Help
Find guidance for CaraFort. Your access depends on your current permissions and the organisation and account you belong to.
Back-office desktop
The desktop shows your roles and the modules you may use. Each product card explains its readiness. Permissions govern access; readiness explains whether a product is available. Work queues will arrive with the product workspaces.
Work
See the queues your staff permissions allow. Each section loads on its own and links to its workspace. Filter case queues by owner or product; these choices stay on this page. Select a case to claim it after reviewing its reference, kind and state. For services, transfers, excursions, flights and insurance you can also open a correction or attention case on an order item and resolve an open case. Other actions remain in the product workspaces. Counts with a plus show that more rows are available.
Agency Overview
The Overview shows your agency, seller, rate group and booking mode. Product cards explain availability for your agency. Only settings allowed by your permissions appear in navigation. Product searches and statements arrive with their own workspaces.
Orders
Choose a product to see the bookings you may read. Open a booking to review its current status, documents and available actions. Switching products closes the current detail. New searches remain in each product workspace; an accepted request is not a confirmed booking.
Visa workspace
Agencies create and follow their own visa requests here; staff work their agencies' requests. A request an agency is still typing is a draft that only that agency can see and edit (Typing). Submitting it hands it to the agency's organisation (Typed): staff check and can correct the details and documents, then accept, ask for changes, return it to the agency or decline it. The agency then follows the status and supplies only the documents it is asked for. A returned request can be edited and submitted again. Submitting holds the price on agency funds; nothing is applied for at the authority.
Requests
Choose a product to follow servicing requests for your own agency. Filter by state or kind, then load more rows when available. Visa requests open the existing application detail; hotel requests are read-only. For the other products, select a request to respond to a correction or withdraw your own cancellation, each after a review. Switching products or filters closes the current selection and any unsent review. AI agent approvals remain unavailable.
Visa filings, stays and catalog
Root staff with filing authority work the authority desk. Choose a sponsor and filing kind and queue up to four requests as a filing batch, or prepare a filing turn of up to ten from the visa workbench. Open a filing to record its portal precheck, claim it after you have checked the authority portal yourself, or record its outcome with the issued visa details. CaraFort sends nothing to the government portal; if an outcome is unknown, check the portal before filing again. Stays records entry and exit events. Catalog publishes visa types and sponsors and syncs a source partner's offers.
Visa guarantors
Staff with guarantor read access can review their organisation's contacts, including inactive ones. Manage access allows creating a contact or replacing its exact current version after reviewing the values in the signed-in session. Choose sales agents only from the current authorised active list. Guarantors are contacts, not payment or commission obligations. Names and contact details stay within the authorised organisation. Visa amendments select active guarantors separately and do not give staff access to an agency's private Typing draft.
Office inbox and messages
Read current in-app notices and needs-action items, then open the exact conversation or product desk. Booking threads use only the selected authorised agency or direct partner hop. Message drafts remain private to this signed-in scope. Staff with announcement management can review audiences, message and optional UTC expiry before publication, or withdraw an exact current published version. A missing response keeps the original command for safe retry. Nothing sends business email.
Hotel bookings
Search by destination, dates, rooms and guests; each offer shows its price and cancellation policy. Select a room, enter the guests and create a draft booking, quote it to fix the total, download the proforma, then submit. Offers expire, so search again when the page says so. A submitted booking is a request until the hotel confirms it; an unknown supplier outcome is shown as being reconciled. From a stay you can edit guests, request an amendment or cancellation (the fee and refund are quoted first) and download the voucher once it is issued. This release runs on sandbox supply.
Hotel fulfilment, contracting and inventory
Fulfilment lists the hotel requests waiting for a decision: confirm a request with the hotel confirmation or reject it with a reason; where offered, record a no-show or a supplier cancellation. Contracting holds properties, room types and contracts: open a rate draft, publish it (earlier versions stay unchanged), manage the supplier's access, and withdraw or relist a property. Inventory shows capacity by day and its rules: capacity, release days, confirmation mode, stop sale and free sale. What you see depends on your permissions, and the supply is a sandbox.
Hotel supplier requests
This page lists the booking, amendment and cancellation requests sent to your property. Filter by state or kind, open a request to read its stay, guests and contract net, and download its PDF. Acknowledge an open request; then confirm it, entering the hotel confirmation for a booking, or reject it with a reason. The inventory page shows your own rooms by day. You see only your own requests and rooms.
