Table of Contents

Introduction

Logging in for the first time

Logging In/Out

Adding trip options

Confirming and Ticketing

Managing and Canceling Expenses

Communicating with users

Switching a booking method

Assigning a trip request to an agent

Updated April 23rd, 2025

Introduction 

Welcome to the Mesh Agent Portal — your central hub for delivering tailored travel options seamlessly to Mesh travelers.

We're thrilled to partner with you and look forward to this exciting journey together.

We have prepared this guide to help you kickstart your journey with Mesh, and we hope you find it useful. If you have any questions, please contact our team at support.tmc@meshpayments.com.

Sincerely,

The Travel team 

Mesh Payments 

Logging in for the first time 

The Mesh platform will send you an email with a relevant URL and a text message with a temporary password. Use these shared credentials to log in for the first time and follow the platform’s directions to change your password. 

 From now on, your email and the new password you set will be your credentials for the Mesh agent portal. If you forget the password, please click the ‘Forget your password?’ link and follow the instructions. 

Logging In/Out

The Mesh Agent portal is your primary hub for all interactions with our mutual customers. Click the following URL and bookmark it for future reference. 

To log in, enter your credentials and input a six-digit MFA code. 

To log out, navigate to the bottom left corner, click your name, and click Log out. 

Notes: 

• The authentication expires after 24 hours, and you must log in again. 
• Contact us if you need to change the phone number where we send your MFA code.

If authenticated successfully, you will gain access to the Agent portal. 

The screenshot below depicts the portal's simple and intuitive user interface.

When your Agent profile is created in the Mesh backend, we add the company or companies you will service. The navigation bar on the left-hand side will display those companies. If you need to support additional companies, a Mesh representative will add them to your profile. 

The table on the right displays the details of the requested trips, and it includes the following columns: 

1. Trip ID,
2. Traveler,
3. Status (e.g., pending, approved, declined),
4. Request date,
5. Assigned Agent,
6. Departure date,
7. Destination,
8. Company name (from which the request originated),
9. Company mailbox (for sending relevant documents, such as invoices or receipts).

Notes: 

• You can sort the data displayed and use the filters to locate a specific trip. 
• The agent’s column is initially ‘blank’. The column will present information on whether the trip was assigned to an agent or after an agent made changes to an assigned trip. Visit this section to learn how to assign a trip request to an agent. 
• The Mesh platform will also send agents an email notification for each trip request. When you click the 'Start booking' button, Mesh will take you directly to the specific trip option page. While you can use this method to provide options, we strongly recommend logging into the Mesh agent portal, locating the relevant trip, and clicking it to add options. This approach helps streamline the service you provide to your customers.

Adding trip options 

When agents click on a trip, they are directed to the trip request page. The page is divided into the following sections: Request summary, Options (Flights & Hotels),  Traveler Details, and Card Details (if provided to agents). The data displayed originates from the trip request form submitted by travelers on the Mesh platform. 

Notes: 

• The Request summary section may include additional information such as values of custom fields (e.g., department) entered by the Traveler or the Travel Manager. 
• The Traveler details section includes the Travel Policy Group (e.g., All employees, directors, CXO, etc.), which affects the travel budget and the ‘out-of-policy’ related messages.
• The Options section displays flights, hotels, and additional options if you need to quote them
• Travel documents will appear in the bottom left corner of the page shown above, provided the traveler or travel manager attaches them to the relevant trip after receiving them via company email from the agent.

Adding flight options 

A flight option quote includes the following required fields: Date/Time validity, Details (i.e., PNR data from GDS), PNR code, PNR source (e.g., Sabre), Cost (i.e., amount, taxes, and currency), Payment method (Mesh CC, Personal CC, Corporate CC, TMC, UATP, and Air Plus), Cancellation policies with relevant fees, and optional Remarks. 

To add a flight option, click the 'Add option +' button under the flight section, add the relevant data, and click the ‘Save’ button.  If the option was added successfully, it will appear under the flight section. 

Notes

• The bottom option includes an out-of-policy flag to indicate that the amount exceeds the budget set in the flight policy for this Travel Policy Group.
• The countdown timer (Expires in ... ) indicates the time/date validity of the offer. 

• When the time expires, a label named 'Not reserved' replaces the timer.
• You can not import trip options directly from the Global Distribution System (GDS)

The above options originated from the following PNR ‘cut & paste’. 

If you encounter an error message, review the PNR itinerary details and correct them. If the error persists, contact our team at support.tmc@meshpayments.com.

The bottom part of the flight option includes a clickable link named '+ Add Quote'. 

 

You can add a quote for a flight (e.g., bundle multiple one-way flights into a single option), a seat upgrade, a luggage fee, an upgrade fee, and any miscellaneous fee. When adding such a quote, enter the amount, the currency, and relevant remarks. Click 'Save' when you have finished adding all the quotes. Click on the option to view a detailed breakdown of the associated costs.

To add more options, click the '+ Add option' link. Add all the relevant details, as discussed above, and click save. 

Note: Submit changes, edit, clone, and delete options will be discussed later.

Adding hotel options 

A hotel quote includes the following fields: Date/Time validity (optional), Name of the hotel, City, Check-In/Out Date/Time (auto-populated from the trip request: time is optional), Basis (e.g., B&B, Full, Half, room only, all-inclusive), Source, Cost (i.e., amount, taxes, and currency), Payment method (Mesh CC, Personal CC, Corporate CC, TMC, UATP, and Air Plus), Confirmation number, Refund and cancellation policies with relevant fees, and optional remarks. 

