Documentation: Clients

Modified on Mon, 19 Aug at 11:06 AM

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


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 NameTextTraveler's first name, which will be used in all itinerary details and communications
Last NameTextTraveler's last name, ensuring it appears correctly in all itinerary details and communications
Middle NameTextTraveler's middle name, if applicable, for accurate documentation in all itinerary details and communications

Contact

EmailTextTraveler's email address, which will be used for sending itinerary updates, confirmations, and other communications
2nd Email    TextAn additional email address for the traveler, used for backup communication or sharing itinerary details
FaxTextTraveler's fax number
Home PhoneTextTraveler's home phone number
Cell PhoneTextTraveler's cell phone number
Work PhoneTextTraveler's work phone number

Primary Address

AddressTextTraveler's physical address
CityTextTraveler's city of residence
StateTextTraveler's state or region
Zip CodeTextTraveler's Zip Code.
CountryTextTraveler's Country

Secondary Address

AddressTextAdditional address for the traveler
CityTextAdditional city for the traveler
StateTextAdditional state for the traveler
Zip CodeTextAdditional zip for the traveler
CountryTextAdditional country for the traveler

Profile

GenderTextTraveler's gender designation
OccupationTextTraveler's job title or profession
Marital StatusTextTraveler's current marital status, such as Single, Married, or Divorced
Is Preferred?Yes/NoIndicates whether the traveler is marked as a preferred client, typically used for prioritizing services or special treatment
Promo Release?Yes/NoIndicates whether the traveler has agreed to receive promotional materials or marketing communications
Next. Dest. TextThe traveler's upcoming destination, typically used for itinerary planning
SourceTextThe origin of the traveler's booking or inquiry, such as a referral, website, or marketing campaign
Internal NotesTextAny internal remarks or details about the traveler, visible only to agents and not shared with the client
Clients NotesLocked    This gets brought in from a client traveler form

Social Media

FacebookTextTraveler's Facebook profile or username, if provided
TwitterTextTraveler's Twitter profile or username, if provided
InstagramTextTraveler's Instagram profile or username, if provided
LinkedInTextTraveler's LinkedIn profile or username, if provided

Marketing

StatusDrop DownUnsubscribe
Last ContactDateIndicates 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 NumberTextPassport number of the client
Country of IssueTextPassport country of issue
Place of BirthText    Place of birth
Expiration DateDateExpiration date of passport
Issue Date    DateIssue date of passport

Requirements/Preferences

DietaryTextIndicate any dietary restrictions of this client such as vegetarian, gluten free, vegan, etc. 
MedicalTextIndicate and medical conditions that should be made aware of for this client 
Bed ConfigurationTextIndicate preferred bed configuration (i.e. double vs. twin) 
Share Room With?Text    Indicate room share (if applicable)
OtherTextAny other personal notes for this client

Emergency Contact

First NameTextFirst name of the traveler's emergency contact
Last NameTextLast name of the traveler's emergency contact
PhoneTextPhone number for the traveler's emergency contact
EmailTextEmail address of the traveler's emergency contact
Relationship to TravelerTextRelationship of the emergency contact to the traveler (e.g., Parent, Spouse, Friend)

Flight Info

FlightsTextInformation 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 NameAuto FillName of field that was changed
Old ValueAuto FillContent that was originally in the field but was replaced by New Value content
New ValueAuto FillContent that replaced value of field changed
Modified OnAuto FillTime Stamp of change
Modified ByAuto FillIndicates which user changed the field

Leads List

IDAuto FillInformation from Leads Page
NameLinkLinked to Lead Page
Date CreatedAuto FillInformation from Leads Page
Last ContactAuto FillInformation from Leads Page
Date ClosedAuto FillInformation from Leads Page
Trip StartAuto FillInformation from Leads Page
DestinationAuto FillInformation from Leads Page
SouceAuto FillInformation from Leads Page
StageAuto FillInformation from Leads Page
AgentAuto FillInformation from Leads Page
EditPromptLinked to Lead Page



Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons

Feedback sent

We appreciate your effort and will try to fix the article