A trip becomes active when the date of the first confirmed service arrives and the trip starts. The trip will remain active until the last service in the trip has finished.
Admin Host Profile
It is the profile for those who have access to all the information of the Host Agency and also to each of the sub-agencies that are part of the main one. This user can enter into TravelContact through the URL of the host agency or each of the sub-agencies, using the same user.
The Administrative users will have access to the full information within TravelContact platform. They can view, add or edit clients, trips, automation and sales reports of all the agency. They can keep track of everyone’s sales, commissions and payments, allowing them to check the productivity of agents and suppliers.
Advanced client search
Search for a client in a more specific way. You will be able to search by first name, last name, email, date of birth and agent.
Agents section within the reports module
The agent's section is where you can view a list of the agents that make up your agency and establish a date range to see the amounts corresponding to each one. Through this section, it will be possible to monitor more effectively the sales and commissions generated by the agents, in addition to knowing the cost of the services sold and the commissions that the suppliers grant to the agency for the sale of the service.
This is an internal page for the agency and can only be seen by those authorized. In this section, you’ll be able to see the client’s creation date, who added the client, and who is the client assigned to, If the client is shared and the source information in case it exists. Furthermore, it is possible to add comments regarding the client, and it will be saved in his/her profile.
Travel agents can view, add or edit their own clients, trips, automation, and campaigns. They need public access or a "share" action to work with data from other agents. They don't have access to the travel agency's administrative section (sales, commissions, and payments). You also have access to the Reports Module where you can only see your sales.
Amounts section within the reports module
It is where you can find total sales amounts of the agency and the total income generated by the commissions received. Administrators can track all the commissions generated, allowing them to see the productivity of their agents. You can see the number of commissions per month, per agent and per year.
These users have access to almost all the information about the agency in TravelContact. They can see, add and edit the client's database, they can assign a client to an agent within the agency. They can also add or edit automation. In the Trips module, they can view the trips but not edit them. Also, they can enter and pay the commissions for the confirmed services. An assistant does not have access to the Reports module of the agency.
Here you can send reminders of expiration dates of visas and passports, also send special messages on anniversaries and birthdays to all your clients.
Basic terms to an invoice
The basic terms are a short explanation to show the basic policies with which the agency works when selling a service.
The branch is the term we use in TravelContact to group different entities. A branch can be constituted by sub-agencies, independent agents, or clients and it is controlled by the main agency. Every branch reports to the main agency.
Is a person who was created to be added automatically to a trip and has a method of contact, either an email, a phone number or has been assigned to the main traveler.
It refers to the type of access travel agents within the agency will have, this information is required at the time of joining the platform to protect the privacy of your database. The type of privacy is determined by the owner or administrator of the travel agency.
Clients section within the reports module
Here you will find an analysis of your client's database. Through counting boxes and graphics the platform will show you your segmented database that you can evaluate and work on your strengths and disadvantages to improve your productivity.
The commission received from the supplier.
A Confirmed trip is one where one or more services (flight, lodging, transport, restaurant, activity, insurance, cruise, etc) have been confirmed by the agent and the invoice has been generated.
In this section the administrators of the agency will be able to create new categories and fields within the client profile to enter information they consider relevant to their databases, this will help them customize the Clients Module according to the needs of the agency.
Extended terms to an invoice
The extended terms are a more detailed explanation of all the policies to be followed by the agency when it makes the sale of a service, this type of terms is a kind of contract that can only be established by the agency administrator.
It is an extra expense that won't be recovered, it isn't a commission.
You will find all the services that have been added to the trip regardless of which clients are added to these services.
Grouping payments for services
Grouping the services for the payments allows the client to know the total amount and make a single payment for all the contracted services, without needing to break them down among the amount of grouped services.
History section on the trip’s menu
In this section, you will find a record of all changes to the trip.
Invoice with tracking
It is the invoice you want to follow-up, you will need to add the main client and a due date for the payments.
Invoice without tracking
It is the invoice you don’t want to follow-up. It is not necessary to assign the main client or due date to receive the payments.
The main client is the person whose name is going to be generated the invoice of the service or services to be paid.
The main traveler is the client's representative, here you can add the type of relationship that the client has with other clients.
Refers to any additional fees added to a service. It is an amount that the client will pay directly to the agency or the supplier pays this extra amount above the expected commission.
Notes on a Trip
Add important notes to your trips by service. These messages will appear in the itinerary.
Payment status of a commission
Each client will only see the services that he/she has been added to.
The agent can add relevant information about the preferences, needs and specific likes of a client. This will help him/her focus on satisfying the interests of the clients in the different types of services (interests, hotel, flight, cruise, vehicle, and train).
Allows the travel agent to view only his/her own clients and trips.
It is a client who was created but will not be added to a trip at the time. Once in the platform, it can be added to a trip or be edited at any time.
Allows all users to view all clients and trips on the platform. Travel agents can’t download the agency’s database to an Excel file unless they have an administrative user account.
A trip becomes recent the day after the last confirmed service in the trip ends. Recent Trips are trips that have ended and all services on the trip have finished.
You can view the commission's details generated in each service of all trips. You can edit the information, add a commission, and review clients associated with the trip and service details. Also, to do an advanced search to filter information.
Simple client search
Search for your clients by first or last name.
In TravelContact we use this term for the group of independent agents who belong to the same host agency and work together under a determined structure. This will allow the host agency to have more control over their operations.
A sub-traveler is a person who depends on the main traveler to be represented and contacted about a trip.
A sub-traveler of is the principal traveler of a person who does not have a method of contact, for example a minor or a senior citizen.
Suppliers section within the reports module
It is where you can see the total sales of the agency by service and suppliers. You will be able to establish a date range and see all the income generated in the course of the selected time, it can be general or detailed by an agent or service.