Client Organization & Management

TripProspect's visual client boards help you track every traveler, trip status, and follow-up without drowning in spreadsheets.

Understanding the Board System

Board Categories

Your clients automatically organize into four main boards:

Prospective Travelers

Who appears here:

• People who've inquired but haven't booked yet
• Referrals you haven't contacted yet
• Past clients considering future trips

Information displayed:

• Inquiry date and trip interest
• Last communication date
• Follow-up status and next actions
• Estimated trip value

Typical actions:

• Send proposals and follow up on quotes
• Schedule consultation calls
• Move to Active Clients when they book

Active Clients

Who appears here:

• Travelers with confirmed bookings
• Clients in the trip planning phase
• Anyone with upcoming departures

Information displayed:

• Trip countdown and departure date
• Payment schedule and status
• Document collection progress
• Trip preparation checklist

Typical actions:

• Create and refine itineraries
• Collect passports and documents
• Send pre-trip information and instructions

Current Trips

Who appears here:

• Clients currently traveling
• Departures within the next 48 hours
• Anyone needing real-time support

Information displayed:

• Live flight status and updates
• Current location and next destination
• Emergency contact information
• Real-time itinerary access

Typical actions:

• Monitor flight delays and disruptions
• Provide on-trip support and assistance
• Handle changes and emergencies

Follow-ups

Who appears here:

• Recently returned travelers (within 30 days)
• Clients who need post-trip attention
• Referral opportunities

Information displayed:

• Return date and trip details
• Feedback collection status
• Referral potential and notes
• Future trip interests

Typical actions:

• Collect trip feedback and reviews
• Request referrals and testimonials
• Plan future trips and anniversaries

Client Card Information

Essential Details on Every Card

• Profile photo for instant recognition
• Primary contact information (email, phone)
• Trip destination and dates
• Booking value and payment status
• Last interaction date and notes
• Next action required with due date

Custom Fields You Can Add

• Travel style preferences (luxury, adventure, budget)
• Special needs (accessibility, dietary, medical)
• Important dates (birthdays, anniversaries)
• Referral source (how they found you)
• Communication preferences (email, text, phone)
• VIP status and special handling notes

Setting Up Your Workflow

Client Intake Process

When someone inquires:

1. Create client profile immediately with all available information
2. Upload profile photo from social media or previous trips
3. Add trip preferences and any special requests mentioned
4. Set follow-up reminder based on your sales timeline
5. Track lead source for marketing attribution

Proposal and Booking Workflow

Moving from inquiry to booking:

1. Update status as you send proposals
2. Set follow-up reminders for proposal deadlines
3. Track proposal versions and client feedback
4. Move to Active Clients immediately upon booking confirmation
5. Begin trip planning workflow with welcome materials

Trip Planning and Preparation

After booking confirmation:

1. Create itinerary and begin building trip details
2. Set document collection deadlines (passports, forms)
3. Schedule payment reminders according to your terms
4. Plan pre-trip touchpoints (calls, emails, final instructions)
5. Prepare emergency contact information and procedures

Post-Trip Follow-up

After clients return:

1. Welcome home message within 24 hours
2. Feedback collection via survey or call
3. Photo sharing encouragement for social media
4. Thank you note with future trip discussion
5. Referral request at appropriate timing

Advanced Organization Features

Tags and Categories

Organize clients beyond the standard boards:

Trip Type Tags:

• Honeymoon, Anniversary, Family Vacation
• Corporate Travel, Incentive Groups
• Adventure, Luxury, Cultural, Relaxation

Client Characteristics:

• First-time travelers, Experienced travelers
• High-maintenance, Low-maintenance
• Budget-conscious, Luxury-focused
• Group travelers, Solo travelers

Business Categories:

• VIP clients, Repeat customers
• Referral sources, Influencers
• Corporate accounts, Leisure travelers

Search and Filtering

Find any client instantly:

Quick Search Options:

• Name search with partial matching
• Destination filtering by region or country
• Date ranges for departure or booking dates
• Trip value ranges for revenue analysis

Advanced Filters:

• Multiple tag combinations (VIP + Europe + 2024)
• Communication status (needs follow-up, waiting for response)
• Document status (missing passports, completed paperwork)
• Payment status (overdue, deposit received, paid in full)

Saved Searches:

• Monthly departures for planning workflows
• High-value clients for special attention
• Referral sources for marketing analysis
• Repeat clients for loyalty programs

Communication Management

Automated Touchpoints

Stay connected without constant manual effort:

Pre-Trip Automation:

• Welcome email immediately after booking
• Document request reminders at set intervals
• Payment due notifications before deadlines
• Pre-departure checklist and final instructions

During Travel:

• Flight delay notifications to both you and client
• Daily itinerary reminders for complex trips
• Check-in messages for special occasions
• Emergency contact availability notifications

Post-Trip Automation:

• Welcome home message upon return
• Feedback survey invitation after settling in
• Photo sharing encouragement for social proof
• Future trip discussion at appropriate intervals

Manual Communication Opportunities

Personal touches that build relationships:

