Trips help manage the trip planning process from start to finish efficiently and effectively. Trips are powerful tools designed to help advisors stay organized and on task. Integrations such as Direct Connect and Document Management allow users to save data entry time and send and store relevant documents.
Proactively create a trip at the client’s first call and schedule follow-up calls and appointments with Activities. Once the trip planning begins, capture details of reservations and produce a professional Trip Statement while tracking paid and unpaid balances. Use additional activities and dynamic Trip Actions to be reminded of a final payment date, document confirmation and other trip related items. When the client books, use Direct Connect to import reservation details eliminating manual entry. When the client returns home, get reminded to welcome the client home, document the client’s remarks and suggestions, and produce supplier statements for unpaid commission with additional trip actions.
When searching across all your trips from the main menu, not only can you search using specific filter data, but you have the ability to create and run activity and commission reports based on your needs. Once you create the report, use date expressions to run the report without having to enter date criteria every time. The advisor no longer has to ask a manager or administrator for trip, reservation, commission or ticket reports. All the information they need is at their fingertips, available to them 24/7.
- Search Trips
- Add a Trip
- Trip Reservations
- Trip Actions
- Trip Activities
- Trip Attachments/Links
- Trip Payments
- Trip Statement
- Trip Images
- Client Itinerary
Search for trips using the default search bubbles for trip name, confirmation no., or client. Click + Add Filter if you wish to search by more fields. Results are sorted in ascending or descending order by any column by clicking the arrow button to the right of the column title. Resize columns by hovering over a column header until the column is highlighted and move to the outside edge of the column until your cursor changes to horizontal arrows. Click and hold to slide the edge of the column in either direction to the preferred size.
Further define search results by utilizing operators. Operators are available in certain filters, and allow users to narrow search data. Current operators include: Equal, Not Equal, Blank, Not Blank, Starting With, and Contains.
Delete multiple trip records by checking the box next to the records you wish to delete and then clicking the Delete button. Learn more about deleting multiple records.
Toggle between Table and Report view. Table format includes customizable columns and filters. Report format includes customizable filters and predefined output formats with sub totals and totals. Learn more about Trip and Reservation Activity Reports.
Create a new view, update a current view, or manage columns by clicking the Manage Views button on the upper right side of the screen.
Email, export to pdf, or print a physical copy your search results by clicking the appropriate buttons.
Add a Trip
Click here to walk through adding a new Trip inside of Tres. (You must be logged in to Tres use this feature.)
To add a new trip, click the + Add Trip button at the top right of the screen.
Enter General Trip information such as Trip Name, Destination, Advisor, Branch, Target Travel Date, Start Date, and End Date.
Note: The Start and End Date fields are tied to reservation start and end dates and will adjust accordingly. For example, if you create a trip with an end date of April 1, but later enter a reservation with an end date of April 3, the trip level end date will automatically adjust to April 3.
Check off the appropriate box if Cancelled.
Select the Client Name from the dropdown menu. Clients will only show in your search results if you have already added them to your system. Learn how to add a client. We recommend that the client paying for the trip be the one associated with the trip.
The Linked Travelers section will list all travelers from all reservations in this trip.
Enter Tags. Tags are a way to identify something and use that identification to search in the future. Learn more about Tags.
Add Trip Remarks and Advisor Remarks. Trip remarks are client facing, and will show at the bottom of the trip statement. Advisor remarks are internal and not client facing.
Click Save All at the top right corner of the screen.
Upon saving a new trip, a trip header is created displaying pertinent information including trip name, client, destination, start date, advisor, trip total, and client balance.
Note: For clean searches, we suggest using consistent trip name formatting such as: Client Last Name/Destination/Month/Year. Example: Fisher Singapore June 2021.
- Trips are not required to be associated with a client or traveler. However, it is highly recommended. Trips without a client association will not show up in a search using the client name filter.
- The Target Trip Date is designed to help advisors be proactive by entering trips still in the inquiry or proposal stage. This is an optional field that should be used only if there is no trip start and end date at the time of trip creation.
- Travel Date can be filled in at the time of trip creation, but will be over-written by the earliest and latest Start/End Dates on reservations if left blank.
Reservations are the individual supplier bookings that make up a trip. To add a new reservation, open the Reservations subfolder and click + Add Reservation to generate a pop up.
Each reservation contains an area for general reservation information, travelers, advisors, attachments/links, and payments. Learn more about Reservations.
An Action is a to do connected to a trip, while an Action Plan Templates contain multiple actions in a template form.
To add a new single action item, click Click + Add Action Item. To select an action item template, select from drop-down by Template Name and Click + Add from Template.
Delete multiple actions by checking the box next to the records you wish to delete and then clicking the Delete button. Learn more about deleting multiple records.
All activities associated with a trip are found here. Results are sorted in ascending or descending order by any column by clicking the arrow button to the right of the column title. New activities are created directly from this screen by clicking + Add Activity and entering information in the pop up. Click here to learn more about Activities.
Add any attachment by clicking + Add Attachment/Link. This will open up a pop up. To add attachments, simply drag and drop or browse for the file on your computer.
To add a link, enter the url and a description in the appropriate fields and then click Submit. Links to content are preferred as they are dynamic and take up less space in your system. Once the content is changed, the dynamic link in the client record is automatically updated.
Note: We recommend including the upload date when naming attachments and links. (Example: 5/1/22 Smith Viking Client Confirmation).
Click on the Payments subfolder to see a list of all payments associated with a trip. Results are sorted in ascending or descending order by any column by clicking the arrow button to the right of the column title. Click on any individual payment to view full payment details in a new tab. New payments are created directly from this screen by clicking + Add Payment button and entering information in the pop up. Click here to learn more about Payments.
Note: Only payments made by the client can be entered from the trip. All other payment types must be entered from the Payments folder. View more payment examples.
The trip statement is created from all trip, reservation, and payment details. Think of the trip statements in Tres like a report of important reservation and trip information that can be sent to clients via generating a pdf, email, a printed hard copy, or a web view url. As it is dynamic and does not have to be manually generated, it will always show the most up to date information. Learn more about the trip statement.
Export the trip statement to pdf.
Generate a pop up to email the trip statement directly to a person.
Print a physical copy of the trip statement.
Open the trip statement in a new tab in your browser.
Send a Document Template From a Trip
To send a document template to a client, open the trip and navigate to the Documents sub folder. A list of documents already sent to the client will be displayed here.
Click Send a Document to open an email popup. The primary traveler's email address will populate automatically, and clicking Add Email will display a dropdown with additional travelers' email addresses. Enter an email subject and body.
Use the Attach Document Template dropdown menu to select which template you wish to use. Currently only one document template can be emailed at a time.
Once your email is complete, click Send to send the email with attached documents to your client.
The Images subfolder allows users to upload images specific to a trip. These images will be available for easy use on the future client itinerary feature.
Add Images by clicking the + Add Image button and dragging and dropping files, or inserting hyperlinks. Drag images to reorder, and edit or delete an image by clicking the appropriate button.
Client Itinerary is a feature in progress. Full functionality will be available in a future release.
The Client Itinerary displays a preview of all reservation details. Clicking Viewable by Client will generate a unique url to be sent to clients with their itinerary. Destination and trip specific images auto populate for easy creation, and updates to the itinerary are immediate.