Affiliate booking methods

The affiliate Dashboard is a private login created specifically for you that allows you to:

• Access live availability and book directly with partnered tour operators.
• Have multiple payment options.

• Generate reports to track your bookings and commissions.

  Note: Any booking made through your login automatically tags you as the affiliate and calculates your commission accordingly.

• View any outstanding invoices – to be paid or received.

• Add agents and desks (locations).
• Pay invoices via bank transfer (currently, only available for the USA).

You can switch between partner calendars on the Bookings page via the dropdown menu under the Dashboard menu bar:

When you select a partner, you access their live availability calendar and can book directly:

You can learn more about the tools of the affiliate Dashboard in this help page

Is this option a good fit for me?

This option is ideal for agencies with reservationists who regularly make bookings on behalf of clients. As an affiliate, you can be connected to multiple tour operators who use FareHarbor as their reservation system and easily toggle between their Dashboards to make bookings.

When you book through the affiliate Dashboard, your business is automatically tagged as the booking source. You also have the ability to select your desk (location) and agent (specific reservationist), which can help keep track of who within your team is driving the most bookings.

Booking process and handling payments

The booking process is closely tied to the payment relationship you have with the tour operator. FareHarbor supports several payment methods with this feature and each affiliate account is set up based on the agreement between both parties (you and the tour operator).

While the initial steps to place a booking are the same across all setups, the booking form experience differs depending on your assigned payment method.

See the available payment options in the related help page.

To make a booking via the affiliate Dashboard:

1. Go to the Bookings page > click on the All partners dropdown menu and select the activity provider that you would like to book for.

2. Click on the availability that you would like to make a booking for on the calendar > select + New booking.
   Note: The shaded square icon is the number of spots already booked while the empty square icon is the number of spots available.

3. Complete the information as per your setup:
   a. (Optional) Fill in the Voucher field, if you give the customer a reference number that they need to have with them when they arrive.
   b. (Optional) Open the dropdown menu under Agent to select your name or select Add new agent to track who is making the booking.
   c. (Optional) Select a desk (location) via the dropdown menu if you have various locations under your company name and you need to keep track of bookings made from each location.
   d. Enter the guestʼs:

   • Full name
   • Phone number (optional)
   • Email address (optional)
     e. (Optional) Click on Add booking note to add additional information about the guest for the activity provider. For example, “it is the guestʼs birthday” or “they need special assistance”.
     f. Select the number of adults, children, infants or private groups that are included in the booking.
     g. (Optional) Fill out any additional fields such as meal options, add-ons, and terms and conditions. Fields marked with a red asterisk are required.
4. Collect the full payment from the customer outside of FareHarbor. The Invoice price shown is the net rate that you will owe back to the tour operator after you keep your commission.
5. Click on Complete booking to finalize.

Note: This button will turn green once all required fields have been filled in.

Cancellation and refunds

Cancellation procedures depend on how you are set up with the tour operator and who processes the customer payments. There are two main scenarios:

• You collect payment directly from the end customer (outside of FareHarbor): In this case, you are responsible for refunding the customer if a cancellation occurs. You must follow the cancellation policy agreed upon with the tour operator. All refunds must be processed outside the FareHarbor system.

• The end customer is charged through FareHarbor via credit card: In this case, the tour operator is responsible for processing the refund and communicating with the customer. You won’t need to take any action on your end.

Important note: In any case, always communicate with the tour operator when processing cancellations or rebooking. Their input may help avoid unnecessary cancellations or complications.

Customization options

The affiliate Dashboard offers multiple customization options:

• Product visibility: Control which products you want to sell and their visibility on your Dashboard. Check the Custom Calendars section.
• Pricing: Decide in advance with the tour operator if your pricing will automatically apply discounted or custom prices.
• Commissions: Customize commissions based on your agreement with the tour operator. They can be per customer, per booking total, or per product.

