Sometimes you want to save a regular guest's details, or you have just started working with a new travel agent, and you want to have their information ready to go for future bookings. Saving a client profile directly into your system means you won't have to type out their details every single time they book!
Here is exactly how to do it:
A quick tip before you start: If you are already in the middle of creating or modifying a booking and just want to add a guest there, you can do that right on the Booking details! This guide is specifically for adding a client profile ahead of time.
Step 1: Check for duplicates first
To keep your records neat and tidy, it is always best to conduct a quick search first to make sure the client isn't already saved as a duplicate.
- Simply click on 'Search' and select 'Clients' from the drop-down menu.
- Type in their details and review the results that pop up.
- If they don't appear in your search, go ahead and click 'Add Client'.
Step 2: Add the new client
First, choose what 'Type' of client they are from the drop-down list (like an Individual, Company, Travel Agent, or Tour Operator).
Then, simply fill in their name, surname, company name (if they have one), and their basic contact details.
Step 3: Fill in the extra details (Optional but handy!)
You will see a few extra tabs where you can add more helpful information, like their VAT number and address.
- You can also click the little plus (+) icon under 'Extra information' to save specific details like their ID/Passport number, nationality, or dietary requirements.
A quick tip: Under the 'Additional' tab, you can even link a specific STO Rate Sheet to a travel agent or add special notes about the client!
Step 4: Save your new client
Once you are happy with the details, simply click 'Save'.
The system will now generate a unique Client ID for them, and any remaining tabs (like Account Transactions & History) will automatically update later once this client starts making active bookings with you!
