In this video, we will explain to you how to create a customer.
Transcript
So, in this video, we're going to see how to create a new customer in Tour CMS.
Creating a New Customer Record
From our Tour CMS homepage, we first go to the tab Customers and choose the option Customer. Once in the customer menu or page, we go to New Customer Record, and here we start to enter the data for the new customer. You can enter an academic title if necessary. You can enter a first and a second name. You can enter the address of the customer. You can enter the city or town of the customer. You can enter the country where the customer lives. You enter the post or zip code. You choose the country from the dropdown menu. You enter an email address where you can contact the customer and send them information regarding bookings or whatever is needed. You have different options here for introducing phone numbers into the customer record.
In the next step, you can assign the customer to a designated travel agent if that is necessary. Here in the "Where here" option, you can ask the customer how they got to know about your company. Let's say they looked you up on Google. Here, in this case, you select the gender. And that's pretty much it. Very easy, first customer information you enter here.
From here, you have the option to:
- Create a new customer record.
- Create a customer record and start an inquiry.
- Create a new customer record and start a booking.
For this video, we're just going to create a new customer record here. So you get the confirmation that the record is created, and then you are already in the new customer's file here.
Adding More Customer Information
Here you have the possibility to add more information. Also, from here you can take different actions. First, you can create a new booking for this customer. You can create a new inquiry for this customer. And you can provide more detailed information, like the date of birth of this new customer. You can choose an age category to which they belong. You can choose the nationality of the customer, so in this case it's Austrian. Passport ID number, the place of issue, the date of issue, and the expiry date. So if we put in a number here, let's say the passport was issued a few years ago and will expire here within a few years. And then you can update the customer record with this new information you just entered here in this part.
Another option we have here is to anonymise the customer in order to be compliant with the GDPR, the General Data Protection Regulation. So if a customer asks you to delete their record, you can anonymise the record. That means that the bookings will stay in the system, but all the personal information will be deleted from the customer's file. Important: there's no way back once you anonymise a customer, you can't undo the setting, you would have to introduce this information again.
Also, you can enter here much more detailed information on your new customer, like extra details. You can define custom data fields if you need some extra details. Tour CMS allows you to define custom data fields with information that isn't already here in this file.
In the next step, you can configure marketing and communication. Again, you can assign or change the travel agent to which the customer is assigned. You can put in a reference for the travel agent, like an internal reference. You can enter a fax number if that's still used by someone. Again, all the phone numbers. You can enter a contact note, like the example says, "Don't call before 8 PM," or whatever marketing ways as it says here, the marketing preferences. So, assuming the customer always accepts communication related to the booking, but then you can add more marketing communication ways like telephone, mobile phone, personal visit, so you can define all that. If you want to pause the marketing, you can pause it without deleting the previous settings. So once you check the "Gone Away" box here, the customer will not receive any more marketing communications. If you leave it blank, these settings will apply again. Preferred contact means email address, whatever the customer prefers, is the way they want to be contacted primarily. You can set the salutation, you can say "Dear Text," you can say "Dear the name," "Dear Sir," "Dear Madam," whatever. And you can also define an envelope text for the emails here.
Customer Login and Statistics
Customer Login: Here you can change the password for the customer login, and also the username or the email address.
In the next step, you can see a little statistics on the CRM: how many confirmed bookings does this customer have, when did he first travel, latest travel, and the next travel date if he has any booking spending. You can create a new inquiry, we're going to do that in a separate video, and you can enter some more personal information here in this last personal tab, like dietary requirements, medical conditions, and emergency contact if necessary. Once you enter all this information, you just update the customer record and the new customer is created with all the relevant data.