Overview
If you need to reach out to a vendor or supplier about a specific trip, you can use that trip's "Supplier Messages" tab to keep your communications organized. In the "To" field, search for an existing supplier or enter a new email. Add a subject line, type your message (or use a template), and attach files if needed. Click "Send" when ready! Supplier replies will appear in the message feed, and you’ll receive email notifications. All of your suppliers can be added to your Contacts page to streamline communication.
Sending your supplier a message
To start, open the relevant trip from your dashboard or search box. Next, you'll want to follow the five steps below:
- Click on the "Supplier messages" tab
- In the "To" field, search for an existing supplier or enter a new supplier's email address. Click “Cc” to add any additional email addresses to be copied on the message
- Add a subject line for your message
- Type your message or select an email template (and use the paperclip at the bottom-left to add attachments)
- Click "Send" at the bottom-right corner when finished
When the supplier replies, you will receive an email notification and the message will be visible in this message feed.
💡Note: The "To" field allows you to both search for your existing supplier contacts as well as manually type in a new supplier email. If the email is not recognized as a current supplier contact, you’ll be prompted to create a new supplier contact: |
Adding a new supplier contact
While you can quickly add a supplier while sending a message as shown above, you can also add suppliers without sending a message. To start, click "Contacts" on the left-side menu and then click the "Suppliers" tab:
Next, choose the option to "Add contact" at the top-right corner of the page:
Finally, fill out the supplier's contact information and notes and then click "Save":
Added suppliers will be visible on this page, sortable by clicking column headers, and searchable using the search box just below the "Add contact" button.
Importing your supplier contacts
If you have a list of supplier contacts, you can import them right into TravelJoy by selecting "Contact import" under the "Add contact" button:
Then, click "Download" to download our supplier contact list template to your computer:
Next, open the document, check the column headers indicating which information should be added to each column, and add that information accordingly:
Once your supplier contact information is added and the template is saved, head back to the import screen through the “Add contact” button and click “Upload”. Select your updated contact list file from your computer and click “Import contacts”. Your Supplier contact list will be imported and ready to view right away:
Comments
6 comments
Does the client see this email that you send, or will this go to only the supplier?
Clients do not have access to your conversations with suppliers.
Can you send vendors other secure info like Passports or other ID's or is it limited to CC's?
This feature is limited to authorizations at this time. If additional features are available to deliver information to suppliers in the future, we will update this guide to include links to those additional options. Thanks for sharing your question!
Hello! I'm new to Groups. I would like to send my supplier the Passport pictures for 31 members in a group. What is the easiest way to do this?
How do I access supplier messages for a group? When I select my Group, I only see the option to click on "Select a Trip" at the top or a specific member of the group.
Neha --
Supplier messages are a recent feature added to TravelJoy trips. This feature is not available at the group level.
Passport photos can be downloaded from each individual client profile and submitted to your supplier via a secure transfer method that they should be able to provide to you. I've added a feature request to allow a group's passport photos to be downloaded more efficiently and will reach out if we're able to add this in a future update!
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