Collect traveler and client information quickly and efficiently by utilizing the New Client/Traveler Form. Enabling this feature generates a unique url to be sent directly to clients where they enter information such as contact numbers, credit and loyalty card data, passport information, addresses, and more. Submitted forms automatically create traveler and/or client profiles in Tres, saving advisors the task of manually entering the information themselves.
Enabling and Customizing the New Client/Traveler Form
To enable the new client/traveler form, open the Settings menu and click Agency Settings. In the Features section, check off the box next to New Client/Traveler Form and click Save Agency Settings.
A unique url will be created. Use the copy button to copy the code onto your clipboard for easy pasting.
Clicking Generate New Link to create a new url. Doing this will make the previous url inactive, so make sure your clients have been sent the most updated url.
Add Traveler Tags from your system that they wish to include as fields on the New/Client Traveler form in the Traveler Tags area. Only tags with an in use of Traveler or no in use area selected (therefore available for use in all areas of the program) will be available in the list.
Add your own language to the Acknowledgement Verbiage section that users must acknowledge before submitting the form. Leaving the Acknowledgement Verbiage section blank will generate a default message on the form.
- The default message is: By submitting this form, I consent to have [Agency Name] collect my details and understand that the information provided is solely for the purpose of travel planning.
Sending New Client/Traveler Form
The New Client/Traveler form can be sent from the Agency (displaying agency level branding) or from the Advisor profile (displaying advisor level branding if available).
Send the url to clients via email or embed it directly onto a webpage or email signature. When clients click on the page, a new tab will open with a blank form for them to complete.
Tags added in agency settings will appear as fields in the Preferences section. Fields with no data entered will appear as tag names in the profiles created in Tres.
The following fields are mandatory or have field validations:
- Legal First Name is mandatory.
- Legal Last Name is mandatory.
- If a credit card is entered, the expiration date is mandatory.
- If a loyalty card is entered, the card code or description field must have data.
- Tags that are set to value required are mandatory.
Once the form is completed, users must check the box to accept the acknowledgement verbiage and then click Submit and they are taken to a confirmation screen. In Tres, a new client and traveler profile will be immediately created.
Note: Information entered into the Advisor field of the form will populate in the Remarks field of the client profile.
Tracking Submitted New Client/Traveler Forms
All new client and traveler profiles created in Tres from the new client/traveler form will have a status of Pending, making them easy to search for in the client and traveler search areas.
An email notification will be sent when a Client submits a form. Emails are sent to the newly created Client Advisor's primary email address entered in their Advisor profile and will CC any users associated with that Advisor. Advisors with no email in their profile will have emails sent to the first user associated with them. If no Advisor is associated with the Client, the email will be sent to the agency's email address entered in Agency Settings.
We also recommend creating views using the Client Status / Traveler Status filters with Pending selected for quick access to newly submitted forms.
Review the Pending profiles for duplicates, missing information, etc. Assign an agent, if applicable, and change the status from Pending to Active.
Below is a view of the entire form: