Contacts

The Contacts section is where you manage all your relationships with potential and existing customers. Whether someone just filled out a form on your website or has been a loyal client for years, you’ll find them here.

Why it matters for your travel agency: A well-organized contact database helps you never miss a follow-up, track every conversation, and turn more inquiries into booked trips.

Understanding Leads and Clients

Before diving in, let’s clarify two important terms:

• Lead: a potential customer who has shown interest but hasn’t booked yet (e.g., someone who filled out your website form asking about a trip to Italy).
• Client: a customer who has made a booking or paid for your services (e.g., someone who booked and paid for their honeymoon trip).

Viewing Your Contacts

The Contacts List

When you open the Contacts page, you’ll see a table displaying all your leads and clients in one place. Use the display toggle in the toolbar to switch to a card view instead; your choice is remembered locally, per device.

Each row shows:

• Contact: auto-generated avatar, name, and email
• Type: Lead or Client chip
• Status: where they are in your sales process (New, Contacted, Qualified, etc.)
• Owner: the team member who owns this contact
• Potential: for leads, a conversion-potential tier chip (cool, warm, hot). Clients leave this cell empty.
• Paid and Unpaid: totals across every trip for this contact
• Created and Client since: when the contact was added, and (for clients) the year they became one
• Actions menu: quick actions like edit, convert, or create a trip

Click Fields to show in the toolbar to pick which columns are visible, and drag a column header’s right edge to resize it. Your choice is remembered locally, per device.

Filtering Your Contacts

Use the toolbar at the top to find exactly who you’re looking for:

1. Search bar: type a name, email, or keyword to find contacts instantly
2. Filters: opens the condition builder. Pick a field (Type, Status, Owner, Potential, Source, Tags, and more), an operator, and a value; chain conditions with a single and / or conjunction across the whole set. Filters chosen here appear as removable chips below the toolbar.
3. Sort by: order the list by Newest, Oldest, A → Z, or Z → A

Bulk actions

Selection checkboxes are always visible on the contacts table. To act on several contacts at once:

1. Tick the checkbox on each contact you want to include, or tick the header checkbox to select every contact in the current view.
2. Pick an action from the bulk bar at the top:
   • Assign owner: reassign ownership of every selected contact to another active team member.
   • Delete: a confirmation dialog asks you to confirm the bulk deletion.

Use this to reassign a batch of leads to a new teammate, or clean up test leads and outdated contacts in a single step.

Saved Views

A saved view is a personal filter preset for contacts: a named combination of conditions, a date window, and a sort order. Views are personal to you: your teammates never see yours, and you never see theirs. The mechanics mirror trip views (see Trips → Saved Views).

Picking a view

Open the view picker from the breadcrumb at the top of the page. The second crumb shows the active view (or All contacts when no view is active). Every view carries a count beside its name so you can see how many contacts it currently matches.

The picker also holds:

• + New view. Open the create dialog
• Manage views…. Open a dialog where you can rename, star, reorder, or delete your views

Star (★) a view to make it your default. The app will open on it every time you land on the Contacts page.

Creating a view

Click + New view in the picker. The dialog offers a blank view or one of six presets tailored to CRM work: for example New leads, Recently created, or Clients only. Pick one, adjust the name if you want, and confirm.

You can save up to 8 views per account.

Editing a view inside the toolbar

When a view is active, the toolbar carries the same controls as All contacts, with two differences:

• Filters opens a condition builder: the same one used on the Trips page. Pick a field, an operator, and a value; chain conditions with a single and / or conjunction across the whole set.
• Hide fields lets you hide non-essential fields from the list.

Saving, discarding, or saving as new

Change anything inside a view and a small blue dot appears next to the view name in the breadcrumb. Two chips appear above the list:

• Save changes. Write the current toolbar state into the view. The split-button chevron beside it opens Save as a new view….
• Reset changes: restore the view’s saved state; nothing is written.

Switching to another view or leaving the page discards unsaved changes without asking.

Creating a New Contact

Method 1: Automatic via Website Forms (Recommended)

If you’ve connected your website forms to TravelBuilder Pro, contacts are created automatically when someone submits an inquiry. The system captures:

• All form fields (name, email, message, etc.)
• The form name as the source
• The submission date and time‍

Method 2: Quick Creation

The fastest way to add a contact is through the 3-step popup:

Step 1: Enter the name

1. Click the Add Contact button in the top-right corner
2. Enter the contact’s First Name
3. Enter the contact’s Last Name
4. Click Next

Step 2: Add their email

1. Enter the contact’s Email address
2. Click Next

Step 3: Add phone number (optional)

1. Select the country prefix from the dropdown (search by country name)
2. Enter the phone number
3. Click Create Contact

The Contact Profile

Click on any contact to open their full profile. This is where you manage all their information. If the contact was created from a website form and includes an inquiry message, that message is pinned at the top of the profile for quick reference.

The overview also shows a Trips proposals counter. Click it to jump straight to the Payments tab for that contact.

Header: Pipeline Stepper

At the top of every contact profile, a pipeline stepper shows where the contact stands in your sales process: New → Contacted → Qualified → Client (with a Lost side step).

• The contact’s avatar appears on the current step so you can see progress at a glance.
• Completed steps are marked with a check badge; the current step is highlighted.
• Hover any step to preview what that status means.
• Click a step to move the contact to that status directly, no need to open a dropdown.

