Inserting a new passenger record from within the CRM application allows you to store data on clients who may not be travelling. You may have had a phone enquiry or have taken client details from a trade show.

You can record their details here until such time that they make a booking.

Insert New Client into the CRM

1. Select Menu Home > Operations > Pax CRM.

   1. Click the Home Menu to expand it:

      

   2. Click the Operations menu option to expand it:

      

   3. Click Pax CRM to open the Pax CRM screen:

      

2. Click Insert Pax.

   

3. On the Create Pax screen enter the pax details and if the passenger belongs to a group of travellers enter known details.

   

4. Click Save to keep the changes.

   

5. The Details Tab will open where the pax full name, alias and date of birth can be noted on the upper section of the screen. The middle section allows storage of passport details and contact information specific to this passenger, with the lower section of the screen allowing any information defined by your organisation to be entered for the passenger.

   

6. Adding contact details for this passenger is done in the Contacts Tab. Select Insert, and complete the Insert Pax Travelling Contact Form with the details you have on hand.

   

   1. Click Save to keep the changes.

      

   2. Click Exit to discard any changes.

      

7. Unique passenger profile entries are available from the Profile Tab. This is where organisations may choose to store visa information, loyalty membership numbers or special requirements.
   To insert a profile entry, highlight the profile heading on the left and select Insert.

   

8. Select the Profile Type, and the Category.

   

9. If you want to keep the changes, click OK.

   

10. To keep the changes, click Save.

    

11. Click Discard to discard all changes.

    

12. Click Exit to discard any changes.

    

Pax Name

The Pax name fields should follow your naming conventions when inserting booking names. These fields will eventually be used within bookings and using the correct naming convention now will save you time in the long run.

Pax Type

This drop-down section is used to assign a type to the individual pax names being entered. Pax types available:

• Adult (Default)

• Child

• Infant

Title Alias, First Name Alias, Surname Alias

The alias fields allow passenger name variations typically used to save alternative language text for a passengers name. They also provide for alternative language searching for passenger details so should follow your standard naming conventions for aliases.

Date of Birth

• If the product database has had Age Policies completed, then the date of birth of children and infants can be entered into the 'Date of Birth' field.  Tourplan will calculate the age(s) of children/infants based on the date of birth vs the date of service in the booking and apply Adult or Child costing automatically, depending on the age of the child/infant at the time.
• If adult dates of birth are being entered, check that the DOB is not a date prior to the years from/to as defined in Windows Control Panel Regional Settings.  By default, Windows interprets 2 digit years as being between 1930 and 2039. If a DOB is entered which is prior to 1939, it is calculated as 100 years later; e.g. 1937 is calculated as 2037.

Passport Details

These six fields allow passport information to be stored against each passenger (including children). The information inserted here can display on messages and documentation if the message templates use the correct substitution codes.

Passport Details include:

• Passport Name - Full name of passenger as seen in their passport.
• Passport Number - Passengers passport number.
• Nationality - Nationality of Passenger as seen in their passport.
• Place of Issue - Place of passport issue.
• Issued/Expires On - Issue and Expiry date of passport (Calendar selection or format dd/mm/yy the system will amend the manually entered date to dd-mmm-yyyy).

User Defined Text

These ten fields are unique to your organisation requirements and must first be setup in Code Setup > INI Settings > FITS.

Contact Type

The type of contact.

Examples are: BU-Business HM-Home. These must first be set up in Code Setup > Messaging > Contact Types.

NOTE: Contact Types can be used multiple times in this screen - e.g., there can be more than one contact with a Contact Type of 'BU' (Business), provided the Contact Name is different for each contact.

Contact Name

The name of the contact.

Phone Number

The phone number for this contact.

Mobile Phone Number

The mobile phone number for this contact.

Fax Number

The fax number for this contact.

Email Address

The email address for this contact.

Web Address

The web address for the contact.

Profile information could include Special Diets, Passport Information, noting Membership numbers such as Frequent Flyer membership, and or specific Analysis Data.

Profile Type

The Profile Types available on screen are unique to your organisation and have been configured in Code Setup > CRM > Profile Entry Type.

Profile Category

As with Profile Types, the Profile Categories have been pre-set in system setup. These drop-down fields are unique to your organisations requirements. See Code Setup > CRM > Profile Entry Codes.

Expiry

Some fields such as loyalty programs or visa details will need to store expiry date information. If there is no expiry for your Profile Entry Type this date field can be left empty.