Batched Reminders setup in ClientBase Online
Go to Tools > Settings > Res Card Defaults > Batched Reminders:
Reminder Date: These Global Reminder settings need to use Merge fields for dates. When launching the Batched Reminders from within a Res Card, the appropriate Reminder Date will be calculated and populated. This defaulted date for the Reminder can be changed at the time of creating the Batched Reminders, just before Creating and Saving them to the Res Card Activities tab.
Default Date Using: Select from: Current Date, Res Card Create Date, Res Card Start Date, or Res Card Return Date.
Plus/Minus: Select plus or minus from the drop-down.
Number of Days: Enter a number from 1 to 2000
For example: If you want to create a reminder to follow up with a client to see how their trip went, you might choose to use “Res Card Return Date Plus 7 days.” When this reminder is added to the Res Card, it will create a reminder that will pop up one week after the client has returned home.
Create Reminder: Select Always or Optional. When launching a Batch of Reminders from a Res Card, a listing of the default Reminders appears. To be created, each Reminder within the listing must be selected. If this field is set to Always, then the selection box for this Reminder will be checked by default. If this field is set to Optional, then the selection box for this Reminder will not be checked by default.
The remaining fields are identical to those fields included in a single Reminder Record. Complete each field and the Reminder populates the field upon creating the Batched Reminders within a Res Card. Enter default entries for: Timeless, Start Time, Duration, Login Name, Priority, Private, Reminder Type, Subject, Set Alarm, Completed and Remarks. Click OK to save your first Reminder within this Batch.
Tip: If you are an agency database administrator, you may want to consider adding a remark message to remind travel advisors of the importance of said reminder. Another nice feature is that this message will also show up when the reminder pops up if they are syncing reminders with their e-mail calendar.
Here is an example message for a reminder to confirm seat assignments:
Be sure that seat assignments are confirmed in your PNR. If booked with a Tour or Cruise operator request the airline record locator and verify preferred seats are selected via airline website.
Remember to offer any pay for seat options for airlines that don't offer free advanced seating. Offer the value of United Economy Plus or Delta Comfort seating when client is looking for value seating alternative to business/first class seating.
Continue to add as many default Reminders as you would like included within this Batch of Reminders
After each default Reminder is created for this batch, click Save Changes to save the Batch. Create more than one Batch of Reminders if desired. For example, if you would like different default Reminders for a Tour booking then for a Cruise booking, or for reminders specific to Group bookings, or even for Trip Inquiry follow up reminders, then add another Batch of Reminders accordingly.
*If your agency syncs between ClientBase Windows and ClientBase Online, then you will need to set up your Batched Reminders from ClientBase Windows.
Batched Reminders setup in ClientBase Windows
Global Defaults > Res Card Defaults > Batched Reminder Settings
Using Batched Reminders
From inside the Res Card that you would like to add reminders, click on the Reminders drop-down in the tool bar at the top of the page and select Create Batched Reminder.
Select the Batched Reminder group you want to use.
Select all reminders you need for this trip, then click Create Reminders. If you want to sync your reminders between ClientBase Online and your e-mail calendar, you can set it from the drop-down options on this page or you can select your default setting under User Settings in My Login.
Tools > My Login > User Settings
*Please note, your e-mail settings do need to be set up for this feature to work.