Reminders

Reminders.png

  1. What is the Reminders Module?
  2. How is the Reminders Module made up?
  3. What plan should I have to be able to use the Reminders Module?
  4. What are the different types of reminders?
  5. Can I edit a reminder?
  6. How to edit a reminder?
  7. When editing a reminder does the platform recognize the changes?
  8. Can I change the language of the default message for reminders?
  9. How to send a reminder?
  10. Where can I review a reminder’s status?
  11. From what email are reminders sent?
  12. What happens if a client has more than one email address?
  13. Can I send a reminder to more than one client at once?
  14. How to send a mass email?
  15. Can I send more than one reminder to the same client?
  16. Can I send reminders to the clients of another agent of my own travel agency?
  17. Can I resend a reminder?
  18. Can I resend reminders sent from the client’s profile?
  19. How long does it take for a reminder to get to the client?
  20. Are the reminders only for the client’s main passport / visa or do you take into account all the passports / visas that are registered to that client  in TravelContact?
  21. Is the passport / visa expiration reminder email received by the client on the day it is sent or on the expiration date of the passport / visa?
  22. Is the Birthday reminder email received by the client the day it is sent or the exact day of his birthday?
  23. What happens when my client renews his passport/visa after we have sent him the expiration reminder?
  24. Can I know which and how many reminders I send to a client?
  25. If I already sent a reminder to my client in a language, can I resend that same reminder in a different language?
  26. Can I access the client profile from the Reminders Module?
  27. Can I see a history of all the reminders sent to my clients?
  28. What is the History section within the Reminders Module?

 

1. What is the Reminders Module?

Don't miss your client's important dates! In the reminders module you can send to your clients predetermined or edited messages where you can:

  • Congratulate them for their birthday.
  • Let them know of the expiration of their passports/visas.
  • Congratulate them for their anniversary.

We give you the option to choose between sending a personalized message to each client or you can send a mass message to more than one client at the same time, select the clients you want and they will receive the message to the main email they have registered in TravelContact.

2. How is the Reminders Module made up?

The reminder module is made up of 2 sections:

  1. Reminders: Here you can select among our reminder options the one you want to send to your client. You will find different filters that will help you to have a better vision of those clients to whom you need to remind them that special date.
  2. History: It helps you to have a better vision and will allow you to keep track of all those reminders you have sent to your clients, you will see the exact date and time you sent them.

3. What plan should I have to be able to use the Reminders Module?

To have access to the reminders module you must have the Basic Plus or the Pro plan.

The basic plan does not have access to the reminder module.

4. What are the different types of reminders?

We currently have 4 different types of reminders:

  • Birthday
  • Passport expiration
  • Visa expiration
  • Anniversary

5. Can I edit a reminder?

Yes, you can edit the text and add any extra information. However, this can be done only if you haven’t sent the message. Once the message has been sent there is no possibility to edit.

6. How to edit a reminder?

  1. Go to the Reminders Module, click on the reminders tab. Choose the type of reminder you wish to edit.
  2. Choose the client you wish to send the reminder to, locate the envelope icon on the right side of the screen and click on it.
  3. A new tab will appear, with the preset message, here you’ll be able to send it as it is or edit anything you’d like. Once you are done, simply click on send to finish the process.

7. When editing a reminder does the platform recognize the changes?

Yes, the platform will recognize all changes that are made before sending a reminder. However, once the reminder has been sent, the next reminder you’ll send will have the original default message.

8. Can I change the language of the default message for reminders?

The default message of all reminders is fully editable and customizable. However, depending on the language in which you have the platform, the default message will be in English or Spanish.

9. How to send a reminder?

  1. Go to the Reminders Module, enter the reminders section and choose the type of reminder you want to send.
  2. Select the client you want to send the reminder, find the message icon on the right side of the screen and click on it.
  3. A new window will be open with the default message which you can edit it if you want, find the send button and click on it.