• Payment: You can choose between the following payment relationships:

  • Billing payment – collect the payment in full outside FareHarbor and get invoiced for the net rate by the tour operator.
  • Referral payment – charge the customer’s credit card directly for the tour operator to collect the payment, and receive a commission afterward.

  Note: The affiliate Dashboard can work with both the Billing and Referral option simultaneously.

  • Referral deposit payment – collect a deposit (usually equal to your commission) directly from the customer.
  • Net rate payment – collect the payment in full outside FareHarbor and pay the net rate to the tour operator.

Information needed to set up an affiliate Dashboard

To request the setup of your affiliate Dashboard, your partner (the tour operator) must submit the necessary details related to your agreement via the following link: Submit a new affiliate request.

API bookings allow you to resell activities directly on your website using a seamless technical integration.

Is this option a good fit for me?

API bookings are ideal for high-traffic websites or platforms such as OTAs and online marketplaces that actively promote activities. By leveraging the FareHarbor API, you can access and book live inventory in real time.

Cancellation & refund policies

Customers will need to go through your platform to cancel their bookings.

Handling payments

To qualify for an API integration, you need to have a payment system available to connect. When a customer books through your website, they will therefore be using your payment gateway. The system will automatically track your commission and you are expected to pay the net to the operator on the agreed upon terms. Bookings are viewable in your affiliate Dashboard, allowing you to track your earnings easily.

Qualifying for an API integration with FareHarbor

The following requirements have to be met in order to connect via API to FareHarbor:

• For an API integration:

  • Ability to take bookings with payments using a payment gateway.
  • A team of developers to develop and test the API integration in a timely manner.
  • $50,000 total transaction value trailing 12 months (tracked on the FareHarbor affiliate Dashboard).
  • Connection fee and annual maintenance fees: 1,000 EUR each.
  • Signed and approved API and data license agreement.

• For the FareHarbor Distribution Network (FHDN) via API:

  • Ability to take bookings with payments using a payment gateway.
  • A team of developers to develop and test the API integration in a timely manner.
  • $250,000 total transaction value trailing 12 months (tracked on the FareHarbor affiliate Dashboard).
  • You have to be an existing FareHarbor API partner.
  • Signed and approved contract for FHDN.

Next Steps to Connect with the FareHarbor API

Visit the FareHarbor Integration Center to access detailed technical documentation, integration options, and setup requirements.

Post-booking experience

Customers receive confirmation emails from your company and may also receive emails from the operator.

Affiliate booking widgets use a unique tracking link that lets you seamlessly embed booking functionality on your website or other online channels. Bookings made through these links appear in the operator’s Dashboard with your affiliate tag.

Check out how it looks:

• Yolo Activities Hawaii
• Caribbean Concierge
• Must Do New Zealand

Is this option a good fit for me?

Affiliate booking widgets are ideal for websites, blogs, or digital platforms where you promote activities. You can even add them to a hotel’s “Things to do” section, confirmation emails, social media posts, or anywhere a link can be pasted – helping you increase your online exposure and drive more bookings.

They utilize FareHarbor’s Lightframe technology, which is an overlay on top of the current webpage. This allows online customers to browse and complete their reservation without ever leaving your site. Other benefits of the Lightframe include:

• User-friendly booking process – from choosing a date to entering payment information, the Lightframe is laid out in an intuitive, easy-to-understand format.
• Secure with SSL encryption, ensuring that all customer data is kept private (we also recommend you add SSL to your website).
• Optimized to sell – the Lightframe’s easy navigation and one-page layout lead to higher conversion rates.

Cancellation & refund policies

If a customer cancels, your commission eligibility depends on your agreement with the tour operator. The operator is responsible for managing cancellations, processing refunds, and communicating with the customer. To understand how this may impact your earnings, review their cancellation policy carefully.

Handling payments

The operator processes payment via their FareHarbor Lightframe. The system automatically tracks your commission (if applicable), and you will receive payment based on the agreed terms once the booking is completed. These bookings are also viewable in your affiliate Dashboard, allowing you to track your earnings easily.

Important note: Commissions are not paid out automatically. You are responsible for keeping track of your bookings and organizing the details with the tour operator to receive your payment.

Customization options

Prices

Apply custom discounts or upsells according to your arrangement with the tour operator.

Commissions

Customizable based on your agreement with the tour operator. These can be fixed or percentage-based, per customer, or per booking. We strongly recommend defining these terms with your partner in advance.

Note: At this time, we cannot accommodate commission structures based on number of seats sold or number of total sales. For example, if you sell five tours in a month you receive 10% commission, but if you sell more than five in a month you receive 20% commission.

Offerings

Choose specific products to include in the booking link. You can feature individual or multiple products at once.

Widget options

Embedded calendar (Java & WordPress).

Embedded grid (JavaScript & WordPress).

Book button or link (HTML, Link, JavaScript, WordPress).

Information needed to set up affiliate booking widgets

• Your company name.
• Your website(s).
• Type of widget you need.
• What tours you’ll resell.
• Commission agreement.
• Send a request: Align with the tour operator on all of the above and contact us at channelsupport@fareharbor.com with both of you in copy to get started.

Post-booking experience

Customers will receive confirmation emails from the operator and a booking receipt that will include your name.

Supported websites

• HTML/CSS/JS
• WordPress.org
• WordPress.com
• Wix
• Squarespace
• Shopify
• Joomla
• SiteBuilder
• Webflow
• Weebly
• Jimdo

Tracking & reporting

You can verify your earnings and track bookings made with your booking link through a dedicated report. This report provides details on the number of bookings received and your commission earnings. For more information, refer to the Reports help page.

Note: The software does not currently have the ability to notify you when a booking is made through your link.

Track with Google Analytics 4 (GA4)

Google Analytics 4 (G4) helps you gain valuable insights into your affiliate performance by tracking traffic, conversions, and customer behavior. With G4, you can better understand how your referrals generate bookings and optimize your marketing strategies.

To enable GA4 tracking for your affiliate sales, you’ll need to request it from the tour operator. Once they approve it, we’ll handle the setup for you, ensuring seamless tracking of your referrals.

This is a unique code used to make bookings directly on a tour operator’s website for their guests. It can also be used in your marketing materials, allowing guests to make their own bookings. By sharing this code, you ensure that you’ll receive credit for any bookings made through it and commission owed (if applicable). Depending on your agreement with the tour operator, the code may also provide a discount on online rates when redeemed.

Is this option a good fit for me?

An affiliate promo code is most beneficial if you do not have a website or if you want to resell tours without having to make bookings for your guests. When guests make the booking, it saves time for all parties involved.

Booking process

Option 1: Direct booking

You can use the promo code yourself and redeem it directly on the tour operator’s website to make a booking. You will receive credit for the booking, whether a discount is applied or not.

Option 2: Promote the promo code

You can promote the tour operator’s tours and activities by sharing a promo code with customers. They will be directed to the operator’s website, where they can book using the promo code—ensuring you receive credit for referring the booking.

Once the tour details, including date and time, are confirmed, the appropriate field for the promo code will be visible for either you or the customer.

Cancellation & refund policies

If a customer cancels, your commission eligibility depends on your agreement with the tour operator. The operator is responsible for managing cancellations, processing refunds, and communicating with the customer. To understand how this may impact your earnings, review their cancellation policy carefully.

Handling payments

Since the affiliate promo code is entered on the tour operator’s website, all payments are processed directly by the operator. You will receive a commission based on the agreed terms once a booking is completed. You are responsible for keeping track of your bookings and organizing the details with the tour operator to receive your payment.

Customization options

• Discounts: We can set this up for you based on your agreement with the tour operator.

• Commissions: Commissions can be customized based on your agreement with the tour operator. They can be per customer, per booking total, or different per product.

• Offerings: Based on your contract, you can choose which products the promo code will apply a discount and for how long and what days. Tour operators may include blackout or valid dates in your agreement and these will be automatically recognized.

