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Actief in Tsjechie

What if main booker is not part of the travellers

Good morning,

Suppose someone books a tour but does not go along with the tour himself. How to deal with this situation?

Any suggestions? Thanks in advance!

Regards Luit

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Alex BainbridgePermalink Reply by Alex Bainbridge on February 25, 2010 at 9:54am
Hi Luit
How often does this happen?

If it is rare - could you create an "agent" record - called "non travelling booker" or similar - and make it an agent booking. Then you could keep the details of the non travelling booker in the notes - and remember, when you are doing the reporting, that it is a special case?

Would that work?
Thanks. Alex
Actief in TsjechiePermalink Reply by Actief in Tsjechie on February 25, 2010 at 10:54am
Good morning Alex,

No it does not happen that much (however I can think of various situations in wich it could be the case!!).
What note do you mean where to store the details of the non travveling booker: the booking note?

It gets more complicated if the non travelling main booker is also the one who pays the trip! Something to think about for future development? Examples: parents who pay for their childrens holiday, children (adults!) booking a tour for their parents.

Regards, Luit
Alex BainbridgePermalink Reply by Alex Bainbridge on February 25, 2010 at 11:04am
Yeah - or in the customer special requests note (on the customer tab)
Ralph FouldsPermalink Reply by Ralph Foulds on February 25, 2010 at 1:11pm
Hi Luit,

We do this, either by creating an agent as Alex suggested, or just by adding extra notes to the Customer and Booking.

On the Customer record, there is a Contact Note (Marketing & Comms tab), and in the Booking, we 'Pin a Note' to the booking that says who needs contacting. This Pinned note is very obvious and people can't miss it when they go in to work on a booking.

Ralph
Actief in TsjechiePermalink Reply by Actief in Tsjechie on February 25, 2010 at 1:34pm
Hi Ralph,

Yes it could work like that, we will do it like that for now. But I get little dizzy looking at all the notes/warnings!.
(maybe Alex will come up with more principal solution in future).

Thanks & regards, Luit
Ann FoulkesPermalink Reply by Ann Foulkes on March 15, 2010 at 3:40pm
This situation happens a lot for our clients - eg, when a charity fundraiser is organisiing a trip, but not taking part themselves. The paperwork is all addressed to the charity fundraiser, and they then pass it on to the trip particiapants. So, a more permanent solution would help me. :-)
Alex BainbridgePermalink Reply by Alex Bainbridge on March 15, 2010 at 3:42pm
Ann,
Yours maybe easier - by setting up the charity fundraisers as an agent? Then you can have a booking assigned to an agent - and just have the customer names within the booking?

Would that help?
Ann FoulkesPermalink Reply by Ann Foulkes on March 15, 2010 at 3:45pm
Could this not be a bit confusing - we have overseas agents who are suppliers of services, and "agents" who are actually charity fundraising staff who give us clients. These charity fundraisers do not receive and commission
Alex BainbridgePermalink Reply by Alex Bainbridge on March 17, 2010 at 3:22pm
Hi Luit and Ann

OK - so what we want is as follows - right?

- Tick next to lead customer details - saying NON TRAVELLING (or similar wording)
- The calculated number of people on the booking to be reduced by 1
- The customer list tokens (for use in documents and emails etc) NOT to return non travelling customers

Would that do it?
Actief in TsjechiePermalink Reply by Actief in Tsjechie on March 18, 2010 at 8:38am
Hi Alex,

Think that will do the trick!

However that leaves us (and maybe also others) with the bus driver / tour guide issue. He/she is traveling but not part of the (paying) clients. Maybe there can be a new participants/travellers break down token for this situation?

Regards, Luit
Alex BainbridgePermalink Reply by Alex Bainbridge on March 18, 2010 at 8:45am
Hi Luit
That is what staff does on a customer record. Tick that and the customer (staff member) gets staff added to their name - and you can use in the tokens whether to include them or not in the breakdown.

Does that help?

Thanks. Alex
Actief in TsjechiePermalink Reply by Actief in Tsjechie on March 18, 2010 at 8:53am
Hi Alex,

Didn't know that. We will do some testing, but sounds like problem solved. Thanks!

Regards, Luit

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