Services, transfers, excursions, flights and insurance
Search the product for your dates, travellers and times, choose an offer, create a draft and review the quote: the review freezes the exact amounts you submit. Staff choose the agency to book for; agencies book for their own account. A submitted request is not a confirmation: the supplying organisation confirms it, and the PDF document is released to you when it is issued. Before you request a cancellation of a committed item the page shows the current fee and refund. Offers expire, so search again when one has.
Funds, credit and treasury
Funds and credit lists the balance, credit limit, amount on hold and available funds of each agency and partnership. Open its details to read open holds, transfers, trade facts and reconciliation checks; changing a credit limit is a reviewed action that replaces the limit and moves no money. Treasury is where bank statements are imported (CAMT.053 or MT940 files), statement lines are reconciled and supplier payments are released; each release is an exact action that you review before approving.
Seller markups and platform markup
Seller markups sets the percentage you add to what you buy at, by organisation default, buyer or item. Create a change set, add entries, check the result with Resolve price, then publish it with approval and an effective time; published versions never change. Platform markup is for platform staff: it shows the platform's policies, buyer segments, pricing safeguard, simulation and price explanations, and changes are reviewed before they apply.
Invoices and invoicing setup
Invoices lists the invoices and credit notes you have issued and downloads their PDF copies; credit the selected whole lines of an invoice, or every uncredited line when none is selected. Invoicing setup holds the issuer and recipient tax details and the document numbering series; changing the details does not rewrite documents already issued. E-invoicing is read-only: it shows the status of each document and its provider evidence, and no provider is active.
Accounting, VAT and commissions
Money overview shows key ledger figures and opens the records behind them. Accounts and Journal manage the chart and the immutable journal: entries are corrected by reversal or correction, never by editing, and closed periods are protected. VAT returns computes a period and records a return you have already filed with the FTA; CaraFort does not submit to the authority. Supplier bills records purchases, and Sales agents and commissions manages agents, future commission rules and payments made outside CaraFort.
Reports
Choose a report, set its period and filters, and run it; use View details to see the records behind a figure. Create export saves the complete report with the same filters as a file in the format you choose, available to you under My exports for 24 hours. An export takes a fresh snapshot, so it can differ from the report on screen.
Partnerships and trade outcomes
Partnerships lists the organisations you trade with directly, the terms agreed with each and their trade progress. Open a partnership to read its terms history and trade hops; where you may manage them, set your source preference for visa. The platform operator creates partnerships; they are not created here. Trade outcomes summarises, per counterparty and time window, how many trades there were, how many were confirmed, how often the price changed and how long confirmation took.
Commercial disputes
Staff of a direct trading partner can raise and follow a commercial dispute about a trade. Review the claim, the agreed financial position and the evidence; upload a fresh PDF for the dispute, which stays private until you release it to your partner. A proposed adjustment changes money only when both sides complete the exact handshake: review the before and replacement amounts, VAT and expiry, then accept the exact adjustment. After the seller posts, the buyer reviews the accounting date before posting on its side.
Statements and receipts
Choose a currency to see your current funds (posted balance, credit limit, held and available) and the posted movements with opening and closing balances. Include pending holds to list them separately: holds reduce available funds but are not debits or credits. Receipts lists the payments recorded for your account with their bank value date and reference. Export statement prepares a file that stays available to download for 24 hours.
Invoices and credit notes
This page lists the invoices and credit notes your seller has issued to your agency. Download the PDF copy of any document. Receipts and your balance are on the statements page.
Supply sources, supplier orders and sourcing
Platform staff manage supplier connections and read their status on Supply sources. Credentials are write-only. Supplier orders reconciles uncertain purchases; Sourcing shows recorded candidates. Parent staff assign lister product groups with their first price rule, then change, suspend, resume or withdraw them. Existing bookings remain serviced. Staff inspect generic supplier requests in Work; the addressed supplying account decides them. A recorded decision does not establish applied booking or money effects.
Branding
Authorised staff see the stored brand of the organisation, its version and the websites it is served on. Changing the name, accent colour, contact details or logo is an exact action you approve in your signed-in session. Addresses, VAT details and the letterhead are not edited here.
Users
Filter the directory by user kind or status. Account and role buttons narrow the results without putting their identifiers in the address. Staff see users in their organisation; agency administrators see their own travel agents and AI agents. The directory does not show email addresses or last sign-in times.
Agency and supplier accounts
Authorised parent staff create agency and supplier accounts and review changes to their details, products and state. Suspension stops new business while sign-in and servicing continue; closure stops sign-in while staff keep servicing. Cleared products become servicing only. Invite people from Invitations. An eligible active lister account offers Assign product group, including its first price rule. Refund bank accounts are registered separately through Treasury with money permission.
