Booking Flow Checklist

Your clients are ready to book... What next.  It's important to get all the proper information from your clients.  You will need the following.  Legal spelling of their names as it is on their passports, birthday, address, phone number and email address. This information will be be required to create their invoice in the CRM and to use their credit card. Always call the client for CC information and destroy once booked. Obtain a Credit Card Authorization Form signed authorizing the use of their card to avoid charge backs.

Once you have booked your travel arrangements with whichever supplier make sure you review the details on the invoice, check names, hotel stay , dates. Its always easier to fix thing in the first 24 hours than prior to their trip. Then create your invoice.  You have 24 hours from the time you use their credit card to creating an invoice and supplying it to a customer.  When an invoice is sent it's also important to have the client go over the spelling from the invoice you have provided, it also comes with a 2nd page automatic to the client with an insurance waiver form. ALWAYS make sure you offer a quote for cancellation insurance (Travel Protection) If you are not licensed you still can ask if they would like insurance and a licensed agent can send them insurance details. To get licensed for your insurance visit the Travel Insurance Section 

Each booking requires the following tasks. Final payment reminders (one week prior) , final payment dates (shown on invoice),  e tickets to be emailed (30 days prior to travel), Bon Voyage Messages (Ensure to ask them to tag us or you while on their travels) and Welcome Home. Ensure you ask for reviews and referrals within these task. Use the Task feature in our CRM to schedule these details OR if you prefer more automated tasks can be scheduled once your client is booked in your Gmail. Instead of hitting send hit Schedule send. This way you don't forget any of these important steps and will show in your calendar.

Travel protection should be a part of your emails while quoting your clients (some agents even include this in their signatures). Ensure you advise clients what's not refundable and the importance of insurance. Also ensure you remind them of the important of out of country medical prior to leaving the country.  Make it a part of your emails  when you send out tickets.

Every country has different entrance instructions and visa details for the country they are visiting.  Be sure to provide this information either after they have booked or with their e ticket emails. Sherpa has a great tool to provide you with the necessary details to send your clients. We also have a list that you can copy and paste to go out with your e documents  under Important Forms an Destination Requirements

Each supplier has different timelines for the availability of their e-tickets; some provide them up to 30 days in, while others grant immediate access. Cruise suppliers will provide a number for clients to use during their pre-cruise registration, which needs to be completed at least 14 days before departure. We suggest this be sent as soon as the client has deposited for their cruise.  All Bon Voyage Documents and instructions are under Important Forms. Visa requirements have specific timelines that must be met prior to departure, and insurance must be purchased within 72 hours of the initial booking (Premium Protections Plan). Sending a follow-up email outlining these timelines and communicating after booking will keep clients informed about when they can expect updates on the next steps of their trip.