Help centre
New here? Start with these six steps.
Everything a new agency owner needs to get from sign-up to the first paid booking, followed by answers to the questions we hear most.
- 1
Create your workspace
Sign up with your e-mail and mobile number, then create your agency. Its name becomes your workspace address (/app/your-agency) and your public storefront (/s/your-agency). You start on a free 7-day trial with 2 users and 200 MB.
- 2
Set up Agency settings
Add your logo, contact details, DTI / SEC and DOT numbers, and your payment channels: GCash, Maya and any bank accounts. These print on quotations and show customers where to pay.
- 3
Build your catalog
Add Packages (all-in or tour packages with itineraries, inclusions and adult / child / infant prices) and Services (flights, hotels, cruises, van and bus rentals, visa assistance, insurance). Publish the ones you want on your storefront.
- 4
Invite your team
Under Team, invite agents, an accountant or another admin by e-mail and share the invitation link. Roles decide who can edit, approve and verify payments.
- 5
Add customers and your first booking
Create a customer, then a booking: pick the services (a flight and a hotel, say), fill in the details, add cost lines under each service and a discount if any. It saves as a Draft.
- 6
Approve, quote, collect
Submit the draft for approval. An owner or admin approves it (and may add a markup), you print the quotation and mark it Quoted, and the customer pays via GCash, Maya or bank transfer with proof you verify in Payments.
Account, workspace and team
What is the difference between an Owner and an Admin?›
Both can do everything in the workspace, including approving bookings, setting markup, verifying payments, editing agency settings and managing the team. Only an Owner can delete the agency or hand ownership to someone else. Agents can create and edit draft bookings, customers and catalog items; Accountants record and verify payments; Viewers only read.
How do I invite a teammate?›
Open Team from the sidebar, enter their e-mail and role, and click Invite. Copy the invitation link shown and send it through Messenger or e-mail. The system refuses duplicates: someone who is already a member, your own address, or an e-mail with an invitation still pending.
How many users can I have?›
Trial 2, Starter 3, Growth 7 and Business 15. Each paid plan can add extra users as a one-time add-on from Settings → Subscription, up to the plan's limit (2 extra on Starter, 5 on Growth and Business).
Can two people use one login?›
No. Each account allows one active session. Signing in on a second device signs the first one out. Invite each teammate with their own e-mail instead.
I forgot my password.›
Use Forgot password on the sign-in page to receive a reset link. If the e-mail never arrives, the 4TAL administrator can send a new link or set a temporary password for you.
Agency settings and payment channels
Where do customers see how to pay us?›
On the printed quotation or statement and in their customer portal. Both list every payment channel you add under Agency settings: GCash, Maya and bank accounts, chosen from a dropdown of Philippine banks, plus your cash instructions.
Can I add more than one bank?›
Yes, as many channels as you accept. Click Add payment channel, pick the provider, and enter the account name, number and branch.
What does the logo need to be?›
PNG, JPG, WebP or SVG up to 2 MB. It is fitted onto a 512 × 512 square automatically, never cropped, and appears on your storefront, quotations and the workspace switcher.
What are the booking and receipt prefixes?›
The letters in front of your automatic numbers, for example BK-20260913-00001 for bookings and AR-20260913-00001 for acknowledgment receipts (prefix, the date it was created as YYYYMMDD, then a running number that counts up through the year). Change them under Agency settings → Numbering before you create your first booking.
Packages and services
What goes under Packages and what under Services?›
Packages are All-in packages (flights, hotel and tours bundled) and Tour packages (land arrangements). Services are the individual things you sell: Flight, Hotel / Accommodation, Cruise, Van rental, Bus rental, Visa assistance, Travel insurance and Other. Visa assistance is handled in its own section, Visa Assistance, with its own numbering (VA-…), and is not offered as a service line on ordinary bookings. Approval, payments and printing work the same as for bookings.
How do adult, child and infant prices work?›
Each catalog item has an adult price and optional child and infant prices. When you pick that item on a booking, one cost line per passenger type is created at the right price using the passenger counts you entered.
What is Publish?›
Published items appear on your public storefront where customers can browse and book online. Drafts stay internal. You can also retire an item without deleting it.
What are fixed departures?›
Optional dated departures on a package, each with its own capacity and price override. Customers booking online pick one of those dates; leave them out for open-dated packages.
Bookings, approval and quotations
What is the booking flow?›
Draft → Under approval → Quote Approved → Quoted → Partially paid → Fully paid → Completed. An agent prepares the draft and submits it. An owner or admin approves the quote, rejects it with a reason, or sends it back for revision with a note. Once the quote is approved you print the quotation, send it, and mark it Quoted. Verified payments then move it forward automatically.
Can a booking have a flight and a hotel together?›
Yes. A booking bundles any number of services. Each service has its own details (airline, flight number and terminals for a flight; hotel, room type and check-in dates for accommodation) and its own cost lines with a subtotal, then one combined total at the end.
What is the markup?›
An uplift an owner or admin can add on top of the original cost. Approvers see the original amount and the markup separately. Agents and customers only ever see prices with the markup folded in, so line items still add up.
Why can't I edit a booking?›
Only Draft bookings are editable by agents. Once submitted, it is locked until an approver approves it or sends it back for revision. Owners and admins can still adjust it.
What happens to cancelled bookings?›
They are archived immediately, with the reason you entered, and deleted automatically 60 days after cancellation. Find them under the Archived filter in Bookings until then.
What is Travel tax?›
An optional amount on flight, cruise and package bookings. It is added as its own line item when the booking is created so it shows on the quotation.
Payments
How does a customer pay?›
By cash at your office, or by GCash, Maya or bank transfer to the channels you listed. For non-cash payments they upload a screenshot or PDF of the proof, either through their portal or you record it for them under Payments.
Who verifies payments?›
Owners, admins and accountants. Every payment lands as Pending; once you check it against your GCash, Maya or bank records, click Verify. The booking's balance and status update and an acknowledgment receipt number is issued.
When can a payment be recorded?›
Once the booking is Quote Approved. From then on staff can record payments and the customer can upload proof of payment from their portal. Drafts and bookings under approval cannot take payments, which keeps the amount the customer agreed to and the money you receive in step.
Customers, documents and storage
What can I store on a customer?›
Contact details, address, nationality, passport number and expiry, tags, notes, and documents such as passport scans, visas, IDs, contracts, tickets and vouchers. Expiring passports are flagged on the customer list.
Are passport scans compressed?›
No. Official documents (passport, visa, ID, contract) are stored exactly as uploaded, up to 10 MB, so they remain valid for embassy and airline requirements. Reference documents and payment screenshots are lightly compressed to save space.
How much storage do I have?›
Trial 200 MB, Starter 3 GB, Growth 10 GB, Business 25 GB. Paid plans can buy 5 GB blocks as a one-time add-on, up to five blocks. Usage shows under Settings → Subscription.
What does archiving a customer do?›
Hides them from pickers and searches without deleting anything. Only owners and admins can archive or restore, from the customer's profile or the Archived tab.
Storefront and customer portal
What is my storefront?›
A public page at /s/your-agency showing your published packages and services with an inquiry form. Customers can book a package online; the booking arrives as an Inquiry that an agent takes over as a draft.
What can customers do in the portal?›
See their bookings and balances, read how to pay, upload proof of payment, and add traveller details exactly as they appear on passports. They only see prices with any markup already included.
Subscription and billing
What happens when my trial ends?›
The workspace becomes read-only until you subscribe. Nothing is deleted. Only the 4TAL administrator can extend a trial.
How do I subscribe or renew?›
Settings → Subscription. Choose Starter, Growth or Business for 6 months or a year (annual pays for 11 months), pay via GCash, Maya or bank transfer, upload the proof and enter the reference number. The 4TAL team verifies it and activates the plan; you get a notification and the billing history keeps every request.
Can I add users or storage without changing plan?›
Yes, as one-time add-ons purchased separately from the subscription. They carry over when you renew.
Still stuck? E-mail info@4-keys.net and we will walk you through it.