Client's Profile

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  1. How to edit and add information to a client’s profile?
  2. Can I add additional information to a client? What are the different client profile categories?
  3. What kind of preferences can I add in the clients  profile?
  4. What information should be added under professional information?
  5. What information can be added under social media?
  6. What information can be added under medical information?
  7. How to upload an image of a passport or visa?
  8. Do the images imported to the platform have to be in a specific format?
  9. Is there a maximum size for images uploaded to the platform?
  10. How to link clients together?
  11. Do I have to register the information between two clients in both profiles?
  12. What is the purpose of the client's preferences section?
  13. What information can be added under traveler numbers?
  14. What information is in agency information?
  15. Where can I see all historic trips for a single client?
  16. What information can I find in the Virtuoso preferences section?
  17. How to assign a client to an agent?
  18. Can I share a client with another travel agent?
  19. How to share a client with another agent?
  20. How to add a traveler number?
  21. Can I view and edit a shared client’s profile?
  22. How to stop sharing my clients?
  23. How to re-assign a client to another agent?
  24. How to add a main traveler for an existing client in your database? 
  25. Can the clients classification be changed?
  26. How to change the type of classification from prospect to client or vice versa?

 

1. How to edit and add information to a client’s profile?

  1. Select the client whose profile you want to edit and click on it. A new screen will open with all the client’s profile information.
  2. Select the Edit button from inside of any existing categories and add new information or edit information previously added.
  3. When you are done adding or editing information click Save and all the changes and additions will be added to the profile.

2. Can I add additional information to a client? What are the different client profile categories?

Travel Contact’s Platform allows you to have a wholesome profile for each client. When you open a client profile, on the left side of your screen you’ll find the following categories:

3. What kind of preferences can I add in the clients  profile?

Inside the Preferences you can add the following customer information by category:

4. What information should be added under professional information?

You can add information regarding the company your client works for and the position they hold.

5. What information can be added under social media?

You can add all your client’s Social Media Accounts: Twitter, Facebook, Instagram, Linkedin and you will be able to interact with your client through Social Media and send relevant information and communications.

6. What information can be added under medical information?

  • Allergies
  • Special requirements
  • Medical and surgical history
  • Vaccines
  • All kinds of medical information that could be relevant for your client during the trip

7. How to upload an image of a passport or visa?

  1. Open the Client’s profile.
  2. Click on Passports/Visas on the left side of your screen.
  3. Select one of the upper tabs (passport or visa). Then click on Add.
  4. Inside the image box, you can drag a file or click on the word Browse to search for one in your computer.
  5. Fill out the remaining fields manually.
  6. Click Save and the information and image will be stored. The platform will let you as many documents as you need.

8. Do the images imported to the platform have to be in a specific format?

All images imported to the platform must be in JPG or PDF format.

9. Is there a maximum size for images uploaded to the platform?

There is no limit regarding size beyond the one established by your Internet connection. Larger files require faster connections.

10. How to link clients together?

TravelContact allows you to link clients in order to create Networks.

  1. On a client's profile. On the left side of your screen, you’ll find the Networks icon. Click on it.
  2. Click on Edit. Search by name and/or the last name to select the client you wish to associate.
  3. Select the relationship between the clients and click Save. The client will automatically be linked to the other client by the relationship selected. The platform will automatically show the link on both profiles.
  4. If you want to add another related client. Click on Edit and locate the + Add button. Repeat the previous steps.

11. Do I have to register the information between two clients in both profiles?

No. When you link one client to another, the platform automatically updates the information in both clients’ profiles to reflect their relationship.

Example: If you choose Maria and link her to Joe under relationship: Mother; the platform automatically updates the information in Joe’s profile to reflect this change and Joe will be linked to Maria under relationship: Son.

12. What is the purpose of the client's preferences section?

In the preferences section, the agent can input relevant information about preferences, needs and likes specific to a client. This will help you concentrate on satisfying the interests of the clients in the different types of services (interests, hotel, flight, cruise, vehicle, and train).

13. What information can be added under traveler numbers?

All information pertinent to a program of any kind: Hotel, Airlines, Car Rentals, Lifestyle programs, etc. can be added under the Traveler Numbers. Including member ID or Membership numbers.

14. What information is in agency information?

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, iff 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 on his/her profile.