Header: Client Payment Card (clients only)

When the contact is a client, the header also shows a Client Payment Card summarising their overall balance across all trips:

• Paid: total amount already received.
• Unpaid: total still outstanding.

Left Sidebar: Quick Info

The sidebar gives you instant access to essential information:

• ‍Avatar: Auto-generated, unique to each contact
• Name: With a copy button for easy sharing
• Type badge: Lead (blue) or Client (green)
• Email & Phone: Each with copy buttons‍

Right Side: 5 Information Tabs

On an existing contact, the profile opens on the Overview tab. A brand-new contact opens on Trip (its Travel infos form) since there is nothing to summarize yet.

Tab 1: Overview

The one-glance summary of everything else. Three previews sit on top of each other:

• Recent activity: the last four timeline items as one-line rows, each with a title-chevron and a View history button
• Trips: the contact’s first three trips with their status, plus a View trips shortcut
• Participants: everyone on the booking party with their passport-ready status

Every preview links to the full tab, so Overview is your default landing without stealing what the other tabs do.

Tab 2: History

Your complete timeline of interactions with this contact.

What you’ll see:

• Form submission data: if they came from a website form, see exactly what they submitted
• System events: automatic tracking of when they were created, converted, etc.
• Your notes: everything you and your team have logged

What you can do:

• Add a new activity: click Add activity to log a call, email, meeting, or note
• Create tasks: add reminders that appear in your Tasks page
• Search notes: use the search bar to find specific information
• Toggle views: switch between detailed and compact view

Tab 3: Trip

Capture what your contact is looking for in their trip: the fields that used to live under Travel Infos, plus the key travel information that moved out of the old About tab.

Fields include:

• Trip Message: their original inquiry or request
• Destination: where they want to go
• Travel date: their desired departure date
• Budget: indicative budget for the trip
• Project Stage: Research, Planning, or Ready to Book
• Travel Participants: Solo, Couple, Family, Group
• Trip Type: Leisure, Adventure, Cultural, etc.
• Accommodation preferences: type, category, and special notes

Tab 4: Payments

Track every trip proposal and the money attached to it.

What you’ll see:

• Every trip created for this contact
• Payment status (Paid, Partial, Unpaid)
• Trip status (Draft, Sent, Confirmed, Canceled)
• A Create a new trip button that prefills the contact

The Trips proposals counter in the left column jumps straight to this tab.

Tab 5: Participants

The Participants tab is a simple table of everyone travelling with this contact. The contact themselves is the primary participant. Click Add participant to add co-travelers.

Columns

• Traveler: name and birth date
• Flights: booking references and notes
• Dietary restrictions
• Passport OK: a green tick once passport details are complete
• Misc: free-text field for anything else

Your agency can also define up to 5 custom fields from Settings → Trip Template → Traveler fields. Custom fields show up as extra columns for every trip.

What you can do:

• View toggle: switch between table and cards from the toolbar (Fields to show popover lets you hide non-essential columns)
• Row edit: click any row to open the full form and set passport details, dietary notes, custom fields, and more
• Save: no per-row commit; the profile’s Save button writes every change at once

Converting a Lead to a Client

When a lead commits to a trip, it’s time to convert them to a client. This is a milestone worth celebrating, and TravelBuilder Pro even fires a little confetti animation to mark the moment. 🎉

Option 1: From the Contacts List

1. Find the lead in your contacts list
2. Click the ... menu on their row
3. Select Convert to Client
4. Done! A success message confirms the conversion

Option 2: From the Contact Profile

1. Open the contact’s profile
2. Go to the Participants tab
3. Change the Type dropdown from Lead to Client
4. Confirm in the popup dialog
5. Click Yes, Convert to Client

What happens when you convert:

• The contact badge changes from blue (Lead) to green (Client)
• The conversion date is recorded automatically
• A Converted to Client event appears in their timeline
• Your analytics will show how many days it took to convert‍

Adding Notes and Tasks

Keep your team informed by logging every interaction

Adding an Activity

1. Open a contact’s profile
2. Go to the History tab
3. Click Add activity
4. Select a category (what type of interaction was it?)
5. Write your note content
6. Optionally, set a reminder date to turn it into a task
7. Click Save

Available Categories

• ‍📞 Phone Call - Logging calls you made or received
• ✉️ Email - Recording email exchanges
• 💬 WhatsApp - WhatsApp conversations
• 👥 In Person - Face-to-face meetings
• 🔗 Social Media -Interactions on social platforms
• ✅ Qualified Lead - Marking a lead as qualified
• 🤝 In Negotiation - Active deal discussions
• ❌ Lost - Recording lost opportunities
• ⏰ Follow-up Scheduled - Planned follow-ups
• 📝 General Note - Any other observations
• ⚠️ Important Information - Critical details to remember
• ✨ Client Preference - Preferences and special requests

Creating Tasks with Reminders

To create a task instead of a simple note:

1. Follow the steps to add an activity
2. Set a Reminder date using the calendar picker
3. Optionally, check Set specific time and choose a time
4. Save

The note becomes a task that will appear in your Tasks page with the reminder date.

Managing Notes

• ‍Edit a note: Hover over your note and click the pencil icon (only available for notes you created)
• ‍Delete a note: Hover and click the trash icon (only your own notes)
• Complete a task: Click the checkbox on any task (anyone on your team can do this)‍