Contacts are the personal record for each contact (person) in Groupdesk. All personal information is held here (ie: Medical, Emergency, Parent/Guardian, Passport, etc…)
Each Primary Contact must have a unique email address
Domain contacts do not require an email address
Contacts may be associated to multiple bookings and trips
Click [+] (top right corner)
Required to enter First Name / Last Name
Salutation: Mr or Ms
First Name: Contact first name
Middle Name: Contact middle name
Last Name: Contact last name
Birthday: Contact birth date (mm-dd-yyyy)
Lead Status: Cold, converted, follow up, hot
Lead Source: Interest List, Marketing Campaign, Organizer Lead etc.
Grad Year
Select a Primary Contact: to be used when creating a Domain Contact
Type: associations for contact such as Trip Planner, Staff, Trip Leader etc.
Email Address: Contact email address
Phone: contact phone number information
Address: Contact address information
Medical Conditions: Any relevant medical information for the contact (Ex. Allergies, Travels with oxygen/wheelchair etc)
Within Groupdesk, there are 2 different types of Contact records, Primary contacts and Domain Contacts.
The main contact which contains the Profile log in information such as email and password.
Associated to a Primary Contact via the Primary Contact field on the Contact Record Overview. Domain contacts may not have an email address, and do not have a password and must access their online Profile through the Primary contact’s login information.
The Domain contacts module is located on the Contact record. This module contains information about the contacts that a Primary Contact is associated with. It contains the name and link to contact, booking code and status, email, phone, actions and the ability to add and remove the domain contact from the Primary contact. If a Primary contact does not have any domain contacts associated, this module will be empty.
Lead status helps you sort contacts by ‘freshness’
Cold
Hot – Has started the booking form, but did not complete the payment. Or was added to the Interest List by an org/rep
Converted – Booking has been created
Follow up
Lead source indicates where the contact entered into Groupdesk
Interest List
Marketing campaign
Obe (Online Booking Engine – The ‘Shopping Cart’)
Organizer lead
Other
Trip enhancer
Open your contact record
In the Overview tab, click Edit
In the Edit Contact pop up, under Type, click the Type + button
Select Trip Planner from the drop-down
Click Update
If you are trying to add a Contact record to a Trip as a Trip Planner, but they are not showing up in the Add Trip Planners search, the contact record may be missing the Trip Planner Association.
If you are looking to add a Trip Planner association (Add a Trip Planner to a Trip), click here.
Associations are a Groupdesk specific term that refer to the type of relationship within Groupdesk that connects contact name and trip name.
Trip Planner: Trip Planners are your internal staff who have contact with your clients. This person has a Groupdesk login and may be referred to as a ‘Travel Agent’, ‘External Sales’, etc… This association lives on the Trip Record.
Campus Manager: (The functionality/purpose of this association is changing)
Lead: Sales lead, potential traveller.
Organizer: Organizers can be Reps, Teachers, Fraternity President’s, Students Council, etc… They are a special traveler (Organizer) or group of travelers (Many Organizers) who are in charge of the group and have a special role of bringing their friends and others on the trip. Normally they are a paid traveler with the group, not a staff.
Traveler : Passenger on the trip.
Trip Manager: (The functionality/purpose of this association is changing)
There are two different ways to reset a contact’s password.
Open the Contact Record
In the Overview Module, Click the Require password reset on next login button that appears close beneath the Contact’s name and photo
The next time the traveler logins (using their current email and password), they will be forced to reset their password. (This method will not send them an email)
OR
Open the Primary Contact Record
In the Overview module, Click the Reset Password text below the contact name.
A pop up window will appear, select the Brand Catalogue that you want the password reset email to come from
Click Send Email
The contact will follow the link in the password reset email and be able to reset the password.
Password Reset emails can only be sent to a Primary Contact.
Passport Information is stored on the contact record in the Passport module (located below the Overview Module). This information can be edited on the Agent or Traveller Interface.
Information in the Passport Module includes:
Surnames and Given Names
Passport Number
Nationality
Date of Birth
Place of Birth
Sex
Issuing Authority
Date of Issue
Date of Expiry