Creating a New Booking

After you have created a Tour/Departure, to add new Bookings

There are multiple ways to add new bookings.

1.  Navigate to the appropriate  Tour/Departure and from almost any menu option on the left hand side, click the + Booking button.

OR

2.  From the Main Menu | Booking | List click the + Booking button.  Learn more Here

OR 

3. From any booking on the departure, click the "More Actions" buttons and choose + Booking.  Learn more Here

You will be presented with the option of choosing a customer who is already in your system.  

Begin typing their name in the search box, and if their name appears in the list, click on the tick checkbox to select it.  Then click the Continue button 

If the customer's name is not in your Clients list, click the Not a previous Client? Add them now > button

Create a new client on the fly, by adding limited details.  You can go back and complete more details for this contact later.  Learn more about client management Here

For each new booking, work through the tabs systematically, starting with the Details Tab. 

Details

• Returning customer: Learn more about the returning customer tickbox Here
• If  the  person is the organiser of this departure, tick the organiser check box. 
  • Note that the organiser now has a multiple person icon beside their name.  More than one person can be an organiser in a Departure. For example, each family might have designated one person as the organiser for their family in a group booking.
  • Note that as well as the First Name and Last name, you can also specify a "Preferred name" for your client.  So, if a client's full name is Terrence John, but is known as John, enter John as his preferred name
• Choose the Method which they came to you, and if by Agent, enter the Agent name from the drop down list below that.  (If you don't see the agent field, the VIEW to that may have been turned off in the Master that this booking is based on.  Learn more about Masters Views Here)
• For Odyssey clients who use the Advanced Module of Cognito Forms / Waivers: You probably don't have their waiver form yet, but note that this is the tab where you will tick that when it has been received. 
• If the client on this booking is doing more than one Departure with you at this time, then tick the Back-to-back checkbox.  Do the same thing on the next Departure. This tickbox is for internal purposes only.  We recommend that you write the subsequent departure number in the Office Comments field to help you keep track.  
• Write any internal notes regarding this booking in the Office Comments field.  This could say "doing 3 back to back tours with us", or "transfer from July", or "friends of Joe Bloggs".  This note is for internal usage only, and will also display on the Departure's Booking record. 
• The Created by name - If the Booking is created on the SAME DAY as the Trip is created, then it will pull thru the Trip staff member name. Otherwise - if the Booking is created the next day, or any other date in the future after that... the name of the person who is the logged in user creating the Booking will be used instead. 

Sharing

Learn about the Connections view here

Emergency

The emergency tab allows you to store up to two emergency contacts for each client, along with their relationship, phone and email address details. 

Travel

• Back to Back: If your client is doing more than one with trip you on this occasion, you can store the trip code of the next or previous trip here. 
• It's also a good place to store travel documentation such as insurance policy details, passport number, date of issue, , along with the customer's Nationality.  
• There are some free form fields for you to enter pre and post travel details such as - "arriving from Perth on Saturday 17th, being collected by family and delivered to Haka lodge in Queenstown the night before travel".  

Connections

Learn more about the connections view here

Personal

Contact 

• On the Contact tab, Enter contact details for the Client, including email, mobile, and address. 
• Choose their Nationality from the dropdown list.  When the Nationality is selected, it will automatically make the same selection for the Country of Residence, but this can be overriden if required.
• Some Odyssey Clients only wish to send SMS texts to the group organisers, or perhaps one partner in a couple. By ticking the "Include in SMS automations" tickbox on the Tour | Booking | Personal | Contact tab, you can include or exclude specific clients in the SMS automation process. (There may be a company setting for this..) A SMS text will not be sent to a booking unless their status is "Active / Confirmed"

Odyssey Customers who are part of the World Expeditions Group can also use the Include in CRM tickbox. To learn more about this functionality, click Here

The Copy and Paste buttons can be used to Copy address details from one Client Record to another.  Simply click on the Copy button once you have filled out the address details you want to use, and then navigate to another client record (possibly by using the client list on the left hand side), and then press Paste.

Medical

• On the Medical tab, enter the Client's Date of Birth, and their age field will be calculated.  
• Choose the Client's  Age bracket from the drop down list.   
• Choose the Gender of the client, (Male/Female/Neutral).  
• To enter the Client's Height, choose from one of the three drop down lists.  
• The first drop down list (Height cm 140-200), sorts the most common heights from the shortest to the tallest measurements.  The second drop down list (Height cm 200-140) sorts the most common heights in reverse order - tallest to shortest.  The third drop down list (Height cm [Others] lists all heights from 220-120
• Enter a Client's Dietary requirements from the drop down list, if they have any.  To learn more about this setting click Here
• Enter a Client's  Medical Conditions in the free form field, if they have any
• Enter a Client's  Medications in the free form field, if they have any
• From the drop down list, choose the Client's Fitness/Experience level
• Vaccination Status
• Enter the client's vaccination status by selecting the appropriate radio button.  
• Enter whether the vaccination certificate has been sighted or not by selecting the appropriate radio button.  The client's Vaccination status will automatically be changed to Y if the Vax Cert Sighted field is changed to Y.  
• Enter a vaccination date, and any specific notes you would like to record.  

Finance

Core Costs/Discounts

• To specify who pays for this booking, click the + Paid By button, and nominate a payer from the list of bookings on this [Departure].  
• Note that the "'Paying for x Pax' field will be adjusted appropriately.

Payments

Subtotals

Totals

For help on Allocating Resources, Providers, Movements, Itinerary and Communications, please see links listed below.