Special Occasions:

• Birthday greetings with trip anniversary notes
• Anniversary reminders for past trips
• Holiday messages with travel inspiration
• Life events (graduations, promotions, retirements)

Social Media Engagement:

• Monitor client posts about their travels
• Share and comment on their travel photos
• Send personal notes about posts you see
• Suggest future destinations based on their interests

Surprise and Delight:

• Unexpected upgrades arranged through relationships
• Welcome amenities coordinated with hotels
• Special occasion celebrations during trips
• Exclusive access to experiences they'd love

Team Collaboration (Agency Features)

Role-Based Access Control

Different team members see different information:

Junior Advisors:

• Assigned clients only in their portfolio
• Edit access to itineraries and client notes
• No financial information (commissions, markups)
• Supervised communication with approval workflows

Senior Advisors:

• Full access to their client portfolio
• Financial details including pricing and commissions
• Direct client communication without supervision
• Team collaboration tools for complex trips

Managers and Owners:

• Agency-wide visibility across all client portfolios
• Financial reporting and performance analytics
• Team management tools and assignment capabilities
• Quality control oversight and training tools

Team Workflow Management

Client Assignment:

• Automatic distribution based on specialties
• Manual assignment for specific client needs
• Reassignment tools for vacation coverage
• Client relationship continuity planning

Collaboration Tools:

• Shared client notes visible to assigned team
• Internal messaging about specific clients
• Task assignment for trip components
• Quality review processes before client delivery

Knowledge Sharing:

• Template libraries shared across team
• Best practices documentation and training
• Client preference databases for consistency
• Supplier relationship information sharing

Reporting and Analytics

Client Insights

Understand your business patterns:

Client Lifetime Value:

• Total revenue per client over time
• Average trip value and booking frequency
• Referral generation and network effects
• Profitability analysis including time investment

Booking Patterns:

• Seasonal trends in client travel
• Destination preferences by client type
• Lead time from inquiry to departure
• Repeat booking cycles and timing

Communication Effectiveness:

• Response rates to different message types
• Follow-up success rates and timing
• Client satisfaction scores and feedback
• Channel preferences (email, phone, text)

Business Performance Metrics

Sales Pipeline:

• Conversion rates from inquiry to booking
• Average sales cycle length and stages
• Proposal success rates by trip type
• Revenue forecasting based on pipeline

Client Retention:

• Repeat booking rates and intervals
• Client churn analysis and prevention
• Referral generation rates and tracking
• Lifetime value growth over time

Operational Efficiency:

• Time per client for different trip types
• Document collection completion rates
• Payment collection timing and success
• Issue resolution speed and effectiveness

Custom Reports and Exports

Client Data Exports:

• Mailing lists for marketing campaigns
• Trip manifests for group coordination
• Financial summaries for accounting integration
• Marketing attribution for ROI analysis

Integration Capabilities:

• CRM systems for advanced client management
• Accounting software for financial tracking
• Email marketing platforms for automation
• Analytics tools for deeper business insights

Troubleshooting Common Issues

Clients Not Moving Between Boards

Problem: Client stays in wrong board category Solutions:

• Check trip dates - Boards update based on departure timing
• Verify booking status - Ensure trip is marked as confirmed
• Manual override available in client settings
• Refresh browser if boards seem stuck

Missing Client Information

Problem: Important details not displaying on client cards Solutions:

• Complete profile setup with all required fields
• Upload profile photo for better visual recognition
• Update trip details with current information
• Check privacy settings that might hide information

Team Members Can't See Clients

Problem: Shared clients not visible to team Solutions:

• Verify permissions in team settings
• Check client assignment to correct team members
• Review role access levels for different positions
• Contact admin for enterprise permission issues

Best Practices for Scale

Managing 50+ Clients

Organization strategies:

• Use tags extensively for quick filtering
• Set up saved searches for daily workflows
• Automate routine communications wherever possible
• Delegate routine tasks to junior team members

Preventing Information Overload

Focus strategies:

• Prioritize by departure date and trip value
• Use dashboard views to see only what's urgent
• Set up notifications for critical deadlines only
• Review and archive completed trips regularly

Building Efficient Workflows

Process optimization:

• Standardize intake procedures across team
• Create checklists for common trip types
• Template communications for frequent scenarios
• Regular team training on new features and best practices

Integration with Other Tools

Email Integration

Sync your existing email workflow:

• Forward client emails to update communication logs
• Sync calendar appointments and deadlines
• Import contact lists from existing systems
• Export client data for email marketing campaigns

Calendar Integration

Keep all deadlines visible:

• Trip departure dates automatically added
• Payment deadlines and document collection
• Follow-up reminders and client check-ins
• Team meetings and client appointments

Social Media Monitoring

Stay connected with traveling clients:

• Track client posts about their current trips
• Engage with travel content they share
• Gather testimonials from social media posts
• Build relationships beyond business transactions

Remember: The goal of client organization isn't just to track information—it's to build deeper relationships that turn one-time travelers into lifelong clients who refer their friends and family.