
Agents initiate the booking flow by submitting leads that enter ATOS at Step 1 (Inquiry Received). The agent's client then flows through Reservations (Steps 1-5), Management Review (Step 6), Accounts (Steps 7-8), Operations (Step 9), and through to travel. Agents can track their clients through the pipeline, review proposals, and communicate with the Reservations team — but they do not see internal pricing, commission structures, or other agents' clients.
Daily Workflow
Log in to the Agent Portal.
Check for responses on submitted leads.
Submit any new client leads.
Review proposals sent to clients.
Track confirmed bookings.
Use the messages channel for any questions.
End the session by confirming all leads have next steps.
Step-by-Step Feature Guide
Submit Leads
Submit new client leads to the reservations team.
Steps
Click Submit New Lead.
Enter client name and contact details.
Add travel dates and number of guests.
Add destination or safari interest.
Add budget range if known.
Write clear notes about client preferences.
Submit the lead.
Trainer Script
Agents should submit leads through the portal, not WhatsApp. This ensures the lead is officially recorded and tracked.
View Assigned Clients
See all clients assigned to this agent.
Steps
Open the Clients tab.
Review the list of assigned clients.
Check the status of each client.
Open a client to see their trip details.
Review linked bookings and quotations.
Trainer Script
Agents can only see their own clients. This protects privacy and ensures agents focus on their assigned relationships.
Review Proposals
Review proposals and quotations sent to clients.
Steps
Open the Proposals tab.
Check proposals sent to your clients.
Review the itinerary, pricing, and inclusions.
Share the proposal with the client.
Collect client feedback.
Communicate any changes through the messages channel.
Trainer Script
Agents should review proposals before sharing with clients. This keeps agents informed and able to answer client questions.
Track Bookings
Track which leads have become confirmed bookings.
Steps
Open the Bookings tab.
Review confirmed bookings.
Check booking status: confirmed, operating, or completed.
Track commission status if applicable.
Trainer Script
Tracking bookings helps agents manage their client relationships and commission tracking.
Messages
Communicate with the reservations team through the portal.
Steps
Open the Messages tab.
Read messages from the reservations team.
Reply to messages.
Ask questions about proposals or bookings.
Keep all communication in the portal — not WhatsApp.
Trainer Script
Messages in the portal create organized records. Agents should use this channel instead of personal WhatsApp for all business communication.
Common Mistakes to Avoid
Submitting leads through WhatsApp instead of the portal.
Not following up on submitted leads.
Sharing proposals with clients without reviewing them first.
Using personal WhatsApp for business communication.
Not tracking confirmed bookings.
Expecting to see other agents' clients (data is private).
Jessica Alloit Agent Demo — Mark & Dorith Luxury Tanzania and Zanzibar
The main agent demo case for ATOS training. Jessica Alloit (Florida, USA) submits an inquiry for her senior luxury clients Mark (78) and Dorith (61) for a 10-day luxury Tanzania safari + Zanzibar coast extension. This demo shows the full agent-to-ATOS flow and how agent bookings differ from direct inquiries — all communication flows through the agent, quotations are sent to the agent (not directly to guests), and commission visibility is masked.
Step 01 — Submit Lead
Jessica logs in to the Agent Portal and submits a new lead for Mark & Dorith.
💡 Agents submit leads through the portal, not WhatsApp. This ensures the lead is officially recorded.
Step 02 — Track Progress
Jessica tracks the lead through the pipeline: submitted → contacted → quoted → confirmed.
💡 Agents can track their clients through the pipeline without seeing internal pricing or other agents' clients.
Agent Portal Practice Assignment
Tasks
Log in to the Agent Portal.
Submit a sample lead.
Review the assigned clients list.
Check the proposals tab.
Send a message to the reservations team.
Review the Jessica Alloit Agent Demo case study (/atos/demo/jessica-mark-dorith) — shows how an agent booking enters ATOS for Mark & Dorith luxury Tanzania + Zanzibar safari.
Success Criteria
Login is successful.
Lead is submitted with complete details.
Assigned clients are visible.
Proposals are reviewed.
Message is sent through the portal.