Different Sections to add a Contact Card

There are a few ways to add a contact card in Tourwriter. Add a contact card in the Contacts section, in the Supplier, the Itinerary or the Agents section.

• Add a contact card in the Contacts section. Right-click the Contacts folder to add a new contact card or create a folder to add contact cards under.
• Open a Supplier and navigate to the Additional section to add a contact card.
• The Clients tab on the itinerary lets you either enter the Passenger details or create a new contact card for the passenger.
• To add an Agent as a contact card, head to the Setup area. Under Agent labels, select an Agent organisation and click the sign in the Contacts section to add a new contact card.

Customising Contact details

A contact card has a couple of sections that you can configure. On the Additional tab, you can customise the Categories list. You can also change the labels that appear to the right.

• To change the Categories list, go to Tools > Setup > General lists. Select the second option, Contact categories. Add new values to the list or edit the existing list values.
• The Contact notes labels section lets you rename the labels that appear to the right on the Additional tab. Head to Tools > Setup > Contact notes labels and add labels from Label 1 through Label 8.

Watch the video below on how to manage Contacts in Tourwriter

Contact Card Tabs

Tourwriter simplifies accessing information about a frequent passenger. Moreover, you can also record additional information for a passenger. 

We have further extended the feature to customise the Contact Card fields in the new Specifications tab. The Specifications tab introduces 16 new customisable fields to your Contact Card. Additionally, through the History tab on a Contact Card, you can view a list of itineraries a contact has been a part of.

Let’s go through the setup to make the additional Contact Card fields available. 

Setting up Field Labels

The 16 new customisable fields on a Contact Card includes 8 new free-form text fields and further 8 options available through a dropdown menu. Let’s see how to configure these additional fields to bring it through to a Contact Card. To set up labels for new fields on the Specifications tab:

1. Navigate to Tools > Setup > Contact notes labels. Here, Labels 1-8 are reserved for fields on the Additional tab.
2. Scroll to the bottom and add titles for Labels 9 through 24. 

3. You can include dropdown options for some labels. Navigate to Tools > Setup > Contact Spec List to populate the dropdown list for Labels 17 through 24. 

4. Open a Contact Card and go to the Specifications tab to see the new customised list. Select an option against any of the dropdown fields as shown below.

Importing Contacts

You can now use a new import template to import your Contacts to Tourwriter. The new import template lets you populate the data for fields in the new Specifications column. To download the import template and go through the detailed steps to import Contacts into Tourwriter, click here.

Exploring the Contact History

Along with the itinerary details, information such as passenger agents, itinerary start & end dates and the amount paid by the passenger are available through the History tab. To access these fields:

1. Open a Contact card and navigate to the History tab. The tab defaults to displaying all the fields. 
2. Select the fields you wish to view through the Field Chooser in the top left corner of the History tab.
3. Click Export above the tab fields to export the information to an excel sheet.

Note: The information here is read-only, meaning you won’t be able to override the field values. To edit the values, head to the itinerary.

Fields available through the History tab

We will briefly look at some of the critical fields available in the History tab.

• • Itinerary ID: Lists the itineraries that the Contact is a part of. By default, the rows are sorted in ascending order of Itinerary IDs. To sort by a different field, click the field header. For further tips, refer to the Rearranging fields on Bookings tab article.
  • Itinerary Display Name: The display name as entered in the itinerary.
  • Itinerary Status: The status as displayed on itineraries. For instance, Quotation, Final or Canceled.
  • Origin: Enlists the country in which the itinerary originated.
  • Itinerary Agent: Displays the Agent assigned to the itinerary.
  • Is Paying: Indicates whether the contact is a paying passenger for the itinerary.  
  • Passenger Amount: Displays the amount the contact owes for the itinerary.
  • Passenger Status: This field correlates to the Passenger Status field in the Clients tab of the itinerary. You can select an optional status for a contact through a dropdown in the Clients tab. The values for the Passenger Status field can be populated on your Tourwriter Setup > General Lists > Passenger Status.

The post Contacts Quick Overview appeared first on Tourwriter Knowledge Base.

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.

The post MailChimp Integration Guide appeared first on Tourwriter Knowledge Base.

The post Contact Notes Labels appeared first on Tourwriter Knowledge Base.

The post Contacts and Passengers – In Depth appeared first on Tourwriter Knowledge Base.

In order to import your existing Contacts information, you need to populate the Contacts Import Spreadsheet with your data by following the instructions and notes detailed below.

• • Download the Contact Import Template here.

