For Searching on a traveler, please see the Search Traveler Section by clicking here.
Information about a Traveler is entered in the system using the New Traveler link that is available on the Traveler Search screen. Clicking on the Traveler link from the Clients Menu takes the operator to the Traveler Search screen as is shown in Fig 1.1 below.
Fig 1.1 The Traveler creation Screen.
Mandatory Information:
The mandatory fields that are required to be filled in before a Traveler information can be saved by the system are:
1. Client Category (FIT or PAR)
2. First Name
3. Last Name
What are the other fields on this screen?
The operator can now fill in the details of the fields. Some of these fields are described below as others are self explanatory.
Original Source : The operator can select the available sources under which the new client can be placed as sourced from.
The address fields and other optional information and preferences about the client are picked up using different tabs that are arranged below the main tab. These can be expanded and collapsed after entering the required information.
The additional tabs that can be expanded to view each of them carry additional information and are shown and explained below.
Fig 1.2 The additional entry tabs for Traveler.
Address Details
The Client address is captured under 3 sections. The first one is the primary address followed additional two alternate addresses. All of these addresses have a validity date range for which they are valid.
Contact Details
Under Contact Details, 4 contact phone numbers can be entered with one of these marked as a primary contact. A primary contact is one who would be contacted first while getting in touch with the traveler. Also a fax number and 3 email addresses can be provided.
Association and Territory
Relevant association details can be supplied if any by selecting the association from the classified list under agency, agency group or direct group.
Preferences
Traveler preferences can be added from a select list. To add the preferences, just click on the preference name and then click on the >> button provided to customize the list of the client/Traveler preference.
Mailing List
The client can be added to the preset mailing groups made available in a list. To add the mailing lists, just click on the mailing list name and then click on the >> button provided to customize the list of the client/Traveler mailing lists.
Restrictions
The Client may require to place some restrictions as to how the system interacts with him with regards to mails, placing phone calls etc. Select the restrictions checking on the available restrictions.
Passport Details
The Client passport details for travelers can be entered using this tab.
Emergency Contact Details
The Emergency contact details for the client can be entered using this tab.
Referral Details
The referral details of the person or the agency who referred can be entered using this tab.
Record Details
The record details help us to record the status and type of the client. Additionally it also provides when the client information was modified in the system.
Search Traveler Section
The Traveler Search Screen is used to find the details of a traveler during an inbound call. The Search screen also has the option to enter a New Traveler once the operator was unsucessful while searching for the same and now wishes to enter the traveler details newly into the system.
There are 3 ways of carrying out a search as per operator needs. These are the Free Form, General and the Advanced. Let us look at the General Search which is most popular among these 3 searches carried out.
General Search
The Traveler Search screen is shown below in Figure 1.2
Fig 1.2 The Traveler General Search Screen.
Any existing traveler can be searched giving one or more of the fields in Fig 1.2 shown above and clicking on the Search button. The search results will be displayed in the Traveler Search Results screen as shown in Fig 1.3 with the Client No, Full Name, City, State, Postal Code, Phone and Address fields.
Figure 1.3 The General Search Results Page
To view the remaining records, the operator can click on the –> button provided on the bottom right corner.
There is also an export icon provided at the top right corner in case you need the search results to be exported into a file of CSV format which can be later imported into Excel or any other third party system that you might be using.
If you look at the Search results page, and you need to get information on any specific traveler on that page, you need to click on the Client No. upon which the traveler details are shown to you as seen in Figure 1.4 below.
Figure 1.4 Traveler Details Page
The Traveler details page is shown as a tabbed interface. Following are the tabs with explanation on what they contain. If you see the Edit option for the various sections, this means you can have permission rights to change some or all of the information on these sections. Notes on Client, Operations and Marketing can also be added if the user has edit permission on this page.
Summary: A snapshot of details that include a link to the FTC(Frequent Traveler Certificate) details if any for this traveler.
Communications: Shows all the online and manual communication requests for example, a brochure request and follow up calls are listed here.
Profile: Same as traveler profile.
Reservations: Lists all the reservation, FIT or PAR carried out for this traveler.
Interests: Any interests saved for this traveler are listed here. Interests for a traveler are added using the Action menu on the right rail of the Traveler page.
Opportunities: Any sales opportunity that may exist for this traveler or any potential opportunities in the future may be recorded using the opportunity tab for a traveler. Under this tab, there is a Add Opportunity button to enter the relevant details.
There is an advances Search option where we can search by other parameters namely agent, campaign source, original source, ranking and interests as shown below.
With this, we finish the Search Traveler section.