15. Where can I see all historic trips for a single client?

On the client’s profile, under the Trips tab, you can review all of that client’s trips. You’ll see all categories (proposals, confirmed, active, recent) number of clients on that trip and the dates. If you click on the name of the trip, you’ll be able to visualize the itinerary and go to that trip’s screen by clicking on the go to trip button.

16. What information can I find in the Virtuoso preferences section?

You will find Virtuoso Marketing Perminology, subscriptions and travel preferences according to different categories. With the purpose of knowing the tastes of the clients. Also having the possibility of the segment the database at the moment of sending a promotion or marketing campaign.

17. How to assign a client to an agent?

Only for Admin, Managers and Assistant

There are two ways to assign a client:

When creating a new client:

  1. A new window will open asking for your client’s basic information. Here you’ll be able to indicate if the client is the property of the Agency.
  2. In case it is a property of the agency, you will need to assign the client to an agent and indicate by which way it was referred and select a subcategory of it. And then click on Create a Client.

From a client’s profile on the Agency Information tab:

  1. Go to the Client Module.
  2. Choose a client and click on the Name.
  3. On the left side menu, click on Agency Information.
  4. On the right side, you’ll find the Source Information. Click on Edit and indicate that the client is a property of the agency.
  5. Select the name of the agent to whom the client will be assigned, by what means it was referred and his subcategory and then click on Save.

18. Can I share a client with another travel agent?

Yes, you can share one or all clients with other agents.

 

19. How to share a client with another agent?

There are 2 ways to share a client:

You can share from the Clients Module all of your clients at once:

  1. Locate the Client’s Module.
  2. Click on the Share button located on the right of the screen. A window will open where you must enter the name of the agent with whom you want to share all your clients.
  3. Click on the save button.

Share one or more clients individually:

  1. Go to the Client’s Module.
  2. Choose the client you want to share from the list.
  3. Inside the client's profile select the Agency Information section located on the left.
  4. Click on Edit inside the Sharing Information box a new screen will open select the agent with which you want to share the client.  
  5. Click on Done and the information will be stored.

20. How to add a traveler number?

If your client is part of a Loyalty Program that does not exist on the platform, you can add it yourself.

  1. Go to the Client Profile.
  2. Find the Traveler Numbers section and then click on Add.
  3. Fill out the Name and Number of the program.
  4. Click on Save.

21. Can I view and edit a shared client’s profile?

Yes, the sharing client option allows you, as well as the other agent, to review and edit a client's profile information at any time.

22. How to stop sharing my clients?

There are 2 ways to stop sharing clients:

From the client's module, stop sharing all of your clients at once:

  1. Go to the Client's Module.
  2. Click on the button identified with 3 points located at the right side of the page.
  3. Select the option Share all clients.
  4. Choose the name of the agent with whom you want to stop sharing your clients and click on the Trash can icon next to the agent's name.
  5. Click on Save.

From a client’s profile stop sharing one of your clients:

  1. Go to the Client's Module.
  2. In the list of clients, click on the name of the client you want to stop sharing.
  3. Inside the client’s profile, click on the Agency Information section in the menu on the left.
  4. Click on Edit in the Sharing Information box.
  5. Choose the name of the agent with whom you want to stop sharing your clients and click on the Trash can icon next to the agent's name.
  6. Click on Done.

23. How to re-assign a client to another agent?

Only for Admins

 

  1. Once in the Client's Module
  2. In the list of clients, click on the name of the client you want to re-assign
  3. Find the Agency Information section and then click on Edit inside the General Information box.
  4. The agent field will appear. Place the name of the agent to which the client will be reassigned.
  5. To finish click on Done.

24. How to add a main traveler for an existing client in your database? 

  1. Find the client module on the Main Menu located on the left side of the screen. Select a client from the list.
  2. Within the client's menu select the General Information section. Then inside click on Personal information.
  3. Click on Edit within the information box and then within the main traveler field, click on Select a Main Traveler.
  4. A new tab with two different options will open: Find a client from your database or create a new client and assign it as the main traveler automatically.

25. Can the clients classification be changed?

Yes, you can change the classification from prospect to client at any time and from client to prospect only if the client has not been added to a trip.

26. How to change the type of classification from prospect to client or vice versa?

  1. Select the Clients Module located in the Main Menu (left side of the screen) and then choose a client from the list.
  2. Locate the General Information section the first tab will be Personal Information. Within this box, choose the option Edit.
  3. In the classification field, make the changes and save the information.

Note: If the traveler was a prospect who does not have a method of contact, this field must be completed in order to change his/her classification.

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