Manage contacts

Context

Contacts represent individuals with whom you interact in the course of your business: travel manager within a company, association president, traveler or any other individual contact.

A contact can be attached to a client (company, association, group of friends, etc.), which corresponds to the entity carrying the travel project. This distinction allows you to separately manage personal information (contact) and administrative or contractual information (client).

Each contact centralizes the personal and communication information necessary for sales follow-up and management of quotes, proposals and trips.

Objective

Create, modify and manage contacts (individuals) to centralize their information and associate them with clients and quotes.

Where to find this feature?

To create, modify or delete contacts, go to the Contacts tab, accessible from the main menu.

If the Contacts tab does not appear, it means you do not have the necessary rights to manage contacts. In this case, contact a team administrator so they can adjust your permissions.

Step-by-step

Here are the steps to create or modify a contact:

1. Open the Contacts tab from the main menu.
2. Click on New contact or select an existing contact to modify it.
3. Enter the contact’s information :
   • First name
   • Last name
   • Gender
   • Email address
   • Phone number
   • Postal address
   • City
   • Country
   • Department / Region
   • Postal code
   • Newsletter subscription : indicate whether the contact agrees to receive your communications
4. Save the contact.

What happens next in Caladeo

Once created, the contact can be linked to a client (company, association, group of friends, etc.) and associated with one or more travel offers. The contact’s information is then automatically used in the generated documents as well as for communications with the client.

Frequently asked questions

What is the difference between a contact and a client?

A contact is a natural person (contact person, traveler, manager). A client is an entity (company, association, group of friends, etc.) that carries the travel project.

Can I link a contact to multiple clients?

Yes, depending on your organization, the same contact can be linked to multiple clients or multiple offers.

Good to know

• Keep contact information up to date to ensure the quality of exchanges and generated documents.
• Respect contacts’ communication preferences, particularly regarding newsletter sending.
• The contact / client distinction facilitates the administrative and commercial management of complex files.