Manage a client record
🧠Context
Clients represent the people or groups for whom you organize trips. This can be an individual, a couple, a family, a group of friends, a company, an association, a school, or any other organization.
A client is the owner of the travel project. The client record centralizes administrative and billing information (postal address, contact details, legal information, etc.), which is used when creating quotes, contracts, and invoices.
A client can be associated with one or more contacts (individuals), who act as the interlocutors for the project: trip manager, group leader, travelers, etc.
🎯 Goal
Create, edit, and manage client records in order to centralize billing information and link them to contacts, leads, quotes, and trips.
🧭 Where can you find this feature?
To create, edit, or delete clients, go to the Clients tab, accessible from the main menu.
If the Clients tab does not appear, it means you do not have the required permissions to manage clients. In this case, contact an administrator in your team to adjust your permissions.
🛠️ Step by step
Follow these steps to create or edit a client in Caladeo:
- Open the Clients tab from the main menu.
- Click New client or select an existing client to edit it.
- Enter the client information:
- Client type (the list of client types can be configured)
- Client owner: team member responsible for the file
- Client status: Prospect or Client
- Client name
- Client phone number
- Client address
- City
- Country
- State / Region
- Postal code
- Save your changes.
👉 What happens next in Caladeo
Once created, the client can be linked to one or more contacts (interlocutors, travelers, managers) as well as to one or more leads.
The information stored in the client record is automatically used in generated documents and serves as a reference for billing and administrative follow-up.
❓Frequently asked questions
What is the difference between a client and a contact?
A client is the owner of the travel project (person, group, or organization). A contact is an individual associated with the client who acts as an interlocutor for the project.
Can I associate multiple contacts with the same client?
Yes. A client can be linked to several contacts (for example, a project manager, a group leader, and an accounting contact).
⚠️ Good to know
- Create a client record as soon as a travel project is identified, even if not all contacts are known yet.
- Avoid creating duplicate clients (e.g. the same family or company entered multiple times).
- The distinction between client (project owner) and contact (interlocutor) makes file management much easier, especially for group travel.