Reminders

Each time that a new reservation is created within the application a number of different

Reminders are associated. These reservations can then be utilized in order to manage an

Agents day to day activity.

Step 1: To configure when reminders will occur Click on Utilities and Select Agency Defaults from the menu.

Step 2: Then Click on Event Dates

Event Dates are tied to individual reservations that are created.

They’re divided into two different groupings. The first grouping is considered as financial reminders these are reminders that require an actual financial transaction in order to be documented so that the reminder will close.

Step 3: They are broken into two components

Vendor activity and Client activities.

Vendor activities represent transactions that take place between the Agency and the Vendor.

Client activities represent transactions between the Agency and the Client.

Step 4: Each Vendor will have a specific reminder date tied to its vendor setup. Each Vendor has a unique payment schedule and this is defined under the Utilities > Vendor Setup area.

Step 5: The Client payment dates occur a specific number of days prior to when the vendor reminder will occur.

Step 6: For example if the Vendor final payment date for Royal Caribbean is 75 days prior to departure and we set our Client final payment date to be 7 days prior to that then the final Client payment date would be due 75 plus 7 days prior to departure.

Step 7: In addition to this you have the ability to assign specific reminders to a given person within an office. By default Agent of Record is selected. Agent of Record represents the Agent on file associated to a particular reservation. Some Agencies choose to have all vendor payments associated to a back office staffer that way they can validate that all transactions have occurred. Sales Agents then focus on Client transactions. Because the majority of the transactions typically take place as credit card transactions process by the vendor those transactions fulfill both the Client and Vendor transactions at once.

Step 8: The second component is the discretionary reminders these are noted such as document due dates, pre and post travel calls or adding gifts to bookings if desired these can be completely omitted by un-checking the box and then selecting Save.

The reason that these are considered discretionary is because there is no action within AgentMate that tells whether or not that they have been completed as such as they appear on a particular Agents dashboard they simply need to be selected and marked as closed

Step 9: These can be set to occur a specified number of days prior to departure or in the case of the post travel call a number of days after departure.

Again these can be managed on an Agent by Agent basis where you may choose to have a single staffer who manages all the document processing within the Agency.

Step 10: AgentMate also offers a program called Customer Experience the reminders for this are located in the CRM/Marketing Section. Then Select CE Reminders.

Step 11: In this example we already have four different Emails that are set to go. You can see that they will auto generate each time a new cruise reservation is created because of the green check mark in the Auto Generate column.

Step 12: If we highlight any one of these we are able to see what the specified rule is for when the emails will be sent. The general rule of thumb that is set is Thank you for booking occurs 1 day after the booked date.

Step 13: Now that you are all set typically occurs following final payment or in other words it may occur one day after the client paid date.

Step 14: Some Agencies choose to set this as being a specified number of days prior to the departure date for example 80 days prior this way even if the client is not yet paid in full they will receive an email notice saying that their trip is about ready to occur.

Step 15: Next we have bon voyage this will typically happen 2 days prior to the departure date

Step 16: Finally we have the welcome home email which typically is set to occur 2 days after the departure date plus its duration.

Step 17: If you choose to no longer have these enabled you can simply un-check the box and Click Save Once that is done you will notice that it no longer auto generates when new reservations are entered As always these can be managed on a reservation by reservation basis