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 (ex. 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 (ex. Someone who booked and paid for their honeymoon trip)
[Schema]
The journey: Every customer starts as a Lead. When they commit to a trip, you convert them to a Client. TravelBuilderPro tracks this entire journey automatically.
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.
Each row shows:
Contact name and email with an auto-generated avatar
Type badge — Blue for Lead, Green for Client
Status — Where they are in your sales process (New, Contacted, Qualified, etc.)
Created date — When they were added to your system
Notes preview — A quick glimpse of any notes you've added
Actions menu — Quick actions like edit, convert, or create a trip
Filtering Your Contacts
Use the filters at the top to find exactly who you're looking for:
Search bar — Type a name, email, or keyword to find contacts instantly
Type filter — Show All, Leads only, or Clients only
Status filter — Filter by New, Contacted, Qualified, Lost, or Client
Tip: Click "Reset" to clear all filters and see your complete contact list.
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
Benefit: No manual data entry needed. Every website inquiry becomes a lead automatically.
Method 2: Quick Creation
The fastest way to add a contact is through the 3-step popup:
Step 1: Enter the name
Click the "Add Contact" button in the top-right corner
Enter the contact's First Name
Enter the contact's Last Name
Click Next
Step 2: Add their email
Enter the contact's Email address
Click Next
Step 3: Add phone number (optional)
Select the country prefix from the dropdown (search by country name)
Enter the phone number
Click "Create Contact"
✅ Done! The contact is saved immediately, and you'll be taken to their full profile to add more details.
The Contact Profile
Click on any contact to open their full profile. This is where you manage all their information.
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
Tip: Use the copy buttons to quickly paste contact info into emails or WhatsApp.
Right Side — 5 Information Tabs
Tab 1: Activity Timeline
This is your complete history 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 2: Travel Infos
Capture what your contact is looking for in their trip.
[Screenshot: Travel Infos tab with forms]
Fields include:
Trip Message — Their original inquiry or request
Project Stage — Research, Planning, or Ready to Book
Accommodation preferences — Type, category, and special notes
Why this matters: Having trip preferences on file helps you create perfectly tailored proposals faster.
Tab 3: About
All personal and contact information lives here.
[Screenshot: About tab with information cards]
Organized into 5 sections:
Personal Information — Name, birthday
Contact Information — Email, phone, WhatsApp
Key Travel Information — Passport details for bookings
Preferences — Allergies, dietary needs
Address — Full mailing address
Tab 4: Proposals
View and manage all trip proposals for this contact.
[Screenshot: Proposals tab with trips table]
Features:
See all trips created for this contact
View payment status (Paid, Partial, Unpaid)
Check trip status (Draft, Sent, etc.)
Create a new trip directly from here with one click
Shortcut: Click "Create Trip" to start a new proposal with the contact already selected.
Tab 5: Participants
Manage the contact type and lead status.
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! 🎉
Option 1: From the Contacts List
Find the lead in your contacts list
Click the three-dot menu (⋮) on their row
Select "Convert to Client"
Done! A success message confirms the conversion
[Screenshot: Action menu with Convert to Client option]
Option 2: From the Contact Profile
Open the contact's profile
Go to the Participants tab
Change the Type dropdown from "Lead" to "Client"
Confirm in the popup dialog
Click "Yes, Convert to Client"
[Screenshot: Conversion confirmation dialog]
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
Good to know: You can also revert a client back to a lead if needed. The history is always preserved.
Adding Notes and Tasks
Keep your team informed by logging every interaction
Adding an Activity
Open a contact's profile
Go to the Activity Timeline tab
Click "Add activity"
Select a category (what type of interaction was it?)
Write your note content
Optionally, set a reminder date to turn it into a task
Click Save
[Screenshot: Add activity dialog]
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:
Follow the steps to add an activity
Set a Reminder date using the calendar picker
Optionally, check "Set specific time" and choose a time
Save
The note becomes a task that will appear in your Tasks page with the reminder date.
[Screenshot: Date picker with time option]
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)
Team collaboration: While only creators can edit or delete their notes, anyone can complete tasks. This makes team coordination seamless.
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