ClientBase Windows Manual

ClientBase Windows Manual
ClientBase Windows
Manual
July, 2016
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Table of Contents
Chapter 1: Introduction ............................................................................................ 10
How Does ClientBase Fit In?............................................................................................................................................. 10
My Computer Can Do More?............................................................................................................................................. 10
What is ClientBase? .......................................................................................................................................................... 10
It’s About Building and Maintaining Relationships............................................................................................................. 10
What Can ClientBase Do?................................................................................................................................................ 10
How Do I Learn the Benefits of this Valuable Tool? .......................................................................................................... 11
Chapter 2: Installation Guide ................................................................................... 12
Trams Back Office Users ................................................................................................................................................... 12
Canadian Users ................................................................................................................................................................. 12
Hardware Requirements .................................................................................................................................................... 12
Terminology to Prepare You for Installation ...................................................................................................................... 12
Set Up the ClientBase Server............................................................................................................................................ 13
Install ClientBase Windows on Server - Agency Does Not Use Trams Back Office ......................................................... 14
Install ClientBase Windows on Server - Agency Uses Trams Back Office ....................................................................... 19
Set Up ClientBase Workstations ...................................................................................................................................... 24
Troubleshooting ................................................................................................................................................................. 29
Logging into ClientBase ................................................................................................................................................... 29
Trams License Manager ................................................................................................................................................... 30
Trams Alias Utility ............................................................................................................................................................. 30
Update the ClientBase Program ........................................................................................................................................ 32
Unattended Installation or Update of ClientBase Files ...................................................................................................... 32
Time Fields throughout ClientBase ................................................................................................................................... 34
When Should I Disable Automatic Queries? ..................................................................................................................... 34
Converting ClientBase by Trams Database ...................................................................................................................... 35
Converting ClientBase by Third Party Solutions Database ............................................................................................... 35
Steps to Upgrade Interbase to XE3 ................................................................................................................................... 35
Credit Card Encryption ...................................................................................................................................................... 35
Chapter 3: Set Up ClientBase for Your Agency ...................................................... 41
Global Defaults General Setup .......................................................................................................................................... 41
Global Defaults Profile Defaults......................................................................................................................................... 56
Global Defaults Res Card Defaults ................................................................................................................................... 68
Global Defaults Merge to PNR Defaults ............................................................................................................................ 85
Global Defaults Manager Defaults .................................................................................................................................... 91
Global Defaults Settings .................................................................................................................................................... 92
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Set Up User Login Permissions....................................................................................................................................... 102
Group Security Level ....................................................................................................................................................... 111
Setting Up Workstation Level Options ............................................................................................................................. 113
Chapter 4: Import Profiles from Other Sources .................................................... 116
Importing Customer Profiles via ASCII (.txt) Files ........................................................................................................... 116
Step-by-Step Instructions to Importing ............................................................................................................................ 118
Summary of Steps for Import Using ASCII (.txt) Files ..................................................................................................... 132
Chaper 5: Get To Know ClientBase ....................................................................... 134
ClientBase Main Screen ................................................................................................................................................. 134
Meet the Menu Items ....................................................................................................................................................... 135
Meet the Toolbar ............................................................................................................................................................. 136
Meet the Query Filters ..................................................................................................................................................... 136
Meet the Query Results ................................................................................................................................................... 139
Meet the File Manager ..................................................................................................................................................... 141
Meet the Managers .......................................................................................................................................................... 142
Meet the Status Bar ......................................................................................................................................................... 148
Chapter 6: An In-Depth Look at Client Profiles..................................................... 150
Introduction ...................................................................................................................................................................... 150
Types of Client Profiles .................................................................................................................................................... 150
Anatomy of a Profile ........................................................................................................................................................ 151
Detailed Review of Folders .............................................................................................................................................. 156
Chapter 7: Using the Profile Manager to Manage Your Profiles .......................... 186
Introduction ...................................................................................................................................................................... 186
Changes to Queries in Version 3.08.xx and above ......................................................................................................... 186
Querying Profiles ............................................................................................................................................................. 186
Saving Queries for Easy Access ..................................................................................................................................... 194
Create New Profiles ......................................................................................................................................................... 196
Change Profile Type ........................................................................................................................................................ 198
Modifying Client Profiles .................................................................................................................................................. 198
Link a Traveler/Contact to Profile from Profile Manager Query ...................................................................................... 199
Chapter 9: Putting Profiles to Work for You ......................................................... 200
Introduction ...................................................................................................................................................................... 200
Merge to Labels ............................................................................................................................................................... 200
Merge to Document Templates ....................................................................................................................................... 202
Merge to PNR .................................................................................................................................................................. 205
Merge to E-mail ............................................................................................................................................................... 208
Merge to File .................................................................................................................................................................... 208
Merge to Reminder|Note|Mailer ...................................................................................................................................... 209
Merge to File Handoff ...................................................................................................................................................... 210
How to Multi-Select Records ........................................................................................................................................... 212
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Chapter 10: An In-Depth Look at Activities ........................................................... 213
Introduction ...................................................................................................................................................................... 213
Overview of Activities Types ............................................................................................................................................ 213
Chapter 11: Using the Activity Manager to Manage Your Activities ................... 222
Introduction ...................................................................................................................................................................... 222
Querying Activities ........................................................................................................................................................... 222
Save Queries for Easy Access ........................................................................................................................................ 226
Working with Query Results ............................................................................................................................................ 227
At A Glance...................................................................................................................................................................... 229
How to Multi-Select Records ........................................................................................................................................... 231
Globally Modify Activities ................................................................................................................................................. 231
Chapter 12: An In-Depth Look at Res Cards ......................................................... 233
Introduction ...................................................................................................................................................................... 233
Four Ways to Create a New Res Card ............................................................................................................................ 234
Anatomy of a Res Card ................................................................................................................................................... 235
Res Card Tabs................................................................................................................................................................. 238
Invoicing in ClientBase .................................................................................................................................................... 255
Quick Steps to Create a Res Card and Invoice in ClientBase ....................................................................................... 272
Generate Refund Invoices - Steps .................................................................................................................................. 273
Generate a Trip Proposal ................................................................................................................................................ 277
Generate an Itinerary....................................................................................................................................................... 278
Generate a Trip Statement .............................................................................................................................................. 279
Chapter 13: An In-Depth Look at Live Connect .................................................... 281
Introduction ...................................................................................................................................................................... 281
Live Connect Reminders ................................................................................................................................................. 281
Live Connect Provider’s Website without HTTPS ........................................................................................................... 281
Live Connect Provider Tech Updates .............................................................................................................................. 281
AFCNET .......................................................................................................................................................................... 281
All About Travel ............................................................................................................................................................... 285
Allianz Travel Insurance - Website .................................................................................................................................. 288
Amadeus AgentNet VAX ................................................................................................................................................. 292
Amadeus Cruise .............................................................................................................................................................. 297
American Express Vacations........................................................................................................................................... 301
Apple Vacations ............................................................................................................................................................... 304
Auto Europe ..................................................................................................................................................................... 307
Avanti Destinations .......................................................................................................................................................... 310
Brendan Vacations .......................................................................................................................................................... 314
Casa Travel ..................................................................................................................................................................... 317
CCRATravel Hotel Booking Portal .................................................................................................................................. 320
Centrav ............................................................................................................................................................................ 323
Classic Vacations ............................................................................................................................................................ 326
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Contiki Vacations ............................................................................................................................................................. 328
CSA Travel Protection ..................................................................................................................................................... 331
Europe Express ............................................................................................................................................................... 334
Exclusive Group Travel ................................................................................................................................................... 337
Globus and Cosmos Family ............................................................................................................................................ 340
Globus Family Agent Lingo (Canada) ............................................................................................................................. 343
Insight Vacations ............................................................................................................................................................. 346
iTravelInsured .................................................................................................................................................................. 349
Manulife Global Travel Insurance .................................................................................................................................... 352
MHRoss.com ................................................................................................................................................................... 355
Pleasant Holidays ............................................................................................................................................................ 358
POLAR Online ................................................................................................................................................................. 361
RBC Insurance ................................................................................................................................................................ 363
Regent Seven Seas - Partner Access ............................................................................................................................. 366
RezSaver ......................................................................................................................................................................... 369
RoamRight Travel Insurance ........................................................................................................................................... 372
Sabre Cruises .................................................................................................................................................................. 375
Sabre Vacations - US ...................................................................................................................................................... 380
Sabre Vacations - Canada .............................................................................................................................................. 384
ShoreTrips ....................................................................................................................................................................... 388
Signature CruiseConnection............................................................................................................................................ 392
Signature HotelConnection .............................................................................................................................................. 396
Squaremouth Travel Insurance ....................................................................................................................................... 399
Tandem from Passport Online......................................................................................................................................... 402
TIC Travel Insurance ....................................................................................................................................................... 406
Trafalgar .......................................................................................................................................................................... 409
Transat Travel Insurance ................................................................................................................................................. 412
Travel Bound - Canada ................................................................................................................................................... 416
Travel Bound ................................................................................................................................................................... 421
Travel Guard ezTips ........................................................................................................................................................ 426
Travel Guard .................................................................................................................................................................... 426
Travel Impressions .......................................................................................................................................................... 429
Travel Insured .................................................................................................................................................................. 432
Travel2/Islands In The Sun/Qantas Vacations ................................................................................................................ 435
Travelex Insurance Services ........................................................................................................................................... 438
Travelport Cruise and Tour .............................................................................................................................................. 441
TravelSafe Vacation Insurance ....................................................................................................................................... 446
TravTech CruiseBase ...................................................................................................................................................... 449
Vacation Express ............................................................................................................................................................. 451
VacationSelect ................................................................................................................................................................. 455
VAX VacationAccess Vacations ...................................................................................................................................... 458
Walt Disney Parks and Resorts ....................................................................................................................................... 461
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Chapter 14: An In-Depth Look at PNR Import ....................................................... 467
Set Up PNR Import for Amadeus .................................................................................................................................... 467
Steps to Import an Amadeus PNR .................................................................................................................................. 467
Set Up PNR Import for Apollo/Galileo ............................................................................................................................. 468
Steps to Import an Apollo/Galileo PNR ........................................................................................................................... 468
Set Up PNR Import for Sabre .......................................................................................................................................... 469
Steps to Import a Sabre PNR .......................................................................................................................................... 470
Set Up PNR Import for Worldspan .................................................................................................................................. 471
Steps to Import a Worldspan PNR .................................................................................................................................. 472
Chapter 15: Using the Res Card Manager to Manage Your Res Cards ............... 474
Introduction ...................................................................................................................................................................... 474
Query Your Database of Res Cards ................................................................................................................................ 474
Saving Queries for Easy Access ..................................................................................................................................... 479
Working with Query Results ............................................................................................................................................ 481
How to Multi-Select Records ........................................................................................................................................... 481
Chapter 16: Creating and Using Inventory............................................................ 483
Introduction ...................................................................................................................................................................... 483
Creating a Database of Inventory .................................................................................................................................... 483
Allocating Inventory Across Sync Primary and Sync Copy Databases ........................................................................... 488
Using the Inventory Manager .......................................................................................................................................... 489
Saving Queries for Easy Access ..................................................................................................................................... 493
How to Multi-Select Records ........................................................................................................................................... 495
Selling Inventory .............................................................................................................................................................. 495
Chapter 17: An In-Depth Look at Vendor and Service Provider Profiles ............ 501
Introduction ...................................................................................................................................................................... 501
Anatomy of Vendor/Service Provider Profile ................................................................................................................... 501
Detailed Review of Folders .............................................................................................................................................. 505
Chapter 18: An In-Depth Look at Agent Profiles .................................................. 522
Introduction ...................................................................................................................................................................... 522
Anatomy of an Agent Profile ............................................................................................................................................ 522
Detailed Review of Agent Folders ................................................................................................................................... 524
Chapter 19: An In-Depth Look at Other Profiles ................................................... 539
Introduction ...................................................................................................................................................................... 539
Anatomy of an Other Profile ............................................................................................................................................ 539
Detailed Review of Other Folders.................................................................................................................................... 541
Chapter 20: Understanding Your Database with Reports .................................... 550
Introduction ...................................................................................................................................................................... 550
Using ClientBase Query Results to Run Reports ............................................................................................................ 550
Profile Reports ................................................................................................................................................................. 551
Activity Reports ................................................................................................................................................................ 553
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Res Card Reports ............................................................................................................................................................ 554
Inventory Reports ............................................................................................................................................................ 556
ClientBase Agency Operations Reports .......................................................................................................................... 557
Trams Crystal Reports ..................................................................................................................................................... 560
Chapter 21: Tools for Maintaining a Healthy Database ........................................ 561
Introduction ...................................................................................................................................................................... 561
Back Up the Trams Database ......................................................................................................................................... 561
Access Code.................................................................................................................................................................... 575
My Login .......................................................................................................................................................................... 575
Who is Logged In? ........................................................................................................................................................... 577
Profile Dupe Checker ...................................................................................................................................................... 577
Global Modify ................................................................................................................................................................... 581
Partial Global Modify for Marketing Codes ...................................................................................................................... 582
Mask Credit Card Number ............................................................................................................................................... 583
Case Converter ............................................................................................................................................................... 584
Live Connect Providers ................................................................................................................................................... 584
Chapter 22: Exporting Profiles .............................................................................. 586
Introduction ...................................................................................................................................................................... 586
Chapter 23: Synchronize Primary Location Database with Multiple Locations . 590
What is ClientBase Synchronization? ............................................................................................................................. 590
What is Trams Sync Web Service? ................................................................................................................................. 590
How Synchronization Works............................................................................................................................................ 590
Schedule an Appointment for One-Time Setup Process ................................................................................................ 591
Summary of Synch Process for Remote Locations ......................................................................................................... 591
Running the Initial Sync Out & Sync In ........................................................................................................................... 592
Creating a Routine for On-Going Sync ............................................................................................................................ 597
Handling Issues Sent to the SyncInfo Log ...................................................................................................................... 602
Chapter 24: Synchronize Primary Database with Trams Hosted Copy ............... 607
What Is ClientBase Synchronization? ............................................................................................................................ 607
What is Trams Sync Web Service? ................................................................................................................................ 607
How It Works ................................................................................................................................................................... 607
Prepare Your Primary Database for Synchronization ..................................................................................................... 607
Schedule an Appointment for One-Time Setup Process ................................................................................................ 607
Summary of Synchronization Process ............................................................................................................................ 608
Run Initial Sync Out & Create Scheduled Task to Automate On-going Sync Out/In ...................................................... 608
Create an Automatic Routine for On-Going Sync ........................................................................................................... 612
Handling Issues Sent to the SyncInfo Log ...................................................................................................................... 614
Synchronization Frequently Asked Questions ................................................................................................................. 616
Chapter 25: Sabre Host Command Utility ............................................................. 619
Introduction ...................................................................................................................................................................... 619
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Set Up Sabre Red Workspace ........................................................................................................................................ 619
Set Up the Sabre Host Command Utility ......................................................................................................................... 619
ClientBase Query Commands ........................................................................................................................................ 620
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Chapter 1: Introduction
This introduction provides a general overview of ClientBase, how it fits into agency operations, what it is, what it can do for
your agency and front-line agents, and how to get started using the program.
How Does ClientBase Fit In?
Look around your desk. What do you see? Pictures of family, a phone, a calendar from one of the cruise lines, facial
tissue. But wait! What’s that behind all those Post-it notes? It’s a computer! In most cases, it was put there as a terminal
for a Global Distribution System (GDS), i.e. SABRE, Apollo/Galileo, Amadeus or Worldspan. If you are like many agents,
you use it to book travel for clients and to find information on airfares, seats, hotel rooms, car rentals, etc. You may even
use it to handle e-mail and browse the web, but not much more.
My Computer Can Do More?
That brings us to the point we want to make. The computer is a powerful tool that may not be being used to its full
potential. That’s where software comes in. Software programs are the different “hats” that your computer can wear to help
you do things.
ClientBase turns your computer into a marketing machine. Other software programs allow you to design illustrations,
navigate the internet, manage your accounting information, write books or even print information on worldwide
destinations. The list of things that software programs can do continues to grow and grow. Many of them can be running
along with your GDS simultaneously, and with a simple click of the mouse on your task bar, you can move among them.
All of this can be a great benefit to you at work, but it starts with you being open to a new way of working and to new tools
that may help you do your job better -- even make your job easier.
What is ClientBase?
ClientBase is a tool for selling travel. It’s an easy-to-use marketing database system developed specifically for travel
agents. The program gives you flexibility in maintaining the marketing and travel demographic components of your
clientele. Not just another software program, ClientBase represents an evolving solution to your customer relationship
management (CRM) needs.
It’s About Building and Maintaining Relationships
ClientBase organizes all the client information you decide is relevant for marketing, and gives you an easy way to access
that information quickly. From the outside, ClientBase is a powerful tool designed to help you sell travel to people. Inside,
you will find key features that assist you in building and maintaining lasting relationships with your clients.
You know how important it is to maintain a good relationship with your clients, especially if you are a travel professional
specializing in leisure travel. You succeed by creating a bond, building trust and by matching the right travel products and
services with your customers. However, keeping track of the increasing quantity of leisure travelers and complexity of
travel packages is a difficult task. You need an easy-to-use tool that allows you to access the pertinent information you
have stored for every client.
ClientBase is that tool. Install it and see for yourself!
What Can ClientBase Do?
ClientBase helps your agency build, organize and utilize information about your clients so you can sell more travel. It
helps your agents qualify customers, work more efficiently and organize schedules. Below are just a few of the things that
can be done with ClientBase:
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Agents share valuable client profile data because ClientBase is running on your agency network.
Shares the Trams Back Office database and provides Agents live access to Travel & Payment History.
Controls Agent Access with Built-In Security.
Streamlines marketing with Point-and-Click Codes.
Generates targeted client lists with flexible queries (Combines History and Preferences in one Query to
find a target market.
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Runs Labels for quick, effective marketing.
Prints Custom Letters or sends E-mails quickly and easily with Document Templates.
Saves time and duplication with Merge to PNR.
Communicates quickly with targeted clients using e-mail blast.
Organizes agent activities with Activity Manager and Day - At A Glance.
Generates invoices that drop directly in Trams Back Office (without any data entry in CRS).
Allows the creation of inventory items to block space to integrate into the reservation area of Res Cards.
How Do I Learn the Benefits of this Valuable Tool?
This documentation has been designed for both the front-line agents and the agency management and marketing teams.
It is accessible electronically via our website (http://www.sabretravelnetwork.com/trams), and within the ClientBase Help
files.
On the Trams website at http://www.sabretravelnetwork.com/trams under the Training|Getting Started link, access the
ClientBase QuickStart Training Program, an all-inclusive training package for owners/managers to quickly implement
ClientBase in your agency and maximize its many CRM benefits. In addition, by e-mailing [email protected],
your agency can set up Train-the-Trainer sessions where you can get guidance on setting up your agents and creating a
training plan.
Trams also offers a series of on-line live training sessions on our WebEx link at
www.sabretravelnetwork.com/trams|Training|ClientBase WebEx Training. These courses break the program up into
digestible bites. (Be sure to click on the class order for cohesiveness.) Sign up too for one of our daily on-line Question
and Answer Forums with ClientBase support personnel and other ClientBase users. Recorded WebEx training on
ClientBase features and usage are also available on this same webpage.
In addition to our On-Line Trainings and Question and Answer Forums, we offer unlimited technical support (depending
on your license) by calling our team of highly trained support personnel at 310-641-8726, e-mailing them at
[email protected] or faxing them your question to 310-641-8571.
Let’s face it, everyone learns in different ways and at different paces. Here at Trams, we provide you with a multitude of
ways to learn ClientBase because the sooner you begin reaping the benefits of ClientBase, the sooner you’ll be SELLING
MORE TRAVEL. We’re sure of it.
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Chapter 2: Installation Guide
Successful system usage depends on proper hardware, setup and installation. This section walks you through the steps
necessary to successfully install ClientBase on your agency’s local area network. Please be sure to read this chapter
carefully, verify your system meets the hardware requirements, and follow the steps exactly.
Trams Back Office Users
ClientBase shares a database with the Trams Back Office system and therefore also uses Interbase as the underlying
engine. A new version of Interbase has recently been released, Interbase XE. Depending on when you installed Trams
Back Office, you may still be running an older version of Interbase, such as 8.0 or earlier. This new version of ClientBase
has been optimized for system performance to run on Interbase XE. To verify your version of Interbase, log into Trams
Back Office and go to Help|Table Version and check the field IB Server Version. To upgrade to Interbase XE when you
are running an earlier version with TBO, contact our support desk and directions below to upgrade.
Canadian Users
The Canadian version of ClientBase is available in French, in addition to English. Upon installing version 3.03 or above
update on each workstation, a second desktop shortcut is created automatically called CBPlus French. Now French
speaking agents can either run ClientBase in English or in French. Although the majority of the program has been
translated to French, the invoice is the only report in ClientBase that prints in anything other than English. Please note that
both the English and the French version of ClientBase include the Invoice Format option of printing an invoice in any of
the following languages: English, French or Spanish.
The CBPlusfre.exe is installed in the same directory as cbplus.exe. On the desktop where the CBPlus shortcut is installed
and in the Trams program group (folder under start/programs/etc) where the CBPlus shortcut is installed, a CBPlus
French shortcut also appears.
Hardware Requirements
Your customers and the information you collect from them are the heart of your business. ClientBase is designed to help
your agency quickly access and manage this information by making it available to everyone within your business. With
this in mind, most agencies install the ClientBase program on multiple workstations, including all agent workstations.
Although the program is installed in multiple locations, the objective is to centralize this customer information so that all
workstations access one common database. In this scenario, the computer housing the database (trams.ib) is considered
the “server” and the computers set up to run ClientBase and access that database are considered the “clients”.
Regardless of the number of clients running ClientBase, the hardware recommendations for the workstations remain
constant. Unlike the workstations, server’s hardware recommendations vary, depending on the number of clients
(workstations) set up to work within the database simultaneously.
Click here for the current requirements.
Terminology to Prepare You for Installation
What is a Database?
All of the Profile, Activity, and Res Card details captured within your ClientBase program get stored within one file, which
resides on your ClientBase server. This file is commonly referred to as your database and, because it is an InterBase
database, always has a file extension of .ib (earlier versions had an extension of .gdb). InterBase is the engine that the
ClientBase program is built around.
Although it is not necessarily recommended, if for some reason you wanted to break your information into multiple
databases, you would have multiple files on your server, one for each database. Each of these files would have a
common file extension (ib or gdb if you already have TBO), but different file names.
What is an ib?
IB is used as the file extension for an Interbase database. Upon running the ClientBase program, a login screen appears
allowing you to identify the database that you want to load within the ClientBase program. The file that represents your
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database will have an .ib extension unless you are already running Trams Back Office, in which case you retain the .gdb
extension you have been using with Trams Back Office.
If you are a Trams Back Office user the database has already been created and is probably called Trams.ib or for older
versions .gdb and resides in the \Trams\Tramswin directory. This database file can be used within the ClientBase program
eliminating the inefficiencies of maintaining two separate databases in your office.
If you are not a Trams Back Office user, then a blank Trams.ib file is created upon installing ClientBase onto your server.
What is an Alias?
An alias is a path pointing to your database. The alias stores a name for your database and a path to find that database
on the server. Each time you open the ClientBase program or Trams Back Office, you are prompted for the alias you want
to use. Select the alias from the drop-down menu of database names. The executable program looks at the associated
path and follows that path to connect to your data. An Alias with the name of Trams is created by default during
installation.
What is Interbase
Interbase is best described as the database operating system. It is the foundation upon which ClientBase and Trams Back
Office run. This foundation is responsible for the structure of the database, storing the data, any maintenance and utilities
applied to the database, connecting the application program to the database and file locking on the network to save the
integrity of the database.
Set Up the ClientBase Server
The Role of the ClientBase Server
ClientBase is a true client/server application. This means the workstations are “clients” and rather than doing their own
processing of information, they send a query to the “server,” the server processes the query, and sends the results back
to the workstation. Because the server is only sending results instead of the full database across the network, applications
designed for Client/Server are faster and more powerful. The server is the computer housing the database, and the clients
are the workstations set up to run the ClientBase application program.
Although the workstations need certain resources to run the ClientBase executable and display the screens of information
when queries are performed, the server is doing most of the work. The more workstations performing simultaneous
queries, the harder the server must work. The harder the server must work, the more resources the server needs to
perform the work in a timely fashion.
Therefore, there is a direct relationship between the number of workstations accessing ClientBase simultaneously and the
type of hardware an agency needs for their ClientBase server. In the past, it was common for one of the agent
workstations to function as the ClientBase server. This type of networking is still available, but is limited to smaller
networks of five or fewer workstations. Please refer to the hardware recommendations located at the beginning of this
chapter to determine what kind of server is necessary for your agency configuration.
Selecting the Right Server for ClientBase
When deciding which computer should function as your ClientBase server, the following items should be considered:
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The Server PC must meet the hardware recommendations (at least the minimum), based upon the number of
users accessing the database.
The Server PC must be accessible by any workstation set up to run ClientBase through the agency’s LAN (Local
Area Network.
The Server PC houses the database (ib or gdb if running TBO for many years), which is shared with the Trams Back
Office program. This means if your agency uses Trams Back Office as your accounting system, both programs (Trams
Back Office and ClientBase) access the same database. Therefore, the server PC, which houses this common database,
must be accessible via the network by any workstations setup to run either Trams Back Office or ClientBase.
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Install ClientBase Windows on Server - Agency Does
Not Use Trams Back Office
ClientBase Installation with InterBase XE3
Reminder before installing, only install this file on a server and the agency DOES NOT use Trams Back Office. A Trams
Implementation rep will be calling ([email protected]) to assist with this process.
Step 1: Download the setup30802_ibXE3.exe into a folder on the server. Download the Program File located here:
http://static.trams.com/tramslibrary/Releaseandupdatefiles/fullsetup.html. There is one file for all countries/regions.
Step 2: Run the setup.exe from the file you downloaded on your server by double-clicking the icon. An installation
wizard loads.
Step 3: Select Next at the Welcome Screen.
Step 4: Select Agree at the Software License Agreement Screen. In order to install and run any Trams Products and
Services software, you must agree to the terms of our Software License Agreement. For your convenience this agreement
is displayed within the installation wizard so that it can be reviewed and agreed to before installing our software. If you
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have any questions on the terms of this agreement please contact [email protected] or your area sales
representative.
Step 5: The next few screens prompt you with questions to help guide you through the proper installation for your agency
and server. Click Next to continue, or Back to go back a screen. The wizard allows you to move forward and backward
through each prompt, ensuring proper answers before beginning the installation process.
Step 6: Select “Server AND Workstation” as installation type. You are prompted for the type of installation. Click the
“Server AND Workstation” option and then click Next. This option sets this computer up as the server, meaning it stores
the database and processes your data.
Step 7: Select “New Install” as installation type.
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The next screen prompts if this is an update or a new installation. Select the “New Install” option and click Next.
Step 8: You are not a Trams Back Office User, so click No, then Next.
Step 9: Identify the Country/Region from the drop-down and click Next.
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Step 10: Identify the Destination Folder for all Files and Folders Installed.
To keep the ClientBase files organized, the installation routine installs all the files and folders within a folder called Trams.
This Trams folder is created automatically by the installation routine, and placed within the Destination Folder selected on
this screen. For continuity and support reasons, we strongly recommend using the default destination folder:
Please note, since the installation routine creates the Trams folder from the Destination Folder identified on this screen,
do NOT select the Trams folder as the Destination Folder, or you end up with a Trams folder within the Trams folder. Click
Next once your Destination Folder has been identified.
The Trams database is going to be located in a different location than the program files.
For XP/2003 Server, the default path is this:
C:\Documents and Settings\All Users\Application Data\Trams\Database\trams.ib
For Vista/Windows 7 and 8, and 2008 Server, the default path is this:
C:\ProgramData\Trams\Database\trams.ib
Step 11: The Alias and Path fields are completed by default, assigning the name Click Next to accept these
defaults.
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(An Alias connects the ClientBase program to the database. Any name can be assigned as the Alias, although, again for
continuity and support reasons, we strongly recommend you use the Alias Name TRAMS and use the default path for
support purposes.
Step 12: Select the Program Group Name for your ClientBase shortcut. A shortcut to the ClientBase program is
created under the Program Group name specified here. By default the installation wizard creates a Program Group called
Trams. If you would like the ClientBase shortcut listed under a different Program Group, select from the list provided.
Once installation is complete, you can run the ClientBase program by going to Start|Programs, selecting the Program
Group name identified here, and selecting the shortcut called CBPlus.
Step 13: Select the components you want installed. Select the components to install (default selections are already
checked). Click Next.
Step 14: Enter the Interbase Serial number and access code give the agency in the installation letter:
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Step 15: Review your answers and Finish.
The next screen summarizes your answers to the questions and provides the details of what is to be installed. If you
agree with this screen, select Finish, otherwise, select Back until you find the information to change. Now all the files are
copied to the destination folder and some sub folders. Upon successful installation, you receive a prompt that the
installation is complete and to restart your computer.
After the ClientBase Server is setup, proceed to install ClientBase on the workstations, by following the directions
below.
Step 16: Download and install the latest ClientBase updates by following the instructions at
www.sabretravelnetwork.com/trams. Click on Support and Software Updates.
Install ClientBase Windows on Server - Agency Uses
Trams Back Office
Use these directions if installing ClientBase on a server that already has Trams Back Office and Interbase installed. We
strongly recommend setting up your server with the ClientBase program and establishing your database before installing
on your workstations.
Be sure to exit all applications prior to beginning the installation. Since you are using Trams Back Office, please confirm
the following:
1.You have the most current version of Trams Back Office installed
2.You have a current, valid backup of the Trams Back Office database
No one is currently logged into Trams Back Office for the duration of the
3.installation
Use these directions to install ClientBase if your agency already has a Tram Back Office database. Someone from the
Trams implementation team will contact you to assist with installation. If you are not contacted, e-mail
[email protected] for assistance.
Step 1: Download the ClientBase installation .exe file onto a folder on your server’s hard drive and if possible save to
a shared folder that can be accessed from the workstations on the network. The file is located here:
http://static.trams.com/tramslibrary/Releaseandupdatefiles/fullsetup.html. There is one file for all countries/regions.
The file is quite large, so this may take some time to download if you have a slow connection. Run the setup.exe from the
file you downloaded on your server by double-clicking the icon. An installation wizard loads.
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Step 2: Select Next at the Welcome Screen.
Again, be sure to exit all applications prior to beginning the installation. Confirm you have the most current version of
Trams Back Office installed, that you have a current, valid backup of the Trams Back Office database and that no one is
currently logged into Trams Back Office for the duration of the installation. When ready to begin the installation, click Next.
Step 3: Select Agree at the Software License Agreement Screen.
In order to install and run any Trams Products and Services software you must agree to the terms of our Software License
Agreement. For your convenience this agreement is displayed within the installation wizard so that it can be reviewed and
agreed to before installing our software. If you have any questions on the terms of this agreement please contact
[email protected], or your area sales representative.
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Step 4: The next few screens prompt you with questions to help guide you through the proper installation for your agency
and server. Click Next to continue, or Back to go back a screen. The wizard allows you to move forward and backward
through each prompt, ensuring proper answers before beginning the installation process.
Step 5: Select "Workstation Only" as installation type. Click the Workstation Only option and then click Next.
Step 6: Select “New Install” as installation type. The next screen prompts if this is an update or a new installation. You
currently have Trams Back Office but not ClientBase, so this is a new install. Select the “New Install” option and click
Next.
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Step 7: Identify that you are a Trams Back Office User. This screen identifies whether the installation should connect
to an existing Trams Back Office database or whether it should install a new blank database. Since you are a Trams Back
Office user, click Yes, then Next.
Step 8: Identify the Country/Region from the drop-down and click Next.
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Step 9: Identify the Destination Folder for all Files and Folders Installed.
To keep the ClientBase files organized, the installation routine installs all the files and folders within a folder called Trams.
This Trams folder is created automatically by the installation routine, and placed within the Destination Folder selected on
this screen. For continuity and support reasons, we strongly recommend using the default destination folder:
Please note, since the installation routine creates the Trams folder from the Destination Folder identified on this screen,
do NOT select the Trams folder as the Destination Folder, or you end up with a Trams folder within the Trams folder.)
Click Next once your Destination Folder has been identified.
Step 10: Enter the Alias and Path to your current Trams database file (Trams.ib). Because the agency uses Trams
Back office, the database file already exists, so enter the path to the Trams.ib so that ClientBase can connect to it.
To verify the proper path to your Trams.ib, click Start|Programs|Trams Back Office|Alias Utility. A list of database
Aliases will be displayed. Click once on your Trams alias to highlight. Once highlighted, click the path then use <Ctrl> C to
copy the path. Toggle back to your ClientBase install wizard and use <Ctrl> V to paste the path into the path field. Close
the Alias Utility. When finished, click Next to continue.
Step 11: Select the Program Group Name for your ClientBase shortcut. A shortcut to the ClientBase program is
created under the Program Group name specified here. By default the installation wizard creates a Program Group called
Trams. If you would like the ClientBase shortcut listed under a different Program Group, select from the list provided.
Once installation is complete, you can run the ClientBase program by going to Start|Programs, selecting the Program
Group name identified here, and selecting the shortcut called CBPlus.
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Step 12: Select the components you want installed. Select the components to install (default selections are already
checked). Since you have Trams Back Office installed on this computer, you have Interbase installed. Notice that the
Interbase Client Server component is NOT selected. This is because the installation program detects Interbase and
knows that it does not need to be installed. Click Next.
Step 12: Review your answers and Finish. The next screen summarizes your answers to the questions and provides
the details of what is to be installed. If you agree with this screen, select Finish, otherwise, select Back until you find the
information to change. Upon successful installation, you receive a prompt that the installation is complete. Restart your
computer.
Step 13: Add the ClientBase tables to your Trams Back Office database. Because you selected Yes to upgrade the
Trams Back Office database, there is now a prompt for a database conversion. The database path is completed from the
alias and path you entered earlier. The SYSDBA and username and its password are the defaults. If this has already been
changed in your Trams Back Office database, please be sure to change the password to your setting. Be sure no one is in
the Trams Back Office program before pressing OK and starting the conversion.
After clicking OK, you are notified that the database will be changed. The utility to upgrade the Trams Back Office
Database takes around 10 minutes to complete depending on your hardware. You are prompted when the installation is
complete.
To start the ClientBase program, go to Start|Programs|Trams|ClientBase, or click the ClientBase icon on your desktop.
There is a prompt for the ClientBase serial number and access code found on the startup e-mail you received. The
ClientBase Alias defaults to Trams. Enter the Username SYSDBA (System Database Administrator) and Password sent
to you in your startup e-mail (lowercase) to start. Make sure you are able to enter the program on the server before
starting the installation on the workstations.
***Need to convert an existing ClientBase by Trams or ClientBase by Third Party Solutions database to ClientBase?
Contact [email protected] for assistance.
Set Up ClientBase Workstations
Confirming Workstation Requirements
Each workstation set up to run the ClientBase program must meet the minimum requirements described at the beginning
of this chapter. For optimal performance, a recommended configuration is also included. Memory is especially important
to address and may vary from workstation to workstation depending upon the user and the number of applications they
may want to run simultaneously. The more programs running at one time, the more memory we recommend for this set.
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Understanding Network Protocol
The network protocol that can be used with ClientBase is TCP/IP. To see the protocols on your computer, go to the
Control Panel and select the Network icon. In the next screen, look at the Protocol tab. This screen list the protocols that
are already installed on your computer.
Using TCP/IP protocol to connect to the Trams.ib:
For XP/2003 Server, the default path is this:
Server Name: C:\Documents and Settings\All Users\Application Data\Trams\Database\trams.ib
For Vista, Windows7 and 8, and 2008 Server, the default path is this:
Server Name:C:\ProgramData\Trams\Database\trams.ib
Install ClientBase on the Workstations
After installing ClientBase and setting up your database on the ClientBase server, go to each workstation and follow the
steps below to install the ClientBase program and InterBase on each set. You probably need to reboot the workstation
upon completion, so be sure to exit all applications on each set prior to beginning the installation routine.
Step 1: Run the setup.exe from the file you downloaded on your server. Go to Start|Run and navigate to the
installation file by clicking Browse and double-clicking on the file. An installation wizard loads and walks you through the
installation of ClientBase.
Step 2: Select Next at the Welcome Screen.
Again, be sure to exit all applications prior to beginning the installation. When ready to begin the installation, click Next.
Step 3: Select and Agree at the Software License Agreement Screen. In order to install and run any Trams Products
and Services software you must agree to the terms of our Software License Agreement. For your convenience this
agreement is displayed within the installation wizard so that it can be reviewed and agreed to before installing our
software.
Step 4: Select Next to start the Installation Wizard. The next few screens will prompt you with some questions to help
guide you through the proper installation for your agency and server. Press Next to continue, or Back to go back a screen.
The wizard allows you to move forward and backward through each prompt, ensuring proper answers before beginning
any of the installation process.
Step 5: Select "Workstation Only" as installation type.
You are prompted for the type of installation. Click the "Workstation Only" option and then click Next.
Step 6: Select "New Install" as installation type. The next screen prompts if this is an update or a new installation. If
ClientBase is already installed on your workstation, this would be considered an update. If you currently have Trams Back
Office, but not ClientBase, this is still a new install. Select the "New Install" option and click Next.
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Step 7: Select whether to install the application locally or not. Although the ClientBase database is only installed on
the ClientBase server, the application can be installed locally onto each workstation. For speed and reliability, installing
the application onto each workstation is recommended. Keep in mind though, that if the application file (cbplus.exe) is
installed locally, then each workstation will need to be updated each time a ClientBase update is released. Select Yes to
install the application locally, select No to direct your ClientBase shortcut to your Server's shared directory.
Step 9: Identify the Country/Region from the drop-down and click Next.
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Step 10: Identify the Destination Folder for all Files and Folders Installed.
To keep the ClientBase files organized, the installation routine installs all the files and folders within a folder called Trams.
This Trams folder is created automatically by the installation routine, and placed within the Destination Folder selected on
this screen. For continuity and support reasons, we strongly recommend using the default destination folder:
Please note, Step 8: Identify the Destination Folder for all files and folders installed.
To keep your ClientBase files organized, the installation routine installs all of the files and folders within a folder called
Trams. This Trams folder is created automatically by the installation routine, and placed within the Destination Folder
selected on this screen. For continuity and support reasons, we strongly recommend using the default destination folder of
Program Files. (Please note, since the installation routine creates the Trams folder from the Destination Folder identified
on this screen, do NOT select the Trams folder as the Destination Folder, or you will end up with a Trams folder within the
Trams folder.) Click Next once your Destination Folder has been identified.
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Please Note: If you opted not to install the application locally in Step 7, this screen prompts for the Server's shared folder
and sets up your shortcut for ClientBase to point to applications in that Server folder. Since the Server installation has
already been completed, no files will be installed into this folder.
Step 9: Enter the Alias and Path to your database file (Trams.ib). As explained in the terminology section of this
chapter, an Alias connects the ClientBase program to the database. Any name can be assigned as the Alias, although,
again for continuity and support reasons, we strongly recommend you use the Alias Name Trams. The Path connects the
program to the database, which resides on the server. Therefore, you must direct the path to the server name (DO NOT
use a mapped drive) and the folders in which the database file (Trams.ib or Trams.gdb if you already had TBO installed
on your server) resides.
Using TCP/IP protocol to connect to the Trams.ib
For XP/2003 Server, the default path is this:
servername:C:\Documents and Settings\All Users\Application Data\Trams\Database\trams.ib
For Vista and 2008 Server, the default path is this:
servername:C:\ProgramData\Trams\Database\trams.ib
Note: Many times the servername is inadequate and you may have to use the IP Address of the server instead. Go to
Start|Run, type CMD and then IPConfig to get this address.
Step 10: Select the Program Group Name for ClientBase shortcut.
A shortcut to the ClientBase program is created under the Program Group name specified here. By default the installation
wizard creates a Program Group called Trams. If you would like the ClientBase shortcut listed under a different Program
Group, select from the list provided. Once installation is complete, you can run the ClientBase program by going to
Start|Programs, selecting the Program Group name identified here, and selecting the shortcut called CBPlus.
Step 11: Select the components to install. Select the components to install (default selections are already checked). If
you have Trams Back Office installed on this computer, then you probably already have Interbase Client installed. If so,
you should notice that the Interbase Client Only component is NOT selected. This is because the installation program
detects Interbase and knows that it does not need to be installed. If you do not have InterBase Client installed on this
computer, then a check WILL appear next to Interbase Client Only component, so be sure to install it, as Interbase is
necessary to run ClientBase. Pick the components you want and click Next
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.
Step 12: Review your answers and Finish.
The next screen reviews the answers to the questions you have answered and provides the details of what is to be
installed. If you agree with this screen, select Finish, otherwise select the Back until you find the information to change.
The files are copied to the workstations and you are notified when the workstations installation is complete. Reboot the
computer.
To check that your installation is working, go to Start|Programs|Trams|CBPlus. Select the Alias you have set up from
the drop-down menu. Enter your username and password and click OK to connect. Please see the troubleshooting
section if this does not connect.
Troubleshooting
There are several different levels to check if the workstation is not connecting to the server. Let's start with some high
level checks first:
1. Make sure you can still get into ClientBase on the server
2. Verify the password you are using. Remember it is case sensitive.
3. Next, verify that Interbase Client and ClientBase are installed on the workstation.
4. On the workstation, verify the path in the Alias Utility. Review the previous section about the alias utility.
5. Check that TCP/IP is the protocol - This should be completed by your Network administrator.
6. Is your Network communicating between the two machines? If using TCP/IP, ping the server.
7. Do you have the HOSTS file installed?
8. Do you have the right port request entry in your services file?
To Check if Interbase is Installed and Running
You must be on Interbase version 6.0 or above to run ClientBase. Go to your server. Go to Start||Control
Panel|Administrative Tools and find the Services icon. Check that the Interbase Guardian is showing as a status of
"Started."
Logging into ClientBase
The first time you log into ClientBase, go to Start|Programs|Trams|CB Plus, or click on the CB icon that was created on
your desktop at installation. The Login Name is SYSDBA, and the password was supplied to you in the startup e-mail sent
to your agency. It is not a good idea to use the login SYSDBA for anything other than security setup. It is suggested you
29
change the SYSDBA password as soon as possible. But be careful not to misplace the new password! Please
refer to Packet One of the ClientBase QuickStart Training program kit for initial setup procedures. These instructions can
also be found on the Trams website at www.sabretravelnetwork.com/trams. Click on Training|Getting Started.
Trams License Manager
The software license manager monitors the number of users logged into the database, and compares it to your Access
Code which reflects the number of users your agency is licensed for with Trams Products and Services. When accessing
the Trams database using any of Trams applications, the Trams License Manager verifies that connection can be made to
the .ib (.gdb in some cases) and that a current version of the License Manager is enabled.
The Trams License Manager utilizes Port 8090 for communication. This port must be opened on any firewall that a
company may be utilizing to filter traffic internally. It also must be opened externally, for remote users, in their network
configuration.
If your licensed number of users is exceeded, you get the message:
Your Trams User License is currently set for X Users. You are the Xth User logging into your database. Please contact
Trams Marketing to modify your User Licenses and obtain a new Access Code.
This means you have exceeded your User Licenses and can either have someone else log out of the program or contact
Trams Marketing at 800-388-7267 or [email protected] to obtain additional licenses.
No Version of Trams License Manager
If the Trams License Manager is not running on the remote server, the following error screen is displayed.
Click OK to acknowledge this screen to enter Trams program if on server, or try stopping/starting License Manager under
Control Panel|Administrative Tools|Services. The License Manager will not allow remote connection to the Trams
database unless the Trams License Manager is running. If the Trams License Manager is running, and you still get this
message, check to see that the Alias is mapped correctly. A firewall or antivirus programs, too, may be blocking the
License Manager as well. If you need assistance in troubleshooting this, e-mail, [email protected]
Trams Alias Utility
The Alias Utility manages the location of your Trams database/s. An alias is simply a shortcut name to the long path which
maps to the location of the database. By default you probably only have two aliases setup, Trams (your Trams database),
and DemoData (a database with sample data in it that you can use to experiment with the program). But you can have as
30
many databases as you want. Access the Trams Alias Utility in the program group by going to Start|Programs|Trams
Back Office|Alias Utility.
Enable Global Aliases Updates to add, modify, or delete an Alias.
Alias Name: The short name of the long path to the database.
Path: The path that leads to the Alias’s database.
Test Path: When setting up a new Alias, Test Path allows you to test if this is the correct path.
Global Alias On Local Machine: Currently aliases are set up per user. If you have multiple users on a machine (as a
Terminal Server), then each user needs to have a copy of the alias setup. With Global Alias, an administrator sets up one
global alias on the machine that is used by all users on that machine. The Local Host is used on the server or on a single
user machine.
Special Note: To initiate changes to the Alias Utility, make sure to log out of your Trams program and log back in again.
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Update the ClientBase Program
When there is a new version of the ClientBase program, we’ll send you an e-mail with a link to our download page on the
Trams website at sabretravelnetwork.com/trams/Support|Software Updates. We offer two (2) different upgrade files
for you to choose from. The first file is a full "UPDATE" file and upgrades your program from any previous version to the
current version. This file is quite large. The second file is a "Patch" and is quite small, but only upgrades you from the
previous version to the current version. Steps 1 & 3 are only needed if you are installing just the patch file.
Before you begin: Please do a backup by going to Start|Programs|Trams| Trams Backup Restore, before doing any
kind of upgrade to your database. Also, be sure everyone is logged out of both ClientBase and Trams Back Office. Then
follow the directions on the ClientBase update page.
FAQ: I have upgraded my version of ClientBase, but why am now I am getting an error when logging in, Your
version of cbplus.exe is not compatible?
A: You’ve skipped Step 2 in the upgrade process. Go to Start|Programs|Trams|CB Plus Update, to update the
database to the new program version.
Unattended Installation or Update of ClientBase Files
If desired, agencies can run the installation/update programs on a workstation without any prompts (without the wizard) so
that the new install and update process on a workstation can be automated. In order to activate the unattended version of
the setup.exe or update.exe, the cbpparams.ini file must be saved in the same directory as the setup.exe and/or
update.exe and must contain the necessary settings that are otherwise handled via prompts in the wizard version of our
installation programs. This cbpparams.ini can be downloaded from the following site:
http://static.trams.com/tramslibrary/releaseandupdatefiles/updates/misc_exe/CBPPARAMS.INI
Instructions for use:



