Clients List

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  1. How to add new clients?
  2. How to add a new client from the client module?
  3. How to add a new client from the trip module?
  4. How to add a client using the + button?
  5. When adding a new client, which are the minimum required fields?
  6. Can I add a client without a method of contact to my database in TravelContact?
  7. How to assign a main traveler for a new client that doesn't have an email address?
  8. How to add a minor to my database?
  9. What is the difference between a client and a prospect?
  10. How to add a prospect?
  11. How to filter the prospects?
  12. Can I add a prospect to a trip?
  13. Can I add two or more clients using the same email address?
  14. Can I add two or more clients with the same name and last name?
  15. How to do a client search?
  16. How to make a simple client search?
  17. How to make an advanced search?
  18. Do I have access to other agent’s clients or only my clients?
  19. Where can I find my assigned clients?
  20. Where can I see clients who have been shared with me?
  21. How to export my client database from TravelContact to an Excel file?
  22. What is the customized exportation?
  23. How to export a customized list?
  24. In what format can a customized list be exported?
  25. What fields are available for custom exportation?
  26. Can all users export a customized list of all the clients of the agency?
  27. How does the platform arrange my database?
  28. Can I delete a client from the platform?
  29. How to delete a client from the platform?

 

1. How to add new clients?

There are 3 ways to add new clients to TravelContact’s platform:  

  1. Using the button with the symbol + located in the top section of the platform. This button allows you to add a new trip or a new client, from any module or page of the platform you are in.
  2. Inside the client module, using the Add Client button located on the right side.
  3. Inside the trip module, when creating a trip, using the Add Client button from inside a trip.

2. How to add a new client from the client module?

  1. The client module can be found on the Main Menu located on the left side of the screen.
  2. Select the Add Client button located on the right side and a new window will open where you will need to fill out the required information of the client, such as: name, last name and a method of contact.
  3. Type the information and click on Create a Client. Automatically the new client gets saved to your existing database.

3. How to add a new client from the trip module?

  1. Within the Trips Module selects an existing trip from the list and in the trip, tab chooses the section: Clients.
  2. Click on the + Add button. A new window will be open where you can choose between an existing client in your database or create a new client. If you click on add new one, you must complete the required information requested in the different fields.
  3. Once all the clients you want to add to the trip are loaded, click on the Add Clients button

Note: To add any customer within a trip, it must have a method of contact.

4. How to add a client using the + button?

  1. When you log into TravelContact’s platform, you will find a button with the symbol + located in the top center of the screen. Click on it.
  2. Select Clients. A new screen will open to fill out your client's information.
  3. Type the information and click on Create a Client. Automatically the new client gets saved to your existing database.

5. When adding a new client, which are the minimum required fields?

The Required fields are identified with a red asterisk (*): They are First Name, Last Name and a method of contact (email address or phone number). However, if a client doesn't have an email address or a phone number you may select the Main Traveler (a client from the database) that does.

6. Can I add a client without a method of contact to my database in TravelContact?

Yes, you can add a client without an email or phone number by assigning a Main Traveler to them, a person from the database that does have a contact method. You can classify the client as a prospect and not add the contact method until this person makes a reservation.

7. How to assign a main traveler for a new client that doesn't have an email address?

When adding a new client without a method of contact you must add the main traveler. Underneath the method of contact box, you will find a file titled the Main Traveler. Use the search bar to select a client from your database and then select the relationship between them.

8. How to add a minor to my database?

You can add a minor to the platform the same way you would add any new client. If the minor does not have a method of contact you can associate him/her to the Main Traveler.

9. What is the difference between a client and a prospect?

Client Prospect
  • Must have a defined method of contact and can be added to a trip at any time.
  • Doesn't require a method of contact. In case of not having a method of contact, it can not be added to a trip until this information is completed.
  • By adding a prospect to a trip the platform will automatically change its classification.