• • You will see that there are text formatting instructions inserted as Comments into Row 1 of the spreadsheet; please review this information before importing your data.

• • Note that only the data columns set out in the Excel spreadsheet will be imported into the Tourwriter Application.

• • Only one line of text will appear within the Street Address field, however, multiple lines of text can be imported in the Post Address and Notes columns.

• • If you wish to include + and an area code (e.g. +64 4 123 4567) you must enter an ‘ in the applicable cell in the import template (i.e. ‘+64 4 123 4567). This ensures Excel does not treat the phone number as a formula when it gets imported into Tourwriter.

• • For any dates either select the cell format as General or add an apostrophe before entering the date (e.g. ’18/07/2018).

• Press Alt+Enter to force a line break within a cell in the spreadsheet.

Now that you have populated your Contacts Import Spreadsheet you are ready to Import this into Tourwriter. The steps below will guide you through this simple process.

1. Save the Contact Import Spreadsheet to your PC.
   IMPORTANT – Make sure your spreadsheet is saved as .XLS format

2. Complete the contact information in the Contact Import Spreadsheet and save any changes.

3. Log in to Tourwriter.

4. Click Tools at the top left-hand corner of Tourwriter. Navigate to Additional>Data import/export.

5. Click on the Contacts option under Data import

6. Click Load and attach the completed Contact Import Spreadsheet. The contacts to be imported will appear within the grid. If your existing contacts list is extensive and you are importing a group of contacts (e.g. a group booking), we recommend segregating these contacts, by saving the import to a new folder (Note: Save to new folder? is ticked by default) and creating a folder name that works for you. If you wish to import contacts directly into your existing contacts list, click the Save to new folder? box to remove the default tick; this will remove the option to create a new folder.

7. Click Save
8. Click OK to remove the Tourwriter message: Data saved successfully. The new contacts will appear within the Contacts menu.

Note:- After the setup, the spreadsheet may still fail to upload to Tourwriter if there are compatibility issues due to some missing Microsoft Excel files. As such, to ensure smooth import, install the Microsoft Access Database Engine 2010 Redistributable file from here. Once the driver is installed the import should go through successfully.

The post How to Import Contacts into Tourwriter appeared first on Tourwriter Knowledge Base.

The post Linking Contacts to Suppliers and Itineraries appeared first on Tourwriter Knowledge Base.

1. Open the client Itinerary that you wish to add Contacts to and click on the Clients Tab.
2. Click on Contacts within the Sidebar Menu of Tourwriter.
3. To add an entire folder, highlight the folder name and drag and drop the folder into the Clients Tab within the opened Itinerary – the individual Contacts will appear within the Passengers field. To add specific Contact/s within a Contacts Folder, expand the folder and bulk-highlight the required Contact/s by holding down the Shift key and selecting the required Contacts. Then drag and drop the Contact/s into the Clients Tab within the opened Itinerary.

The post Adding Contacts to an Itinerary appeared first on Tourwriter Knowledge Base.

1. Open the Supplier that you wish to link existing contacts to and navigate to Additional > Contacts.
2. Click on Contacts within the Sidebar Menu of Tourwriter.
3. Click on an individual Contact or bulk-highlight required Contacts, by holding down the Shift key and selecting the Contacts. Then drag and drop the Contact/s into the Contacts Tab within the opened Supplier.

The post Adding Contacts to a Supplier appeared first on Tourwriter Knowledge Base.

1. Click Tools > Setup > Agent labels.
2. Click on Contacts within the Sidebar Menu of Tourwriter.
3. In Agent Labels, select (highlight) the Agent label Name that you wish to add Contacts to (Demonstration Agent has been selected/highlighted in the example below).
   
4. In the Contacts Menu click on an individual Contact (see Frederick McKinstry contact below, for example), or bulk-highlight required Contacts, by holding down the Shift key and selecting the Contacts. Then drag and drop the Contact/s into the Contacts workspace located at the bottom of the Agent labels work space.

In the image below you will see that the Contact Frederick McKinstry has been dragged and dropped into the Contacts (Contact Name field) for the Demonstration Agent (highlighted Agent Label).

The post Adding Contacts to an Agent Label appeared first on Tourwriter Knowledge Base.

To create different Content Categories, go to Tools > Setup > General Lists > Lists > Contact categories and in the adjacent List Values field click the to add a Contact Category.

This facility is useful to identify the Contact type (for example supplier contacts, agent clients, client contacts etc.). You can then tick this Contact Category under the Additional Tab of the newly created Contact Card.

The post Contacts Subtab appeared first on Tourwriter Knowledge Base.