Download the cbpparams.ini and save in the same directory as the ClientBase setup/update file.
Open the ini file and customize any of the default settings as desired. See instructions below.
Push the setup/update file and the cbppararms.ini file to the desired workstations for running locally. Please note
that the cbpparams.ini file must be saved in the same directory as the setup/update file.
Default cbpparams.ini file:
[GENERAL]
WORKSTATION INSTALL=TRUE
WORKSTATION UPDATE=TRUE
[WORKSTATION INSTALL]
ISNEW=TRUE
ALIASNAME=Trams
ALIASPATH="c:\program files\Trams\DATABASE\Trams.IB"
INSTALLDIR="c:\program files"
ISLOCAL=TRUE
INSTALLCBPLUS=TRUE
INSTALLDOCS=TRUE
INSTALLCBTCONV=TRUE
INSTALLIBCLIENT=TRUE
INSTALLCBCONV=TRUE
PROGGROUPNAME="ClientBase Plus"
[WORKSTATION UPDATE]
CBPLUSEXEDIR="c:\program files\Trams\CBPLUS"
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For setup.exe please note the following:
Note that the INI file is just a text file with ONLY the below sections that are applicable to the INSTALL (the other sections
are for the UPDATE)
=====================================================
[GENERAL]
WORKSTATION INSTALL=TRUE
[WORKSTATION INSTALL]
ISNEW=TRUE
ALIASNAME=Trams
ALIASPATH="c:\program files\Trams\DATABASE\Trams.IB"
INSTALLDIR="c:\program files"
ISLOCAL=TRUE
INSTALLCBPLUS=TRUE
INSTALLDOCS=TRUE
INSTALLCBTCONV=TRUE
INSTALLIBCLIENT=TRUE
INSTALLCBCONV=TRUE
PROGGROUPNAME="ClientBase Plus"
=====================================================
Explanation:
ALIASNAME=the Trams DATABASE alias name that is going to be created
ALIASPATH=the path to the Trams DATABASE alias name above
INSTALLDIR=the directory that will install the Trams directory and ALL the sub directories (that means the
Trams\CBPLUS directory gets created underneath the INSTALLDIR value
ISLOCAL=local exe’s are installed (not SHARED)
INSTALLCBPLUS=the flag to say install the CBPLUS EXE’s
INSTALLDOCS=the flag to say install the CBPLUS DOCS
INSTALLCBTCONV= the flag to say install the CBT conversion app and components
INSTALLIBCLIENT= the flag to say install the IB Client
INSTALLCBCONV= the flag to say install the CB conversion app and components
PROGGROUPNAME=the program group to create that will link icons to the applications
For update.exe please note the following:
The only sections of the INI file that is read by the UPDATE is below:
================================
[GENERAL]
WORKSTATION UPDATE=TRUE
[WORKSTATION UPDATE]
CBPLUSEXEDIR="c:\program files\Trams\CBPLUS"
================================
Explanation:
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CBPLUSEXEDIR=the directory where the CBPLUS.EXE is actually located
Time Fields throughout ClientBase
ClientBase uses the Windows time settings and formats the ClientBase time fields accordingly. Your computer's time
format is set within your Control Panel under Regional and Language Options. Within the Regional Options tab select the
desired Region and click customize to verify the desired time settings. The options include:
h:mm:ss:tt
hh:mm:ss:tt
H:mm:ss
HH:mm.ss
Time format notation:
h=hour
m=minute
s=seconds
tt=AM/PM
h=12 hour
H=24 hour
When Should I Disable Automatic Queries?
Upon installation of ClientBase, by default all queries are automatically enabled in each of four managers (Profile, Activity,
Res Card, and Inventory), as well as in the Profile Travel History tab, Profile Payment History tab, and on the Profile
Indicator buttons. If your database contains more than 25,000 profiles, you may want to consider disabling this automatic
Query option for optimum performance. To do this globally, go to Global Defaults|Automatic Query Settings and select
Disable from the drop-down menu for any of the queries that you do not want to run automatically.
Special Note to Remote Users: Also, if you are a user connecting to the ClientBase database remotely, you need to
disable the automatic Query option. This can be done at the workstation level, by going to Workstation
Defaults|Environment|General Options and Profile Options:.
Frequently Asked Questions
Q: If I have Trams Back Office and ClientBase, does the TBO backup utility back up both programs?
A: Yes, it backs up the mutually shared database. But be careful when you restore the database. When you restore one
program, you are restoring both!
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Converting ClientBase by Trams Database
If you are converting from ClientBase by Trams, contact [email protected] for further information on
the process.
Converting ClientBase by Third Party Solutions
Database
If you are converting from ClientBase by Third Party Solutions, contact [email protected] for further
information on the process.
Steps to Upgrade Interbase to XE3
Upgrading your Interbase to XE will improve the performance of your database. Contact Trams Support at
[email protected] or 310-641-8726 to obtain the download file’s path, the Interbase serial number and
access code for the upgrade to Interbase XE.
Minimum Versions
TBO 3.02.02
CBW 3.06.01
IB 7.1 (do not upgrade if IB version is 6.X)
Recommended Versions
TBO 3.04
CBW 3.07
IB 7.1 or above
The download includes the ibxeserver.exe. This needs to be saved to your server on the desktop of the server or
somewhere else easily accessible.
1. Make sure all users are logged out of Trams Back Office and/or ClientBase Windows.
2. Do a full backup of the Trams database. You can store the backup either on the server or on external media.
3. Rename the database file (i.e. add .old to the end of the filename). This will serve as a second backup after the
upgrade. Once you are satisfied that the system if functioning properly, the old database file can be deleted.
4. Install ibxeserver.exe. Enter the Interbase serial number and access code you were given when prompted
5. After installing, either reboot the server or manually start the XE service.
6. Launch IBBackup and restore the backup that you created in Step 2. Make sure you specify a page size of 16K for
optimal performance.
7. Log into the database with Trams Back Office and ClientBase Windows.
8. Install the XE3 client on the workstations. Use the same ibxeserver.exe but do a client-only install (leave the serial
number and access codes blank).
Credit Card Encryption
Starting in ClientBase Version 3.4 and Trams Back Office 3.01, upon installation or updating of both versions of these
programs, credit card numbers become encrypted and masked within the database. In an effort to protect your clients
from credit card fraud, and to comply with recent PCI (Payment Card Industry) compliance regulations, all credit card
numbers within your database have been (and will be) encrypted and masked. To a typical ClientBase user this
encryption appears invisible, but it makes the extraction of this personal data much more difficult should your database be
accessed in an unauthorized manner. Upon retrieving a credit card number within the ClientBase application, the system
automatically decrypts the credit card number and display the full number as always. (Please note the User Permission
details below where users can be forced to only view the masked version of the credit card number.)
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Introduction
The Payment Card Industry (PCI) compliance and validation regulations spells out what security measures must be taken
to protect the private information during any transaction occurring with the use of a paycard. The PCI Data Security
Standard is used by all card brands to assure the security of the data gathered when transacting on behalf of a customer.
There are numerous regulations including encrypting the credit card numbers in the database. Encrypting this data makes
it virtually impossible to decipher a credit card number without a decryption key which protects the credit card information
in your database from fraudulent abuse.
How it Works
Upon upgrading your database to previous versions of ClientBase Windows 3.04 or above and Trams Back Office 3.01 or
above, credit numbers become encrypted and masked within the database. In an effort to protect your clients from credit
card fraud, and to comply with recent PCI (Payment Card Industry) Compliance regulations, all credit card numbers within
your database have been encrypted and masked.
To a typical ClientBase User this encryption appears invisible, but it makes the extraction of this personal data much more
difficult should your database be accessed in an unauthorized manner. Upon retrieving a Credit Number within the
ClientBase application, the system will automatically decrypt the credit card number and display the full number as
always. Please note the User Permission enhancement below where Users can be forced to only view the masked
version of the Credit Card number. Also note that encryption and masking only takes place once your database is
upgraded to TBO 3.01 or above and then upgraded to 3.04, in this order.
If you are not a TBO subscriber and would like to enable the credit card encryption features you need to
download the tfwup.exe file and run this on your database to upgrade it to the appropriate TBO 3.01 version:
http://static.trams.com/releaseandupdatefiles/pub/updates/misc_exe/TFWUp(latestversion)/TFWUp.exe
Summary of steps after doing a backup of your database: 1) Install ClientBase Update on Server, 2) Run the tfwup.exe on
database, 3) Run the cbplusup.exe on database, 4) Install the Update on each Workstation.
Upon installation of the ClientBase program or after running the cbplusup.exe (for clients who are updating their
ClientBase version), the credit card data that was stored in the credit card field pre-encryption now contains a masked
version of the credit card number. A new field is also added to the database. The full credit card number is copied from
the existing field to the new field and then encrypted. A cleaning and masking routine takes place during the database
update to standardize all of the credit card numbers so they can be properly masked for all applications utilizing the
masked Credit Card field. Only valid credit card numbers are cleaned and appear in the masked format.
The valid credit cards are standardized using these rules:



