Defined
Clients are the consumer contacts within the system.
Relationships
Clients can be associated with one or multiple Leads
Leads can have one or many Clients associated with them.
Details
When Clients are associated with a Leads there are three types:
Primary - Person who is the primary contact for the Lead and is traveling.
Passenger - Person(s) traveling but not the Primary contact.
Planner - Person who is the Primary contact associated with the Lead, but is not traveling.
Guides
How to Create a New Client
How to Add a Client to a Lead
How to Submit a Traveler Form
How to Merge Client Records
How to Export Client Manifest
Fields
Each Client Detail file has General Information as well as a list of the Leads they are associated with. You will want to make sure all the following fields are filled in correctly:
Field | Type | Description |
Contact | ||
| First Name | Text | Traveler's first name, which will be used in all itinerary details and communications |
| Last Name | Text | Traveler's last name, ensuring it appears correctly in all itinerary details and communications |
| Middle Name | Text | Traveler's middle name, if applicable, for accurate documentation in all itinerary details and communications |
Contact | ||
| Text | Traveler's email address, which will be used for sending itinerary updates, confirmations, and other communications | |
| 2nd Email | Text | An additional email address for the traveler, used for backup communication or sharing itinerary details |
| Fax | Text | Traveler's fax number |
| Home Phone | Text | Traveler's home phone number |
| Cell Phone | Text | Traveler's cell phone number |
| Work Phone | Text | Traveler's work phone number |
Primary Address | ||
| Address | Text | Traveler's physical address |
| City | Text | Traveler's city of residence |
| State | Text | Traveler's state or region |
| Zip Code | Text | Traveler's Zip Code. |
| Country | Text | Traveler's Country |
Secondary Address | ||
| Address | Text | Additional address for the traveler |
| City | Text | Additional city for the traveler |
| State | Text | Additional state for the traveler |
| Zip Code | Text | Additional zip for the traveler |
| Country | Text | Additional country for the traveler |
Profile | ||
| Gender | Text | Traveler's gender designation |
| Occupation | Text | Traveler's job title or profession |
| Marital Status | Text | Traveler's current marital status, such as Single, Married, or Divorced |
| Is Preferred? | Yes/No | Indicates whether the traveler is marked as a preferred client, typically used for prioritizing services or special treatment |
| Promo Release? | Yes/No | Indicates whether the traveler has agreed to receive promotional materials or marketing communications |
| Next. Dest. | Text | The traveler's upcoming destination, typically used for itinerary planning |
| Source | Text | The origin of the traveler's booking or inquiry, such as a referral, website, or marketing campaign |
| Internal Notes | Text | Any internal remarks or details about the traveler, visible only to agents and not shared with the client |
| Clients Notes | Locked | This gets brought in from a client traveler form |
Social Media | ||
| Text | Traveler's Facebook profile or username, if provided | |
| Text | Traveler's Twitter profile or username, if provided | |
| Text | Traveler's Instagram profile or username, if provided | |
| Text | Traveler's LinkedIn profile or username, if provided | |
Marketing | ||
| Status | Drop Down | Unsubscribe |
| Last Contact | Date | Indicates when the client was last contacted. This field is automatically set to the date of last contact on any lead associated with the client. It can also be manually entered if the client was contacted outside of a lead (such as marketing purposes or just reaching out) |
Personal (All Personal Client Information is Encrypted) | ||
Passport | ||
| DOB | Date | Date of birth for this client |
| Passport Number | Text | Passport number of the client |
| Country of Issue | Text | Passport country of issue |
| Place of Birth | Text | Place of birth |
| Expiration Date | Date | Expiration date of passport |
| Issue Date | Date | Issue date of passport |
Requirements/Preferences | ||
| Dietary | Text | Indicate any dietary restrictions of this client such as vegetarian, gluten free, vegan, etc. |
| Medical | Text | Indicate and medical conditions that should be made aware of for this client |
| Bed Configuration | Text | Indicate preferred bed configuration (i.e. double vs. twin) |
| Share Room With? | Text | Indicate room share (if applicable) |
| Other | Text | Any other personal notes for this client |
Emergency Contact | ||
| First Name | Text | First name of the traveler's emergency contact |
| Last Name | Text | Last name of the traveler's emergency contact |
| Phone | Text | Phone number for the traveler's emergency contact |
| Text | Email address of the traveler's emergency contact | |
| Relationship to Traveler | Text | Relationship of the emergency contact to the traveler (e.g., Parent, Spouse, Friend) |
Flight Info | ||
| Flights | Text | Information about the traveler's flights, including airline, flight number, and departure/arrival details |
Misc | ||
| Custom Fields | Company specific custom fields. System Admin, see Configuration: How to Edit Custom Fields on how to set up Custom Fields on the client record | |
History | ||
| Field Name | Auto Fill | Name of field that was changed |
| Old Value | Auto Fill | Content that was originally in the field but was replaced by New Value content |
| New Value | Auto Fill | Content that replaced value of field changed |
| Modified On | Auto Fill | Time Stamp of change |
| Modified By | Auto Fill | Indicates which user changed the field |
Leads List | ||
| ID | Auto Fill | Information from Leads Page |
| Name | Link | Linked to Lead Page |
| Date Created | Auto Fill | Information from Leads Page |
| Last Contact | Auto Fill | Information from Leads Page |
| Date Closed | Auto Fill | Information from Leads Page |
| Trip Start | Auto Fill | Information from Leads Page |
| Destination | Auto Fill | Information from Leads Page |
| Souce | Auto Fill | Information from Leads Page |
| Stage | Auto Fill | Information from Leads Page |
| Agent | Auto Fill | Information from Leads Page |
| Edit | Prompt | Linked to Lead Page |
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