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How-to: Copy a traveler to another trip - for easy booking of repeat customers - or Transfer to a new Trip to avoid refunding

When people change their mind and want to rebook on another trip or you had to cancel the trip, don't refund them, just TRANSFER them!  You create incredible experiences that make customers want to return for more trips. Save the annoyance of having to re-enter their profile information each time using the COPY Repeat Traveler feature.

🔄 Transfer or Copy from the TripBoard to another Trip

Look for this icon on your Traveler TripBoard:

transfer-icon-for-release-notes

Click to open the popup:

release 200 with border

There are two options in the popup:

  • Transfer - move their payments and close the booking on the current Trip

  • Copy a Repeat Traveler - just copy their profile for easy re-booking, leave current booking intact

Transfer - Avoid refunds, just transfer them!

Use this feature when your customer needs to be rebooked on another trip, there can be many reasons for this:

  • You had to cancel a trip and need to move people to another one
  • They have requested to change their dates to another departure (or private one)
  • There's an incident in the destination and some travelers don't feel safe, so you are giving them to the option to rebook another date or destination to avoid a cancellation

🔄 Transfer from the TripBoard to another Trip

Keep an eye out for this icon on your Traveler TripBoards:

transfer-icon-for-release-notes

Find it along the top on the right hand side:

tripboard-transfer

🔄 Transfer Explainer Video

 

What does it mean to "Transfer" someone?

It's not exactly a move, and it's not exactly a copy, it's a little bit of both. 

  • A copy will remain on the current trip with “TRANSFERRED” status
  • A new Profile with current Registration Status will be added to the selected Trip
  • Package will matched on name
    • If not matched, a "Transferred” package will be created
  • Add-ons & Optional Items are NOT copied - they will remain on the old trip
  •  Task/Form Responses > 'Responses' are copied
    • meaning they exist in both the from/old trip and the to/new trip
  • Task Responses > if the Task's 'REQUIRED RESPONSE TYPE' is a Custom Form,
    • and the Field Type is Avatar Upload or File Upload, then
      • Task/Form Responses > 'Submitted Files' are moved
        • meaning the files the Traveler uploaded will only be viewable by the Planner in the to/new trip, not the from/old trip

  • Documents & Links are moved 
  • Payments, Refunds, Credits, Coupons and Allocations are moved

HAVE FEEDBACK? Post on this thread in the Facebook Community so we can find out where to take this feature.

Transferred State

When a Traveler is in the Transferred state:

  • They will see a message directing them to the new trip if they use their old magic link
  • They will NOT receive reminders from the old trip
    • Their status on the new trip determines if they get reminders on the new trip (if Registered or Booked)
  • Planners cannot use the VIEW AS or get Magic Link feature for those Travelers

Copy Repeat Travelers to support easy re-booking, just copy their profiles to another trip!

If you'd like access to this feature, contact sales about upgrading to Platform White Label

Tip: Available to Affiliates for Travelers they have registered

 

How to Copy a traveler to another trip

  1. From Trip CRM, open the TripBoard and select the trip board of the traveler you want to copy to another trip. This traveler is fully booked for the Galapagos Islands trip.
    From Trip CRM, open the TripBoard and select the trip board of the traveler you want to copy to another trip. This traveler is fully booked for the Galapagos Islands trip.
  2. He has also filled out the task form for this tripHe has also filled out the task form for this trip
  3. Click on the icon shown below in the green boxClick on the icon shown below in the green box
  4. Select Copy a Repeat Traveler featureSelect Copy a Repeat Traveler feature
  5. Choose the trip to which you are going to copy their profileChoose the trip to which you are going to copy their profile
  6. Click on COPYClick on COPY
  7. If successful, you will see this green box. The profile and task responses will be copied. Please note that this action cannot be undone. 

    If there are any issues (packages/forms that don't match between the trips) you'll be prompted to accept the mismatch and continue or cancel the copy.

    If successful, you will see this green box. The profile and task responses will be copied. Please note that this action cannot be undone
  8. Then, you can view the traveler's new trip board via NEW TRIPBOARDThen, you can view the traveler's new trip board via NEW TRIPBOARD
  9. The copied traveler will have the Invited status and be marked as Not Responded and Not Booked for the new tripThe copied traveler will have the Invited status and be marked as Not Responded and Not Booked for the new trip
  10. If the new trip has the same task field, the response will be copiedIf the new trip has the same task field, the response will be copied
  11. From here, you can easily send an invitation to the traveler, allowing them to access the new trip and pay the deposit without refilling their profile and task forms

 

What does it mean to "Copy" someone?

  • The source booking will remain on the current trip with no change
  • new Profile with ‘INVITED’ Registration Status will be added to the selected trip
  • Trip Package will be matched on name
  • If no match is found, the lowest-priced package will be assigned
    • Please double-check the assigned package for the copied traveler
  • Invoice Line Items, PDF Confirmations, Documents & Links, Add-ons & Optional Items will NOT be copied

  • Task & Form Responses > 'Responses' will be copied if possible*
  • Task & Form Responses > 'Submitted Files' will be copied if possible*

 

*NOTE: "if possible" means if the from/old trip and the to/new trip have the SAME Tasks, ie that they match.

  • Payments, Refunds, Credits, Coupons and Allocations will be NOT be moved

Need more help? 

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