Any non-numeric text at the beginning of the string up to the first digit is stripped out. AX 3782 078 234 0834/1008
becomes 3782 078 234 0834/1008.
All spaces are removed. 3782 078 234 0834/1008 becomes 37820782340834/1008.
The credit card string is truncated starting at the first non-numeric character, usually a slash, leaving only digits.
37820782340834/1008 becomes 37820782340834.
The format used for masking is:

2-letter card code + space + first 2 digits+ '-XXXX-' + last 4 digits (i.e. MC 54-XXXX-2364).
Three fields in the database relating to the credit card number:



Masked CC Number Field (CCNUMBER): Credit card number in masked format. Credit card numbers are
standardized and validated. Valid credit cards are saved in its masked format and invalid credit cards are saved
as is.
Encrypted CC Number Field (NUMBERENCRYPT): Encrypted full credit card number entry (all numbers whether
valid or not are encrypted).
Hash CC Number Field (NUMBERHASH): Credit card number in hash format. This field is used for "faster
searching of credit card number". Valid credit cards hash the standardized format. Invalid credit cards hash the
number as is.
Status of ClientBase Utilities:
Utilities Updated: Globalware Invoice Export Utility, IC Host Utility, XML Travel History Import, Australian "Enable
Automatic XML Profile Export"
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Utilities Sunset (will no longer work after a database has been encrypted): XML Import, XML Export, CB2CBP
conversion utility, CBT2CBP conversion utility
Utilities Not Affected: ASCII Profile Import, IB Backup, Ensemble Import, Ensemble Export, Virtuoso Utility, Virtuoso
Segment Update
Use of Encryption Keys for Third Party or Custom Development:
A unique key will be generated for each agency that can be used in product development for non-Trams applications that
need to read the full credit card number. The key can be obtained by the SYSDBA User only by going to Utilities|Credit
Card Encryption Key and entering a password provided by the Trams support desk. A CCEncrypt.dll file is installed that
allows access to the Trams database to view un-encrypted credit card numbers. Documentation for use is available upon
request by e-mailing [email protected] The intended audience is for the designers and developers of
non-Trams applications that read credit card numbers directly from the Trams database.
How to Set User Logins to Mask Credit Card Numbers
If you want ClientBase users to work with masked credit card numbers go to Utilities|User Logins|User List and
Advanced Permission Settings|Other Permissions to check off Mask Credit Card Numbers. This allows you to mask full
credit card numbers from users that don't have a need to view the complete number. All existing users default this setting
to unchecked. Upon checking this Advanced permission and saving, the system prompts with a message: By checking
Mask Credit Card Numbers for this User, Credit entries will not be included in Merge to PNR and Live Connect, since the
full Credit Number must result at the end of these features. Please keep this limitation in mind when deciding which users
should have the Credit Card numbers masked.
THE FOLLOWING AREAS ARE UPDATED IF THE CURRENT USER LOGIN
IS SET TO MASK CREDIT CARD NUMBERS:








Profile|Cards grid and Credit Card records mask the Credit Card Number and set to read only (in addition to
Card Type)
Traveler|Cards grid and Credit Card records mask the Credit Card number and set to read only (in addition to
Card Type)
Merge to PNR Selection Screen no longer includes any Credit Card data to select from
Live Connect Selection Screen no longer includes any Credit Card data to select from
Res Card Reservation Deposit FOP does not show the drop-down list of CCs although a CC number can be
hand entered. Upon saving the number will be masked.
Existing Res Card Reservations with a CC number, displays as masked although it can be edited and saved
Generate - Invoice feature does not include the drop down list of CCs although a CC number can be handentered
File|Export|Profile Cards info now exports the Credit Card Numbers as masked by default.
REMOVE CREDIT CARD INFORMATION
Remove credit card information for Payments, Booking CommTrack CC Numbers, and Reservation Deposit CC Numbers
that may no longer be of use. To use this feature the database must be credit card encrypted. Masking the credit card
number removes the full encrypted credit card number and replaces it with a masked version of the number.
Go to Utilities|Mask Credit Card Number:
In the Records to Mask field, choose the type of record to remove from the drop-down. ClientBase only database options
for removal are Payments, Booking CommTrack CC Numbers and Reservation Deposit CC Numbers. ClientBase
databases that are Trams Back Office also, can only remove Reservation Deposit CC Numbers. Payments and Booking
CommTrack CC Numbers affect accounting data and therefore removal must occur in the TBO program.
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In the Purge As Of field, enter the Purge Date. For example, if you wanted to remove records prior to 01/01/2008, the
Purge Date is 12/31/2007. Records are removed by date as follows:



Payments (by Payment Date)
Booking CommTrack CC Numbers (by Depart Date)
Reservation Deposit CC Numbers (by Deposit Due Date)
After entering the purge date, click Mask. A message appears indicating what type of records will be masked and as of
what date. Click Yes to continue or No to return to the selection criteria.
PASSWORD PROTECTION
User Permission Security Enhancements (only available with Interbase XE)


Enable User Authentication for login security settings for password management. EUA enabling the
database allows benefits from the new password management features of setting password strengths, setting
password expiration dates, as well as users being able to change their own passwords.
All user login password security enhancements are strictly tied to EUA enabling the database. If a database is
not EUA enabled, Trams Back Office user login password management remains unchanged and only
SYSDBA can update User Login passwords.
EUA REQUIREMENTS




IB Server and IB Client must be on IB version XE.
The ClientBase/Trams Back Office database must be updated to IB XE.
Trams Back Office table version must be DB version 37 or higher (3.3)
ClientBase Windows table version must be DB version 99 or higher (3.6)
EUA ENABLING A DATABASE
To EUA enable the database a special command line prompt: cbplusup.exe –eua must be used when running the DBUP.
When the command line prompt is used, if the above requirements are not met the user is prompted,
The following requirements must be met to EUA enable the database:



