Instructions

 

– How to register a profile?

 

Click the register button from any place on the website (navigation, landing page…) and it will take you to the https://app.travelcollab.com/register page. Fill in the required data and voila your user profile is created.

 

– How to create a workspace?

To create a workspace you first need to create a user profile. After registration of a user profile, you are going to land on a “waiting room” page. Here you are going to be asked if you are waiting to join a workspace or if you want to create a workspace of your own. If you select the second one, enter the name of the workspace, click Create, and voila, you have your workspace on Travelcollab.

 

 

– How to set up workspace data, and logo?

After you create a workspace, you can fill in workspace data -> email, phone, address, vat, bank account… Most of these details are going to be displayed on your documents like contracts, invoices, and receipts.
You can also set up a logo.

 

– How to add teammates to your workspace?

In the right corner of your workspace page, there is a “your team” section. Here you can see who is connected to your workspace, and by clicking on the “invite a user” button, you can invite other members to join. The person who is invited will receive an invitation to the email you sent the invitation to. If they click – accept, when they log in (or register and log in) into the Travelcollab, they will be connected to your workspace al will see most of the data that you are seeing. 

 

 

This is our main dashboard. If you were the pilot this would be the dashboard cockpit. Here you have 4 main parts:
–  “Add new booking” button. If you click it, you will be taken to a page where you can enter information about your new booking.

– “Tiles calendar”. This feature gives you an overview of the number of bookings that are to be executed per day. When you click one day, it will filter the table with the list of bookings, and show only bookings that are to be executed on a selected date.

– “Booking list table”. Here we keep the list of all the bookings. If you click on any row from this list, it will take you to that particular booking page.

The booking table has selectable columns. Within these columns, you can view the following data: Booking ID, creation date, contract number, client, destinations, and date of execution. But the most notable columns are: Status column that communicates how many days till a particular booking starts. Paid / Price column – which displays what is the price of the booking and what part of that price is paid.

– Table filter & sort. You can search the table by any parameter displayed in the table through a search input field in the left upper corner of the table.
– You can also fiter the table with tiles calendar above, and also by the creation and execution date filters.

– You can sort the table by clicking on the column titles that have an up or down arrow beside them.

 

– How to create a booking?

 

In the bookings dashboard, you can find a big red button “Create new booking” button. Clicking on that button will take you to the “Create a booking” page, where you can fill in all the data necessary for this booking.

By simply opening and saving the booking without entering any data, this booking will be saved, and you can edit it later.
What data goes into the booking?
We categorized booking data in a couple of sections:
– Booking contract information. This data shows when was the booking created, who out of the teammates created it, what is the unique id of a booking and what is the contract number.

Client details – here you add information about your client – person or a company who ordered and is paying for this booking.

 

Passenger details. Here you can add all the data regarding passengers that participate in this booking – names, contact details, address, passport number and etc.

 

Partner details – here you add information about a partner that cooperates with you on this booking. Partner can be a supplier (person or a company that is providing you with service for this booking, or an affiliate  (person or a company who helps you sell your service).

 

Resources. Dependently on you have resources like hotels (rooms), cars, boats… whatever gets booked, it will be displayed in the resources section and you will be able to select it and know that this booking is for that particular resource.

 

 

– How to generate booking documents – contract, invoice?

When you fill in booking data, usually what you want to do is to provide some kind of document like a booking confirmation, invoice, etc. In the right sidebar of the booking page, there is a button labeled “Generate documents” and here you can see what kind of documents you can generate out of data that has been saved. For now, there are booking confirmation contracts and invoices, but we might enrich this selection if needed.

 

– How to create a transaction/payment, generate a receipt, and list all payments?

Booking has been created? Now somebody needs to pay for it. This can be a very simple process. For example, let’s say that the price of the booking is 500eur. The client pays 500eur and that’s it, the booking is paid. We support this.
But what if the client initially wants to pay only a deposit and the rest of the money will be paid a bit later?
We support this too as we allow for the booking not to be paid in total but in installments across a period of time.

What if the price of the booking is displayed in dollars but the client wants to pay in dollars?
We support this too as we keep track of the transaction exchange rates.

What if there is one booking but I have two clients that want to pay separately for the booking?
We support this too.

What if payments are your company and a partner that cooperated with you and this booking and there are prices and commissions involved? We manage those payments and information too.

After any transaction/payment is made – you can generate a receipt document for it.

 

 

We recognize and display 5 booking statuses
– Days till beginning – we show the number of days till booking begins

– In progress – this means that the booking is currently happening

– Finished – this means that the booking end date has passed but it’s still not paid in full

– Ready to be archived – finished and paid in full

– Canceled – booking is canceled, payments need to be reimbursed

 

– Who are clients? Clients are people or companies who buy services from you.
– Who are the participants? Participants are people who use your service but are not directly your clients. Usually your client books and manages services and has participants with him.

– Who are partners? Partners are persons or companies who cooperate with your company, so you can provide services to the clients.

For example, if you are accommodation and you have your rooms listed on Booking.com, Booking.com is considered to be your partner (affiliate) as it helps you sell your services.

 

– Analytics – give you real-time metrics of your business core KPI’s. Number of bookings, value of bookings, most popular destinations, resources, partners…

 

7. Tools:
– Cashier – You can view the list of all transactions that have to do with your bookings, on the cashier page. So – any payment made by the client or by the partner to you or from you will be visible on the cashier page.
– Archive – this is the list of all past bookings.
– Resources – if you have any kind of resources that you are renting out or using to provide service to the clients, you can define them on the resources page and connect them to any existing booking.
For example, you are renting limousines. You will define the limousine as a resource and tag it within the created booking.
– Invoices & pro formas. With invoices and proformas we