Operator sign-up: a QR code, a request, one click to invite

For the office

A tour operator who wants to sell your trips no longer has to be typed in by hand. They scan a code or open a link, tell you who they are, and your office receives an email with a button that invites them. Nothing is created in TourCockpit until someone in the office presses that button.

Where do I find the sign-up link?

In two places. At the foot of the Team screen, the card Operator sign-up link shows the link, its QR code, Copy and Print. On Reference Data, the Operators tab carries the same link under the operator list, together with a second link to the printable QR page.

  • The Sign-up page is the link an operator opens on their phone or computer. Send it by WhatsApp or email, or put it on your website.
  • The QR code page is the same link as a code, on a page made to be printed or shown on a screen. Send this one to whoever is standing in front of a room of operators; they open it on the projector and the room scans it.
The link is the same for every operator and it never expires. Your company name is part of it, so the page an operator lands on is about selling your tours, not about TourCockpit.

What does the operator see?

A short public page titled Sell {your company} tours, in the operator's own language. It asks for four things: their Email, their Company name, a WhatsApp or phone number (optional, so you can call them back) and Anything we should know?, a free note of up to 500 characters for where they sell and which languages they work in.

They press Request an invitation and the page thanks them: your company will review the request and email their invitation. If your company has a contact phone or WhatsApp number set, the page also offers Call and WhatsApp for operators who prefer to talk. The page never lists your other operators, and it never tells an outsider whether an address already belongs to someone.

What does the office receive?

An email titled New tour operator request, followed by the company name the operator typed. It repeats everything they entered, their note quoted as written, and ends with one link: Review and invite. The email arrives in each reader's own language. It reaches the people on the Team screen who have Receive operator sign-up requests ticked; when nobody has, it goes to the Owners, so a request is never lost.

The request lives in that link, not in your data. Until someone opens it and presses Invite, nothing exists in TourCockpit: no operator, no user, no row anywhere. Ignoring a request is the same as declining it. The link stays valid for 30 days; after that the operator simply scans again.

How do I turn the request into an invitation?

  1. Open Review and invite from the email. If you are not signed in, sign in as usual; you land on the request afterwards.
  2. Read The request: their email, phone, the company name as they typed it, and their note. Call and WhatsApp are right there if you want to speak first.
  3. Under The invitation, choose the Operator. The first option creates a new operator with the name they typed; below it are your existing operators, in case this person belongs to an agency you already work with.
  4. Check the Name for their user and press Invite.

That single press does what the Team screen would have taken several steps to do: it creates the operator if you chose a new one, creates their user with the Operator role, and sends the ordinary invitation email whose link opens Choose a password. From there they are a portal user like any other, and you find them on the Team screen.

If the address already has an account, the page says so and creates nothing. Someone who cannot sign in gets a fresh invitation with Resend invite on their row of the Team screen, not a second account.

Who can act on a request?

Managers and the Owner. Staff and operators cannot open the review page. If you belong to more than one company, the page tells you when a request was addressed to another one of yours; switch company and open the link again.

How do I print or show the QR code?

Press Print on the Team card. It opens the QR page in a new tab, sized for a sheet of paper: the code, one line saying what it is for, and your company name. Use the browser's print, or leave the page open on a screen for people to scan. The same page is what the QR code page link on the Operators tab points to, so it can be sent to someone else to show.

Operator sign-up: a QR code, a request, one click to invite · TourCockpit Help