Database Server version must be upgraded to version “10” or greater. The current version is “X”.
Database File version must be upgraded to version “15” or greater. The current version is “X”
Database Client version must be upgraded to version “10” or greater. The current version is “X”
Please verify these requirements are met and try EUA enabling again.
If the requirements for EUA enabling the database are met the user is prompted, You have the option of using
Embedded User Authentication. Your user logins and passwords will now be directly tied to your database file.
Enable EUA?
Help|About includes a new entry: EUA Enabled Yes|No
Upon EUA enabling a database all User Login passwords are converted and stored within the database, rather than within
InterBase. The SYSDBA password remains unchanged. Upon logging into Trams Back Office as SYSDBA after EUA
enabling the database, continue using the original SYSDBA password. If that password was never changed from the
generic "xxxxxxxxx" password, a prompt launches upon first login to change the password.
All other User Logins have their current password converted to their login name (which is always Upper Case). As each
user first logs into ClientBase, they will need to use their newly converted password based on their login name. For
example, if the User Login name is MARY, upon first logging into ClientBase, the user should enter MARY into the Login
Name AND enter MARY into the password. Upon successfully entering the User Login and Password the user is then
prompted to enter a new password, to ensure security going forward. This new password is then used each time the user
logs into ClientBase. Because the database is EUA enabled, all users can now update their own User Login passwords by
going to Utilities|Setup|User Profile and entering a new password.
A new tab was added to Utilities|Setup|Global Defaults called User Login Options that is accessible for SYSDBA and
Admin users with fields to set password expiration and password strengths.
PASSWORD EXPIRATION:
Enter the number of days until password is expired (Example: 30, 60, 90, etc.). Once password expires, when user tries to
login user is directed to a new page and asked to enter the old password and a new password.
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PASSWORD STRENGTH:
A setting was also added to assign password strength when creating a new password. If a chosen password does not
meet the rules, user must change password before allowed to continue.
Options are low, medium or high and are described as follows:
Low Strength - Passwords must contain:
- A minimum of 1 character
- A maximum of 8 characters
- Cannot be a repeat of last 4 passwords
Medium Strength - Passwords must contain:
- A minimum of 7 characters
- A maximum of 8 characters
- At least one alpha character (a-z, A-Z)
- At least one numeric character (0-9)
- Cannot be a repeat of last 4 passwords
High Strength - Passwords must contain:
- A minimum of 7 characters
- A maximum of 8 characters
- At least one lower case alpha character (a-z)
- At least one upper case alpha character (A-Z)
- At least one numeric character (0-9)
- At least one special character (!,@,#,$,%,^,&,*,_,-,+,= etc.)
- No character may be used more than once, regardless of case
- Cannot be a repeat of last 4 passwords
Blacklisted Passwords:
For security purposes certain passwords are no longer allowed to be used in the database.
The old password that came with the installation letter, mas****** is no longer allowed for use as a password for SYSDBA.
After EUA enabling the database, if the SYSDBA password is mas******, or if at any point the SYSDBA password is being
changed and the original password is entered, there is a prompt to select a different password.
For user logins, the user login name and the user password can no longer be the same. After EUA enabling the database,
if a password is created that matches the user login name, there is a prompt to select a different password.
Important Note about SYSDBA Password for EUA Enabled Databases
It is extremely important that you archive the SYSDBA password to a removable storage drive as a source of
password recovery. If the SYSDBA password is forgotten and was not archived, the password cannot be
recovered. To archive, when changing the SYSDBA password:
When updating the SYSDBA password in the User Profile a message is now prompted, "Do you wish to create a
Password Recovery File?"
1. When selecting Yes, a popup screen is displayed to create a password recovery disk that reads “Please insert your
password recovery drive/disk and select the appropriate drive letter to archive the password.
2. To refresh the drive list, click the drop down arrow. Then press OK to continue or Cancel to stop the process.” Click the
arrow and select the drive to save the password to and click OK.
3. Once the password is on the drive the prompt, “Password successfully archived” is displayed.
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4. Should the need arise to recover the password from the removable device, in the login screen click the Forgot
Password link (which is only visible with the SYSDBA Login) then Insert the removable device and navigate to the
removable device drive.
5. Once logged in, the new SYSDBA password should be changed and re-archived to the removable disk.
Should the need arise to recover the password from the removable device, in the login screen click the Forgot Password
link (which is only visible with the SYSDBA Login) then Insert the removable device and navigate the removable device
drive. Once logged in, the SYSDBA password should be changed and re-archived.
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Chapter 3: Set Up ClientBase for Your Agency
This chapter discusses in detail setting up and customizing the ClientBase program for your agency - starting with Agency
Global Level Settings, Branch Level Settings, User Level Settings, and finally Workstation Level Settings. Customize the
program to meet specific agency needs.
This chapter contains directions for setting up ClientBase. Here is the suggested order of setup by the SYSDBA:
 Set Up basic Branch information for each branch (go back later to enhance for other functions)
 Create an Agent Profile for each user (if does not exist) and link to appropriate branch in Branch field.
 Set Up User Login Group Security by going to Utilities|User Logins|Group Security Level
 Set Up User Logins by going to Utilities|User Logins|User List and link to Group Security Level
 Set Up Global Default Profile Defaults
 Set Up Global Default Merge to PNR Defaults
 Set Up Global Default General Setup
 Set Up all other Global Default settings as needed
Global Defaults General Setup
Global defaults let you personalize certain aspects of ClientBase to meet the unique needs of your agency. Any changes
made here are global and reflected for every workstation and every profile (but some can be overwritten). General Setup
settings regulated throughout the program: Headers and Footers; Required Fields, Credit Limit Prompting; Group List;
User Defined Fields; Document Templates; Labels and E-mail Signatures.
Headers and Footers
To print agency letterhead automatically for invoices, trip proposals, itineraries, trip statements, document templates,
reports, and receipts, go to Global Defaults|General Setup|Header and Footer. Agencies with multiple branches have
the option of setting up just one global header/footer and use the branch merge fields for customization by branch.
Note: Settings at the branch level override the global level, if headers/footers have been setup areas in both locations.
Likewise header/footer settings in the actual document template override the global level, if headers/footers have been
setup in both locations.) Click Invoice, Trip Proposal, Itinerary, Trip Statements, Document Templates, Reports, or
Receipts to setup Headers/Footers:
Note: Need to have individual logos for separate branches? See section below, How to Set Up User Level Logos in
Headers/Footers.
Report Header/Report Footer/Page Header/Page Footer Tabs: Click the desired tab to setup the headers and footers.
The report header is the header on the first page of the report, the report footer is the footer on the last page in the report.
The page header is for each page of the report, and the page footer is for each page of the report. If you have a Report
Header/Footer and Page Header/Footer all setup, each prints on each of the pages you designate.
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Add Text: Use Add Text to insert text into the header or footer. A text box appears in the upper left corner. To type and
format text, double-click the text box. A screen appears to enter your desired text, align the text, add merge fields (see
below), and set the font. Click OK to go back to the main screen.
Add Picture: Use Add Picture File to insert a graphic file. Use the browse feature to locate the graphic file on any
drive/directory and click Open once located. (Use *.jpg, *.jpeg, *.bmp, *.ico, and *.emf type graphic files within headers
and footers.) Double-click the graphic to access dialog box to set size and page alignment, or highlight the graphic to click
and drag, size, and position it properly.
Note: To specify a size for your logo, double-click on the logo (do not try to resize in the header or footer area as this may
distort image):
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Add RTF: An RTF box provides slightly more formatting than a text box. Notice the formatting toolbar and merge fields.
HEADER/FOOTER MERGE FIELDS
Use the Add Text or Add RTF button to create any text box. Size it and move it by using the 2-directional and 4-directional
arrows. Double-click within the box to enter text and click the Insert Merge Field to obtain a listing of all the merge fields
available.
Invoice Merge Fields include: Bill To Address 1, Bill To Address 2, Bill to Apt/Suite, Bill To City, Bill To State, Bill To Zip,
Branch Address, Branch City/State/Zip, Branch E-mail, Branch Fax, Branch Name, Branch Phone, Branch Website, Client
Profile #, Company Name, Contact Name, Courtesy Title, Date/Time, First Name, Interface ID, Last Name, Middle Name,
Name, Page No. Invoice Agent, Invoice Agent, Invoice Date, Invoice Group, Invoice No., Invoice Type, Name, Page No.,
Primary Address 1, Primary Address 2, Primary Agent Name, Primary Apt/Suite, Primary City, Primary E-mail, Primary
Fax, Primary Phone, Primary State, Primary Zip, Profile Number, Receipt Date, Receipt Group, Receipt No., Report Title,
Rescard Bill To, Rescard Ship To, Salutation, Salutation|Courtesy Title Last Name, Salutation | First Name, Salutation |
Name, Ship To Address 1, Ship To Address 2, Ship to Apt/Suite, Ship To City, Ship To State, Ship To Zip, User Login
Agent Name and User Login Name.
By moving the invoice header information like Invoice No., Date, Res Card Bill To Address into merge fields that are part
of global default headers/footers, you have flexibility on how this data appears, where it lands and how much room on the
page to take up.
Note: Res Card Bill To and Res Card Ship To merge fields appear in the text box as one line, but when merged can take
up to 5 lines of address information, so be sure provide a large enough text box when using these merge fields.
Trip Proposal Merge Fields: Branch Address, Branch City/State/Zip, Branch E-mail, Branch Fax, Branch Fax, Branch
Name, Branch Phone, Branch Website, and Page No.
Itinerary and Trip Statement Merge Fields include Branch City/State/Zip, Branch E-mail, Branch Fax, Branch Name,
Branch Phone, Branch Website, and Page No. as merge fields.
Document Template Merge Fields include Agent (which adds the User Login Name or Primary Agent Name), Branch
City/State/Zip, Branch E-mail, Branch Fax, Branch Name, Branch Phone, Branch Website and Date/Time.
Report Merge Fields include Branch Address, Branch E-mail, Branch Fax, Branch Name, Branch Phone, and Branch
Website.
Receipt Merge Fields: Include Bill To Address 1, Bill To Address 2, Bill To City, Bill To State, Bill To Zip, Branch
City/State/Zip, Branch E-mail, Branch Fax, Branch Name, Branch Phone, Branch Website, Client Profile #, Contact Name,
Date/Time, Interface ID, Name, Page No., Primary Address 1, Primary Address 2, Primary Agent Name, Primary
Apt/Suite, Primary City, Primary E-mail, Primary Fax, Primary Phone, Primary State, Primary Zip, Profile Number, Receipt
Date, Report Title, Rescard Bill To, Rescard Ship To, Salutation, Salutation|Courtesy Title Last Name, Salutation|First
Name, Salutation|Name, Ship To Address 1, Ship To Address 2, Ship To Apt/Suite, Ship To City, Ship To State, Ship To
Zip, User Login Agent Name, and User Login Name.
Note: Res Card Bill To and Res Card Ship To merge fields appear in the text box as one line, but when merged can take
up to 5 lines of address information, so be sure provide a large enough text box when using these merge fields.
Print: Select from the drop-down list either On All Pages, On First Page Only, or Different First
PAGE HEADERS/FOOTERS, PRINT OPTION
Print: Select from the drop-down to determine where and when to print. On a one-page document, the Page
Headers/Footers will appear on the single page.
On All Pages: Appears on all pages regardless of the number of pages. If Report Headers/Footers exist, the Page
Header appears just below the Report Header, and the Page Footer appears just above the Report Footer.
On First Page Only: Appears on just the first page, or if a single page document appears on that single page. If Report
Headers/Footers exist, the Page Header appears just below the Report Header and the Page Footer appears just above
the Report Footer on Page 1.
Skip First Page: Appears only starting with Page 2 of the document. If it's a single page document, then it does not
appear.
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How to Set Up User Level Logos in Headers/Footers
Logos can be added to Headers and Footers at the user level for use on Invoices, Itineraries, Trip Proposals, Trip
Statements and Receipts. Some agencies have the need for an agent to have his or her own unique branding to appear
on Invoice, Statements, etc. (such as agents who are Independent Contractors). To use the agent logo feature, it is
necessary to add the agent's logo to the Agent's profile and to add the Primary Agent Logo merge field to Headers and
Footers.
The agent's user login must be associated with an agent profile. Verify that the Agent Profile field is completed in the user
login settings. If Agent Profile is missing from the user login, the SYSDBA user must login and complete it.
(Utilities|Setup|User Logins|User List.)
Next, query and select the agent profile, click the Attachments tab and Add. There are two Attachment Types of Logo and
General (for attachments other than logos).
Select Logo, then Browse for Attachment and select the agent's logo image. Agent's logo image must be a *.jpg, *.jpeg,
*.bmp, *.ico, or *.emf type graphic file. Make sure it's the correct size before you import it. Complete the Description field
and click OK to save.
After saving the agent logo, select the desired Header and Footer (Invoice, Trip Proposal, Receipt, etc.). Double-click on
the global logo image to open the Picture Designer.
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Do not change the current logo image. Click the down arrow on the Merge Field, select Primary Agent Logo from the drop
down and click OK to save. Repeat these steps to add the Primary Agent Logo merge field to each Header and Footer
(Invoice, Trip Proposal, Receipt, etc.).
If a logo exists in the Agent Profile, that logo is merged on to the document as long as the Primary Agent Logo merge
field is entered in the Header and Footer. If no logo exists in the Agent Profile, or if the agent's user login does not have
an assigned Agent Profile, the agency's usual Header and Footer is used (Branch level or the Global level).
Required Fields
Database administrators can designate certain fields within a Profile, Activity or Res Card record as a mandatory field that
must be completed for the record to be saved. By default, no fields in a Profile, Activity or Res Card are set as mandatory,
but by going into and selecting the record type, set any field as either Required, which means you cannot save the record
without completing this field; or as Optional which creates a reminder prompt when saving the record. If this field is left
blank, the system still saves the record.
Required fields for Profiles include General, Travelers, Marketing and More Fields. Required fields for Activities include
Reminder/Note/Mailer Type, Subject, and Remarks. Required fields for Res Cards include More Fields, Reservation Level
Fields, and Service Provider Fields.
Note: When a profile is set to Inactive, required fields are disabled.
Note: There is a Communications tab in the Required Fields for Profile menu for all Profile types, because Primary
Communication entries can now be located at either the Profile or the Traveler levels. If Required or Optional for any
communication entry is enabled, when creating a new profile or editing an existing profile, ClientBase looks first for a
communication entry that is marked as the profile's Primary. If none is found, it checks for the Primary Traveler's Primary
Communication entry. If the required/optional entry is completed at one of the two levels, the requirement is met.
Tip: When agents are first learning to use ClientBase, it is not a good idea to set too many fields as Required, as this may
discourage them from using the program.
REQUIRED FIELDS FOR TSA REQUIREMENTS
There is a Travelers/Contact tab to setup required fields to help track traveler information for TSA Requirements.
Information needed to meet TSA Requirements such as Gender, Middle Name, and Birth Date (day, month and year) are
included, as well as Relationship, Courtesy Title, First Name, Last Name, Citizenship, Primary Passport Number, Primary
Passport Issue Date, Primary Passport Issue City, Primary Passport Expiration, Redress Number, Known Traveler
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Number and Salutation/Nickname. After adding or editing a traveler record and clicking OK, prompting will occur if any of
the required/optional fields are missing information.
Note: When using Required fields for Birthday Month, Birthday Day and Birthday Year:
**If Birthday Day is required or optional, the Birthday Month is set to Required.
**If Birthday Year is required or optional, the Birthday Month and Birthday Day will be set to Required.
**If Birthday Month is not Required, then both Birthday Day and Birthday Year will be cleared.
Credit Limit Prompting
This feature, when enabled, uses the Trams Back Office client profile field, Credit Limit, along with the client account
balance to determine if a client has exceeded their Credit Limit and if so warns your front line agents accordingly and
disables the ability to generate further invoices without a form of payment.
Disabled by default, Credit Limit Prompting can be enabled by going to Global Defaults|General Setup|Credit Limit
Prompting and placing a check within Enable checking and prompting when Credit Limit is Exceeded.
HOW THIS FEATURE WORKS WHEN ENABLED
Upon opening a client profile that has exceeded its credit limit (account balance is greater than the credit limit entry in the
Trams Back Office client profile), a warning appears notifying the User. This warning also appears when a Res Card is
created or when Merge to PNR is selected for a client exceeding their credit limit.
The client Quick View screen has also been updated to include Credit Limit information if the client has a Credit Limit
captured within its Trams Back Office profile. The Quick View screen includes the client's Credit Limit, Account Balance
and Available Credit.
If a client has exceeded its credit limit, upon generating an invoice with no payment the system prompts This account has
exceeded its credit limit. OK and does not allow the user to generate the invoice unless their advanced user permission
settings (described below) allow for overriding this message.
ADVANCED USER PERMISSIONS RELATING TO CREDIT LIMITS
Two settings have been added to that Advanced User permissions area within the Other Permissions tab of a User Login
including:
Disable Client Credit Limit, Balance and Available in QuickView and Allow Invoice override for exceeding Client Credit
Limit.
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Groups List
ClientBase has the ability to add group names to client, vendor, agent and other profiles, and to invoices, payments, res
cards, and inventory. Since this is a table shared by Trams Back Office users, a change in here changes the TBO group
table as well.
Click Add to add a new group name, and check off the drop-downs you want this group to appear on so you can tag
entries.
Note: If a user adds a Group Name and a Group ID to the an inventory record, when an Inventory Group is viewed from
the Group List, any associated Group IDs are listed under Linked Inventory Group IDs. (This field only displays if there are
Group IDs linked.)
Click Modify to modify group names, and Delete to remove a group name. Checking or not checking the Allow Free Flow
boxes either forces users to pull a group name from a default drop-down list, or allow users to free flow a group name into
Client, Vendor, Agent and Other profile groups, as well as Invoice, Payment, Res Card, and Inventory groups.
Allow Free Flow for Invoices/Payments/Res Card/Inventory appear as one entry. If Allow Free Flow is checked for any
one of the four it automatically checks all of them.
To inactivate a group name, so that users can clean up the group list, there is a checkbox entitled Active.
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This box defaults to checked. When unchecked, the group is set to inactive and no longer displays on the group dropdown when selecting a group in a Profile, Res Card, or Inventory. Inactive groups are also not displayed in the drop-down
on query screens; however, users can still query for inactive groups by typing the name in.
User-Defined Fields
User-Definable fields within ClientBase are easily identifiable by the blue underlined label next to the field. Clicking the
blue label brings up a table to add, modify or delete customized lists. This drop-down customized list can also be globally
added, modified and deleted from the Global Defaults|General Setup|User-Defined Fields.
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Many defaults have been set up for your use. If you do not want agents to free flow data into these fields, uncheck the
Allow Free Flow box.
The following User- Defined drop-down fields dynamically expand to the width of the longest entry:
General Info: Branch
General Info: Special Dates Type
General Info: Referred By
Res Card: Reservation Cycle
Res Card: Marketing Source
Res Card: Group
Res Card: Region
This makes it easier to select items from your drop-down lists that exceed the length of the field as it is displayed by
allowing you to see the full entry without cutting it off.
Hint: A good way to modify user-defined fields, is just to start using the program with your own user login (granted with full
access), and as you see a user-defined field item that needs to be added, modified, or delete, double-click the blue label
to do these "on the fly". Also be careful not to give this permission to everyone or to allow free flow, as you may start
finding misspellings, duplicates, and inconsistencies that make the drop-downs unmanageable.
Document Templates
ClientBase includes the ability to write custom or form letters/e-mails and then easily merge those from within a profile or
from the results of a Profile Manager Query. These documents are quickly produced by using document templates. There
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are some default document templates that you need to customize before you use them. To help you setup global
templates in your agency, a template editor is included under Global Defaults|General Setup|Document Templates.
This allows you to easily modify existing document templates, add new ones, or delete document templates.
MODIFYING DOCUMENT TEMPLATES
Retrieve the document template by clicking File|Load, then load the template from within the Template Editor. From the
list of templates displayed, select the desired template from the drop-down menu and click OK.
Once the template has been loaded, make your changes to both the text and the merge fields. There are some word
processing features included for your use. Merge fields are the fields in the document surrounded by chevrons, such as
<<ProfSalutation>>. When the document template is selected from within a profile or from the results of a profile Query,
this merge field is replaced with the entry included in the salutation field of the profile. Click Insert Fields to pick from a list
of merge fields.
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To remove merge fields, highlight them and press the Delete key on the keyboard. To insert new merge fields, place your
cursor in the desired location and click Insert Field. A list of the various profile fields available for selection is displayed.
Click the field to insert into your template. The merge fields Salutation|First Name and Salutation|Courtesy Title Last
Name use the profile's salutation field within a document template and if blank, then uses either the First Name or the
Courtesy Title Last Name instead.
Tip: If you select Salutation|Courtesy Title Last Name or Salutation|First Name, or Salutation|Name as a merge field,
the | character included in the Salutation means that if the Salutation field is not completed within one of the resulting
profiles, then for just that profile, you want it to use the merge field following the |.
Margin Modification: To modify page settings in the document template, click File|Page Setup to select paper size,
orientation, and customize margins:
Once all changes are complete, click File|Save. If you want to save the changes made to the template in a new template
(so the old template remains unchanged), click File|Save As and assign your template a unique name. Close the existing
template by clicking File|Close and load the next template to be modified.
Note: ClientBase comes with many default templates. We suggest you review the text and customize each of these
default templates reflecting your agency name and signature line before use.
CREATING NEW DOCUMENT TEMPLATES
A blank template is provided upon loading the template editor. With the blank template on your screen, enter the text and
insert the merge fields. When completed, click File|Save As and name the template. All templates are automatically
stored in ClientBase so a path to the file name is not necessary, just the filename. Each template’s name is limited to 40
characters and should easily identify the type of letter.
A quick way to create a new document is to take an existing template, save it with a new name using the File|Save As,
and then modify with new text/fields. Another time saver!
DELETING DOCUMENT TEMPLATES
To delete a document template, go File|Load. Once inside the template, go to File|Delete. You are prompted with Delete
this [Name of Template]?; click Yes to delete. Remember all document templates are global, meaning they appear on
every workstation in every profile. Deleting a document template removes the template from all workstations.
WORKING WITH TEMPLATE HEADERS/FOOTERS
The global header/footer provides the ability to include common information such as agency or branch address and phone
information in document templates - without having to re-create the information for every template. It accomplishes this by
the use of Merge Fields. There is one default global header and footer. Every template can either use the global header
and/or footer; or use its own unique header/footer loaded into the document template. A global template header/footer is
created in ClientBase by going to Global Defaults|Header and Footer|Document Templates (see directions on creation
above); and is loaded into the document template by default if you have check off the boxes, Include Header or Include
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Footer. A unique header and footer can be created for a document template, by clicking Header/Footer and inserting a
logo, graphic, text and merge fields into the header or footer areas as outlined above.
Note: To conserve disk space, we strongly recommend that any graphic files inserted into the global header are under
300 kb. When document templates are launched from the results of a profile Query, one document is created for each
result. Therefore, if you run a Query that includes several hundred results, several hundred documents are created. If
each document includes a large graphic file within the header, disk space may become an issue.
SPELL CHECK
Several dictionaries have automatically been installed onto each workstation running ClientBase providing you with the
ability to identify misspellings within Document Templates. By default, while typing within the Document Template, the
spell check feature automatically underlines each misspelled word. Right-click on a misspelled word and you will be
offered suggested spellings along with the ability to Ignore, Ignore All or Add to Dictionary. In addition a Spell Check
button, labeled ABC has been added to the toolbar of the document templates allowing you to run the spell check routine
across all data captured.
CUSTOMIZING SPELL CHECK UTILITY
Although the spell check utility is automatically activated within Document Templates, Merge to E-mail and Profile
Remarks, you can customize your spell check settings by going to Workstation Defaults|Spell Checker.
Dictionaries: Several different language dictionaries have automatically been installed, although by default only the
General English dictionary as been enabled. From this area, Add, Enable, Disable or Remove dictionaries. Note: All
dictionaries have been installed within the My Documents\Trams\Dictionary directory.
User Dictionaries: A blank user dictionary is also automatically installed where you can customize the dictionaries used
when running spell check to include words not currently in the General Dictionaries. When running spell checker if a word
not recognized is added to dictionary, the word is saved within this User Directory.
Options: By default the spell checker is set to Ignore ALL CAP words, Ignore Words with Numbers, and Highlight
misspelled words. Remove the check from these settings to change the default.
Labels
Go to Global Defaults|General Setup|Labels, to setup label formats. These formats can be edited when you merge to
labels in ClientBase.
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New: Click New to create a new label format.
Save: After you have modified a particular format, click Save.
Save As: If you have modified an existing label format, click Save As to save it under a new name.
Delete: If you want to remove a label format, click Delete. You cannot delete default Avery label settings.
SHEET PROPERTIES
Label Name: By choosing from the drop-down menu, choose a label default Avery. These default labels cannot be
deleted, so click Save As and name the label something like Default Label. (If you are creating labels to be sent to
travelers on birthday cards or passport expiration letters, create a traveler Label as well, with Family/Contact name fields
selected.) Select the fields (include any punctuation) to include on the label. These fields are located in the Field Layout
area. Tip: If you select Salutation|Courtesy Title Last Name or Salutation|First Name, or Salutation|Name as a merge
field, the | character included in the Salutation means that if the Salutation field is not completed within one of the resulting
profiles, then for just that profile, you want it to use the merge field following the |.
Create as many different types of labels agents will be using by using Save As. That way the next time labels are needed,
you can select a saved label without having to set up the format all over again.
Field Layout: There are default label layouts for the preset labels, but if you want to change how the label looks or create
a brand new one, scroll down to choose any of the available fields and bring them over into “Label Layout” screen by
clicking the -> right arrow.
LABEL PROPERTIES
These are also default fields when you choose a standardized label that can be modified or used to format a custom label.
Number of Copies: When printing labels, enter the desired number of copies here.
TEXT PROPERTIES
Click the A to the right of the font screen, to change the font style, size and color:
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OPTIONS
There are several fields to customize labels even further: Don’t Print Blank Labels, Print Zipcode Bar Code, Set as
Default, Use Upper Case, and a Use Address field. (These choices are available at the time of printing.)
START POSITION
If some of the labels on a sheet have been used previously, indicate the start position to print out the label (this of course
is done at time of printing). Choose the column and row fields, or click Select Pos to click the exact label location.
Setting Up Envelopes
Use the label setup area to customize envelopes. To print envelopes vertically from your printer, modify the Avery 4150
(1 Across CoStar) driver defaults to create a unique envelope setting by inserting the measurements of your envelope,
and "Save As" Envelope. This Avery 4150 setting accommodates vertical printing. There are no vertical or horizonal gaps
in an envelope setting, so set these to 0.00, and you need to measure in inches where you want printing to start from the
left and from the top and put these measurements in Left Spacing and Top Space. Hold the envelope vertically. In the
Label Properties tab, insert the envelope’s width and length in inches and select Rectangle from Label Shape drop-down
menu.
If you print envelopes horizonally, create a unique envelope setting by selecting any horizonal label default, measuring the
dimensions of your envelope (which acts as one big label), inserting these measurements as directed above, and “Save
As” Envelope.
Note: The Avery 4150 (1 Across CoStar) is a small label printer you can purchase at any office supply store. You may
want to include this printer on your network as it prints single labels vertically and helps you avoid common pitfalls which
may occur when using full label sheets.
E-mail Signatures
Users can create e-mail signatures for use with the ClientBase Merge to E-mail feature. A global set of e-mail signatures
can be created using formatted text, user login and agent merge fields and graphics. Each user login can link to one of
these global e-mail signatures to set as that user’s default signature. Upon launching Merge to E-mail, the system
automatically launches the current user's default signature or the user can select one from the drop-down list.
Setting Up E-mail Signatures
Go to Global Defaults|General Setup|E-mail Signatures and click Add.
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Enter a brief description for the signature. Next, create an e-mail signature using formatted text and merge fields. If
desired, use the blue and yellow button (with a picture of a person) to insert a graphic file. Click OK to save and repeat
these steps to create multiple e-mail signatures.
Upon creating your global e-mail signatures, have each user go to Utilities|My Login and click the E-mail settings tab to
select a default e-mail signature for each User.
USING E-MAIL SIGNATURES FROM MERGE TO E-MAIL
Upon launching Merge to E-mail, click the Signature tab to view the default e-mail signature based on the current login
and setup established above. Override the default signature or enter a unique signature directly from this tab if desired.
Click the drop-down listing next to the field called Signature to select from your default signatures setup in Global
Defaults. Override any of these defaults by typing within the Signature area.
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Global Defaults Profile Defaults
Global Default Profile Defaults settings regulate Marketing Categories; Marketing Codes; More Field Categories; Address
Defaults; Communication Defaults; Credit Card Settings; Default Field Values for New Profiles; Auto-Case Converter
Settings; Profile Colors and Membership ID Fields.
Marketing Categories
The Marketing Tables in a profile are used to identify each of your customer’s unique travel preferences, interests and
demographics, while at the same time, automatically grouping clients with common codes. Since qualifying a customer for
a leisure vacation can be the most difficult part of selling leisure travel, access to this valuable information might just make
the difference between closing a sale or losing it.
These marketing tables make it possible to consistently put the right product in front of the right client, by both your frontline agents and marketing programs geared towards generating travel interest. In addition, labels, letters and e-mails can
be quickly created to link clients and travel preferences when a “hot” travel special lands on your desk. With a simple
mouse click, every agent selects from the same list, and that means continuity among your clients and simplicity for your
agents.
All customer profiles have a tab called Marketing which contain marketing tables. Some of these tables come with predefined default codes, but all of them can be customized to meet agency needs. There is no limit to the number of
marketing tables that an agency can have; however, it is important to remember that for reporting purposes, it may
become very difficult to see the true client traveling preferences if too many categories exist. For example, if you have
both ancient sites and archeological digs as marketing categories, you might miss several clients who would be interested
in a tour to an archeological dig if the report only includes clients from the archeological sites marketing category.
If you are a member of an agency consortium that has provided its own default market categories and codes within
ClientBase, check with the consortium before making any changes to the defaults (or add your own tables and codes
directly below the defaulted tables).
TAILORING THE GLOBAL LIST OF MARKETING CATEGORIES
1. Modify the name of a Marketing Category: Go to Global Defaults|Profile Defaults|Marketing Categories, highlight
the marketing category, and click Modify. A dialog box prompts you for the category name. Enter the desired new
category came and click OK.
2. Add a Marketing Category: To add a marketing category, click Add. Enter the new category name and click OK. Use
the blue up and down arrows to reorder the categories. This sort order is reflected everywhere Marketing Categories are
used -- in profiles, queries, reports, Global Modify, File | Export, and on the list of required fields.
Reordering Marketing Categories can only be done on the primary database; the new order will sync out to any sync
copies.
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3. Delete a Marketing Category: To remove a marketing category, select the desired category and click Delete. A new
user-definable marketing category assumes the numbered position of the deleted category.
Important Note on Deleting: The category cannot be deleted if there are any checked marketing codes attached to the
category. A warning message appears advising you of the number of profiles with that marketing code attached. Any
checked marketing codes have to be deleted from the marketing category before the category can be deleted. Do this by
going to Global Defaults|Profile Defaults|Marketing Codes, and just simply deleting any marketing code associated
with a marketing category. Now go back into the Marketing Category and this can now be deleted.
Marketing Codes
Default marketing codes come with each of the default marketing categories. These codes can be customized to meet the
needs of each individual agency. To tailor the codes in any marketing category, go to Global Defaults|Profile
Defaults|Marketing Codes. If you are a member of an agency consortium that has provided its own default market
categories and codes within ClientBase, check with the consortium before making any changes to the defaults (or add
your own tables and codes directly below the defaulted tables).
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TAILORING MARKETING CODES
1. Add a Marketing Code: Click Add, select the appropriate marketing category by clicking the down arrow and selecting
from the list, and then enter the desired code name in the field, Marketing Item. To customize the code position on the list,
highlight the code, click the blue up and down arrows, and move it to its new location. Clicking Sort alphabetically sorts
codes automatically.
Marketing Partner’s ID: This field was designed for consortia, co-ops, franchises, etc. who are trying to collect marketing
preference information from their members for consolidated marketing purposes. This allows each agency member to
capture the Marketing Categories and Codes however they desire, but then enter a common ID provided by a marketing
partner to allow for creating a constant set of marketing values across all members. This field need only be completed if
you are participating in some consolidated marketing programs and are instructed to do so by your marketing partner and
provided the necessary ID's. If a Marketing Partner ID is entered into any of the Marketing Codes, upon saving, you are
prompted with a count for the number of profiles that have that code selected. Press OK to save the entry as this new ID
does not affect any of your profiles or current reporting.
2. Modify a Marketing Code: Highlight the marketing code to edit and click Modify. Enter the desired code name in the
field, Marketing Code. If any profiles have been coded with this item, the system prompts before saving. Any profiles
loaded with this item remain coded with the new code name.
3. Delete a Marketing Code: Highlight the marketing code to remove, and click Delete. If any profiles have been coded
with this item, the system prompts before deleting. Deleting a marketing code that profiles are using results in removing
the code from those profiles.
4. Sort Marketing Codes: Sort marketing codes alphabetically within a particular marketing category by clicking Sort.
5. Move a Marketing Code From One Category to Another: Highlight the marketing code to move from one marketing
category to another marketing category and Modify. Select the desired table from the drop-down list next to category. Use
the up and down arrows to arrange the order of the code now in the new table.
Caution: When modifying or deleting a marketing code, the effect of this action is global. Each workstation and profile is
also modified. For example, if you change a marketing code from Scuba to Diver, profiles no longer show Scuba as a
marketing code option. When running a report to show all your scuba divers, Diver rather than Scuba now becomes the
search field.
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More Fields Categories
More Fields are available for further customizing ClientBase to your agency’s needs. If you can’t find a place in ClientBase
to store information, create a field, and its drop-down menu items yourself. Perhaps you want to create a pull-down menu
for special services such as “meet and greet” or “wheelchair assist.” Social security numbers or driver’s license numbers
can be stored here or any other information that does not fit into one of the other pre-designed fields.
Fields stored in the More Fields tab include a field name and an optional drop-down list of defaults entries. More field
categories is where to assign a field name.
Category Name: Enter a title for this more field.
Format Type: Specify what characters are entered into the field: None (More Fields will continue to work as it does
currently); Letters Only; Numbers Only or Letters and Numbers Only.
A different format option can be selected for each Profile More Field. A field length can also be set for a More Field by
entering the number of characters allowed in the Max Length field. Maximum number of characters for a More Field is 80
characters. The new formatting options can only be used when adding new Profile More Field categories. Existing Profile
More Field categories cannot be formatted.
When a Profile More field is formatted, when entering a value for the More Field, the value can only be entered using the
format designated for that category. If an incorrect value is entered a message is displayed informing you of the proper
format. So if the More Field was formatted to accept numbers only and an alpha character is entered into the field, the
message would appear, "Invalid Entry. Format Type is Numbers Only."
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(The same format options are available with Res Cards More Fields. When linking a Profile More Field to a Res Card
More Field, the two must be in the same format. For example, if Profile More Field is in Letters Only format, then the Res
Card More Field linked to it must be in Letters Only format as well.)
Note: The Format Options menu is read only for sync copies.
User-Defined Fields|More Field Items is where to create the drop-down list of defaults.
Hint: Use a marketing table/code or group name instead of a more field to track temporary information because these
much easier to delete by using the Global Modify utility.
Profile Address Defaults
Set the Marketing Permission setting at the Profile Address level. Each profile address has a checkbox setting called
Allow Marketing Permission. To change the default for new profiles or new addresses, go to Global Defaults|Profile
Defaults|Address Defaults and change it from Allow Marketing Permission (checked) to Not allow Marketing Permission
(unchecked).
Level 2 and Level 3 Profile Manager Queries have been updated so that queries can be filtered based on this marketing
permission setting. The Merge to Label, Merge to Letter, Merge to File, Merge to File Handoff, and File Export features
have also been updated to include the ability the ability to filter out profiles without marketing permission by including a
checkbox setting called Include Only Addresses with Marketing Permission Checked.
Clients who have requested to be removed from a mailing list can now be excluded by unchecking this Allow Marketing
Permission setting at the address record level.
Communication Defaults
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All profiles in ClientBase contain a communications table in the general information tab. Each communication entry
includes a type which can be Phone, Fax, E-mail or Web Site. Each type allows for an unlimited number of entries, but
only one “primary” entry for each. Phone and fax type entries include a country code, area code, prefix and suffix. (Note:
Country code, area code, and communication descriptions can be overwritten in the User Settings Communication Default
tab under Utilities|My Login, or by the SYSDBA in the Utilities|User Logins.)
Enter the desired default country code and area code here in the communications default (see below for non-North
America country codes and area codes). Once completed, if a phone or fax number is entered without a country code or
area code, these defaults are filled in automatically. In addition, each communication entry includes a description field,
