Contents - Index

Add a Traveler

Before you add a new traveler, you should check to see if they are already in your database by using the Traveler Search Form
(Keep your data clean and accurate by NOT creating duplicate records.)  
1.  Access the Add a Traveler Form from four places in the database
(a) From Reservation Form, click on the Add Traveler button 
(b) From the Traveler Forms, click on the Add button 
(c) From the Quick Access Menu, click on the New Traveler Button
(d) From the Switchboard Menu, click on the Add button:
2.  The top of the form has two options:
  (a) Add new traveler (to add one or two people who are completely new )
  (b) Add a new traveler who lives with and will share mail with an existing traveler (to add a spouse or partner or relative who shares mail with an existing ViaTour Traveler.)

3.(a) For one or two new travelers (if they share an address), fill out section 1 and 2
  • The email will default to your company email preferences "OK to share" and "OK to Promote" which are set up in System Maintenance -  Company Set Up button - Company Preferences Tab. You can override these settings if you like.
  • The Phone 1 that you enter will automatically be marked as "primary" for use on reports and forms. (note: ViaTour pulls a primary home phone for traveler participant lists, unless user specifies otherwise in custom report.)
  • For Traveler record 2, use the Copy buttons for quick and accurate data entry of identical information: last name, email, phone 1 and phone 2.
  • Enter the relationship between the travelers who share an address.
  • Enter Address line 1, 2, City State and Zip, and then click the Formatted Address, Primary Address and Salutation Builder button. 
    ViaTour uses a formula for the address style your organization prefers (see System Maintenance - Company Set Up - Address Preference Tab) and builds the Primary Address, Salutation (comes after Dear in letters) and Primary Addressee field based on Titles, Genders and Last name (if the same).
    If you have recently converted data you may need to clean Prefix or gender fields.
  • Assign or edit mail lists.  The default mail list (assigned as default in Lookup Codes) is selected (blacked out). Users may assign additional mailing lists or de-select default mailing lists on this form.
  • Enter a referral source if known (or select unknown if that option is in your code table.) This will be assigned to both travelers.
  • In step four assign Travelers to a tour to create a Reservation (with status).  If only one of your two travelers needs this reservation, you will need to delete the other one on the Reservation form.
  • Click OK and ViaTour create a Traveler record or records.  Don't forget to complete the traveler's detailed information on the Traveler Tabs.