Everything Trip Suite

Analytics - Analytics is great. I love the freedom to choose data and display it.

Below is an overview of Analytics to explain each feature:

Overview of the tool linked here.

• Home - Home page will show you everything that you've saved: answers, live boards, and KPIs.

• Answers - Basically just saved searches.

• Live boards - Fancy name for a dashboard.

• Search - This is how you build a report.

• Share - Allows you to share the live boards or answers that you've saved with other members of your team.

• Export - If you click on the three dots in the upper right corner of a report, you should see the Download option. (Screenshot of this below!)

• Print - You would use the export option first to download the report and then print it from there.

Image of Download

SAMPLE - Screenshot of Analytics Pre-Built Reports from TripSuite.

Within a Trip under Bookings, when adding a Booking, click the AI symbol in the upper right corner of the New Booking window. In the new window COPY and PASTE the booking details from the confirmation (email or document). Then click EXTRACT DETAILS FROM EMAIL. AI will populate the booking fields from the email content you pasted.

The following are the steps in a CC Authorization for Bookings:

1. Enter a Booking with Payment Details and Invoice Remarks

2. Create a Client Invoice from within the Trip

3. Copy the Invoice link and email to the client to complete the CC Auth form.

4. After Client completes the CC Auth, look in the Client Record under Payment Methods

5. These are stored as CC Authz with the card details, (These are not duplicate card records).

6. Edit the newly added CC Authz Card details and add a booking note into the Nickname field.

7. This will display each CC as a transaction with a booking reference (see below image).

NOTE: Credit Cards and CC Authorizations are stored in Payment Methods within the client record as indicated below.

• Those cards shown with a booking date and supplier and amount (10/2024 VIATOR $75.00) are CC Authz.

• Those with no note or DEFAULT are the Credit Cards on file.

• To view the details, click the three dots to the right of the card information.

As of right now, you would update these records manually as the client information changes.

In the future, when we have the ability for you to upload a CSV of client info, I think it would function in a way that we would only import the info you add to the spreadsheet. So, if you wanted to override the existing passport, you would fill that out in the spreadsheet. But if you didn't, you would leave that blank and we would keep what is already entered into Trip Suite. Keep in mind this feature is not live yet, so we will confirm exactly how this works when live!

Entering Client Payments:

Client payments are defined in Trip Suite as fees such as consultation fees, planning fees, and design fees.

These payments are entered into the system and can be customized based on the type of fee and payment method.

Differentiation:

Client payments (fees) are different from supplier payments (commissions). Client payments are fees collected directly from clients, while supplier payments are commissions received from suppliers.

Customization:

The system allows for customization of fee types and payment methods. This includes adding new types of fees and specifying different payment methods like ACH, Square, etc.

Entering Supplier Payments:

The process involves entering the total amount received and then itemizing it to match specific bookings.

The system supports importing payment data from spreadsheets, which is useful for handling multiple line items.

Clearing Houses:

Suppliers can be marked as clearing houses. This is important for correctly attributing payments to the right bookings.

Examples of clearing houses include Onyx, TACS, and Paymode. Large hotel brands like Marriott and Hilton can also be treated as clearing houses.

Clearinghouse Fees:

Some clearing houses charge fees, which can be passed on to advisors. The system allows for entering these fees and adjusting advisor payouts accordingly.

Unmatched Payments:

Payments that cannot be immediately matched to bookings are entered as unmatched. Advisors can check the unmatched tab to claim these payments.

There is a process for moving unmatched payments to a forfeited status if they remain unclaimed for a specified period.

Client payments are payments to the agency for service fees (air charges, planning fees, etc.). Supplier payments are agency payments from suppliers for commissions.

Currently there is no email notification. We're going to add that in the future.

Work Flows is a new feature being released soon and training will be coming as soon as the feature is available.

Answer pending.

TripSuite is out of scope of PCI compliance (in Forms) because we do not store CC information directly in our database.

We tokenize each CC that's saved and store the details in an encrypted vault. That being said, this only applies to the storing of the CC info.

Forms cannot be used to collect credit card information because the process used by forms is not PCI compliant.

• We need to be able to delete a form that is incorrect. We can't delete forms right now. We can change the name to something like "Do Not Use" for now.

• I noticed that when a client replies to a FORM it creates a LEAD.

  • I see the replied FORMS appear in the CLIENT record. This is great!

    • Does each FORM reply create a LEAD? Yes

      • I received two LEADs from the same client because they replied to the same FORM twice.

