OK, in the last post, we created the batched reminder, so now we need to use it! Your client walks, surfs, or calls in to inquire about a trip. Of course you get the basic information from the client for the profile and now you immediately create a Res Card. At bare minimum you want to capture the essence of the trip.  FALL 2009 TRIP TO DISNEYWORLD.

Now, up in the right corner, you will see the REMINDER icon. If you click on the arrow, you will have your choice to create a SINGLE REMINDER or BATCHED REMINDERS.  Select BATCHED REMINDERS.

Now you will see a list of all of the different “batches” you have created. Let’s select the TEST one that we created last time. Click OK.  Now, you will see a screen with all the reminders associated with that batch. It is in this screen that you can individually change each reminder. Maybe you want to skip a second contact or move the date forward or back a little.  You can change it all right here–but the changes are only for THESE reminders and have no affect on the batch itself for future res cards.

And now, click CREATE REMINDERS and you are all set.

CAUTION: Remember that if you selected to be reminded, you will have pop up reminders for all due transactions. These are not recommended for groups. Also, unless you are good at time management and keeping up with your tasks and todo lists, this can be overwhelming.

Tags: Batched Reminders, Reminder, Reservation Card Tips

When you finally deposit a trip, you want to be sure to keep your client updated. You may need to remind them about obtaining a Passport, you may want to send them a destination report, and you may also want to remind yourself about some internal tasks such as checking to make sure the documents are being sent.

Fortunately, ClientBase makes it very easy for you.

GLOBAL UTILITIES–>BATCH REMINDER SETTINGS–>ADD

Give this batch of reminders a name and a description and then click ADD

Please look at the pull down menu for the DEFAULT DATE USING. You can create this reminder based on today’s date, the res card create dat, the trip start date or the return date.

You can also select an individual to handlethe reminder–maybe there is a support person that creates destination guides or sends welcome home letters.

Once you create the reminder, click OK and save it.

Now you are back to the first screen and you can create another reminder. The last one inquired about if they were serious about the trip.  We don’t give up on the first chance, so let’s create another reminder to send them an email 7 days after we created the res card along with a destination article about their possible destination.  Follow the same steps as above.

And finally, let’s have one more follow up phone call at 14 days  before giving up.  And lastly, let’s create a reminder (at 21 days) to change their Res Card status from LEAD to DROPPED FROM CONSIDERATION or CANCELED.

OK, now you have created a batched reminder and with a single click, you can create not one, but ALL of the reminders listed above. With each reminder, you can make it ALWAYS or OPTIONAL and that will be selected when you actually make the reminders in a reservation.

The next post will show you how to use them in the reservation.

Tags: Batched Reminders, Reminder, Reservation Card Tips