Get ready to plan and book a trip for a client in Trips. In a trip, users track all reservations and payments in one place. It also helps advisors stay organized and on task with dynamic trip actions and payment dates. The trip statement allows you to quickly update your clients on their reservation and payment details. In this article learn the basics of searching across your trip list and how to add a new trip.
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.
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.
Note: Toggling the Table view button to the Report view lets you generate Trip Activity Reports. Learn more about Trip Activity Reports.
Customize your columns by clicking the Manage Columns button. Learn more about managing columns.
Email, export to pdf, or print a physical copy your search results by clicking the appropriate buttons.
Add a Trip
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.
Enter an optional marketing source to better track return on investment of different marketing campaigns.
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.
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 supfolder 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.