and a default entry can be captured here for each communication type. You can also default for each setting whether you
want the Include Marketing Permission Setting to be visible for each communication type, and set a default of checked or
uncheck for this type (except for Website).
SETUP IF DEFAULT COUNTRY CODE IS NOT 1
Default logic looks at User and/or Global communication defaults for Country Code and Area Code and uses additional
logic for defaulting the Country Code and Area Code in the phone format window under these conditions:
**If the number entered into the phone field does not start with both a country code and area code, the digits entered
default into the entry field and the User or Global communication default populates the Country/Area Code. Example: If
User/Global communication default is 63 for the Country Code and 9 for the Area Code, a new phone number entered as
5551212 is saved as +63 (9) 5551212.
**If the number entered into the phone field does not start with a country code, but does start with an Area Code, the area
code lands in the area code section, remaining digits land into entry field and the User or Global communication default
populates the Country Code. Example: If User/Global communication default is 63 for the Country Code, a new phone
number entered as 95551212 is saved as +63 (9) 5551212.
**If the number entered into the phone field starts with same numbers in the User or Global communication defaults, then
the number is parsed out accordingly into Country Code, Area Code and Entry. Example: If User/Global communication
default is 63 for the Country Code and 9 for the Area Code, a new phone number entered as 6395551212 is saved as +63
(9) 5551212.
**If phone entry does not start with "1" a dash is not entered in the entry.
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Travel Types (Feature found if you have ClientBase ONLY)
ClientBase has added the ability to format Res Card invoice data within a PNR Rule so that agencies NOT using Trams
Back Office (TBO) can print invoices from ClientBase, then send the invoice data to a PNR in the form of accounting lines
that can be interfaced to a back office accounting system (see An In-depth Look at Res Cards for complete steps).
However, customize the Invoice Travel Types to correspond to those in your accounting system. ClientBase comes with
25 default Travel Types. Note: For agencies using Trams Back Office, you won’t be seeing Travel Types as these are
edited in TBO, rather than ClientBase as links to General Ledger accounts exist.
To edit those defaults:
1) Go to Global Defaults|Profile Defaults|Travel Types. Here, you can modify each of the default types.
2) Select the travel type edit and click Modify. Travel types are user-defined and used upon invoicing to designate the type
of travel the invoice is being generated for. Travel type is a merge field available for use when setting up your PNR Rules.
3) Type the name of the new travel type.
4) Under travel category from the drop-down menu, link this travel type to the appropriate travel category. Travel
categories are pre-defined (Air, Hotel, Car, Cruise, Tour, Rail, Transportation, Insurance, Service Fee & Other) and used
to categorize each reservation captured in ClientBase.
5) Click OK.
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Credit Card Settings
This menu option gives you the ability to disable as well as clear the Credit Card field called Security Code located within
the Profile Cards tab. Recent credit card policies strongly discourage businesses from storing a credit card security code
within any kind of database. As a result of this policy, we have defaulted this setting to disabled upon installing this
update. Although discouraged, if you would like to re-enable this field, then go to Global Defaults|Profile Defaults|Credit
Card Settings and place a check next to Enabled. To clear all existing Security Code field entries from all existing Credit
Card records within your database, click Clear All Credit Card Security Codes. Running this process permanently
removes all credit card security codes from your database.
Default Field Values for New Profiles
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Assign default field values to certain fields when a new profile is created. The following fields can be assigned a default
value with this new feature: Courtesy Title, Zip Code, City, State, Country, Salutation and Interface ID.
Tip: Careful when using auto-filled fields. Since the user see it’s already filled in with data, these may be
overlooked and not correctly updated.
In the Interface ID tab, choose from the drop-down menu a format for generating the default Interface ID.
Use:
<Area Code><Prefix><Suffix> or
<Last Name><First Name><Agent Name> or
<PROFILENO> or
<GENERATOR> with starting number set by agency, therefore allowing for sequential Interface ID numbering to go as
high as 9,999,999,999, or
<MASK>: The Interface ID you are generating in ClientBase can be based on the Full Name field, First Name field, Last
Name field, the Residential Phone field, or a combination of the all those fields (from 1-10 alpha-numeric characters). N
uses a character from the name field, F uses a character from the first name field, L uses a character from the last name
field, and a digit uses that position from the residential phone field (0 signifies the 10th digit of the phone number). Select
a sample mask from the drop-down menu or create any mask that you desire. We recommend using the Interface ID
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mask of NNN4567890 which uses the first 3 letters of the client's last name, and the last 7 digits of the client's phone
number. (If no phone number exists, an Interface ID is generated with just the first 3 characters of the client's last name.)
Sample Masks:
Mask Name field Phone field InterfaceID
NNN4567890 MEYER/SHARON +1 (310) 641-8726 MEY6418726
NNNNNNNNNN ROSEN/LEE +1 (310) 641-8726 ROSENLEE
N6N7N8N9N0 PALLEY/DAN +1 (310) 641-8726 P1A8L7L2E6
FFFF-LLLLL SMITH/JANE +1 (310) 555-1234 JANE-SMITH
NN-4567890 SMITH/JOHN +1 (310) 987-6543 SM-9876543
Note: Characters from the name, first name, and last name fields are taken from left to right. Slashes and spaces are
skipped. Any characters that is not an "N", not an "F", not an "L", and not a digit from "0" to "9" are treated as a constant.
See last two samples above where "-" is in the mask.
The Salutation can be automatically assigned to new profiles by clicking the salutation tab and choosing off the drop-down
menu:
<FirstName> or
<FirstName><LastName> or
<CourtesyTitle> <Last Name> or
<CourtesyTitle> <FirstName> <LastName>
Require Unique, Non Blank I/F ID On New Profiles: If this box is checked, you will NOT be able to create a "New"
profile if the Interface ID field of the profile being created is an Interface ID that has already been used for an existing
profile in the system.
Auto Case-Converter Settings
Within this area a listing of the following profile fields is available for automatic case handling: Company Name, First
Name, Last Name, Courtesy Title, Address 1, Address 2, Apt/Suite, City, Country, Traveler First Name, Traveler Last
Name, Traveler Courtesy Title, and Traveler Relationship/Title.
By placing a check into any of these fields, as you are working within ClientBase profiles, the first letter of each word
entered is automatically capitalized and the remaining letters are automatically set to lower case.
To override the system's automatic case handling for entries such as McLeod or NE (where the auto case handling
reverts to Mcleod and Ne), tab past the field then move back into it (by using <Shift><Tab>), as the automatic case
handling is turned off for a field once entries exist within it. Another option is to enter McLeod as Mc Leod and NE as N.E.,
since spaces and punctuation allow for capitalization.
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Tip: If you have many profiles that have already been created by solid caps or all lower case letters, use the Case
Converter in Utilities to convert these first before setting this up.
Profile Colors
You have the ability to set a font color to a Profile Header to differentiate types of clients (i.e. VIPs, Prospects, etc.). The
color assigned to a profile appears in the Profile Header when viewing a profile, as well as in the results of a Query.
Select Global Defaults|Profile Defaults|Profile Colors to set up the color key by adding, modifying or deleting colors
and their types.
For example, set "Color" to Purple with a "Title" of VIP.
Profiles are set to the color blue by default. When in a profile, right-mouse click in the profile header to reclassify the client
to the appropriate color option.
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Want to change multiple profiles to the appropriate color option? Query and select the profiles that fit a certain color type,
then Global Modify changing the Field To Modify as PROFILE.Profile Color and Set Value to the color of choice.
Note: Profiles can be queried by Profile Color. There’s a query filter Profile Color in the General Info Tab of Level 2 and
Level 3 Profile queries. Query filter has a drop-down list of Profile colors from the Profile Color Global Defaults with check
boxes to select color(s) desired. Level 3 Query filter also includes the search operators Is Equal To Any, Is Not Equal To
Any, Is Blank and Is Not Blank.
Membership ID Fields
Two fields, Membership ID and Associate ID are available in Leisure and Corporate profiles if setup. The Membership ID
is used at the profile level to capture any special identification number assigned by the agency to the customer account.
The Associate ID is used at the traveler level to capture any special identification number assigned by the agency to the
traveler.
Setup:
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Select Global Defaults|Profile Defaults|Membership ID Fields and check the boxes Display Associate ID and/or
Membership ID. Next click the drop-down for the Format Type and choose a format for the field. Options are:
**None (No rules apply. Field can have spaces, special characters, letters or numbers.)
**Letters and Numbers Only
**Letters Only
**Numbers Only
Next, enter into the Max Length field how many characters the field length should be. Maximum character length is 80
characters. Click OK to save.
Once set up is complete, add the Associate to each traveler that was assigned an ID. The Associate ID field is located in
the profile under Traveler/Contact tab under General Info.
The Membership ID and Associate ID field was added to Required/Optional fields, Profile Queries (Level 1, 2 and 3),
Profile Detail Report and the Client Survey Report. The field is also viewable in the Quick View and Dashboard.
Global Defaults Res Card Defaults
Global Default Res Card Defaults settings regulate Currency Setup; Default Field Values for Res Cards; More Field
Categories; Insurance Prompting; Service Fee; Tax and Commission Defaults; Default Field Values for Invoices; Batch
Reminder Settings; Host Codes and Live Connect Login.
Currency Setup
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Track a vendor currency and client currency in addition to your agency currency by setting up the multi-currency feature in
ClientBase. Although invoicing at this time remains in the agency currency, any additional currencies captured within the
vendor or client currency fields within a reservation appears on invoices and itineraries as additional information available
for your customer's convenience.
TO SETUP TO CAPTURE MULTIPLE CURRENCIES
Go to Global Defaults|Res Card Defaults|Currency Setup. Identify your agency currency as well as setup a table of
foreign currencies along with a default conversion rate:
Enable Foreign Currency in Res Card: Place a check mark here to capture the vendor and client currency in addition to
your agency currency within the ClientBase reservations records.
Agency Currency: Enter the 3-letter code symbolizing your agency's currency code (USD, CAD, etc.) All existing and
future reservations default to using this code. Use Insert/Update/New to add and maintain a listing of foreign currency
codes including the Effective Date, Currency Code and the Default Conversion Rate. Click OK.
When entering the default conversion rate, enter the rate used to convert the foreign currency to your agency currency.
For example, if your agency currency code is CAD for Canadian and you are entering a USD foreign currency default, you
would enter 1.5 rather than .6666. The default conversion rate entered into this global table, can be overwritten on a
reservation-by-reservation basis.
By Default Track Res Card Balances in: Select how you want res card balances to be displayed from drop-down:
Foreign Currency: New reservations are always captured in the currency the transaction was booked in.
Agency Currency - New reservations are always captured in the currency of the agency location.
This is simply a default and can be overridden per Res Card.
Handling Multiple Currencies
When handling multiple currencies, reservations can be tracked in the agency's currency or reservations can be tracked in
the foreign (vendor) currency. The setting By Default Track Res Card Balances In" under Global Defaults|Res Card
Defaults|Currency Setup can be setup as the default. This is simply a default and can be overridden per Res Card.
A Multi Currency tab added to the Res Card also contains this Track Res Card Balances In setting in order to update Res
Card balances on a one-by-one basis. (Note: All multi-currency Res Card balances entered prior to version 3.6 will
remain in the Agency Currency unless modified individually.) New reservations with multiple currencies are also tracked in
Agency Currency until the setting is changed in Global Defaults or the setting is changed per Res Card under the Multi
Currency tab.
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Although Res Card balance tracking can be changed from Agency Currency to Foreign Currency and vice versa, change
will only occur if Res Card is not invoiced. If the Res Card is already invoiced, this setting under the Multi Currency tab is
disabled. If changing from Agency Currency to Foreign Currency, the system checks to see if the record contains
Markup/Discounts and if so prompts, Markup/Discounts exist and are not supported when balances are tracked in the
Foreign Currency. Continuing will clear any Markup/Discounts entered. Continue? Yes/No."
When tracking Res Card balances in Foreign Currency, itemization can now be captured. Itemization is captured in the
reservation's currency. If itemization is captured and user changes the selected currency, user is prompted Changing the
Reservation Currency will clear all Itemization details. Do you want to continue? Yes/No. Since itemization cannot be
captured when Res Card balances are tracked in Agency Currency, if changing Res Card from Foreign Currency to
Agency Currency the system checks to see if Itemization exists and if so prompts Itemization exists. Currency cannot be
converted at the itemization level. Continuing will clear all itemization details. Continue? Yes/No
If agency chooses to continue to track reservation totals in the agency's currency, an invoice setting gives the
options of showing traveler pricing for each reservation in Agency, Vendor and/or Client currency on an invoice. Select
Utilities|Branch and then click Format Settings under Invoice Settings (this can be done remember at the time of
invoicing, by clicking on Invoice Format). A Multi-Currency section is available for selection with the options of Show
Agency Currency, Show Vendor Currency and Show Client Currency. All three or any combination of these settings may
be selected; therefore, check the box or boxes of the currencies that should appear for pricing on an invoice. These
settings are only used when Track Res Card Balances is set to Agency Currency.
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Example: An agency located in Canada booked a cruise with a US vendor. In the Multiple Currency screen the Vendor
currency was entered as $1500 US dollars. The Agency Currency was entered as $1400 Canadian dollars. If the Show
Agency Currency option was checked, only the Canadian dollars appear under pricing when the invoice is generated. If
both Show Agency Currency and Show Vendor Currency options were checked, pricing appears in both Canadian dollars
and US dollars. If the client paid for the reservation in a different currency (i.e. Euros) and that amount was entered as the
Client Currency on the Multiple Currency screen and all three options where checked, pricing would appear in all three
currencies.
If agency chooses to track reservation totals in the foreign currency, when tracking balances in Foreign currency
there is no longer a Multi Currency screen. Each reservation is entered in the currency it was booked in by clicking the
Currency drop-down and selecting the correct currency code. Once the currency code is chosen the currency rate is
displayed. Currency rates are based on the Currency Setup in Global Defaults but can be changed at the time of booking
if needed. However, if ARC/BSP is checked, the currency must remain in the agency's currency and the Currency field is
disabled.
For each reservation, the Reservation Totals summary on the right side of the screen shows the currency code for all
foreign currency bookings. The Res Card totals in the Res Card Header will summarize all balances with one line per
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currency. The first two currencies are displayed; however, if more lines exist, click the button next to the Res Card header
to view all.
Reservation totals at the bottom of the Res Card show the balance of the Selected Reservation in the currency it was
booked along with the Currency Code. The balances displayed for All Confirmed Reservations summarize all reservations
booked in the agency's currency. Click the button next to the Reservation totals at the bottom of the Res Card to view all
Reservation totals.
Invoicing: On the invoicing screen, each reservation appears in the currency the reservation was booked in along with
the conversion rate. Conversion rate can be changed if needed.
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When printing all invoices, each reservation appears on the invoice in the currency it was booked in. All reservations are
then totaled per currency and appear at the bottom of the invoice, one box of totals per currency.
Client payments are printed on the invoice in the reservation's currency. If agency also uses Trams Back Office software,
client credit card payments are saved in TBO in the agency's currency. Client payments entered as CC Merchant, Debit
Card, Check and Cash payments are not saved in TBO and need to be handled in the back office by the bookkeeper.
Default Field Values for Res Cards
Customize some of your Res Cards and Reservation defaults.
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RES CARD LEVEL
Reservation Cycle: Set to default to any of user-definable drop-down options.
Default All Travelers for Leisure Profiles: Check here if you want all Travelers to automatically be displayed as
travelers when you create a new Res Card.
Default Tab Displayed: Select the tab you want to default when entering the Res Card, Reservations, Invoices, Activities,
Agent Remarks, Client Feedback, Attachments, More Fields, or Edit History.
MORE FIELDS LEVEL
From the drop-down options setup for each More Field Category, select the defaults you want displayed for users.
RESERVATION LEVEL
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Set defaults for the following reservation areas:
Booking Status: Select Confirmed, Quoted, or Cancelled from the drop-down menu.
Travel Category: Select Air, Hotel, Car, Cruise, Insurance, Miscellaneous, Rail, Tour, Service Provider, or Transportation
from the drop-down menu.
Host Code: If you are using the IC/Host Utility to export invoices to a Host agency, set a default Host Code that
automatically populates whenever adding a new Reservation. The Host Code currently defaults blank, but click the dropdown and select a default Host Code from the list. (Host Codes are created under Global Defaults|Host Codes.)
Filter Vendor Profiles for Travel Category Selected: If you have associated Vendor profiles with a Travel Category in
the General Information tab of the Vendor profiles, check here to display only those vendor profiles of that particular
Travel Category for selection off the drop-down menu.
Filter Service Provider Profiles for Travel Category Selected: If you have associated Service Provider profiles with a
Travel Category in the General Information tab of the Service Provider profiles, check here to display only those Service
Provider profiles of that particular Travel Category for selection off the drop-down menu.
Default Service Provider Name to Vendor Name: If you do not want the Vendor name to automatically drop into the
Service Provider name field in a reservation, uncheck this option.
Reservations Imported from PNR Default to Invoiced Outside of CB+: If you do not want the Invoiced Outside of CB+
to be automatically checked off when you do a PNR import, uncheck this option.
Automatically Launch Live Connect for Live Connect Vendors: If you do not want Live Connect vendors to be
automatically launched when creating a reservation, uncheck this area.
Print Address on Itin/Invoice for Hotel/Car/Insurance/Miscellaneous/Tour/Transportation: Check or uncheck options
for printing addresses on the itinerary/invoice for Hotel, Car, Insurance, Miscellaneous, Tour, or, Transportation.
More Fields Categories
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Res Card More Fields are used for capturing any type of trip data that the Res Card currently is not prompting for, giving
you the ultimate flexibility in tracking trip information. Res Card More Fields can be linked to a Trams Back Office UDID
(User Defined Interface Data) field too, so upon invoicing in ClientBase, the more field entry automatically populates the
appropriate TBO UDID field. When setting up the Res Card More Fields, you have the ability to link a Profile More Field to
a Res Card More Field which means upon creating a new Res Card, the Res Card More Field automatically is completed
with the entry in the profile more field.
This means if certain client data is being captured in a profile more field and being merged into a PNR via the PNR rules
for the purpose of completing a TBO UDID, you can invoice from ClientBase and automatically complete that data into
any new Res Cards, and upon invoicing complete the TBO UDID with no extra steps.
Setup Res Card More Fields categories and items by following these steps:
1) Go to More Field Categories to assign a field name by going to Global Defaults|Res Card Defaults|More Field
Categories, and complete the following fields:
Category Name: Enter a descriptive name.
Profile More Field Link: Link this Res Card More Field to a Profile More Field for automatic completion when creating a
new Res Card, by selecting profile more field from the drop-down menu. This field can be left blank, and only works if you
currently have profile More Fields created.
UDID No.: To link a specific UDID (User Defined Interface Data) from Trams Back Office to a Res Card More Field so that
upon invoicing, a Res Card the value in the Res Card More Field automatically populates the value in the TBO UDID,
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select from the drop-down menu. When the reservation is invoiced, the UDID fields in TBO are populated and appear on
TBO invoices/reports, although they do not appear on invoices generated in ClientBase. This field can be left blank.
Format Type: Specify what characters are entered into the field. Format Type displays a drop selection of options which
are: None (Res Card More Fields will continue to work as it does currently); Letters Only; Numbers Only; Letters and
Numbers Only.
A different format option can be selected for each Res Card More Field. A field length can also be set for a Res Card
More Field by entering the number of characters allowed in the Max Length field. Maximum number of characters for a
More Field is 80 characters. The new formatting options can only be used when adding new Res Card More Field
categories. Existing Res Card More Field categories cannot be formatted.
When a Res Card More field is formatted, when entering a value for the More Field, the value can only be entered using
the format designated for that category. If an incorrect value is entered a message is displayed informing you of the
proper format. So if the More Field was formatted to accept numbers only and an alpha character is entered into the field,
the message would appear, Invalid Entry. Format Type is Numbers Only.
Note: The new Format Options menu is read only for sync copies.
2. Go to User-Defined Fields|More Field Items|Res Card More Field Items and use Add, Modify, and Delete to setup
the drop-down list of defaults by completing the following fields:
Category Name: Select the desired Res Card More Field category name by selecting from the drop-down menu. This
listing was created when you created the more field categories above.
Item Value: Type in the desired Item Value. Click OK.
3. Repeat these steps for each Res Card More Field value that you would like to include for each Res Card More Field
category.
To learn how to use the Res Card More Fields, please refer to chapter, An In-Depth Look at Res Cards.
Use of Res Card More Fields: When More Fields are created, the same More Fields can be used either at the Res Card
Level or at the Reservation Level. When a More Field value is entered at the Res Card Level, that value carries over into
each of the invoice bookings. A unique More Field value can be made for a specific reservation; however, by going into
the More Field tab inside the reservation.
Insurance Prompting
To ensure that travel insurance protection is offered to every customer and either accepted or declined, setup Res Card
Insurance Prompting. If activated, this feature looks for any insurance reservations at the time of generating an invoice or
itinerary. If none exists, the system prompts with a message: "No Insurance Reservations Exist for this trip. Accept or
Decline Insurance." Declining insurance then includes an agency-defined waiver message for printing at the bottom of
the invoice or itinerary.
Accepting insurance takes the agent to a new reservation, defaulting the travel category to insurance and the vendor to
the agency defined default insurance vendor, for capturing an insurance booking. (ClientBase now Live Connects to
several insurance companies - see An In-Depth Look at Live Connect to setup.)
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Go to Global Defaults|Res Card Defaults|Insurance Prompting:
Turn on Insurance Waiver Prompt for Invoices: Check to activate this prompt.
Turn on Insurance Waiver Prompt for Itins: Check to activate this prompt.
Default Insurance Vendor: If desired, select a default insurance vendor from your drop-down list of vendor profiles.
Default Insurance Waiver Message: If insurance is declined, a customized waiver message can be printed on the
invoice/Itinerary. Type a waiver message into this free-flow text area. This message appears at the bottom of each
Invoice/Itin (underneath any branch remarks).
Example:
Please Read Carefully: The customer acknowledges that he/she have been offered and declined (YOUR INSURANCE
COMPANY NAME HERE) travel insurance protection. This protection includes trip cancellation, baggage, medical and
evacuation protection. Since you have declined this valuable protection, you are assuming any financial loss associated
with your travel arrangements, including any penalties imposed by suppliers. Please initial here as further
confirmation_________. Click OK.
Edit History: Click Edit History to see history log of any changes made to the insurance prompt defaults which can then
be printed or e-mailed if requested by insurance vendors incentivizing agencies' use of ClientBase.
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Service Fee
You need to have a vendor profile created for your agency to implement the automated service fee feature. Use the
Profile Manager to retrieve the agency vendor profile, and set the default commission to the desired amount (usually
100%). (TBO users, consult with bookkeeper before doing this, she may have it setup already.) Next, go to Global
Defaults|Res Card Defaults|Service Fee. Type in the default vendor and service fee amount and click OK. To use the
automated service fee feature, please refer to the chapter, An In-Depth Look at Res Cards.
Tax and Commission Defaults
If you are not a TBO user, designate which taxes go to which tax fields when invoicing from ClientBase. The commission
rate for vendors used in reservations is defaulting to the vendor commission field in the vendor profile. If the vendor
default commission is blank, then the commission defaults to the amount entered in the field called Comm Rate.
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Note: Canadian users find additional fields to accommodate the GST/HST/VAT rate. The GST/HST/VAT Tax codes are
used for PNR Import and for invoicing in ClientBase. For complete setup instructions for Canadian users as well as Res
Card workflow, please see the section in the Res Card chapter, Canadian Agencies GST/HST Setup/Workflow.
Hint: Want to fill in taxes and commissions on an reservation-by-reservation basis, leave blank.
Default Field Values for New Invoices
Previous versions of ClientBase used the Trams Back Office setting for Allow Cash Payment from Invoice within the
Global Defaults setting to determine whether a cash or check payment should be saved to the database and applied to
the invoice to close the Client Balance. Now these settings are captured in Global Defaults|Res Card Defaults|Default
Field Values for New Invoices option.
Payment Defaults: By selecting a form of payment from the drop-down this Form of Payment is the default displayed
upon invoicing. You can also default a Trip Balance Due Date upon invoicing, by selecting Earliest Reservation Final
Payment Due Date from the drop-down. This setting is very often filled in upon completion of a Live Connect reservation,
or you can manually enter this into a reservation yourself by going to the Payment Due Date reservation tab.
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A separate setting can be designated for each form of payment: Cash, Check, Credit Card and CC Merchant. Adding a
check to the form of payment indicates that upon invoicing with that form of payment, the payment is automatically saved
and applied to the invoice. Removing the check from the form of payment indicates that upon invoicing with that form of
payment, the printed version of the invoice shows as paid, but the payment does not get saved to the database leaving
the invoice and Client Balance open.
Tip for Non-Trams Back Office Users: By leaving all these forms of payments unchecked, you have ease when voiding
out invoices that are incorrect since this area is designed for use with Trams Back Office.
Check Disable Editing Invoice Issue Date if you want the Invoice Issue Date to remain unchanged. There is also a
setting for Save ALL Invoices to Branch X which allows an agency to setup multiple branches with different
headers/footers, default remarks and format settings within ClientBase but still save all invoices to a single branch in
Trams Back Office. This setting works well for agencies with IC's that want different invoice defaults in ClientBase but still
need all accounting data to land in one branch.
Auto Update TBO Car/Hotel Comm Track Bookings: By checking this setting, upon saving changes to a Res Card, the
program checks for changes made to any Car/Hotel Reservations that were invoiced as Comm Track (with only 1 invoice)
and updates the booking in Trams Back Office by voiding the booking and adding a new one with the updated information.
Changing a reservation amount in ClientBase when the invoice booking shows as paid in TBO updates the ClientBase
side only. If attempted the system gives the prompt, TBO Comm Track Booking cannot be updated. Booking was closed;
however, the reservation changes can still be saved in ClientBase. Changing a Reservation in ClientBase to Cancelled
will void the booking in TBO without recreating a new booking.
SET DEFAULT FIELD VALUES FOR NEW INVOICES
Form of Payment: Set to default to either Cash, Check, Credit Card, CC Merchant or No Default. If the default Form of
Payment is set to Credit Card or CC Merchant, the system automatically defaults the credit card number to the first credit
card entry within the profile being invoiced.
Trip Balance Due Date: Set to default to either the Earliest Reservation Final Payment Due Date, or leave blank for no
default.
Travel Category Defaults: Set a default Travel Type for each reservation Travel Category.
Travel Type Defaults: Set a default Submit To setting for each Travel Type as well as a default setting for Show as Paid
when Invoiced as Comm Track. (Use this for each travel type if you want a comm track amount paid by credit card to
appear in invoice totals printed for the customer.)
Batch Reminder Settings
Since many times an agent creates multiple reminders at one time after booking a reservation to help remember common
tasks such as collecting deposit, final payment, checking for documents, sending welcome home letters, etc., you can
create a global set of Batched Reminders that can be launched from within a Res Card to create multiple reminders all at
one time.
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Although you can add unlimited batches to this area, a default cruise/tour batch has been created for you which contains
the reminders, Deposit Due, Final Payment Due, Validate Int’l Security Information, Send Gift, Check for Documents, and
Welcome Home.
To create a batch reminder:
1) Go to Global Defaults|Res Card Defaults|Batch Reminder Settings. Click Add to add an additional batch, Modify to
edit an existing batch, or Delete to remove a batch.
2) Fill out the Batch Reminder Name and Description (such as Cruise Booking Reminders, or Default Reminders for a
Cruise Reservation).
3) A batch of reminders can include any number of reminders from 1 to 100. Click Add to create the first reminder for the
batch and complete the following fields:
Create Reminder: From the drop-down menu, select Optional or Always. Upon launching batch reminders from a Res
Card, a listing of default reminders appears. An Optional entry prompts you to "check off" the reminder before placing it
into a Res Card; the Always entry is already "checked off" for you.
Default Date Using: From the drop-down menu, select Current Date, ResCard Create Date, Trip Start Date, or Trip
Return Date. (These date entries are merge fields used when launching the batched reminders from a Res Card. This
defaulted date can be overwritten at the time of launching the batched reminders just before creating and saving them to
the Res Card activities tab.)
Plus/minus|Number of Days: From the drop-down menu, select the plus or minus sign and choose the number of days
from 1 to 2000 to use in combination with the Default Date Using field.
To-Do: Check here if you do not want to set a specific time for this reminder to appear on the Day-At A Glance feature. All
timeless activities appear on a separate area in your calendar, but not under a specific time frame.
Start Time: Enter time you want alarm to start alerting you about this reminder; or if you want this reminder to appear on
the Day-At A Glance on your calendar as an appointment under the time you specify.
Duration: Specify a block of time for this task to appear on your calendar.
Login Name: Defaults to the user logged into the system. Choose a different user by clicking the drop-down menu.
Priority: Click the drop-down menu to tag this reminder with a priority level - high, medium, or low. The priority level can
be used as search criteria in both Level 2 Query of the Activity Manager and viewed in selected activity reports.
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Private: Check this box to make reminder private. Only the sign-in agent and SYSDBA can access the reminder.
Reminder Type: Enter the type of follow-up for the reminder by clicking the drop-down menu and picking from a
customized list. Such types may include phone call, e-mail, letter, etc. Reminder types are user-defined and setup in
Global Defaults|General Setup|User Defined Fields|Reminder Type or clicking on the blue underlined label.
Subject: Enter the subject of the reminder by clicking the drop-down menu and picking from a user-defined list. Subjects
are setup in Global Defaults|General Setup|User Defined Fields|Reminder Subject, or by clicking on the blue
underlined label.
Set Alarm: To further assist with remembering important tasks, ClientBase reminders include an optional alarm. Like the
alarm which awakens you each morning, the alarm activates at the time designated within the reminder (regardless of
where you are in ClientBase, or any other program) as long as ClientBase is running on your PC. When an alarm is
activated, a window appears that includes the details of the reminder along with three options:
1) Off: Turns off the alarm but keeps the reminder open and on to-do list.
2) Snooze: Reschedules the alarm for a future time.
3) View: Allows you to work the reminder.
Tip: It is suggested you do not set alarms for the agents’ batched reminders. Let each agent set these up for themselves
when they launch the batch reminders in the Res Card. This saves them from being barraged with numerous alarms for
each Res Card in which they have created reminders.
Completed: This field is empty until the reminder is completed and a date is entered. Entering a Complete Date takes this
reminder off the to-do list.
Remarks: Enter any additional remarks or instructions in the text box at the bottom of the reminder entry screen.
4) Continue entering additional reminders for this batch. After each default reminder is created for this batch, click OK to
save the batch. Create more than one batch if desired. For directions on how to use batch reminders, please refer to the
chapter, An In-Depth Look at Res Cards.
Host Codes
If you are sending invoices to a Host agency, you need to set Host Codes in this area as per instructions in the chapter,
Using ClientBase as an IC Working with a Host Agency.
Live Connect Login
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Enter Live Connect login information within the Global Defaults menu for all users of a specific Live Connect Provider. If
Live Connect is launched, the system first looks to see if there is login information at the User Login level, and if not, then
looks for the login information at the Global Defaults level. To enter one set of login information for a Live Connect
provider for all of your agents to share, go to the Global Defaults menu and select Live Connect Login. Click Add and
enter the following information:
Live Connect Provider: Select from the drop-down list.
User Name, Password and Account Number: Enter the necessary fields based upon the login information provided to
you by the Live Connect provider.
Auto Update Settings
To make updating Res Cards easier and to keep Res Card data current, there is an option in Global Defaults for Res
Cards to automatically update the Res Card Status field from Active to Departed once travel dates have passed. To
enable this feature select Global Defaults|Res Card Defaults|Auto Update Settings. A pop-up box will appear with a
checkbox setting to Automatically Update Res Card Status Based on Travel Date. Check this box to enable the feature
and click the OK button to save.
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When a user with a Manager login signs into the program, the system runs a query internally of the Res Card Status
against Res Card Trip End Dates and looks for Res Cards with status of Active, but Trip End Dates older than the current
date. If any items matching the criteria are found the system prompts with the message, XX Res Cards found with an
Active Status but Trip End Dates that have passed. Do you want to update Res Card Status to Departed now? Yes or No.
If the manager selects Yes, Res Card Status is changed to Departed and the Res Card Edit History is updated, showing
the manager's User ID as the user that made the change. If manager selects No, nothing is changed and the query runs
again the next time the manager logs in.
Note: If you are a sync agency, the Res Card Status is updated from the Primary only.
Global Defaults Merge to PNR Defaults
Global Default Merge to PNR Defaults regulate PNR Settings and PNR Rules for Merge to PNR and PNR Import.
Merge to PNR Settings
So that information stored in ClientBase profiles can be formatted and sent to your CRS PNR, complete the Merge to
PNR Settings for your CRS.
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GENERAL TAB
Reservation System: Select the appropriate reservation system for your agency from the pull-down menu.
Special Keys: Find the characters especially designed for the CRS system. Since these special characters may be used
when formatting your data in ClientBase, it’s important to include any you want to use in the special keys field. If any are
missing, click Special Keys and find the special character to bring into ClientBase. An easier way to do this is to use the
Windows copy command <Ctrl C> to copy the character from your CRS; then use the Windows paste command <Ctrl V>
to paste into the special keys field. Any special keys captured here are made available on a toolbar when creating PNR
rules or entering PNR entries into any of the PNR entry tables.
Font and Size: Select the desired font and size on entries (we suggest leaving the default).
E-mail @ symbol: Change the default @ character for e-mail entries used in Merge to PNR. You can use the correct
character needed by the GDS platform you are using. (This feature applies to e-mail entry in E-mail Field Group and
Traveler Misc Field Group.)
Order of Entries: A listing of all possible PNR rules and entry tables appears here for you to designate the order in which
they should be listed when merging a profile to a PNR. A default order is included, but can be modified by highlighting an
item and then using the up arrow to move up in the list; or down arrow to move down.
Clipboard: How ClientBase works with each GDS varies. Here's some hints on setting up for each.
Amadeus Users: Amadeus uses the Amadeus Selling Platform (see the section about the traditional command pages in
Amadeus) as you’ll need that to work with merge/import. If you are on terminal services and CB is not then use the
clipboard.
Apollo/Galileo: Leave Use Clipboard unchecked.
Sabre Red Users: An API is the tool ClientBase uses to connect to the Sabre Host. In order for PNR Import (and Merge
to PNR) to work, you must enable the MySabre API within Sabre Red. Select Tools|Options|Sabre System|Advanced
and check Sabre Emulator API:
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2. In ClientBase go to Global Defaults|Merge to PNR Defaults|Merge to PNR Settings. Set the Reservation System to
Sabre and select Use MySabre API from the drop-down listing. (Other choices are Use Clipboard and Use Sabwnapi32.)
Please note that this setting can be overwritten on a workstation-by-workstation basis by going to Workstation
Defaults|Environment, then clicking the Merge to PNR Settings tab from the desired workstation.
3. Use the Merge to PNR and PNR Import features as normal.
If you are using the Webtop platform, check Use Clipboard. You cannot send anything longer than 15 lines or you receive
an error of Message Too Long.)
Worldspan: Leave Use Clipboard checked.
Note to Nexion Users: Nexion offers an InternetView connection to the GDS's. Since it is Internet based, Merge to PNR
via Clipboard is the only GDS related function of ClientBase that works with it.
Note: The Windows clipboard method is used to copy/paste data to a PNR if ClientBase does not have a way to transmit
data directly to the GDS PNR.
Send as one transmission: If you check this setting, ClientBase strings together as many entries as it can into one
transmission with the use of end items at the end of each line. This reduces the number of hits and potentially the delay
created by transmitting each line separately. Please note that Sabre only allows 30 entries strung together in one
transmission, so depending on the number of entries included in a given merge to PNR, the entries may be broken into
multiple transmissions.
TRAVELER NAME FORMAT TAB
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Customize the default name format to add a middle initial, middle name, or remove the courtesy title etc. In addition to
being able to use any of these merge fields, Courtesy Title, First Name, Last Name, Middle Initial, Middle Name, No. of
Travelers, and Find the character, there is also a checkbox called Combine same Last Name entries which allows you to
set whether common name entries appear as one or many name entries.
To modify this default PNR Custom Rule, start with the same format you would type into your GDS, and select any Merge
Field to include by clicking the field and Insert. You may choose to include merge fields that aren’t always completed in
every profile. An example of this is Courtesy Title. If the field is completed, you want it included; but if it’s not, you don’t
want to include the formatting with a blank space. To handle this, PNR rules uses left and right brackets [ ] to surround a
set of characters within a rule, and designate that if the merge field within those brackets is blank, then don’t include any
of the characters between the brackets.
Merge PNR Settings for Traveler Name Formats also includes the ability to create custom format settings for Children
(over 2) and Infants (under 2). Use a combination of text, merge fields and special characters to format travelers as either
children or infants based on the traveler level Birthdate entry. The following Merge Fields can be included in this rule:
Courtesy Title, First Name, Last Name, Middle Initial, Middle Name, No. of Travelers, First Name Initial, 2 Digit Age In
Months, 2 Digit Age in Years, Birthdate (various date formats).
Merge to PNR Rules
No more multiple entries or databases! ClientBase provides agents with the ability to move customer information
(maintained in the ClientBase profile) to your reservation system’s PNR. This feature works with Apollo, Sabre, Amadeus
and Worldspan. Virtually any data captured in a ClientBase profile can be formatted and sent to the CRS PNR.
ClientBase comes with default entries for all the main PNR entries for each CRS. There is no limit to the information that
can be entered into a PNR as long as it is formatted correctly for your CRS. If you do not find the desired entry in the set
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of default entries, simply follow the directions under PNR rules to add the desired entry to the selection, or modify any
existing entries.
A Rule is simply a way of designating how certain fields of information captured in a profile should be formatted when sent
to a PNR. ClientBase comes defaulted with standard rules for each CRS, formatted for sending the following fields of
profile data:







Bill To Address
Ship To Address
Interface ID
Phone Numbers
Credit Cards
Frequent Flyer Numbers
E-mail
To retrieve the details for any of the default rules, highlight the rule and click Modify. The contents of each rule is captured
in the area called PNR Custom Rule and is made up of free-flow text, special characters and merge fields. Review each
rule and verify that the formats used in the defaults match the formats used within your agency when building PNR’s. To
modify any text, simply type over it. To add an additional merge field, place your cursor where you would like it to land
within the rule, then highlight the merge field in the Available Fields area and click Insert.
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ADDING A RULE
Practically any information stored within a ClientBase profile can be formatted for your CRS and included when using the
merge to PNR feature. To include additional information, in addition to the six areas addressed in the default rules, select
the appropriate reservation system and click Add.
Do the following to setup a new rule:
1. Description of Rule: Enter a brief description of the type of information you want included in this rule. This description
appears on the PNR selection screen when using the merge to PNR feature.
2. Field Groups: Select the type of profile data you want to format for your CRS PNR’s. Click the arrow located to the
right of this field to select from a drop-down list of choices. Each field group includes a designated list of profile fields
available for use within a PNR rule. These profile fields appear in the Available Fields area when the field group is
selected. Available field groups include Primary Address, Bill to Address, Ship to Address, Secondary Address, Alternate
Address, Phone, Fax, E-mail, Traveler Miscellaneous, Credit Card, Frequent Flier, Hotel Program, Other Cards, Car
Program, Miscellaneous, User Login, Primary Agent, Profile Mixed Fields (create a rule with combination of merge fields),
Branch and Res Card Invoice.
3. Always Move This Rule: When checked, this field sets the rule to always move this entry into a PNR; left unchecked,
the entry is optional.
4. Display on Selection Screen: Within each PNR entry or PNR rule that is set as Always Move This Rule, an option is
included called display on selection screen. The PNR selection screen is the first screen that appears when you merge to
PNR, and allows you to select the specific profile data to be included and sent to the current PNR. For PNR entries that
should always move regardless of the profile or PNR, this Display on Selection Screen can be unchecked so that the first
selection screen is less complicated for the agent to review. These unchecked rules now appear on the second Additional
Entries screen in the merge to PNR, and are automatically moved into the PNR.
5. PNR Custom Rules: Enter the exact format to be entered in the PNR when this rule is selected using the combination
of free-flow text, special characters, and merge fields from the list of available fields. Refer to your current scripts, GDS
format guide and back office format documentation to create the custom rule.
Note to Amadeus Users: Amadeus Vista users use a semi-colon (;) as a delimiter. Amadeus APS and ProWeb users use
# as a delimiter.
HANDLING BLANK MERGE FIELDS
When setting up rules, you may choose to include merge fields that aren’t always completed in every profile. Such fields
include Courtesy Title, Apt/Suite, or Company Name. If the field is completed, you want it included; but if it’s not, you don’t
want to include the formatting with a blank space. To handle this, the PNR rules uses left and right brackets [ ] to surround
a set of characters within a rule, and designate that if the merge field within those brackets is blank, then don’t include any
of the characters between the brackets. Here’s an example:
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The brackets around [5/<<CompanyName>>§] suggest that if this is an leisure profile so the Company Name Merge
Field is blank, then don’t include the 5/ or end item formatting either.
PNR Rules to Use for Rescard Invoice Data
Agencies NOT using Trams Back Office (TBO) can print invoices from ClientBase, and then send the invoice data to a
PNR in the form of accounting lines, so that it can be interfaced to their back office accounting system. In order to take
advantage of this feature, Merge to PNR Rules need to be setup using the Rescard Invoice field group following the
directions outline in the sections Adding a Rule and Handling Blank Merge Fields. (The Res Card Invoice field group
includes a designated list of Res Card invoice fields available for using within a PNR rule.) Need sample invoice rules for
your GDS? E-mail [email protected]
Note: (Do not pass Res Card invoice data into a PNR for future invoicing if you have Trams Back Office as your back
office system.)
Global Defaults Manager Defaults
Global Default Manager Defaults regulate Home Page URL and Dashboard Settings.
Home Page URL
You can change the URL for your Home Page Tab in the Managers. For agencies with a specific private labeled version
of ClientBase, the default URL is your booking engine or consortium site. For those not configured with a specific private
labeled version of ClientBase, we added a the CBMS (ClientBase Marketing Services) URL here so that the tab within the
ClientBase main Managers called Home takes you to this marketing web site by default. For agencies that participate in
the CBMS marketing program, you can enter your CBMS Login and Password into your ClientBase User Login by going
to Utilities|My Login|Manager Defaults tab.
(The SYSDBA login can enter for all users as well.) Once captured, the ClientBase login will auto log you into ClientBase
Marketing Services (CBMS) and access to your marketing calendar and other information becomes instantly available and
right within ClientBase.
Note: Users have the option of whether to pass login parameters or not. If checked URL entered for the Home Manager
would only work if setup to accept the login parameters that are passed. If not checked, any URL entered will appear in
the Home Manager without an error.
Hint: Don’t want this home page to be the first page you see when entering ClientBase? Perhaps you’d like the Profiles
Manager, or another manager to be first. Do this by going to Utilities|My Login and set the Login Default Manager to
Profiles.
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Dashboard Settings
Agency Bulletin - this section displays announcements and other important information that the agency owner/manager
wants to broadcast to all agents. When a new message is entered in this area, the Agency Bulletin header will flash to
alert each agent upon entering ClientBase that new information has been posted. To setup the Dashboard Manager, go to
Global Defaults|Manager Defaults|Dashboard Settings. Under the Agency Bulletin, enter any announcements and
important information that all agents should be updated about. Text can be formatted using different fonts, colors, etc.
URL's can also be entered so agents can click and go directly to the website(s) provided.
Global Defaults Settings
Global Default Settings regulate Client Survey Settings; Reminder Alarm Settings and Automatic Query Settings.
Client Survey Settings
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Users may define what marketing tables and codes are included on the client survey report generated by ClientBase. To
set client survey defaults, go to Global Defaults|Settings|Client Survey Settings. Highlight any marketing tables NOT to
include in the client survey and click the left arrow to move them off of the list of Marketing Categories in Client Survey.
You also have the option of Print only codes selected for profile, which when selected, does not print all marketing codes
available, but just the codes already selected for the profile. These Global Defaults can be overwritten each time client
survey is printed. Client surveys can be printed one at a time from within a client profile by clicking the printer icon on the
toolbar, or multiple surveys can be printed from the results of a Query, by going to Reports|Profile|Client Survey.
Reminder Alarm Settings
Default New Reminder Alarms as Checked: Check here to have the alarm setting checked automatically each time a
new Reminder is created.
Alarm Mechanism: ClientBase uses the IB Events tool in Interbase to enable the server to automatically distribute alarms
it detects to the workstations. By default this tool is activated globally. Some remote workstations, however, may have
trouble getting alarms because of firewalls or the newest security measures Microsoft Windows has in place for its
versions. For this reason, you have the ability to disable IE Events globally, or to set this tool to Polling. With Polling, you
can select to have the workstations poll (or Query) the server for any alarms periodically to send these alarms to them. By
default we suggest the Polling be set to every 2 minutes, but you can change this duration if you so choose.
Automatic Query Settings
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Upon installation of ClientBase, by default all queries are automatically enabled in each of four managers (Profile, Activity,
Res Card, and Inventory), as well as in the Profile Travel History tab, Profile Payment History tab, and on the Profile
Indicator buttons. If your database contains more than 25,000 profiles; however, you may want to consider disabling this
automatic Query option for optimum performance. To do this globally, go to Global Defaults|Settings|Automatic Query
Settings and select Disable from the drop-down menu for any of the queries that you do not want to run automatically.
Special Note to Remote Users: Also, if you are a user connecting to the ClientBase database remotely, you need to
disable the automatic Query option. This can be done at the workstation level, by going to Workstation
Defaults|Environment|General Options and Profile Options.
Set Up Branches
ClientBase has a centralized database which means that all branches associated with the agency are included within one
database. The program comes with an unlimited number of branch records and for reporting purposes, this feature makes
it extremely convenient to analyze the database by branch entries. Each client and agent profile has a field where the
branch number can be entered. This entry is not a mandatory field in the client and agent profile, but we do suggest it be
linked to the agent profile if possible.
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Copy/Paste: For you convenience there is a Copy/Paste option for Branches. This is quite a timesaver if you have setup
one branch and don’t want to repeat this process for other branches. Highlight the branch entry to copy and click Copy.
When Paste is selected, you can choose Paste Over Selected Branch, or Paste as a New Branch. All branch fields and
settings are overwritten with the defaults from the branch copied, except for address, communication entries, Branch ID,
Next Sales and Refund Invoice # in the general area. Nothing is saved until OK is selected, so please review all areas of
the branch settings before saving to ensure you have not lost any information that you may not have realized got
overwritten with the Paste feature.
Trams considers the 0 Branch as the main branch and 1, 2, 3, etc. as Branch 1, 2, 3. Click Modify to enter the branch
information from an existing blank branch.
There are 1000 branches available for use. .Branches can be added and deleted. A branch cannot be deleted if there is a
profile, res card, invoice or payment record assigned to it. Branch numbers of deleted branches can be re-used. All newly
added branches are added at the end of the list of branches, even if they are reusing a number from a deleted branch that
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used to be higher up. The order of branches can now be changed using the up and down arrows on the right side of the
screen. This sort order is shared by all Trams products.
Branches can only be added, deleted, or re-ordered on the Primary copy of the database.
General Branch Info
Click General in the directory on the left. Enter the branch information. All the fields in this screen are shared with Trams
Back Office except for Next Sales Invoice Number and Refund Number. ClientBase can have its own separate sequence
of invoice/refund numbers for use when generating invoices/refunds in the Res Card. If your agency starts generating
invoices/refunds from the ClientBase Res Card, enter the starting invoice and refund number here and the system
automatically assigns the next sequential invoice/refund number each time an invoice/refund is generated. Since Trams
Back Office does not allow duplicate invoice numbers, be sure to start a series of numbers not currently in use in Trams
Back Office (the system allows up to 9 digits).
Tip: If you are a Trams Back Office user, start your ClientBase invoice/refund numbers with different numbers, so you can
differentiate between invoices/refunds driven by your GDS, those created in ClientBase, and if you have a separate series
set up for manual invoices and refunds in TBO, those as well.
Branch PNR Entries
Click Branch PNR Entries in the directory on the left. ClientBase comes with a PNR entry table at the branch, agent,
profile and traveler level. These tables allow you to capture any PNR entries or remarks you would like included when
sending data to a PNR. The branch level entries tab is where information can be included in a PNR regardless of the
agent, client or traveler selected. Examples are the communication information for the branch or an appreciation message
for the client’s business.
Use Add, Modify, and Delete to create a tailored list of your agency PNR information.
CRS: Choose CRS (GDS) system from the drop-down menu.
Description of Entry: Enter a free-flow description.
Always Move this Entry: By checking this box, the entry always moves (is check off automatically) when you do a move
to PNR. If this box is not checked, moving the entry is optional (and you'll need to check it off).
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Display on Selection Screen: Within each PNR entry or PNR rule that is set as Always Move This Rule, an option is
included called Display on Selection Screen. The PNR selection screen appears when you use the Merge to PNR feature,
and allows you to select the specific profile data to be included and sent to the current PNR. For PNR entries that should
always move regardless of the profile or PNR, this Display on Selection Screen can be unchecked so that the selection
screen is less complicated for the agent to review.
PNR Entry: Enter the PNR entry exactly as you would in your reservation system, using text and special characters and
press OK to save.
Branch Invoice Settings
HEADER/FOOTER - Agencies with multiple branches have the option of setting up just one global header/footer (Global
Defaults|General Setup|Header and Footer|Invoice) and use the branch merge fields for customization by branch.
Settings here at the branch level override the global level, if headers/footers have been setup in both locations. If you
want to setup a very unique logo for this branch, follow the directions for creating unique logos in the How to Set Up User
Level Logos in Headers/Footers in the Global Default General Settings|Header and Footer|Invoice section of this
chapter.
This method allows you to insert a branch logo into the agent profile attachment tab and becomes a merge field in global
Invoice/Trip Proposal, Itinerary, Trip Statement, Document Templates, Reports, and Receipt settings.
REMARKS - Invoice Remarks is a table providing you with the ability to capture multiple remarks then select them as
desired for printing upon invoicing. To access the table of branch remarks for invoices and itineraries, go to
Utilities|Branch. Select the desired branch and click Remarks under Invoice Settings in directory on left. Use Add, Modify
and Delete to create multiple remarks for use when invoicing and printing itineraries. Each remark captured includes a
Description, Free Flow Remarks (no character limit) and a check box, Always Print.
Upon invoicing all remarks with Always Print checked off, print by default, but can be unchecked upon invoicing. All
remarks with Always Print unchecked do not print by default but can be checked upon invoicing. As an example, you may
want different remarks printed on your invoices when invoicing a cruise vs. a package. If so, setup 2 different remarks,
one called Cruise Remarks and the other called Tour Remarks. Leave Always Print unchecked, and then select the
desired remarks upon invoicing. There is no limit to the remark entries added to the remarks table.
Default Itin/Invoice Remarks: Add unlimited remarks in the form of a table list that agents can pick and choose from
depending on the type of reservation. Enter any remarks you want to appear on itineraries and invoices by clicking Add.
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Always Print: If you want this to always print on an invoice or itinerary, check here. If you want the agent to choose
whether it prints or not, leave blank.
Description: Create a description for agents that accurately describes this particular remark.
Remark: Enter the remark you want printed on the invoice or itinerary. Highlight the remark and click Modify to edit a
remark, or click Delete to remove a remark.
Tip: Need to change the order of the remarks as they print on an invoice or itinerary? Rearrange the order by using the
blue up and down arrows.
FORMAT SETTINGS - Set Branch invoice defaults that can be overwritten on an invoice-by-Invoice basis by clicking the
Invoice Format button on the Generate Invoice screen.
Default Invoice Setting: Set the Res Card invoice default as Invoice Only which is a shorter invoice format that does not
included all itinerary level information; or Itin/Invoice which is a longer invoice format that does include all the itinerary
level information.
Language: Defaults to English but can be changed to French or Spanish. This branch level language default can be
overwritten on an invoice-by-invoice basis by clicking the "Invoice Format" button on the Generate Invoice Screen. Please
keep in mind that all field labels have been translated to French and Spanish, but the agent must capture the Reservation
entries in the desired language in order to print in that language. Also, Invoice Header/Footer labels are defined by the
agency and therefore cannot be translated. Tip: You may want to consider setting up a special Branch for
"French|Spanish" Invoices and change the Header|Footer merge field labels to the desired language and hand select this
branch's Header/Footer when generating invoices in French or Spanish.
Include Summary of All Reservations: Set the Res Card invoice default by checking if you want reservation details
including balance due date to appear on the invoice.
Preview Invoice Before Printing: Set the Res Card invoice default by checking if you always want a preview invoice
(highly recommended) to be printed before actually generating the invoice.
Include Service Provider Graphics: Set the Res Card invoice defaults by checking here if you want service provider
graphics included when an invoice is printed.
Hide Reservation Vendor Name: Gives you greater flexibility in customizing the print out of an invoice. If this setting is
checked, then the Vendor Name for each individual reservation within the Res Card being invoice will not be printed, only
the Service Provider Names.
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Hide Reservation Totals (Include Only Invoice Totals): Gives you greater flexibility in customizing the print out of an
invoice. If this setting is checked, then each individual reservation amount will not be printed, only the sum of all
reservations being invoiced.
Print Service Fee as Invoice Total Line Item: Gives you greater flexibility in customizing the print out Service Fees on
an invoice. If checked, this setting adds any reservations with a Travel Category of Service Fee and prints them as a
single total amount listed within the Invoice Totals just underneath Reservation Totals, rather than listing as a separate
reservation within the body of the invoice.
Service Fee Label: This is a free-flow field that allows for up to 25 characters and provides you with the ability to
customize how agency service fees are labeled on the invoice.
Print Reservation in Condensed Format: The following Print Reservation in Condensed Format are broken down by
Travel Category:
Print Air Reservation in Condensed Format
Print Hotel Reservation in Condensed Format
Print Car Reservation in Condensed Format
Print Cruise Reservation in Condensed Format
Print Insurance Reservation in Condensed Format
Print Miscellaneous Reservation in Condensed Format
Print Rail Reservation in Condensed Format
Print Tour Reservation in Condensed Format
Print Transportation Reservation in Condensed Format
If checked, upon invoicing a reservation for that Travel Category a summary of basic Reservation information is included,
rather than a detailed listing of all Reservation and Service Provider level information. This setting may be desired for
reservations that you would like to place less emphasis on when printing invoices for your client. For example, if you are
invoicing a cruise vacation, you may choose to place a greater emphasis on the cruise reservation and less emphasis on
the Insurance, Airport, Hotel, etc.
Here is a listing of the reservation details included if Print Reservation in Condensed Format is checked. All other
Reservation and Service Provider level data is omitted from the printed version of the invoice.




