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If you’re using Tourwriter to store your Contacts you can now use the MailChimp API to map your Tourwriter contacts to MailChimp.

The Tourwriter MailChimp integration is available as part of our Professional and Enterprise plans, but is also available to our Lite customers to trial until 31 December 2017. From 1 January 2018, Lite customers can contact our Support team or their Customer Success Executive to upgrade their Tourwriter Plan and continue to enjoy the push to MailChimp functionality.

Prerequisites

• You’re an existing MailChimp user. If not, you can sign up for a free account at https://mailchimp.com/
• You’ve got Contacts created in Tourwriter, and they’re categorized using Contact categories (see Tools > Setup > General lists > Contact categories)
• Your Contacts include an email address

Ready to go? Read on to learn the setup steps in MailChimp, and how to export your Contact categories from Tourwriter to MailChimp.

API key creation in MailChimp

The purpose of creating an API key is so that Tourwriter can ‘talk to’ your MailChimp account and bring your selected Contacts across ready to send emails from MailChimp. Follow the steps below in your MailChimp account to generate an API key.

1. In MailChimp, navigate to your Username at the top of the navigation bar and click the down arrow, then select Account
   
2. On the next screen, select Extras > API keys:
3. On the API creation screen, scroll to the Your API keys section
4. Select Create A Key
5. Your API key will be generated, and available from the API key field shown below
   
6. This key is required for the Tourwriter integration. Copy this key, ready to paste into Tourwriter.

List Creation in MailChimp

The final step for integration MailChimp with Tourwriter is to create a list in MailChimp, for example your “Tourwriter Contact List”. This list will act as the parent for any groups that you’ll import to MailChimp from Tourwriter.

1. In MailChimp, on the main menu (top left) click Lists
   
2. Click Create List
3. Fill in the details required such as List name, Default “from” email and Default “from” name
4. Once you click Save, the List will be created.
   
5. Next, create a Group.
6. Go to Manage contacts > Groups
7. Click Create Groups
8. You’ll need to enter a Group category and at least one Group name in order to complete this setup step. In the below example, the Group category is Agents.
9. Next, locate the ListID. This will be used in the Tourwriter application for integration.
10. Click Settings > List name and defaults
    
11. On the List name and campaign defaults screen, there will be a List ID in the area highlighted below. Copy this ID number, ready to paste into Tourwriter.

Back in Tourwriter

1. Go to Tools > Contacts > Send email to > Export to MailChimp
2. On the Tourwriter Export to MailChimp screen, paste your MailChimp API Key and List ID into the fields provided
3. Tick the Categories you would like to export from Tourwriter to MailChimp
4. Click Export

Your contacts will be exported from Tourwriter into MailChimp. Once the Export to MailChimp window has closed in Tourwriter, you will be able to locate your new List in MailChimp.

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Age Groups

Age groups can be set up and then linked to each Client in an Itinerary, allowing the correct price for each service to be added to the Pricing options field in situations where there are different prices based on age.  For example, you could add Senior 65+ to List values (as shown in the above example)   Age groups are also applied to the Clients > Details > Passengers field.

Contact Categories

Various Contact categories, specific to your business preferences can be added here. These categories can be applied to each contact in their corresponding Contact popup card > Additionals tab.
This is a useful tool for target marketing, e.g. you might want to create a newsletter or correspondence for premium clients only or for all of your clients interested in golf.

Content types

Used for reporting purposes to define e.g. Quote versus Final itinerary text.
This is where we will define the information for your itineraries and other documents.  For example, if you are dealing with two languages you can have a description in each language.
As report development takes place, the Tourwriter team will assist with finalising your Content types list.

Credit Cards

The credit cards you accept are listed here.

Grade 1 / Grade 2

Grades are used to provide additional information regarding Suppliers. Grades are displayed on the Supplier Details tab and can be used for search purposes when designing an itinerary.
Grades can be set to meet your specific business requirements. For example you could grade all activities by fitness rating 1-5.
Grading is typically for internal use, but it is possible to pull the information through onto client documentation if you wish (this doesn’t happen by default but you can ask your Tourwriter Implementer to add the information if you need it).

Itinerary source

Identifies what source the client came from, e.g. referral, website, repeat customer etc. This information is selected from a drop down tab when creating an Itinerary. This information is valuable for the creation of  business Reports in Tourwriter. For example, reporting how many referral customers you have received in the last 6 months.
IMPORTANT – If the source is Agent, do not list all Agents individually here, this data is loaded in  Data setup>Agent Labels.

Itinerary status

Describes the overall status of an Itinerary, at any one point in time, e.g. Proposal, Final etc. Tourwriter can create a General report which will tell the Company how many proposals or finals are being worked on at any given time. This information also filters through to reporting, so you can create reports just for quotations or confirmed itineraries, etc. To add to this list simply click and type over the new line and to delete a line from any of these lists highlight the row and click .

Itinerary type

Usually we leave this field blank as we try to ‘save it’ in case we need to use it when creating customised Reports in the future.

Office branches

Some businesses may have Office branches; setting up various branches enables Tourwriter users to keep track of ‘what business belongs where’.

Office departments

Tourwriter also enables users to keep track of Itineraries that are being worked on within different departments, e.g FIT department or Group Tour department. By assigning departments, Users will know which department in the office is working on the itinerary, making communication more efficient.

Passenger types

This field is designed to help with categorizing Passenger Types in Group itineraries and can be used in conjunction with the existing Age-group field.

Payment types

This is used to record the method of payment by your clients into your account, e.g. Bank Transfer, Credit Card etc.

Request status

This feature describes the Bookings Status of individual bookings within an Itinerary at any one time. E.g. Pending, Confirmed, Waitlisted etc. When the Status field is utilised within the Bookings List of an Itinerary, the User can see at a glance the Status of a particular booking. All booking request Statuses will be set as (none) by default.

Service Types

Service types break down Suppliers into specific categories, e.g. accommodation, activity, flight, transfers etc. These categories are used when employing the search function when building an itinerary and (most importantly) they are attached to each service entered against a Supplier. Attaching a service type triggers Tourwriter to display the service information that appears on reports in a specified, coded way.

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