Manage a client record

Context

Clients represent the people or groups for whom you organize trips. This can be a single person, a couple, a family, a group of friends, a company, an association, a school or any other organization.

A client corresponds to the project owner. The client file centralizes administrative and billing information (postal address, contact details, legal information, etc.), used when creating quotes, contracts and invoices.

A client can be associated with one or more contacts (individuals), who are the stakeholders of the file: trip manager, escort, travelers, etc.

Objective

Create, modify and manage client files to centralize billing information and associate them with contacts, opportunities, quotes and trips.

Where to find this feature?

To create, modify or delete clients, go to the Clients tab, accessible from the main menu.

If the Clients tab does not appear, this means you do not have the necessary rights to manage clients. In this case, contact an administrator of your team so they can adjust your permissions.

Step by step

Here are the steps to create or modify a client in the Caladeo application:

1. Open the Clients tab from the main menu.
2. Click on New client or select an existing client to modify it.
3. Enter the client information:
   • Client type (the list of client types is configurable)
   • Client manager : member of your team in charge of the file
   • Client status: Prospect or Client
   • Client name
   • Client phone
   • Client address
   • City
   • Country
   • Department / Region
   • Postal code
4. Save the changes.

What happens next in Caladeo

Once created, the client can be associated with one or more contacts (stakeholders, travelers, managers) and with one or more opportunities.

The information in the client file is automatically used in generated documents and serves as a reference for invoicing and administrative follow-up.

Frequently asked questions

What is the difference between a client and a contact?

A client is the bearer of the travel project (person, group or organization). A contact is a natural person associated with the client and serves as a point of contact for the file.

Can I associate multiple contacts with the same client?

Yes. A client can be associated with multiple contacts (for example a manager, an escort and an accounting contact).

Good to know

• Create a client file as soon as a travel project is identified, even if all contacts are not yet known.
• Avoid creating duplicate customers (e.g., same family or same company created multiple times).
• Distinguishing between customer (project owner) / contact (point of contact) facilitates file management, especially for group trips.