10. How to add a prospect?

  1. Select the Clients Module located in the Main Menu (left side of the screen).
  2. In the upper right bar choose the Add Client button. A window will open to enter the client's information.
  3. In the client's classification field you must select the Prospect option and complete the required fields: Name and Last Name. In this case, the method of contact is optional.
  4. Complete the required information and then click on Create a Client.

11. How to filter the prospects?

  1. Select the Clients Module located in the Main Menu (left side of the screen).
  2. Locate the field of Filters by and then select: Prospects.

12. Can I add a prospect to a trip?

Yes, when adding a prospect traveler to a trip, the platform will automatically change its classification type to the client.

Note: If the prospect does not have a method of contact, this field must be completed in order to add him/her to the trip.

13. Can I add two or more clients using the same email address?

No, each client must have his own email. If a client does not have an email, you may assign the client a main traveler or add a phone number as a contact method.

14. Can I add two or more clients with the same name and last name?

Yes, if they have different email addresses or phone number, clients with the same name can be added without any problems.

15. How to do a client search?

There are three ways to do this:

  1. You can use the search bar to do a Simple Client Search by name or last name.
  2. You can select the Search button located in the top center of the client module and do an advanced search by specific client data or by an agent who created the client.
  3. From any module of the platform, you will be able to do a simple client search from the search bar at the top right corner of the page.

16. How to make a simple client search?

Within the client's module, go to the search bar located in the upper left of the page and type in the name or last name of the client you are looking for. The search can give you more than one result.

17. How to make an advanced search?

Inside the clients module, find the search bar and select the blue button with the + sign. A new tab will appear you will be able to search by first name, last name, email, date of birth and/or agent.

18. Do I have access to other agent’s clients or only my clients?

TravelContact personalizes the platform and creates different user types, which will have access to more or less information depending on each agency’s structure and needs. Only the administrator can see all the clients on the database in a private agency.

19. Where can I find my assigned clients?

Inside the client's module, by clicking on My Assigned Clients you will have access to a folder with all the clients the agency has assigned to you.

20. Where can I see clients who have been shared with me?

Inside the client's module, by clicking on Shared clients you will have access to the folder with all the clients that other agents have shared with you.

21. How to export my client database from TravelContact to an Excel file?

Inside the clients module, you will need to click on the button identified with 3 points (...) located at the right side of the page. Select the option that corresponds to the client base that you want to export (Virtuoso, My clients, My Assigned Clients, Shared clients and All clients) and then the Excel file will automatically created.

22. What is the customized exportation?

It is a function we have created so that exportation can be made from the list of clients with the possibility of segmenting the data and choosing the information you wish to export to the Excel file.

23. How to export a customized list?

  1. In the client's module, select the button identified with 3 points located on the right of the screen.
  2. Choose the Custom Export option.
  3. A window will open where you should select among the options the scope of the export. Then click on next.
  4. Add multiple filters to segment your clients. Locate the box called filter 1 and click on the option Choose a parameter, choose the one you want and go to the Options box to choose among the corresponding ones.
  5. To add more parameters, select the Add additional filter + button and repeat the steps. Once you have selected all you need, click on Next.
  6. A new window will open to add the details of the file and the fields you want to include.
  7. You can add all the columns available or choose each one of the columns that you need.
  8. To finish click on Export.

24. In what format can a customized list be exported?

For this functionality, you can choose 2 different formats: 

25. What fields are available for custom exportation?

The fields that we have available for the personalized export are:

26. Can all users export a customized list of all the clients of the agency?

An admin user will be able to export all the clients of the agency and the agents and assistants will only be able to export his/her clients or those assigned and shared with them.

27. How does the platform arrange my database?

The platform sorts the database alphabetically, by the customer's first name. Also, you have the option of sorting it by:

28. Can I delete a client from the platform?

You can erase a client from the platform as long as the client is not associated with a trip (current or historic) and is not associated as the Main Traveler for another client.

29. How to delete a client from the platform?

Find the client you want to delete and click on the Trash icon located on the right side of the screen on the same row as the client’s name.

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