Tracking & reporting

Bookings and commissions are viewable via affiliate reports. Visit the Reports help page for more details.

Information needed to set up a promo code

• Affiliate company name – Your name or your company name.
• Discount amount – How much the code discounts for the customer (fixed or percentage).
• Discount method – Should the code discount the booking? If so, is it a percentage or dollar amount discount and how much?
• Usage limits – If the code has a cap (for example, maximum number of redemptions or expiration date).
• Restrictions – Which tours, dates, or customer types the code applies to.
• Commission – How much you earn per sale (fixed amount or percentage).
• Send a request: Align with the tour operator on all of the above and contact us at channelsupport@fareharbor.com with both of you in copy to get started.

Post-booking experience

Customers will receive confirmation emails from the operator and a booking receipt that will include your name.

The QR code is an affiliate-tracked link generated as an image that can be customized to direct the end-customer to either a single product or multiple products. It leads directly to the FareHarbor Lightframe, bypassing the landing page. It provides a mobile-friendly experience since the booking process is fully optimized for mobile.

Is this option a good fit for me?

Best for affiliates using tangible marketing materials (brochures, menus, business cards, magazines, or other printed materials) to promote your partner tours.

Booking process

The QR code will be available on the printed materials mentioned, and the end-customer will scan it with their mobile device. When a customer scans the QR code and completes a booking, you’ll be automatically tagged as the affiliate, and any commission owed to you will be accurately tracked on both your Dashboard and the tour operator’s Dashboard. This streamlined process ensures easy attribution and efficient commission management.

Cancellation & refunds

If a customer cancels, your commission eligibility depends on your agreement with the tour operator. The operator is responsible for managing cancellations, processing refunds, and communicating with the customer. To understand how this may impact your earnings, review their cancellation policy carefully.

Handling payments

The payment is processed directly from the end customer’s credit card or payment method to the tour operator’s FareHarbor bank account. The tour operator will then owe you a commission outside of FareHarbor. You are responsible for keeping track of your bookings and organizing the details to receive your payment outside of FareHarbor.

Customization options

Discounts: You can decide in advance with the tour operator whether the QR code will automatically apply discounted prices or include a field for end-customers to enter a promo code manually for a discount (these two features can be combined).

Unique QR code for each location: You can track where bookings come from by generating unique QR codes for each location, allowing you to monitor performance across flyers, posters, and partner locations.

Commissions: Commissions can be customized based on your agreement with the tour operator. They can be per customer, per booking total, or different per product.

Tracking & reporting

The tour operator can track all sales from your QR code because the link is tied to a system identifying you as their affiliate. You can verify your earnings and track bookings made with your QR code through a dedicated report via an affiliate Dashboard. This report provides details on the number of bookings received and your commission earnings. For more information on what you can see in the reports, refer to the Reports help page.

Information needed to set up a QR code

• Affiliate company name: Your name or your company name.
• Discount method: Should the prices already be discounted, or should a promo code be used to apply the discount?
• Restrictions: Which tours, dates, or customer types the code applies to.
• Commission: How much you earn per sale (fixed amount or percentage).
• Request: Align with the tour operator on all of the above and contact us at channelsupport@fareharbor.com with both of you in copy to get started.

Marketing strategy tips

Best locations for QR codes

You can maximize scans by placing QR codes in high-traffic areas such as hotels, travel agencies, tourist hotspots, restaurants, and printed brochures. All of these locations offer great visibility and engagement opportunities.

Design & branding

You’ll need to create your own design, incorporating your branding into the materials where the QR code will be placed. FareHarbor will provide the QR code for you to integrate seamlessly.

Call-to-Action (CTA)

The QR code itself doesn’t include a compelling message like “Scan to book with 10% off” to incentivize bookings but we encourage you to design and add such messages to enhance engagement and drive bookings.

Post-booking experience

Customers will receive confirmation emails from the operator and a booking receipt that will include your name.