      • I was not able to delete the duplicate LEAD I had to label it DECLINED.

      • Is there a way to turn off this LEAD automation on a FORM since not all FORMs would generate a LEAD? Yes, when you create a client form instead, we will link the form under the client profile instead of creating a new lead. To do this, when you go to build a new form, deselect the "Lead Form" checkbox.

      • If this was not selected at the time the FORM was created, there is no way to edit this afterwards. Title the form as DO NOT USE and recreate the FORM and "do not select LEAD FORM" in the creation of the form.

  • We need to be able to delete LEADs if needed. Let's track this as a future enhancement since currently this is not an option.

You can enter proposed bookings in Trip Suite too. And then come back and mark them as confirmed later on.

Answer pending.

Reconciliation:

It is important to reconcile payments as they are received with the bookings in the system. This ensures advisors are paid timely.

Accurate reconciliation ensures that advisors are paid correctly and financial records are up-to-date.

Statements:

Statements are used to track advisor payouts. These statements can be exported and used to process payroll.

The system allows for backdating payments to ensure they are recorded in the correct financial period.

Trip Suite has a GROUPS tab in each client record.

- Create a Group (e.g, Charlie Harrison Family)

- Add Clients to the Group.

- Edit each Client and select their relationship to the Primary Group Member.

Yes - you can add a new supplier while you're building the booking, if it does not exist already.

Correct! Only one tag can be added to a client profile. It's totally up to you on how to use these, meaning, there's no right or wrong way. A great use case is if you want to tag your VIP clients or, on the flip side, Blacklisted clients. And then you can pull reports to view clients based on what tag they have added.

Answer pending.

This is on their list of enhancements and a report is coming soon.

We don't have any plans for integration with Trip Suite at this time.

NEW LEAD NEW CLIENT

This example is set up for a New Client New Trip Inquiry.

When using a new LEAD form, this form will allow you to create a new client record and a new trip. The response to this FORM will appear in the LEAD section of TripSuite.

NEW TRIP LEAD EXISTING CLIENT

This example is set up for an Existing Client New Trip Inquiry.

When using a CLENT form, this form will send the form response to the Client Record under FORMS, rather than create a new LEAD when the form is returned from the client.

There are two different types of statuses: TripSuite automatic statuses and custom statuses.

Custom Status:

Within a trip, the advisor can select from one of the custom statuses only.

• Trip Created

• Lead

• Planning

• Booked

• Declined

• Lost

NOTE: In TripSuite we automatically update the trip status based on the trip dates. Here's the logic we use:

Automatic Status:

• Trip Created - Default status when a trip is just created

• Packing - 1 week before the trip start date

• In Progress - For the duration of the trip

• Unpacking - 1 week after the trip end date

• Complete - When the trip is over

• Canceled - Used when the trip is actually cancelled via the 'Cancel Trip' button

Virtuoso the Magazine ($5.00 per issue per client, beyond your agency allocation)

• Before Trip Suite

  • DTA emailed Virtuoso an Excel sheet of all clients and addresses that were to receive the magazine.

  • The last Excel sheet was sent January 2024.

  • Therefore any changes in your client list for the last 8 months has been unchanged.

• After Trip Suite

  • DTA will no longer send the Excel sheet to Virtuoso.

  • Trip Suite updates Virtuoso electronically as you change this on client records (with some lead time afterward to cycle up).

  • So in Trip Suite now you can add or remove clients as you choose and Trip Suite updates Virtuoso.

  • Also in Trip Suite you can select Destinations and Trip Styles on Client Marketing and Virtuoso will send Direct Mail and E Marketing based on these selections.

Email and Direct Marketing are included in your Virtuoso membership at no extra cost.

• Check off each of these choices in the Marketing tab to start sending this material to your clients

• In the Client Marketing tab select destinations and travel preferences so clients will receive material specific to their interests.

Watch the below video on updating the Marketing Selections within a Client Record.

As of right now, you would update these records manually as the client information changes. In the future, when we have the ability for you to upload a CSV of client info, I think it would function in a way that we would only import the info you add to the spreadsheet. So if you wanted to override the existing passport, you would fill that out in the spreadsheet. But if you didn't, you would leave that blank and we would keep what is already entered into TripSuite. Keep in mind this feature is not yet live, so we will confirm exactly how this works when it is live!

REASSIGN an Unassigned Trip to Yourself.

1. Go to the TRIP

2. Click the DROP menu next to EDIT TRIP

3. Click REASSIGN

4. Choose Your Name