Action Plans allow advisors to streamline their process by templating tasks associated with trips, clients, and travelers and easily apply them with dynamic due dates.
When opening Actions, an advisor has the option of using a previously created Action Plan. Set up as many plans as you wish. Examples: FIT Template, Cruise Template, Tour and Cruise Template, Group Trips, etc.
Create A New Action Plan
To create an Action Plan go to Settings and select Action Plan.
This lists all the action plans you've created. Clicking on any line item will open it and allow you to view or edit the action items. Delete multiple action plans by checking the box next to the records you wish to delete and then clicking the Delete button. Learn more about deleting multiple records.
Customize your columns by dragging and dropping the column headers.
Export or import a list of actions as a .json file with the Export and Import buttons. This allows users to share action plans between Tres domains. Note: Admins and Managers have the ability to import. Import begins immediately with no preview. The import only creates new Action Plans, and does not update existing ones or check for duplicates. All imported Action Plans are set to Public. See Exporting and Importing .json Files in Tres.
To add a new action plan, click + Add Action Plan.
In the General section select the Type from the drop-down menu, name the action plan and write a description.
Set an Action Plan to public or private by selecting the radio button. Public Action Plans are visible to all users. You must be an Admin or Manager to create a Public Action Plan. Private Action Plans are visible to Admins and the logged in user that created them. All user types have the ability to create Private Action Plans. Private Action Plans will display a Visible To: text that displays the login name of the user who created it.
Next open the Actions Items submenu and click Add Action Item to generate a pop up.
For each action item select from the Trigger Index drop-down:
Fixed Date = Specific static date that does not change.
Create Date = Date the profile or trip was entered into Tres.
Start Date = Start of the trip.
End Date = End of the trip.
Target Travel Date = Target trip start date (useful in the inquiry and proposal stage of a trip).
Trip Create Date = Date the trip was created and saved in Tres.
Earliest Booking Date = Earliest booking date of all reservations in a trip.
Earliest Deposit Date = Earliest deposit date of all reservations in a trip.
Earliest Final Payment Date = Earliest final payment date of all reservations in a trip.
Note: Actions will only have trigger indexes for Create Date and Fixed Date if the Type selected is Client or Traveler.
From the Variance drop-down, select Before or After. Enter a number of days in the the connected field.
Add a description and notes.
Use the Assigned To field to assign this action to a user.
Associate an Email Template with the Action by selecting it from the dropdown menu. The dropdown displays all active, public, and private email templates created by the logged in user. Note: Using this feature does not automatically send an email. Once the Action has been saved in a Trip, a new button for Send Email will appear, allowing users to send an email quickly from the Action popup when they wish.
Click Add Action.
Repeat these steps for all action items and then click Save Action Plan at the top right corner of the screen.
Note: If you wish to stop using an action plan, uncheck the Enabled box.
Add Action Plans to a Trip, Client, or Traveler
Open a trip, client, or traveler and open the Actions subfolder. Select a plan from the Action Plan drop down menu. Click + Add From Action Plan. This will populate all the actions associated with the plan as well as configure target dates based on the action trigger dates.
Note: An action target date will show as blank if you have not entered the trigger date into the trip. Example: If you've set an action to send a bon voyage email 3 days before a trip start date, but have not entered a start date for the trip, the action's target date will show as blank until the date is entered.
Remember, actions are dynamic and the target date will automatically adjust based on any changes in the travel target date. Example: you have a trip starting on January 10th. You create an action to send a bon voyage email 3 days before the travel start date. The action target date is set for January 7th. The start date then gets changed to January 20th. The action target date will automatically change to January 17th.
Action Plan Examples:
- New Client Checklist
- Air Only Bookings
- Disney Bookings
- Tour Bookings
- Cruise Bookings
- Insurance Bookings
- Sales Prospect
- Client Touches
- Group Clients
- Group Lead