Cordovan
Help & Training
Guides, walkthrough videos and handbooks for Cordovan.
Getting started
Getting Around the Portal
The menus along the top of the portal have been replaced by a sidebar on the left, grouped by the job you are doing. This covers what each section holds, the New button for starting a client or itinerary, the Ctrl K search that opens any page by name, collapsing the sidebar and using it on a phone, and a table of where every old menu item moved.
GuideThe Profile Your Clients See
Every client you look after meets you on a screen before they meet you in person. A headshot, a short bio and a phone number are what they get — on the welcome screen when they first sign in, on their portal home, in the phone app, and beside your name if someone arrives without an invitation and picks their own advisor. This covers all three fields, which of them save the moment you touch them and which wait for the Save button, and the one toggle that quietly hides a photo you have just uploaded.
GuideVideo · 2 minOur Family of Web Sites
The five sites Outdoor Travel Adventures runs and who each one is for. Three are platform portals — advisor, client and partner — and two are consumer brands still ahead of their public launch. Each entry gives the address, the audience, how people sign in, and a picture of the home page, so you can point a client or a supplier at the right place without guessing.
GuidePDFClients
Adding a Client
The portal has two ways to add a client and they are not interchangeable. Quick Client/Traveler creates the record yourself, right now. Send New Client Form invites the client to create it themselves. This covers both, including the TRES duplicate check and what happens when an invitation is redeemed.
GuideSlidesVideo · 3 minWhen a Client Arrives Without an Invitation
Not every client is invited. Someone who finds the portal on their own picks their advisor from a directory before they can go any further — and whoever they pick has a new client in their book, without having sent anything. This is that journey from the client's side: signing in, choosing an advisor, and the intake they fill in before you ever speak to them.
Video · 3 minA Client's First Sign-In
What the client you just added sees when they open the portal for the first time. Because you captured them, they are never asked to choose an advisor: they accept the terms, are welcomed by name, and meet you. Then comes the same intake a walk-in gets — picking up from whatever you already entered, so they are not asked twice — before they land on a home page leading with what is still outstanding. Worth watching before you tell a client what to expect.
Video · 3 minTrips and payments
Adding a Price Quote to an Itinerary
A client's quote is entered on the itinerary itself, in the Price quote card under Trips, Itineraries. This covers adding a line for each item, the currency and the note under the total, choosing when the client sees the quote, what it looks like on their itinerary and in the itinerary email, and changing or hiding a quote later. The video uses a sample itinerary.
GuideVideo · 2 minTaking a Client Payment
A client pays a trip's full balance, or a deposit you have asked for on the trip, by card in one of two ways. The client can pay it themselves in the client portal or the phone app, from the Deposit due or Balance due link under Trips. Or you can pay it on their behalf, from the Payment Due column on Home, the Accept Client Payment button on the trip, or Accept Deposit, using a card they read to you or one they saved earlier. This covers asking for a deposit, both ways to pay, what is recorded for you afterwards, and what to do about a declined card. The video uses sample trips and a test card.
GuideVideo · 4 minRecording a Vendor Payment
When a supplier on a trip has been paid, whether OTA sent the money by ACH, wire or card or the client paid the supplier directly, you record it once on the trip with Apply Payment. This covers each field, what happens to each kind of payment (straight into TRES, or waiting for accounting to match the bank line), the remark left on the TRES trip, the Payment History labels, and what every message means. The video uses a sample trip.
GuideVideo · 3 minSuppliers
Marketing
Finance and accounting
Checking Your Commission
Three reports under Reports show where your commission stands. Commissions lists your trips' commission and whether the client has paid. Outstanding Commissions lists what suppliers still owe and what needs fixing, and is where you confirm traveled net bookings are ready to close. Commission Statements shows what accounting reconciled to you at each monthly close and what should be on the next one. This covers each report, every label and what to do about it, the monthly check between the 1st and the 10th, and exporting to Excel. The video uses sample bookings.
GuideVideo · 3 minImporting Corpay Payments
A supplier paid in a foreign currency is paid through Corpay. The advisor records the payment on the trip in the supplier's currency, and the bank shows only its dollar cost, so the two never match on Record Bank Transactions. Import Corpay reads Corpay's payment history, gives each recorded payment the dollar cost of its deal, and matches its bank line. This covers exporting the history, reading the result, what to do about a deal that wasn't matched, and what every message means. The video uses sample data. For users with the accounting role.
GuideVideo · 3 minOTA Ledger Handbook
How the general ledger in the portal works and how it stays in step with TRES while we migrate off it. Covers the golden rules (balance, reverse-don't-edit, locked periods), classifying the chart of accounts, posting and reversing journal entries, reading the four financial reports, the period lock, the year-end close, and a month-end checklist. For back-office and admin users.
GuideStaff sign-inRecording Corporate Card Transactions
How to record the monthly Chase corporate card statement in TRES and the OTA ledger: upload the PDF, give each line a GL account and a payee, link any charge already keyed in TRES, and submit. Each line is recorded as a payment on the agency card, so it shows on the Agency Credit Card Reconciliation. Covers the card settings, what the green, amber and blue suggestions mean, client-travel charges and refunds, voiding a line that was recorded wrong, what every message means, and the one button to leave alone. The video uses sample data. For users with the accounting role.
GuideVideo · 6 minPDFIntegrations
No guide mentions that. Try a shorter word.
Something missing or out of date? Let the Cordovan team know and we will add it.