Using the eBooking delegation tool, you're able to delegate eBooking authority to your agents or other freight forwarders, so they can make eBookings on your behalf.
When setting up your delegates, you can choose an IATA number that your colleagues can use to search for rates and book, add profits to the delegation, and also add limitations to make sure you can control how many eBookings are made on a monthly basis.
Find out in the below video how you can use this tool, which is free for all pack types, or continue reading the article for a step-by-step explanation.
How to access the eBooking delegation tool
After logging in from your WebCargo account, expand the side menu and select Rate management.
Once you’ve clicked on Rate management, expand Rate sharing and select eBooking delegation.
Once here, you can view all the freight forwarders to whom you have activated the eBooking delegation, meaning they can make eBookings on your behalf.
When accessing the tool, you will see your list of delegates if you have already set them up. Here you can view the delegate’s name or freight forwarder you’re delegating to, the IATA code and country it applies to, when the eBooking delegation was last updated, and the status showing whether the connection is active or inactive.
Important: it is possible to have more than one freight forwarder with eBooking delegation activated, as it is only related to the IATA code as opposed to the actual user.
Click on any of the delegates and a side panel will appear showing the delegate information and contact details.
Toggle the active button to either activate or deactivate the freight forwarder. You can edit or delete the delegate details at any point.
How to create a new delegation
To create a new delegation, click on the Create new delegation button. This will open up a new form to start configuring your delegate's conditions for eBooking.
First, search for the freight forwarder by Company name and/or select a Country. Enter the details of the delegate you want to find and click Search.
Once you’ve found the delegate from the list, click Add.
Now you need to add an email address and phone number for the person within your company, or the delegator, who should be updated regarding any eBookings made with the delegate.
Enter the email address and phone number and, click Confirm delegate.
Important: If you choose to change delegate or IATA later on, you will need to add any information in later steps again.
If there are multiple IATA codes within your account, select the one to which this delegation applies, or search for the one you need. Click Add to the code that should be delegated.
You’ll now be able to either change the IATA if you’ve incorrectly selected it, or Confirm Delegation.
If everything is correct. Click Confirm delegation.
How to add restrictions to the rates a delegate sees
You can also add restrictions on the eBooking delegation. These restrictions can be added so when making a search the delegate doesn’t see rates for specific carriers, origins and destination airports or cities, within the country the IATA is registered, and entire countries.
Specify a limit on the value of monthly bookings, and put a monthly cap on weight. If the delegate is close to meeting their monthly quota (>80%), they will be shown a warning message when finalizing their next eBooking.
Once you’ve added the restrictions, click on Confirm restrictions. If you don’t want to add restrictions, remember, you can simply click Skip.
How to configure added profits
After clicking Confirm restrictions, the next step is to Configure your profits. Here is when you can add profits on top of the rates that the delegate will see.
You can select to apply the profits per kilogram, per percentage of the shipment, or as a flat fee. The currency the profits are shown in will be the currency of the IATA, e.g. Italy would be the Euro (€).
Once you’ve entered your profits, click Save profit setup. These profits, when the eBooking delegation has been configured, will be added on top of the rates that are coming from the carrier that the delegate will see.
Bear in mind that this is optional, so you do not need to apply profits. If you don’t want to add profits, simply click Skip.
Finalizing the eBooking delegation
You’re now ready to finalize and activate the eBooking delegation. A box will show to click after you’ve read the terms and conditions, as well as the delegator and the time stamp for when it was created.
Save will save the delegation, but as inactive within the list of different delegations. Save & Activate will save the delegation and activate it at the same time, so the delegate can start making eBookings on your behalf.
Either of these will take you to the eBooking delegation page. You’ll find your newly created delegation within the list, which will show whether it’s active or inactive.
If you cannot see your eBooking delegation from the list, use the search bars. You can select to search for the Delegate name, Delegate country, or the IATA country.
Important: Once the delegation is saved, the delegate cannot be changed. If the delegation is no longer needed, it can be set to inactive or deleted from the system.
How to activate, deactivate, edit and delete your delegation
Clicking on any of the delegations will open a side panel where you can view and edit the related information for each delegate. View the contact details of the person who delegated the capability to make eBookings, the IATA number, and any profits and restrictions set up earlier.
Click on the Active/Inactive button to switch the delegation on and off, click on Edit to alter the conditions (profits and limitations), or completely remove the delegation by clicking the Delete button. This will remove the delegation from the list.
Important: Bear in mind that deleting the delegate will also remove all AWBs associated with them. You will receive a message before, advising you that all AWBs assigned to this delegate will also be deleted.
If you have any questions or would like to activate your account to enable eBooking delegation, please reach out to your Account Manager.