To quote a Hotel, click the '+ Add option' under the hotel section, add the relevant data, and click the Save button. If the option is added successfully, it will appear under that section. 

Note: The bottom option includes an out-of-policy flag to indicate that the amount exceeds the budget set in the hotel policy for this Travel Policy Group.

The bottom part of the hotel option includes a clickable link named '+ Add Quote'. 

You can add a quote for a hotel (e.g., bundle multiple hotels into a single option), any other type of upgrade, and any miscellaneous expenses. When adding such a quote, enter the amount, the currency, and relevant remarks. Remember to click 'Save' when you finish adding all the quotes. Click on the option to view a detailed breakdown of the associated costs.

Add more options 

The upper right corner of the user interface includes an ellipsis that allows you to add more options. 

Consider the following scenario. A traveler, prioritizing flight arrangements, initially requested a trip with quotes for flights only. After approval from all parties, the trip was issued with the quoted flight, and then, the traveler contacted you to request more options (e.g., hotel, car rental, train, fees, etc.). 

• Flight option: Add relevant info. The section includes components discussed here!  
• Hotel option: Add relevant info. The section includes components discussed here!  
• Fees: Quote additional fees such as cancellation, change, and handling.
• Car rental:  Add relevant info. Select the car rental company, car category, and pickup/drop-off dates, then enter the cost and refund policy. Optional fields include the pickup/drop-off time and tax.
• Train:  Add relevant info. Select the departure and arrival cities, date, and time, and enter the cost and refund policy. Optional fields include the railway company, station name, tax, and additional remarks.

The quoted options will appear under flights and hotels in the 'Additional Options' section.

Note: When adding the mentioned options, it is a good practice to convey the action taken to the traveler via the Mesh in-app messaging feature (aka Comments). 

Editing, cloning, and deleting options  

You can click the ‘edit’ icon to modify an existing option at any point. Remember to save the changes. 

Use the clone feature to duplicate and modify quotes. Click the ‘clone’ icon, change the details of the option, and ensure each option has a unique PNR or reference code. 

To remove an option, click the ‘delete’ icon.

Submitting options

When you are done adding all the options, click the 'Submit' button on the bottom-right of the trip request page, and wait for a success message. 

Notes:

• After you submit the first option for a trip, your name will appear next to this trip in the ‘agent’ column of the portal’s main page.
• Each trip undergoes an approval process and may be pending the decision of different users. The status of each trip will change according to the step advancement of the approval process, and the status column on the agent portal will advise progress. 
• Travelers and other users, involved with this request, may ask you to introduce changes (e.g., edit, add, or remove an option. To change options, locate the trip in the agent portal, click it, make changes on the trip request form, click the 'Submit Changes' button, and wait for a similar success message.

Confirming and Ticketing

An ‘Approved: Pending issue’ notification will appear next to a trip ready for confirmation and ticketing. Click the trip and review its details. 

If needed, edit selected options and click ‘Save’ to store the changes. 

You ‘Confirm’ each approved option or click the ‘Confirm selected options’ button to confirm all. At least one option needs to be confirmed. 

Click the ‘Submit Changes’ button, wait for a success message, and ensure that the trip’s status has changed to ‘Approved: Trip issued’. 

Note: It is imperative to communicate with travelers about such actions using the Mesh in-app messaging feature (aka Comments) to ensure they are all aware of the changes introduced.

Adding options to an issued trip

Locate a trip with the status Approved: Trip issued and click it. 

You can edit the details of existing options or add more/other options. If you added more options, click ‘Confirm’, then ‘Submit Changes’, and wait for a success message. 

Note: You can cancel an option. Please follow the suggestions for each relevant change. 

As always, please use the in-app messaging feature to communicate with the traveler about the options offered. 

Managing and Canceling Expenses 

Service providers (e.g., airlines), travelers, or their companies can request to cancel expenses related to ticketed trips marked as 'Approved: Trip Issued'.

Agents can use the 'Manage trip expenses' feature to quickly review trip-related expenses and cancel any not processed with a Mesh card.

To manage and cancel flights, hotels, or any other trip-related expenses:

1. Navigate to the upper right corner of the trip, click the three dots, and select 'Manage trip expenses'.

2. Click 'Cancel expense'. 

3. Click ‘Cancel expense’ to confirm your selection. 

Notes:

• The canceled expense will be removed from the list.
• You can repeat the process for other expenses or close the page.  

Communicating with users 

The upper right corner of the trip options form includes an in-app communication tool called 'Comments'. This feature allows agents, Mesh Travel Managers, Mesh Approvers, and Mesh Travelers to discuss trip-related matters. To view and post comments, click on the comment icon and use mentions (i.e., @name) to draw a user's attention.

Note: When other Mesh users leave comments, you will also be notified via email. 

Switching a booking method 

The Mesh user interface allows travelers to modify their booking method (e.g., book directly) after receiving options from a travel agent. In case of such a change, the agent portal will present a relevant message in the designated section. 

Agents can then provide additional options, allowing travelers to choose from these new alternatives instead of proceeding with the direct booking method initially proposed. We recommend using the Mesh in-app messaging to communicate with travelers and travel managers. 

Assigning a trip request to an agent  

To manage and divide responsibilities, it is possible to assign trip requests to specific agents. To direct a request, click the kebab menu icon next to the 'Trip ID' and select the appropriate agent.

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