People and invitations
Authorised administrators create and manage people, assign permitted roles, and issue or revoke invitations. Review the exact person and change before approval. Invitation links are private. Changing access may end the affected person's sessions.
Roles
Roles group permissions for an audience. Authorised staff can create or edit role definitions. Creating a role assigns nobody. Assignments and definition changes require their own review and approval, and the server checks what you may grant.
AI agents and API keys
AI agents are programs represented by service users. Travel agents are people. Authorised administrators manage service users, roles and API keys. A new key is shown once after approval; keep it private. Revocation stops that key immediately. An unknown result must be reconciled with the same command. Parent staff set organisation-default or complete account API limits. Missing, revoked or exceeded limits refuse automated actions. Revoking an account policy never restores the default.
Audit log
Authorised staff can inspect recorded security activity within their organisation. Events describe actions and their outcomes. Access to the audit log does not grant authority to change people, permissions or business records.
Product readiness
Authorised staff can read each product's state, entitlement, pilot cohort, version and last change. A pilot is available only to its cohort. Settings are read-only in this release; changes need one exact-action approval in the signed-in session when the change flow becomes available.
Public catalog
Platform staff with site management permission select catalog products and explicitly review the title, public address name and description before approving the exact action. Published guides contain no prices or availability. A changed product needs fresh publication. Unpublishing removes its guide from public discovery.
Private trip plans
Invited platform customers can save a published guide with preferred dates and a party size. Plans belong to one person, even when customers share an account. A plan is not a booking, quote or payment. A withdrawn guide keeps existing plans readable and discardable.
Private saved travellers
Save and edit names in your own address book. Archive a traveller to remove future selections. Optionally select the complete party before creating a quote; selected names stay frozen on that quote and order. Show names explicitly from their private details. Names are not sent to suppliers in this release.
Support and inbox
Create a private support request, optionally select your own order, and review the exact message before sending. Open a conversation to read messages. A change or cancellation request does not perform that action; support and financial states remain separate. Inbox updates contain no message preview.
Customer sales terms
Platform staff publish sandbox customer currency, markup, quote lifetime and VAT treatment with exact approval. These terms are separate from agency pricing and reviewed public guide copy.
Customer service search
Invited platform customers can search a published service guide with travel dates and traveller counts. Current sandbox offers show the customer total and cancellation terms. A search does not reserve a service or take payment.
Company profile
Agency administrators can update contact email and phone after reviewing the exact values and approving the exact change. Agency name, status, seller and rate group are held by the seller. Reload a stale profile before trying a new change; retry an unknown result with the same command.
Signed notices
Agency administrators can ask CaraFort to send signed notices to their own HTTPS receiver. Nothing is delivered until the platform operator approves the exact URL. A notice names a changed record by identifier only: verify the signature, ignore repeated notice IDs and read the record through CaraFort. The signing secret is created in your browser and shown once; rotate it if it is lost. Missed changes can be read on the same page.
Sign in
Use the sign-in page on your organisation's website. Enter your invited email address, then the code we email you; you receive a new code each time you sign in. Codes and invitation links are private. Customers can also sign in with a passkey on the CaraFort website.
Your account
Your account shows the identity of the current session and links to available profile and security settings. Sign out when finished on a shared device. If sign-out cannot finish, retry it before signing in again.
Account security
Customers can add or remove their own passkeys on the account security page; a passkey belongs to the website where it was added. Confirm each change with the code we email you. Removing a passkey signs you out, so sign in again afterwards. Staff, travel agents and suppliers sign in with an emailed code and have no passkeys.
Your profile
Your profile shows your current name, mailbox, organisation and account when you have profile access. A permitted display-name change requires verification and ends existing sessions when applied. Sign in again to see the new name.
Health
The health page checks connectivity, client compatibility and the current session. A successful check is a point-in-time result. If a check fails, retry it and contact your administrator if the problem continues.
Design showcase
The showcase demonstrates the shared components, tokens, themes and direction support used by the web workspace. Its examples do not change business records or grant access.
Mobile passkey sign-in
The mobile app can open a browser handoff to verify a passkey and return to the app. Complete only a handoff you started in the app. Cancellation ends that attempt; do not share the callback link.
Contact your administrator
Ask your organisation or agency administrator for help with access, invitations or account settings. Never share an email code, passkey, invitation link or API key. If a change has an unknown result, retry the same change before starting another.