10. Where can I review a reminder’s status?

The email’s status can be reviewed in the list you’ll find in each tab of the reminders section. Sent/Not Sent.

11. From what email are reminders sent?

Reminder will be sent from the email address on the record in the agent’s profile in the platform.

12. What happens if a client has more than one email address?

In TravelContact you can register as many emails as you want for a client. However, the emails will be sent to the email marked as primary in the client's profile.

13. Can I send a reminder to more than one client at once?

Yes, there are two ways to do this:

  1. With the mass email button.
  2. Selecting more than one client.

14. How to send a mass email?

  1. Go to the Reminders Module. Click on the reminder tab and choose the type of reminder you wish to send.
  2. Locate the blank box on the left side of the screen and click on it.
  3. Now click on the send mass email button.

15. Can I send more than one reminder to the same client?

Yes, you can send as many reminders you want or need to one client.

16. Can I send reminders to the clients of another agent of my own travel agency?

No, you can only send reminders to your own clients.

17. Can I resend a reminder?

Yes, reminders can be sent again.

  • Reminders Tab:
  1. Choose the type of reminder.
  2. Use the search bar or search by dates to find the specific reminder you wish to resend.
  3. Click on the envelope icon, edit the content if you like and click on send.
  • History Tab:
  1. Choose the type of search.
  2. Find the specific reminder you wish to send.
  3. Click on resend, edit the content and click on send.

18. Can I resend reminders sent from the client’s profile?

Yes, you can resend a reminder from the client’s profile:  

  1. Go to the client’s profile, find the Sent Communications tab. Here you’ll be able to review all communication sent to the client. Type, date and time of every reminder sent. 
  2. Choose the reminder you wish to send. S.
  3. Click on the resend button on the right side of the screen. Edit the content and click on send.

19. How long does it take for a reminder to get to the client?

Once you click on the send option, it  immediately reaches the client's inbox.

20. Are the reminders only for the client’s main passport / visa or do you take into account all the passports / visas that are registered to that client  in TravelContact?

Reminders can be for all passports / visas that the client has registered in TravelContact,  not only the ones marked as main passport / visas.

21. Is the passport / visa expiration reminder email received by the client on the day it is sent or on the expiration date of the passport / visa?

The passport / visa expiration reminder email is received the day the reminder is sent, regardless of the exact expiration date the document has.

If you want your client to get a reminder on the day of the expiration of the document it must be send that same day.

22. Is the Birthday reminder email received by the client the day it is sent or the exact day of his birthday?

The Birthday reminder email is received the day the reminder is sent, regardless of the exact date of the birthday.

If you want your client to get a reminder on the day of his/her birthday it must be send that same day.

23. What happens when my client renews his passport/visa after we have sent him the expiration reminder?

Once you update the information of the new passport/visa of a client, the platform updates it automatically and the reminder will no longer be left pending, leaving a record of the message previously sent.

24. Can I know which and how many reminders I send to a client?

Yes, from the clients profile you will have a section called Communications sent where you can see the history of all the reminders that have been sent to that client. You can see the subject of each reminder, the date and time of sending and you will have the option to view or forward each reminder.

25. If I already sent a reminder to my client in a language, can I resend that same reminder in a different language?

No, if you have already sent the reminder in English, the option to resend will appear in that same language. If you want to send the same reminder in Spanish you will have to change the language of the platform and you will have to create a new reminder.

26. Can I access the client profile from the Reminders Module?

Yes, in the reminders section you can access the client profile from any of the reminders types (Birthday, Passport Expiration, Visa Expiration and Anniversary) by clicking on the name of the client you want to see.

27. Can I see a history of all the reminders sent to my clients?

Yes, from the Reminders Module inside the History tab,  you will see the history of all the reminders that you have sent to your client’s. To have a faster search you can filter by date or search by recipient or subject.

28. What is the History section within the Reminders Module?

In this section you will see the history of all the reminders that you have sent to your clients, which you can see in a list by recipient or subject.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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