Actions are similar to activities but are dynamic and associated with trips, clients and travelers. Here you track follow thru items that are not only a function of dates, but also dynamically adjust to the source date automatically.
If the trigger is changed (a trip is rescheduled so the trip start date changes, for example), the action target date changes automatically. Tres also allows users to set up Action Plans containing a list of multiple actions that can be used repeatedly. Learn more about Action Plans.
To add a new single action item, click Click + Add Action Item. This will open a pop up.
To select an action plan, select from the Action Plan drop-down and Click + Add from Action Plan.
Mark items as completed by checking the Completed box next to each item. This will generate a date and time stamp.
For each action item select from the Trigger Index drop-down:
Fixed Date = Specific static date that does not change (could be current date).
Create Date = Date the trip or profile was created in 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 associated with Clients and Travelers only have trigger indexes for Create Date and Fixed Date.
From the Variance drop-down, select Before or After and in the days area put the number of days.
If you selected Fixed Date as your trigger, a date field will appear.
Use the Assigned To field to assign this action to a user.
Add a description and notes.
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. Using this feature does not automatically send an email. Once the Action has been saved, a new button for Send Email will appear, allowing users to send an email quickly from the Action popup when they wish. Learn more about Email Templates.
Click Add Action.
Unless you selected Fixed Date as the trigger index, the action will calculate the target date automatically based on the variance and days you entered. Remember, actions are dynamic and this 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 get's changed to January 20th. The action target date will automatically change to January 17th.
Repeat this process for all your action items and then click Save All at the top right corner of the screen.
Example of simple cruise action items:
Trigger Index |
Variance and Days |
Description |
Notes |
Fixed Date |
After 0 |
Customer Welcome Email |
Mention when deposit due |
Fixed Date |
After 2 |
Email – Deposit Due |
|
Fixed Date |
After 3 |
Email – Insurance F/U |
Mention pre-existing |
Start Date |
Before 75 |
Email – Final Payment Due |
Text and call after 4:00 p.m. |
Start Date |
Before 60 |
Arrange Gift |
|
Start Date |
After 3 |
Customer Touch Base |
Text after 3pm. |
End Date |
After 1 |
Welcome Home |
Phone |
ETC. |
|
Meal times; attractions; when and what to pack; Bon Voyage note; etc. |
|