Getting Started
Your workflow in TravelJoy can be streamlined in so many ways! In this guide, we'll discuss many of the steps you can take right now to save hours in the future. This is the second in a series of three guides which will help you get the most out of your new TravelJoy membership. Consider using each guide as a checklist!
- Step 1: Set yourself up for success
- Step 2: Optimize your workflow
- Step 3: Become a TravelJoy expert
Contents
- Configuring trip stages
- Setting up templates
- Unlocking automation
- Where to start your day in TravelJoy
Configuring trip stages
Trip stages allow you to track the progress of every trip and keep your dashboard organized. You can customize up to twelve stages based on our default options and your own preferred workflow. Once you've configured your stages, you can see the trips in each stage by clicking that stage at the top of your Dashboard.
Automated moves between stages
We offer a number of automations for moving trips between stages based on certain events, such as the client approving the proposal or the trip start date passing. Set up these automations while configuring your trip stages.
Manually moving trips between stages
You can also move a trip from one stage to another manually, from the Dashboard. Find your trip and click the dropdown containing the current trip stage, then select a different stage. The trip is moved instantly!
Setting up templates
Templates are reusable objects and are one of the most powerful tools in your efficiency arsenal. We offer several types of templates, all of which are described in this video tutorial.
Email templates
Think of all the emails you've written dozens or hundreds of times, and just write them one more time -- as templates! When building templates, emails are an ideal place to learn the ropes.
Form templates
When it comes to collecting client information, form templates are the way to go. In addition to basic text fields, you can ask your clients to submit signatures, credit card authorizations, and scans of passports and vaccine cards. Learn how to customize form templates.
Task list templates
Think of the list of things you do (and messages you send) for every trip. Now think of the list of things you do (and messages you send) for a specific type of trip, like a cruise or a Disney vacation. You've discovered your first two task list templates!
Task list templates contain tasks, and these tasks can send a reminder to you or a message to your client... or both! Learn to create your first task list template here.
Invoice item templates
Now we're getting into some of our more unique template options! Maybe you sell a certain tour to a lot of your clients, and the details, price, commissions, and other information are always similar. If so, you can create an invoice item template, and when you create an invoice later, you'll be able to add this template to the invoice in two clicks!
Confirmation templates
Our final template type can be thought of as a "thank you" page or "success" page. It shows up after a client successfully submits a form, proposal, invoice, or group booking, letting them know that their work is done. We have a handful of built-in default templates that you can customize, and you can also create an unlimited number of custom templates.
Unlocking automation
Automate payment due reminders
By default, TravelJoy will send you a reminder about a week before any payment is due, giving you the information you need to reach out to the client. To save yourself time, why not change this setting so that we automatically send the reminder straight to your client?
Automate tasks to email your client
In addition to payment reminders, you can set up just about any task to automatically send your client an email or form. These tasks can be added in a number of places:
- Individually add an automated task to a trip
- Add an automated task to a task list template
- Schedule a message to send later from the trip's message feed
Automatically add task lists to new trips
If you've created one for this purpose, you can choose a default task list template to automatically import to every new trip here.
Remind yourself to process authorized payments
When a client authorizes a payment on a supplier invoice, you'll get a notification automatically, but the payment might not be due for some time. To help yourself remember these future supplier payment dates, visit Settings -> Invoice and enable the setting "Remind me to process supplier invoice payments." Choose your preferred time to be reminded and click Save.
Sync your TravelJoy calendar to Google or Outlook
If you prefer to have all of your appointments in one place, you can choose which TravelJoy items to sync to your Google or Outlook calendar by following these steps. Choose from tasks, trips, groups, and client special dates.
Where to start your day in TravelJoy
Email notifications
One of the most important places to track important activity in TravelJoy is your email inbox! When clients submit forms, approve proposals, and make payments, you'll get an email reminder. You'll also be notified about things like deposits to your bank account and refunds issued to your clients upon your request.
Updating your email notification settings
You can choose your email notification preferences by clicking the link at the bottom of any notification email. Learn more here.
Dashboard
Sorting and filtering your trips
The first page you'll see after logging into your account is the Dashboard. You can filter your dashboard using the trip stage and trip status buttons at the top of the page. You can also sort your trips by the "Updated" column, which shows you the most recently-updated trips. In this case, "updated" means that you or your client sent a message of some type, so you're always seeing the latest actions.
Tasks
Tabs
All of your tasks from trips and groups are combined on the Tasks page. To see everything that's overdue or due through today, choose the "Today" tab. For all incomplete tasks past and future, choose the "All" tab. To take a walk down memory lane, check out your old tasks on the "Completed" tab.
Check recent payments and deposits
Direct Payments report
The best way to keep up with direct payments is your Direct Payments Report, located under "Reports" in the left-side menu. If you're looking for recently-completed payments, be sure to switch the filter from "Payment Due Date" to "Payment Charge Date" at the top-right!
Bank Transfers report
Planning fees and withdrawals from a Funds balance are deposited into your bank account in two business days, and you can keep an eye on your Bank Transfers Report to see when those withdrawals will be on their way. You can also use this report to better understand what is contained in a deposit or withdrawal from your bank account.
Comments
0 comments
Please sign in to leave a comment.