Client profiles for frequent travellers

Client profiles for frequent travellers

Create profile:

A profile is a set of data relating to a client. Profiles are generally created when a client first books with the agency or can be merged from other data base sources via the helpdesk.

A Client Profile contains details of name, address, preferences, corporate link, rules, Passport/Visa and payment details for an individual client who would be set up as a repeat traveller of the agency. The details can also be entered prior to booking if the client is a Corporate Traveler. This facility enables the agency to hold on file complete details for any regular traveller of the agency. It is also used for marketing / sales analysis.

NOTE: An agency needs to establish guidelines to assist the consultants in determining when a Client Profile should to be created. A profile can be linked to existing trip information and relevant accounting information and can then be used in the Sales & Corporate Reporting areas to find this information later.

To create a new profile:

• Complete CLIENT DETAILS screen (NOTE: Yellow areas MUST be filled in to continue)
• Click CREATE PROFILE on left list bar. (NOTE that a tick appears next to EXISTING PROFILE, the profile code, which has been created, fills in, as well as three icons (Payment details, address details and comments) which appear above the surname field. Clicking on these icons may enter these. (Detailed below)

• Answer OK to the statement, which appears.
• All of these details will appear when the profile is used to create a new booking and can be modified by over typing the details
• The first button next to the profile code is a BROWSE BUTTON, which can be used to access the PROFILE BROWSE
• where an existing profile can be viewed, selected and used in a booking.

The PROFILE BROWSE Screen contains or allows access to the following information:

• Under PROFILE ACCOUNT LEVELS the various trip/client files using that particular profile are shown. These can be accessed by clicking on the + sign adjacent to the profile code.
• Under PROFILE ACCOUNT INFORMATION, details added in the CLIENT DETAILS screen are accessible.
• Click button next to DEBTOR ACCOUNT. This accesses information relating to the Debtor Account linked to the highlighted client file.

Several Buttons at the top of the Profile Browse Screen provide further relevant information:

• The TRIP TRANSACTION ENQUIRY button lets users access Client/Trip file Accounting details:

• The PROFILE MAINTENANCE button allows access to that particular Back Office screen, allowing modifications and additions to be made to the profile

• Returning to the CLIENT DETAILS screen, further details of the profile can be recorded, using the buttons adjacent to the Profile Browse button:
• The PAYMENT DETAILS button allows access to the PAYMENT DETAILS screen. This screen can be used to record the payment details of regular clients, and holds details of credit cards, cheque account, etc.

• The REMARK ENTRY button allows access to the REMARK ENTRY screen. This provides two separate free-text areas to record RULES & REGULATIONS and OTHER REMARKS.

• The PROFILE ADDRESS DETAILS button allows access to the PROFILE ADDRESS DETAILS screen, which records additional address details of the profile.