Vendor Name, Traveler Name/s, Start Date, End Date
If Supplier, ARC or Comm Track Show as Paid: Res Amount, This Invoice, Prior Invoice and Balance
If Comm Track Not Show as Paid: Amount Details
Vendor Res Card Remarks
Note: Branch defaults can be overwritten on an invoice-by-Invoice basis by clicking the Invoice Format button on the
Generate Invoice screen.
Multi-Currency: All three or any combination of these settings may be selected; therefore, check the box or boxes of the
currencies that should appear for pricing on an invoice. These settings are only used when Track Res Card Balances is
set to Agency Currency.
Example: An agency located in Canada booked a cruise with a US vendor. In the Multiple Currency screen the Vendor
currency was entered as $1500 US dollars. The Agency Currency was entered as $1400 Canadian dollars. If the Show
Agency Currency option was checked, only the Canadian dollars will appear under pricing when the invoice is generated.
If both Show Agency Currency and Show Vendor Currency options were checked, pricing will appear in both Canadian
dollars and US dollars. If the client paid for the reservation in a different currency (i.e. Euros) and that amount was entered
as the Client Currency on the Multiple Currency screen and all three options where checked, pricing would appear in all
three currencies.
Branch Trip Proposal Settings
HEADER/FOOTER - Agencies with multiple branches have the option of setting up just one global header/footer (Global
Defaults|General Setup|Header and Footer|Trip Proposal) and use the branch merge fields for customization by
branch. Settings here at the branch level override the global level, if headers/footers have been setup in both locations. If
you want to setup a very unique header/footer for this branch that does not pull from the Global Default General Settings,
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follow the directions for creating Headers/Footers in the Global Default General Settings|Header and Footer|Invoice
section of this chapter.
REMARKS - Trip Proposal Remarks is a table providing you with the ability to capture multiple remarks then select them
as desired for printing. To access the table of branch remarks for trip proposals, go to Utilities|Branch. Select the desired
branch and click Remarks under Trip Proposal Settings in directory on left. Use Add, Modify and Delete to create multiple
remarks for use when printing. Each remark captured includes a Description, Free Flow Remarks (no character limit) and
a check box, Always Print.
Upon launching all remarks with Always Print checked off, print by default, but can be unchecked upon launching. All
remarks with Always Print unchecked do not print by default but can be checked upon launching. As an example, you may
want different remarks printed on your proposals when printing a cruise vs. a package. If so, setup 2 different remarks,
one called Cruise Remarks and the other called Tour Remarks. Leave Always Print unchecked, and then select the
desired remarks upon launching. There is no limit to the remark entries added to the remarks table.
Default Trip Proposal Remarks: Add unlimited remarks in the form of a table list that agents can pick and choose from
depending on the type of reservation. Enter any remarks you want to appear on trip proposals by clicking Add.
Always Print: If you want this to always print on a trip proposal, check here. If you want the agent to choose whether it
prints or not, leave blank.
Description: Create a description for agents that accurately describes this particular remark.
Remark: Enter the remark you want printed on the trip proposals. Highlight the remark and click Modify to edit a remark,
or click Delete to remove a remark.
Tip: Need to change the order of the remarks as they print on a trip proposal? Rearrange the order by using the blue up
and down arrows.
FORMAT SETTINGS - Set Branch trip proposal defaults that can be overwritten on an proposal-by-proposal basis by
clicking the Trip Proposal Format button on the Generate Trip Proposal dialog box:
Default Format: Set the trip proposal default as Client Quote (with prices) which launches the trip proposal into a word
processor for editing; or Client Quote Invoice Style which uses the same format settings as the Generate Invoice feature,
but prints a client quote and does not generate an invoice or update trip balances in any way. This format can be printed
or e-mailed. If e-mailed, a plain text version is included in the e-mail body and the formatted version is included as a .pdf.
Include Itin/Invoice Remarks: To include itinerary or invoice remarks on the Trip Proposal, check here.
Branch Itinerary Settings
HEADER/FOOTER - Agencies with multiple branches have the option of setting up just one global header/footer (Global
Defaults|General Setup|Header and Footer|Itinerary) and use the branch merge fields for customization by branch.
Settings here at the branch level override the global level, if headers/footers have been setup in both locations. If you
want to setup a very unique header/footer for this branch that does not pull from the Global Default General Settings,
follow the directions for creating Headers/Footers in the Global Default General Settings|Header and Footer|Invoice
section of this chapter.
REMARKS - Itinerary Remarks is a table providing you with the ability to capture multiple remarks then select them as
desired for printing. To access the table of branch remarks for itineraries, go to Utilities|Branch. Select the desired
branch and click Remarks under Itinerary Settings in the directory on left. Use Add, Modify and Delete to create multiple
remarks for use when printing itineraries. Each remark captured includes a Description, Free Flow Remarks (no character
limit) and a check box, Always Print.
Upon launching all remarks with Always Print checked off, print by default, but can be unchecked upon launching. All
remarks with Always Print unchecked do not print by default but can be checked upon launching. As an example, you may
want different remarks printed on your itinerary when printing a cruise vs. a package. If so, setup 2 different remarks, one
called Cruise Remarks and the other called Tour Remarks. Leave Always Print unchecked, and then select the desired
remarks upon launching. There is no limit to the remark entries added to the remarks table.
Default Itinerary Remarks: Add unlimited remarks in the form of a table list that agents can pick and choose from
depending on the type of reservation. Enter any remarks you want to appear on itineraries by clicking Add.
Always Print: If you want this to always print on a itinerary, check here. If you want the agent to choose whether it prints
or not, leave blank.
Description: Create a description for agents that accurately describes this particular remark.
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Remark: Enter the remark you want printed. Highlight the remark and click Modify to edit a remark, or click Delete to
remove a remark.
Tip: Need to change the order of the remarks as they print? Rearrange the order by using the blue up and down arrows.
FORMAT SETTINGS - Branch itinerary defaults that can be overwritten on an itinerary-by-itinerary basis by clicking the
Branch/Profile button on the Generate Itinerary dialog box:
Default Itinerary Format: Set the Itinerary default to Itinerary No Prices, Day-by-Day Sorted by Depart and Arrive, and
Day-by-Day Sorted by Depart Only. Note: When an itinerary will cross the International Dateline, this format option should
be selected to insure the Depart and Arrive dates and times are displayed in the correct order for the itinerary.'
Include Itin/Invoice Remarks: To include itinerary or invoice remarks by default when printing an Itinerary, check here.
Branch Trip Statement Settings
HEADER/FOOTER - Agencies with multiple branches have the option of setting up just one global header/footer (Global
Defaults|General Setup|Header and Footer|Trip Statement) and use the branch merge fields for customization by
branch. Settings here at the branch level override the global level, if headers/footers have been setup in both locations. If
you want to setup a very unique header/footer for this branch that does not pull from the Global Default General Settings,
follow the directions for creating Headers/Footers in the Global Default General Settings|Header and Footer|Invoice
section of this chapter.
REMARKS - Trip Statement Remarks is a table providing you with the ability to capture multiple remarks, then select
them as desired for printing. To access the table of branch remarks for trip statements, go to Utilities|Branch. Select the
desired branch and click Remarks under Trip Statement Settings in the directory on left. Use Add, Modify and Delete to
create multiple remarks for use when printing. Each remark captured includes a Description, Free Flow Remarks (no
character limit) and a check box, Always Print.
Upon launching all remarks with Always Print checked off, print by default, but can be unchecked upon launching. All
remarks with Always Print unchecked do not print by default but can be checked upon launching. As an example, you may
want different remarks printed on your trip statement when printing a cruise vs. a package. If so, setup 2 different remarks,
one called Cruise Remarks and the other called Tour Remarks. Leave Always Print unchecked, and then select the
desired remarks upon launching. There is no limit to the remark entries added to the remarks table.
Default Trip Statement Remarks: Add unlimited remarks in the form of a table list that agents can pick and choose from
depending on the type of reservation. Enter any remarks you want to appear on trip statements by clicking Add.
Always Print: If you want this to always print on a trip statement, check here. If you want the agent to choose whether it
prints or not, leave blank.
Description: Create a description for agents that accurately describes this particular remark.
Remark: Enter the remark you want printed. Highlight the remark and click Modify to edit a remark, or click Delete to
remove a remark.
Tip: Need to change the order of the remarks as they print? Rearrange the order by using the blue up and down arrows.
FORMAT SETTINGS - Branch trip statement defaults that can be overwritten on an trip statement-by-trip statement basis
by clicking the Branch/Profile button on the Generate Trip Statement dialog box.
Default Trip Statement Format: Set the Trip Statement default to Include Reservation Detail, Include Applied Balance,
and Include Unapplied Voucher Balance.
Branch Receipt Settings
HEADER/FOOTER - Agencies with multiple branches have the option of setting up just one global header/footer (Global
Defaults|General Setup|Header and Footer|Receipt) and use the branch merge fields for customization by branch.
Settings here at the branch level override the global level, if headers/footers have been setup in both locations. If you
want to setup a very unique header/footer for this branch that does not pull from the Global Default General Settings,
follow the directions for creating Headers/Footers in the Global Default General Settings|Header and Footer|Invoice
section of this chapter.
REMARKS - Receipts Remarks is a table providing you with the ability to capture multiple remarks, then select them as
desired for printing. To access the table of branch remarks for receipts, go to Utilities|Branch. Select the desired branch
and click Remarks under Receipts Settings in the directory on left. Use Add, Modify and Delete to create multiple remarks
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for use when printing. Each remark captured includes a Description, Free Flow Remarks (no character limit) and a check
box, Always Print.
Upon launching all remarks with Always Print checked off, print by default, but can be unchecked. All remarks with Always
Print unchecked do not print by default but can be checked upon launching. As an example, you may want different
remarks printed on your trip statement when printing a cruise vs. a package. If so, setup 2 different remarks, one called
Cruise Remarks and the other called Tour Remarks. Leave Always Print unchecked, and then select the desired remarks
upon launching. There is no limit to the remark entries added to the remarks table.
Default Receipts Remarks: Add unlimited remarks in the form of a table list that agents can pick and choose from
depending on the type of reservation. Enter any remarks you want to appear on trip statements by clicking Add.
Always Print: If you want this to always print on a trip statement, check here. If you want the agent to choose whether it
prints or not, leave blank.
Description: Create a description for agents that accurately describes this particular remark.
Remark: Enter the remark you want printed. Highlight the remark and click Modify to edit a remark, or click Delete to
remove a remark.
Tip: Need to change the order of the remarks as they print? Rearrange the order by using the blue up and down arrows.
FORMAT SETTINGS - Branch receipt defaults that can be overwritten on an receipt-by-receipt basis by clicking the
Remarks button on the Generate Receipt dialog box:
Default Receipt Format: Set the Receipt default to Include Remarks in Voucher Remarks or Include Remarks in
Payment Remarks.
Set Up User Login Permissions
Your database quickly becomes a valuable asset to your agency. The unique value of your database creates a need for
security. ClientBase allows you to control the access to the database for every user. The “front door” of the program is
locked - only an assigned login name and password allows entry to the database. Once inside, the pre-set security
options for the user name and password allow the owner or administrator to control what tasks the agent can or cannot
perform.
User logins are setup to define who has access to what areas in your database and to establish defaults that might be
unique to each user. They are created when the owner or administrator is signed in as SYSDBA. Go to Utilities|User
Login|User List to view the current list of user logins.
Special Note: Before setting up the user login permissions, it is suggested that you modify the Group Security Levels by
going to Utilities|User Login|Group Security Levels which acts as a master for some of the default settings. Follow the
directions as listed below to do this. That way you’ll have less to edit when you want the same permissions for more than
one user in this section. We have provided you with some suggested default "masters," but you can certainly modified the
master or create new masters for your use.
The only user login that provides access to the user list is the SYSDBA (System Database Administrator) login. When
Client Base is initially installed, this SYSDBA login comes with the default password that is sent to you with your startup email. It is highly recommended that the agency administrator change the password to one that only he/she knows, so
others cannot modify the system. Remember, when you change it in ClientBase, you are also changing it for Trams Back
Office users, as they share one database. Caution: When you change the SYSDBA password, you no longer have a
password as a "key" that Trams support can help you with. DO NOT FORGET THIS PASSWORD when changed!
Important: Set up your branch and make sure you have created agent profiles for each user. The agent profile
needs to be linked to the correct branch. You will be using that agent profile to link to the user login.
ClientBase Online Users: CBO passwords are independent from ClientBase Windows passwords. In other words, a
password change in one system will NOT change the other and vice versa. Remember however that CBO password must
meet the stronger requirements:
Medium Strength - Passwords must contain:


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
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A minimum of 7 characters
A maximum of 8 characters
At least one alpha character (a-z, A-Z)
At least one numeric character (0-9)

Cannot be a repeat of last 4 passwords
High Strength - Passwords must contain:








A minimum of 7 characters
A maximum of 8 characters
At least one lower case alpha character (a-z)
At least one upper case alpha character (A-Z)
At least one numeric character (0-9)
At least one special character (!,@,#,$,%,^,&,*,_,-,+,= etc.)
No character may be used more than once, regardless of case
Cannot be a repeat of last 4 passwords
If a new user with a new password is created in ClientBase Windows, it will sync to ClientBase Online they can use that
password to initially log in to ClientBase Online. However, if the password doesn't meet the strength criteria, it will force
user to change to a new password.
If they update the password of an existing user in ClientBase Windows, it will not update the password in ClientBase
Online. This also works in the reverse. If they change a password in ClientBase Online and want to use the same
password for that user in CBW, they will have to set it up again on the ClientBase Windows side.
The SYSDBA can update the security database to add, modify or delete users or a group of users’ configurations.
Add: Click Add to add a new user. A User Setting dialog box is displayed.
Modify: Click Modify to change the settings of an existing user login. The login name is dimmed. Depending on the user,
modification may only be necessary if the agent, for example, has changed job responsibilities or has gone on vacation.
When you have made the proper modifications, click OK.
Delete: Click Delete to remove a user from the login list. If you delete this profile in error, you have to re-enter the
information again. If you prefer, you may check the Disable area to deny access.
Hint: It is suggested that you only use the SYSDBA login to setup security, and that you create a unique login for other
work that you do in ClientBase. That way any profiles, reminders, or Res Cards you create, are stamped with your user
login rather than SYSDBA. Also setup individual logins for each agent.
USER SETTINGS
The next screen captures the very basic elements of a user login.
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Login name: Name that is used to log into ClientBase. This should not include any spaces in the user name and should
be fairly short in length. This field is NOT case sensitive.
Note: The Trams Back Office password and the ClientBase password for the same user name are the same,
REGARDLESS of whether or not it is in the same database. The password is located on the Interbase server computer
and NOT in the database.
User Password: The password for this user only. This is an alphanumeric field, which means you can use a combination
of numbers and letters. Choose a password that is easy for the user to remember, but not so simple as to allow someone
else to login as this user. The password has a mask of *** so the password is hidden when typed. In this screen,
regardless of the length of the password, the *** always shows 7 characters.
Note: If a User Password is reset via ClientBase, the password is automatically reset in both ClientBase and ClientBase
Browser/CBO Sync users which includes a Forgot my Password feature that will reset the User Password automatically.
ClientBase Browser/CBO Sync users also now includes the ability to View Your Own Login which includes the ability to
modify your Login Password. If the User Login password is changed through CBB/CBO Sync via either of these methods,
then the CBB/CBO Sync login password will remain different than the ClientBase login password until the password is
resaved within ClientBase.
User Name: User’s full name. This field, the User Title, and the E-mail fields can be used in document templates.
Title: Job title of the new user.
E-mail Address: E-mail of the new user.
Agent Profile: Associates the user with a specific agent profile and stamps transactions with the agent’s information,
thus, eliminating the need to manually add agent information each time. An audit trail of the agent’s activity is available as
a result. Type in a few letters of the agent profile and choose from the drop-down. (Did you create an agent profile and link
it to a branch? You must do this first.)
Automatically Update E-mail Calendar for Uncompleted Reminders: Enable the ability to update an E-mail calendar
with Reminders created in ClientBase. Select from the drop-down:
Never: Reminders are never sent to the e-mail calendar.
All Reminders: All Open Reminders are sent to the e-mail calendar.
Only Reminders set for a Time - Only Open Reminders with a selected Start Time are sent to the e-mail calendar.
Only Reminders set with an Alarm - Only Open Reminders with the Set Alarm Box checked are sent to the e-mail
calendar
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The user's e-mail address is used for sending Reminders to the E-mail Calendar. If the user does not have an e-mail
address entered in their User Settings, Never is the only setting that can be entered for this field.
When creating or editing reminders a new checkbox, Update E-mail Calendar after Saving Changes was added. When
checked, updates are sent to user's e-mail address. This box is checked by default when the setting from User Settings is
All Reminders or Only for Reminders when time is set.
Upon saving the Reminder, an e-mail is sent to the user. If the Default E-mail Client setting is Outlook/MAPI Client or
MAPI Client, the e-mail includes the e-mail appointment setup screen as an attachment. Open the attachment and click
Save and Close to save the Reminder to the e-mail calendar. If Default E-mail Client setting is SMTP, the e-mail appears
as a meeting request and includes a link to the Activity. Click Accept to save the Reminder to the e-mail calendar.
Authorization: This field defaults to User but includes an option of Manager.
Security Level: Select the desired security level from the pull-down menu where the permissions have been already
established or click Advanced to customize the settings for each particular user. The system comes defaulted with three
group security levels. Add as many group security levels as you want, however. (See next section for details on how to
add or modify group security levels.)
1. Agent: ClientBase comes with a default agent security profile. This is a sample of a recommended set of security rules
for your agent already prepared by Trams which can always be modified for each user login.
2. Full Access: Access made available to the owner or administrator of the agency.
3. Read Only Access: This access might be appropriate for a new contact during their probationary period or a temporary
contact covering as vacation relief.
Disable Account: Placing a checkmark in the box denies the agent access to the program. The sign-in is no longer valid.
This box is checked when the agent name cannot be deleted because there are entries pointing to that name in the
database. Since ClientBase shares a database with Trams Back Office, you see TBO users on the user list. Uncheck
Disable Account, if you want the TBO users to access ClientBase.
Advanced Security Level
Profile/Activity/ResCard: Select from a drop-down list of choices to determine this agent’s ability to read, write and
delete profile, activity, Res Card and inventory records captured in your database. Read Only allows the agent to view the
record only. Read/Write allows the agent to view and modify the record, but not delete the record. Read/Write/Delete
permits the agent to view, modify and permanently remove the record.
Branch Rights: Limit which branch records a specific user login can access. Keep in mind that if branch access is limited,
then duplicate profiles may be created as a result of not locating profiles accordingly. We recommend use of this feature
only if clients do not contact your agency across your branches. Check the box Limit User Branch Access, then select
from the listing of branches which branches this user CAN access. Click OK.
If a user login has been limited to view only a particular branch/es, then when Querying in the Profile Manager, Activity
Manager or Res Card Manager, those branches with permission are always being included within the Query filters and
only those records linked to the branch/es with permission appear in the results. Profiles must be linked to the branch/es
with permission when Querying the Profile Manager. Activities must be linked to a profile that is linked to the branch/es
with permission when Querying the Activity Manager. Res Cards must be linked to the branch/es with permission when
Querying the Res Card Manager.
Menu Options: Allows the SYSDBA to further restrict permissions to select menu items within the database. For
example, you may not want to grant a new user the ability to change the global default settings. In that case, you would
uncheck the box next to Global Defaults, so the user cannot access the Global Default menu option. If you want to give an
agent access to all global default settings except Marketing Codes, the Global Defaults box would remain checked but the
Marketing Codes box would be left unchecked. Every menu option available to ClientBase is listed here for you to enable
or disable for each agent.
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Profile Tabs: Each profile type is made up of several folders, or tabs of information. To provide you with the utmost
flexibility, each tab for each type of profile can enabled or disabled for viewing for each user. Click the down arrow and
remove the check from any tab of information you do not want this agent to view.
Other Restrictions: By placing a check in front of any of these items, the agent is granted or not granted access to that
area of the database. For example, by checking View Own Profiles only, users is can only see their own client profiles
including their own agent profile.
Disable Profile Manager: Click here to hide Profile Manager.
Disable Activity Manager: Click here to hide Activity Manager.
Disable ResCard Manager: Click here to hide Res Card Manager.
Disable Inventory Manager: Click here to hide Inventory.
Disable Dashboard: Click here to hide Dashboard.
View Own Profiles Only: Click here if you want agents to view their own profiles only.
View Own Activities Only: This setting has two options:
1) View Own Activities Using - Activity Login Name: Use this setting to allow users to only view activities where they are
listed as the Login Name on the activity.
2) View Own Activities Using - Profile Primary Agent: Use this setting to allow users to view activities of profiles where
they are the Primary Agent of the profile the activity is attached to, regardless of who is listed in the activity for the Login
Name. For example, an activity has user Mary Smith as the Login Name, however Susan Jones in the primary agent of
the profile the activity is attached to. Using this setting Susan is allowed to view the activity.
View Own ResCards Only: Click here if you want agents to view their own res cards only
Disable Printing from the results of a Query: Click here if you do not want agents to Query up profile information and
then print.
Disable Change Primary Agent Field of Existing Profiles: Click here if you do not want agents to change the primary
agent on profiles.
Disable Change Global Profile Manager Folders: Click here if you do not want agents to change format of Profile
Global folders.
Disable Change Global Activity Manager Folders: Click here if you do not want agents to change format of Inventory
Activity folders.
Disable Change Global ResCard Manager Folders: Click here if you do not want agents to change format of ResCard
Global folders.
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Disable Change Global Inventory Manager Folders: Click here if you do not want agents to change format of Inventory
Global folders.
Disable Ability to Generate Invoice: Click here if you do not want agents to generate invoices.
Disable Ability to View invoices in MS Word: Click here if you do not want agents to change invoice totals, wording in
Microsoft Word.
Disable Refunding an Invoice from Res Card: Click here if you do not want agents to do refunds.
Disable Ability to View Agent Commission when Invoicing: Click here if you do not want agents to see other agents’
commission totals or percentages coming from TBO agent profile tables.
Disable Change Profile Create Date and Profile Create User; Click here if you do not want agents to change the Profile
Create Date or User on a profile.
Disable Ability to Issue Receipt: Click here if you do not want agents to issue receipts.
Disable Client Credit Limit Balance and Available in QuickView: Click here if you do not want agents to view client’s
credit limit balance and available credit in QuickView.
Allow Invoice override for exceeding the Client Credit Limit: Click here if you want agents to override client’s credit
limit when invoicing.
Disable Ability to View Profiles of Profile Type Other: Click here if you do not want agents to see Other profile types
(these are your gas company, landlord, etc.).
Disable Ability to View Full Credit Card Numbers: When this setting is checked the program will prompt with message
By checking Disable ability to view full Credit Card Numbers for this User, Credit entries will not be included in Merge to
PNR and Live Connect, since the full Credit Number must result at the end of these features.”
Also, when this setting is checked, only the masked version of the credit card number is shown in the following locations
in the system:
Profiles - Cards Tab
Res Card - Reservations|Payment Due Date Tab
Invoicing Screen - Invoice Payment Section
Merge to PNR Selection Screen
Merge to PNR Preview Screen
Live Connect Screen
When Disable ability to view full Credit Card Numbers is unchecked, a masked version of the credit card number is shown
in all areas above with the following exceptions:
1) Profile - Cards Tab: Clicking Modify will show the masked credit card number with a button View Full Number. When
this button is clicked to view the full credit card number user is prompted, Do you really need to see the full credit card
number? To keep customer data safe you should minimize the number of times sensitive data is visible. Keep in mind that
your access will be logged. Click Yes to continue and view the full number. This will also create an Edit Log documenting
the User who viewed the number, the Date and Time the number was viewed, and a Description (noting that credit card
number was viewed). Click No to remain on the screen with the masked version.
2) Merge to PNR data sent (whether clipboard or API) will send the full credit card number.
3) Live Connect data sent will send the full credit card number.
Click OK to save any changes.
Note: There are suggested defaults in the program. Need help deciding what to grant access to? E-mail
[email protected] for help.
Disable Voucher Form of Payment: When unchecked, an agent is able to see Total Voucher Balance on both the profile
and invoicing screen and has the ability to apply the balance against invoices. This setting is unchecked by default and
therefore you must check the box to disable the feature for any user you do not want to perform this function.
Users in Group: Users tagged with a particular security level when their User Logins were setup, are visible in this readonly area for your convenience.
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Note: If you have linked a user login to a specific security level and make modifications to that level for this user login
only, the security level then defaults to Custom.
Query Folder Defaults
Each file manager (Profile, Activity, and Res Card) comes with a default set of folders, which represent a stored set of
Query filters. In addition to the default folders, your agency and agents can create their own custom folders. This area of
the user login allows you to identify which folder should be opened by default (within each manager) when first signing
into ClientBase. Choose from the drop-down menu the types of transactions you want to see when first entering
ClientBase with this login.
Profile Defaults
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Each profile type is made up of several folders or tabs of information. Under Profile Defaults, select which tab first appears
when viewing each type of profile. For example, you may want your agents to see marketing information first thing, every
time they retrieve a leisure client profile. If so, click the down arrow next to Leisure and select Marketing.
You can select any folder for any profile type.
Communication Defaults
The agency is no longer confined to its four walls. With so many outside agents and contacts working from distant
locations, customers come with many different area codes and even from different countries. Agent users have the
opportunity to save default phone information as part of their log in. Note: If this screen is left blank, then information that
is listed under Global Defaults is used.
SETUP IF DEFAULT COUNTRY CODE IS NOT 1
Default logic looks at User communication defaults for Country Code and Area Code and uses additional logic for
defaulting the Country Code and Area Code in the phone format window under these conditions:
**If the number entered into the phone field does not start with both a country code and area code, the digits entered
default into the entry field and the User or Global communication default populates the Country/Area Code. Example: If
User/Global communication default is 63 for the Country Code and 9 for the Area Code, a new phone number entered as
5551212 is saved as +63 (9) 5551212.
**If the number entered into the phone field does not start with a country code, but does start with an Area Code, the area
code lands in the area code section, remaining digits land into entry field and the User or Global communication default
populates the Country Code. Example: If User/Global communication default is 63 for the Country Code, a new phone
number entered as 95551212 is saved as +63 (9) 5551212.
**If the number entered into the phone field starts with same numbers in the User or Global communication defaults, then
the number is parsed out accordingly into Country Code, Area Code and Entry. Example: If User/Global communication
default is 63 for the Country Code and 9 for the Area Code, a new phone number entered as 6395551212 is saved as +63
(9) 5551212.
**If phone entry does not start with "1" a dash is not entered in the entry.
Live Connect Settings
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This set-up area is for agencies who want to use Live Connect in the Res Card. Save time and improve efficiency by
transmitting selected client information to the booking engine (Live Connect Provider), then electronically transmitting
back reservation details and automatically complete the reservation form with what’s been booked. Proceed to generate
client quotes, itineraries, invoices, and trip statements.
Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Setting Up Global Login Information: To enter one set of login information for a Live Connect provider for all agents to
share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select from the drop-down list.
User Name, Password and Account Number: Enter the necessary fields based upon the login information provided to
you by the Live Connect provider.
Setting up Individual Login Information: To set up Live Connect for each user login, click on the Live Connect tab in
the User Setting. Click Add to add a Live Connect Provider User. Tip: Each agent can do their own Live Connect
password setups under Utilities|MyLogin.
The Live Connect Provider is the "Booking Engine" for many vendor sites. You must sign up with any Live Connect
Provider you want to use to obtain the unique user name, password, and account number used below. See An In-Depth
Look at Live Connect for details on signing up for any Live Connect booking engine. Note: You can setup these settings
globally by going to Global Defaults|Res Card Defaults|Live Connect Login.
Live Connect Provider: Only a Live Connect Provider which is available for your use is listed on the drop-down menu
list. Select one.
User Name: For each Live Connect Provider, enter the unique user name assigned to your agency when you registered.
Password: For each Live Connect Provider, enter the unique password assigned to your agency when you registered.
Account Number: For each Live Connect Provider, enter the unique account number assigned to your agency when you
registered.
(For a complete overview of use Live Connect, please refer to the chapter An In-Depth Look at Live Connect.)
E-mail Settings
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There are two e-mail options
available for using ClientBase’s Merge to E-mail feature, MAPI (Messaging Application Protocol Interface) and SMTP
(Simple Mail Transfer Protocol). (For a complete overview of use of SMTP versus MAPI, how to setup and how to use,
please refer to the chapter E-mail Marketing in ClientBase.) You can also select from the drop-down a default e-mail
signature if this has been set up under Global Defaults. Note: These settings can be overwritten in Workstation Defaults
or in Utilities|MyLogin.
Group Security Level
Using the group security setting minimizes the time required to set the security levels when you want the same
permissions for more than one user. If you decide to make a change to agent security and they are linked to an agent
security level, by changing the group security level for agents in this area, each user login will automatically be updated
with changes you make. Follow the easy steps below to establish the same security level (a master) for more than one
user.
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1. Under Utilities|User Logins|Group Security, click Add and give the group a name, for example, Outside Agents or
Agent Supervisors or click Modify to edit the defaults.)
2. Complete each of the tabs to establish the default permissions for this particular security level.
3. Go to Utilities|User List. Click Add. Complete the fields for User Name, Password and Profile. From the pull-down
menu for security level, select the name of the group for which you have pre-set the default permissions.
Note: Selecting a security level group simply defaults the permissions accordingly. You can change any of the
permissions for just this user without affecting anyone else with this security level.
4. Complete the Query folder defaults and profile defaults. Click OK.
The permissions established for a group security level can be modified at any time and retroactively modify the
permissions for any user login pointing to that group security level created to-date.
Tip: It’s a good idea under the Menu items in the Utilities to let users have permissions for My Login.
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Setting Up Workstation Level Options
Environment
ClientBase was designed with optimal performance in mind. Since speed is a critical issue for ClientBase to be effective,
certain processes in ClientBase can be designated as automatic or manual at the workstation level.
GENERAL OPTIONS TAB
In the General Options tab, designate whether user wants big toolbar buttons, or a prompt before closing out of
ClientBase. By default the automatic Query settings have been enabled and can be changed at the global level, but can
be overwritten in here. For each manager, select if you want to Use Global Settings, Enable Automatic Queries, or
Disable Automatic Queries. Remote users who connect to the ClientBase database need to disable automatically queries
here and under the Profile Options tab so they get optimum performance.
Also globally setup is the way alarms are sent to the workstations. ClientBase uses the IB Events tool in Interbase to
enable the server to automatically distribute alarms it detects to the workstations. By default this tool is activated globally.
Some remote workstations, however, may have trouble getting alarms because of firewalls or the newest security
measures Microsoft Windows has in place. For this reason, you have the ability to disable IE Events that were setup for
you globally, or to set this tool to Polling (suggested). With Polling, you can select to have the workstations poll (or Query)
the server for any alarms periodically to send these alarms to them. By default we suggest the Polling be set to every 2
minutes, but you can change this duration if you so choose.
PROFILE OPTIONS TAB
By default the automatic Query settings for profile options have been enabled and can be changed at the global level, but
can be overwritten in here. Under Profile Options for Profile Indicators, Travel History and Payment History, select if you
want to Use Global Settings, Enable Automatic Queries, or Disable Automatic Queries. Remote users who connect to the
ClientBase database need to disable automatically queries here and under the General Options tab so they get optimum
performance.
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MERGE TO PNR SETTINGS
Under the Merge to PNR Settings, the workstation settings override the Global Defaults PNR settings, if selected. This
area includes drop-down lists of choices including Use Global Settings, Use Clipboard, or Use API. By default all
workstation defaults are set to Use Global Setting, but can be overwritten on a workstation-by-workstation basis.
PNR IMPORT SETTINGS TAB
The PNR Import Settings tab is used to input settings for use with our PNR import feature in the Res Card. Nothing
needs to be setup in this tab at the workstation level. The Use Local Files for PNR Import is for Trams testing only.
E-MAIL SETTINGS TAB
Click the E-mail Setting Tab to override the current user's e-mail settings and assign a unique set of settings specific to a
workstation. Only enter settings in this area to overwrite the settings for the current user, otherwise select Ignore from the
drop-down menu. If settings are entered, the merge to e-mail feature from this workstation uses these settings rather than
those in the user login. Notice a setting to default the number of e-mails processed before a re-connection to the SMTP
server is established. This feature can be disabled if the value is set to 0. (For a complete overview of use of SMTP
versus MAPI - how to setup and how to use - please refer to the chapter E-mail Marketing in ClientBase.)
Spell Checker
Several dictionaries have automatically been installed onto each workstation running ClientBase providing you with the
ability to identify misspellings within Document Templates, Formatted Text E-mails, and Profile Remarks. By default, while
typing within any of these three areas, the spell check feature automatically underlines each misspelled word. Right-click
on a misspelled word and you will be offered suggested spellings along with the ability to Ignore, Ignore All or Add to
Dictionary. In addition a Spell Check button, labeled ABC has been added to the toolbar of each of these features
(Document Templates, Merge to E-mail and Profile Remarks) allowing you to run the spell check routine across all data
captured.
CUSTOMIZING SPELL CHECK UTILITY:
Although the spell check utility is automatically activated within Document Templates, Merge to E-mail and Profile
Remarks, you can customize your spell check settings by going to Workstation Defaults|Spell Checker.
Dictionaries: Several different language dictionaries have automatically been installed, although by default only the
General English dictionary as been enabled. From this area, Add, Enable, Disable or Remove dictionaries. Note: All
dictionaries have been installed within the My Documents\Trams\Dictionary directory.
User Dictionaries: A blank user dictionary is also automatically installed where you can customize the dictionaries used
when running spell check to include words not currently in the General Dictionaries. When running spell checker if a word
not recognized is added to dictionary, the word is saved within this User Directory.
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Options: By default the spell checker is set to Ignore ALL CAP words, Ignore Words with Numbers, and Highlight
misspelled words. Remove the check from these settings to change the default.
TOOLBAR BUTTONS
ClientBase gives the option of selecting big or small icons on your toolbar. This selection can be made from
Workstations|Toolbar. Click Big Buttons or Small Buttons and the toolbar is adjusted accordingly.
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Chapter 4: Import Profiles from Other Sources
This section details the importing of Client, Vendor, Agent and Other profiles from other software programs
using ASCII (.txt) files. The routine of importing either appends one database of profile information to an
existing database (or an empty one) without checking for duplicates, or updates existing profiles if certain
parameters are setup.
Importing Customer Profiles via ASCII (.txt) Files
Agencies may use many different software programs to maintain customer data such as names, addresses, phone
numbers and marketing information. Ideally, most agencies implementing ClientBase prefer to electronically "import"
customer information to the ClientBase profiles rather than manually re-entering it. Later, when the ClientBase database is
up and running, agencies may want to import other miscellaneous electronic files as well, such as a purchased mailing
list. Although ClientBase can’t anticipate every possible program used, if your agency has a database of customer
information in a program that can put that information into an ASCII (American Standard Code for Information
Interchange) file (.txt), chances are an electronic “import” is possible…and easy!
ASCII Delimited Text Files
Regardless of the specific program used to maintain your database, if the program can create an ASCII-comma or tab
delimited file (and most programs currently can using File|Save As or File|Export), that file can be imported using the
ClientBase Import/Update Utility. An ASCII format uses a standardized coding scheme enabling different computer
programs to exchange information.
Each record in the file includes information such as Name, Address 1, Address 2, City, etc. To recognize when one field
ends and another field begins, a delimiter is used, separating each field. This delimiter is a character and the most
commonly used are a tab or a comma.
If your existing database program can create an ASCII file, create your file and save it to a floppy disk or to a drive
accessible to a workstation that can run ClientBase. (The file must be created prior to running the ClientBase import
program.) Find instructions on creating the file from the vendor supporting that software program.
Using the ClientBase Import/Update Utility
The ClientBase Import/Update Utility is a separate program that is run from outside of ClientBase. To access this utility,
go to Start|Programs|Trams|Trams Profile Import and make sure you have a current backup of the database before
starting the import. Access the program from your Trams program group (where the ClientBase shortcut is located), or by
going to Start|Run and browsing \Trams\common files\profimp.exe file. Upon running, an import wizard appears.
The wizard guides you though importing different classifications of profile data: address, communication, marketing and
traveler. The basic steps to running the import are:
Step 1: Preparing your Database
Step 2: Connect to your Database
Step 3: Select Import File
Step 4: Import Data to Miscellaneous Profile Fields
Step 5: Import Data to Communications Fields
Step 6: Import Data to Address Fields
Step 7: Import Data to Marketing Fields
Step 8: Import Data to Travelers (Passenger) Fields
Step 9: Import Data to Profile Groups
Step 10: Import Data to Special Dates
Step 11: Import Data to Profile Remarks
Step 12: View Profile Import/Update Summary Screen
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Before giving details on each step, let’s review some basic concepts used through the Import Utility screens.
Updating Existing Profiles vs. Appending to Database
There are two methods of importing data - update or append. Update means you want to replace data that is currently in
your database with new data. An example is John Jones is currently in ClientBase. He visits your website and updates his
address, letting you know he moved. You import profiles from your website every week into ClientBase. Since the profile
already exists in ClientBase, you want the import routine to find this profile and change the address instead of creating a
new profile which would be a duplicate. If the entire import was updates, then the number of profiles would not increase.
Important Note: As you map the fields from the import file to the fields in ClientBase, it is important to remember that any
fields that are being mapped to in ClientBase will be replaced by the value of the field in the import file, even if it is empty.
Using the append method means you are adding profiles to the database and the number of profiles in the system
increase after the import is complete. An example of this is if you purchase a mailing list and want to load all the profiles
into ClientBase so you can monitor responses and follow up on these profiles.
Three Ways to Import Data
Notice three buttons listed on many of the screens in the Import Utility that are used to describe how that data should be
imported.
Map
Mapping is used when a data field exists and is populated in the file
while importing. You want to bring the data in “as is” to a field in the
database. Select the name of the field that exists in the source file,
and indicate in the import wizard into which field you want the data
to show in ClientBase or Trams Back Office.
Constant
Use this feature when using same value for every profile being
imported. Going back to the mail list example, you are importing
data exclusively for Leisure profiles. Set the Profile Type field as a
constant with a value of Leisure. Now all the profiles imported from
the mail list show as Leisure profiles In ClientBase and Trams Back
Office.
Rule
Creating a rule to import fields allows you to apply some logic to the
field being imported. Create rules that if the data meets certain
criteria, then map to a certain field in the database, or set a
constant for the field. Let’s say the mail list you have purchased has
a field name type and the value in the data source is either Home or
Business. You want to make the profiles that are marked "business"
as Corporate profiles in your database. You create a rule that says
if type is equal to “business” then set the Profile type field to
Corporate when importing the profile into the database. Another
rule would be set where if the type is equal to “home” then the set
the profile type to Leisure when importing.
Saving and Loading Mappings
If you plan to import profiles on a continual basis using a consistent source file structure, map settings at the end of the
import wizard. Also, if you start the mappings, but don’t have time to finish, use Save Mappings to save what you’ve done
so far. The next time you import a file, load the map which uses the same settings from the saved import. Now you do not
have to go through the wizard field by field. Only use this feature when the files you are importing use the same files
structure and fields in the same order.
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Viewing the Data File
Once you have connected the import wizard with the source file to be imported, the wizard allows you to view the data.
Click View any time to refresh your memory about the fields or data listed in the source file.
ClientBase and Trams Back Office Field Legends
A legend is included on the screens of the import wizard to help you figure out where the data you map is used. Each
ClientBase field is color-coded so that you know which fields are TFW Only fields (lavender); ClientBase only fields (royal
blue); or shared TFW & ClientBase fields (black).
Step-by-Step Instructions to Importing
Step 1: Preparing Your Database
When you use the import utility, you make permanent and automatic changes and therefore, we suggest you make a
good backup of the database before using this feature. In doing so, you are covered in case something is changed
unintentionally. By backing up, you have the option to restore back your original database. To back up your database, go
to Start|Programs|Trams|Trams Back up/Restore. (See Backing Up Your Database and Procedure for Testing Integrity
of Daily Backup sections in the chapter in this manual entitled, Tools for Maintaining a Healthy Database.)
Or, you may decide to setup a "test" Alias to test the import on a copy of your database before you import it live. (This
procedure serves another purpose as well as it checks the integrity of the latest backup.) Here are steps to accomplish
this:
1. Go to Start|Programs|Trams|Alias Utility.
2 Create an alias named Test and type: C:\Program Files\Trams\Database\test.ib (older versions it’s .gdb). Do not click
Test as this database does not exist until you restore your backup to it.
3. Restore the last backup to the Test Alias (it creates the new test.ib [older versions.gdb] when it does this).
IMPORTANT: If you get any error message and cannot complete restore, call or e-mail support for help.
4. Log into ClientBase as this Alias, Test, and make sure all was restored correctly.
5. If you can look at the details of one profile, the copy of your database is viable and you are ready to do a test import
into this database copy.
Step 2: Connect to Database
The first screen in the Trams Profile import wizard requires the following information:
Alias: From the drop-down menu, choose the Alias used when logging into ClientBase.
Path: The Alias selected above sets the path to the ClientBase database.
Login Name/Password: Indicate the ClientBase Login In Name and Password.
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Click Next to continue.
Step 3: Select Import File
From this screen, select the file that has the profile information to import into ClientBase.
Profile: Click the three dots to select the location on your computer or network of the .txt file to import into ClientBase.
Delimiter: The default is set to Tab. From the drop-down menu, indicate whether the file to import is comma delimited.
First Line is Header: If the first line is a table header, check in this box to read the headers for the file.
One File for All Tables: If this box is checked, all of the data you are importing is in one file. The file updates not only the
profile table, but also the communication, address, marketing and traveler tables as well. If this box is not checked, it
opens up the ability to import multiple files, each a unique .txt file for each table - profile, communication, address,
marketing, and traveler. This setup would be used when the source files are generated from a relational database which
has separate tables in a program such as Access, dBase, or Paradox. Notice that as the checkmark is removed, the
communication, address, marketing and traveler areas become active. For each selected .txt file for any table, specify a
Delimiter from the drop-down menu (either tab or comma); check the box First Line is Header to create a header for the
file; and select a File Structure.
File Structure: From the drop-down menu, designate if the .txt file that is being imported contains:
Multiple lines per Profile - This would be when the profile is listed in several rows with different information attached on
each row. For example:
1030 John
1030 Smith
1030 123 Main St.
1030 Los Angeles
1030 CA
1030 90045
Where 1030 is the profile number or identifier.
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All records in one line - This would be a file where for each profile, the specifics are in columns, or separated by comma
which span a single line. For example: 1030,John,Smith,123 Main St.,Los Angeles,CA,90045.
Step 4: Importing Data for Miscellaneous Profile Fields
Once the file(s) to import is selected, click Next to get to the third screen in the import wizard, Profile Fields. By clicking
View, preview the file to import. Review the profile data to import into ClientBase for accuracy.
This is a very powerful part of the file import wizard. This area has the capability of stamping all records in the file with an
indicated value so that they all appear with that value in ClientBase. Map a desired value using fields from the imported
text file, assign a constant, or create rules to assign the desired value. The only required field in this area, is the Profile
Type.
Load Map: Click Load Map to retrieve a previously saved mapping session so as not to setup everything all over again.
What a time saver!
Primary Key Field: For those users who are bringing in multi-data import files, indicate the primary key field. This is the
field that is common to both files that creates a link and tells our utility how to match the data for one profile.
Update Rules: This determines whether the information you are importing is appended to the database or updating
existing data. Select Insert All Profiles to bring new profiles into ClientBase. Select Update If InterfaceID Matches to
update existing profiles in ClientBase when data being imported has an Interface ID that matches an existing profile in
ClientBase. Be sure to map all fields that you want updated and a field must be mapped to the Interface ID.
Select Update If ProfileNO Matches to update existing profiles in ClientBase when data being imported has an Profile
Number that matches an existing Profile Number in ClientBase. The only time to select the Update if ProfileNO Matches
option is if you are importing back into ClientBase a .txt file that previously had been exported from ClientBase.
Interface ID Filter: From the drop-down menu, select Import as is (DO NOT FILTER) which brings over all special
characters such as dashes, parentheses, etc.; or Only Grab Alpha-Numeric Characters which strips all special characters
from Interface ID. by dropping dashes, brackets, etc.
Important Note: As you are mapping the fields from the import file to the fields in ClientBase, it is important to remember
that any fields that are being mapped to in ClientBase will be replaced by the value of the field in the import file, even if it
is empty.
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Map: By clicking Map, link a selected ClientBase field with a Source Column from the text file you are importing.
Field name represents the name of the field in ClientBase.
Source Column is the name of the data (or header) of the data being imported.
(Please note: Bolded field names are available only in Trams Back Office, not ClientBase.)
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Constant: By clicking Constant after choosing a field from ClientBase, pick a value from a drop-down menu (if available);
or type in a value to use for the selected field. For Profile Type below, the default ClientBase values are shown.
Reminder: If you have selected the Update If InterfaceID Matches above, be sure to map all fields that you want updated.
If using a phone number as the profile Interface ID, map it at this time.
Rule: By clicking Rule, setup a conditional “if...then” statement/s for the file being imported.
Example: You have included in your import file a header called, Profile Type. For each profile type marked with an “A” in
your import file, you want it to come into ClientBase as an Agent profile. For each profile type marked with a “C”, you want
it to come into ClientBase as a Corporate profile, and so on. By setting up a Rule for each of these conditions, each
record in the import file comes in correctly as the appropriate Profile Type.
Field Name: This field is hard-coded and is displaying the selected ClientBase field on which the rule is being written.
Default Value: Choose a value from a drop-down menu if this option is available. Otherwise, type in a value to use by
choosing Constant, or Map a value from the import file for the selected field. This value is used if the data does not meet
the condition you set up in the rule.
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Add/Modify/Delete: To add a rule, click Add; to modify a rule, click Modify; to delete a rule, click Delete.
To add a rule:
If Source Field: The drop-down menu lists each column in the import file for selection. Choose the Source Field. Using
our example, select Profile Type.
Source Operation: Choose the Source Operation, =, “equals,” or <>, “not equal” from the drop-down menu. Using our
example, use =.
Source Test Value: Type a value from the file you are importing. In our example, we would insert an “A” (for Agent) and
add a new rule for “C” (for Corporate), etc.
Then set Database Field to: From the drop-down menu, choose what value to use in this field if the source test value is
met. If no drop-down menu is available, type out the value precisely as you want it in ClientBase.
Reset: To clear all settings, click Reset.
Automap: If the column header labels are exactly the same as the fields in ClientBase (or TBO) (this would happen if you
previously exported out of Trams and now are importing), click Automap to have the import utility map all the fields for
you.
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Step 5: Importing Data to Communication Fields
Click Next to get to the next screen in the import wizard, Communication Fields. Like the previous screen, this area has
the capability of stamping all records in the file with an indicated value so that they all appear with that value in
ClientBase. By clicking View, preview the file to import. Review the communication data to import into ClientBase for
accuracy.
The only required fields in this area, are the Default Country Code and Default Area Code. For the United States and
Canada, the country code is 1.
Map: By clicking Map, link a selected ClientBase field with a Source Column from the text file being imported.
Field name represents the name of the field in ClientBase. Source Column is the name of the data (or header) of the data
being imported. All these fields can be mapped in ClientBase. Fields to map include:
Constant: By clicking Constant after choosing a field from ClientBase, pick a value from a drop-down menu (if available);
or type in a value to use for the selected field.
Rule: By clicking Rule, setup a conditional “if...then” statement/s for the file being imported.
Field Name: This field is hard-coded and is displaying the selected ClientBase field on which the rule is being written.
Default Value: Choose a value from a drop-down menu if this option is available. Otherwise, type in a value to use by
choosing Constant, or Map a value from the import file for the selected field. This value is used if the data does not meet
the condition set up in the rule.
Add/Modify/Delete: To add a rule, click Add; to modify a rule, click Modify; to delete a rule, click Delete.
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If Source Field: The drop-down menu lists each column in the import file for selection. Choose the Source Field.
Source Operation: Choose the Source Operation, = (equals), <>, (not equal), LEN= (Length equals), LEN< (Length is less
than), LEN> (Length is greater than), LEN<> (Length does not equal) from the drop-down menu.
Source Test Value: Type a value from the file you are importing.
Then Set Database Field to: Type value you want to use if the source test value is met. If no drop-down menu is available,
type out the value precisely as you want it in ClientBase.
Reset: To clear all settings, click Reset.
Step 6: Importing Data to Address Fields
Click Next to get to the next screen in the import wizard, address fields. Like the previous screens, this area has the
capability of stamping all records in the file with an indicated value so that they all appear with that value in ClientBase. By
clicking View preview the file to import. Review the address data for accuracy.
Map: By clicking Map, link a selected ClientBase field with a Source Column from the text file being imported. Field name
represents the name of the field in ClientBase. Source Column is the name of the data (or header) of the data being
imported.
Map an address to Primary, Bill To, and Ship To addresses all at once. When an address mapped to these fields is
imported, one address record with the Primary, Bill To, and Ship To boxes checked is created. Fields that can be mapped
are:
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Constant: By clicking Constant after choosing a field from ClientBase, pick a value from a drop-down menu (if available);
or type in a value to use for the selected field.
Rule: By clicking Rule, setup a conditional “if...then” statement/s for the file being imported.
Field Name: This field is hard-coded and is displaying the selected ClientBase field on which the rule is being written.
Default Value: Choose a value from a drop-down menu if this option is available. Otherwise, type in a value you want to
use by choosing Constant, or Map a value from your import file for the selected field. This value is used if the data does
not meet the condition set up in the rule.
Add/Modify/Delete: To add a rule, click Add; to modify a rule, click Modify; to delete a rule, click Delete. To add a rule:
If Source Field: The drop-down menu lists each column in the import file for selection. Choose the Source Field.
Source Operation: Choose the Source Operation, = (equals), <>, (not equal), LEN= (Length equals), LEN< (Length is less
than), LEN> (Length is greater than), LEN<> (Length does not equal) from the drop-down menu.
Source Test Value: Type a value from the file you are importing.
Then set Database Field to: Type value you want this field to be if the source test value is met. If no drop-down menu is
available, type out the value precisely as you want it in ClientBase.
Reset: To clear all settings, click Reset.
Step 7: Importing Data to Marketing Fields
Click Next to get to the next screen in the import wizard, Marketing Fields. Like the previous screens, this area has the
capability of stamping all records in the file with an indicated value so that they all appear with that value in ClientBase. By
clicking View, preview the file to import. Review the marketing data for accuracy.
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Sub-delimiter: Insert a sub-delimiter separating the marketing codes. If no sub-delimiter has been used, leave empty.
Add Map: By clicking Map, link a selected ClientBase field with a Source Column from the text file you are importing.
Field name represents the name of the field in ClientBase. Source Column is the name of the data (or header) of the data
being imported.
Add Constant: By clicking Constant after choosing a field from ClientBase, pick a value from a drop-down menu (if
available); or type in a value to use for the selected field.
Rule: By clicking Rule, setup a conditional “if...then” statement/s for the file being imported.
Field Name: This field is hard-coded and is displaying the selected ClientBase field on which the rule is being written.
Default Value: Choose a value from a drop-down menu if this option is available. Otherwise, type in a value to use by
choosing Constant, or Map a value from the import file for the selected field. This value is used if the data does not meet
the condition you are set up in the rule.
Add/Modify/Delete: To add a rule, click Add; to modify a rule, click Modify; to delete a rule, click Delete. To add a rule:
If Source Field: The drop-down menu lists each column in the import file for selection. Choose the Source Field.
Source Operation: Choose the Source Operation, = (equals), <>, (not equal), LEN= (Length equals), LEN< (Length is less
than), LEN> (Length is greater than), LEN<> (Length does not equal) from the drop-down menu.
Source Test Value: Type a value from the file you are importing.
Then set Database Field to: Type value you want this field to be if the source test value is met. If no drop-down menu is
available, type out the value precisely as you want it in ClientBase.
Reset: To clear all settings, click Reset.
Step 8: Importing Data to Traveler Fields
Click Next to get to the next screen in the import wizard, Traveler Fields. Like the previous screens, this area has the
capability of stamping all records in the file with an indicated value so that they all appear with that value in ClientBase. By
clicking View, preview the file to import and review the traveler data.
Map: By clicking Map, link a selected ClientBase field with a Source Column from the text file you are importing.
Field name represents the name of the field in ClientBase. Source Column is the name of the data (or header) of the data
being imported. Fields to map include:
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Constant: By clicking Constant after choosing a field from ClientBase, choose a value from a drop-down menu (if
available); or type in a value to use for the selected field.
Rule: By clicking Rule, setup a conditional "if...then" statement/s for the file being imported.
Field Name: This field is hard-coded and is displaying the selected ClientBase field on which the rule is being written.
Default Value: Choose a value from a drop-down menu if this option is available. Otherwise, type in a value to use by
choosing Constant, or Map a value from your import file for the selected field. This value is used if the data does not meet
the condition you set up in the rule.
Add/Modify/Delete: To add a rule, click Add; to modify a rule, click Modify; to delete a rule, click Delete. To add a rule:
If Source Field: The drop-down menu lists each column in the import file for selection. Choose the Source Field.
Source Operation: Choose the Source Operation, = (equals), <>, (not equal), LEN= (Length equals), LEN< (Length is less
than), LEN> (Length is greater than), LEN<> (Length does not equal) from the drop-down menu.
Source Test Value: Type a value from the file you are importing.
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Then set Database Field to: Type value to fill this field to be if the source test value is met. If no drop-down menu is
available, type out the value precisely as you want it in ClientBase.
Reset: To clear all settings, click Reset.
Step 9: Importing Data to Trams Back Office/ClientBase Group Fields
Click Next to get to the next screen in the Import Wizard, TFW/CB+ Group Fields. Like the previous screens, this area has
the capability of stamping all records in the file with an indicated value so that they all appear with that value in
ClientBase. By clicking View, preview the file being imported. Review the group data for accuracy.
Group delimiter: Insert a delimiter separating the groups. If delimiter has not been used, leave empty.
On Updates, Appends to Existing Groups: Check here to append to existing groups if you are updating.
Add Map: By clicking Map, link a selected ClientBase field with a Source Column from the text file being imported.
Field name represents the name of the field in ClientBase. Source Column is the name of the data (or header) of the data
being imported.
Add Constant: By clicking Constant after choosing a field from ClientBase, pick a value from a drop-down menu (if
available); or type in a value to use for the selected field.
Rule: By clicking Rule, setup a conditional “if...then” statement/s for the file being imported.
Field Name: This field is hard-coded and is displaying the selected ClientBase field on which the rule is being written.
Default Value: Choose a value from a drop-down menu if this option is available. Otherwise, type in a value you want to
use by choosing Constant, or Map a value from your import file for the selected field. This value is used if the data does
not meet the condition you are setting in your rule.
Add/Modify/Delete: To add a rule, click Add; to modify a rule, click Modify; to delete a rule, click Delete. To add a rule:
If Source Field: The drop-down menu lists each column in the import file for selection. Choose the Source Field.
Source Operation: Choose the Source Operation, = (equals), <>, (not equal), LEN= (Length equals), LEN< (Length is less
than), LEN> (Length is greater than), LEN<> (Length does not equal) from the drop-down menu.
Source Test Value: Type a value from the file you are importing.
Then set Database Field to: Type value to land in this field if the source test value is met. If no drop-down menu is
available, type out the value precisely as you want it in ClientBase.
Reset: To clear all settings, click Reset.
Step 10: Importing Data to Special Dates Fields
Click Next to get to the next screen in the Import Wizard, Special Dates Fields. Like the previous screens, this area has
the capability of stamping all records in the file with an indicated value so that they all appear with that value in
ClientBase. By clicking View, preview the file being imported. Review the data for accuracy.
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Add Map: By clicking Map, link a selected ClientBase field:
Special Date Type: Select from the drop down list of Special Date Types created in your ClientBase database (e.g.
Wedding Anniversary). Please note if the desired Special Date Type is not included within the drop down, you must first
go to ClientBase, and from Global Defaults|General Setup|User Defined Fields, select Special Date Types and add to
the default drop-down list.
Source Column: Select the column within the file you are importing that represents the special date entries.
Source Date Separator: Select between /, -, or . to identify the format used within the date fields in your source file.
Source Date Format: Select from the following to identify the format used within the date fields in your source file.
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mm/dd/yy
mm/dd/yyyy
dd/mm/yy
dd/mm/yyyy
yyyy/mm/dd
yy/mm/dd
yyyy/mm/dd
dd/mmm/yy
dd/mmm/yyyy
Based on these date settings the special date in your file is mapped to a separate Month, Day and Year field within the
ClientBase Special Dates record.
Add Constant: By clicking Constant after choosing a field from ClientBase, pick a value from a drop-down menu (if
available); or type in a value to use for the selected field.
Special Date Type: Select from the drop down list of Special Date Types created in your ClientBase database (e.g.
Wedding Anniversary). Please note if the desired Special Date Type is not included within the drop down, you must first
go to ClientBase, and from Global Defaults|General Setup|User Defined Fields, select Special Date Types and add to
the default drop-down list.
Field Value: Type the value you want used for this type.
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Source Date Separator: Select between /, -, or . to identify the format used within the date fields in your source file.
Source Date Format: Select from the following to identify the format used within the date fields in your source file.
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mm/dd/yy
mm/dd/yyyy
dd/mm/yy
dd/mm/yyyy
yyyy/mm/dd
yy/mm/dd
yyyy/mm/dd
dd/mmm/yy
dd/mmm/yyyy
Based on these date settings the special date in your file is mapped to a separate Month, Day and Year field within the
ClientBase Special Dates record.
Step 11: Importing Data to Profile Remarks
Click Next to get to the next screen in the import wizard, ClientBase Profile Remarks. Miscellaneous fields in your text file
can be stored in the remarks folder in ClientBase. By clicking View, preview the file to import and review.
Add Map: By clicking Map, link a selected ClientBase field with a Source Column from the text file you are importing.
Field name represents the name of the field in ClientBase. Source Column is the name of the data (or header) of the data
being imported.
Add Constant: By clicking Constant after choosing a field from ClientBase, choose a value from a drop-down menu (if
available); or type in a value to use for the selected field.
Add Rule: By clicking Rule, setup a conditional "if...then" statement/s for the file being imported.
Field Name: This field is hard-coded and is displaying the selected ClientBase field on which the rule is being written.
Default Value: Choose a value from a drop-down menu if this option is available. Otherwise, type in a value to use by
choosing Constant, or Map a value from the import file for the selected field. This value is used if the data does not meet
the condition you set up in the rule.
Add/Modify/Delete: To add a rule, click Add; to modify a rule, click Modify; to delete a rule, click Delete. To add a rule:
If Source Field: The drop-down menu lists each column in the import file for selection. Choose the Source Field.
Source Operation: Choose the Source Operation, = (equals), <>, (not equal), LEN= (Length equals), LEN< (Length is less
than), LEN> (Length is greater than), LEN<> (Length does not equal) from the drop-down menu.
Source Test Value: Type a value from the file you are importing.
Then set Database Field to: Type value to fill this field if the source test value is met. If no drop-down menu is available,
type out the value precisely as you want it in ClientBase.
Reset: To clear all settings, click Reset.
Step 12: View Profile Import/Update Summary Screen
Once the remarks table value(s) have been selected, click Next to get to the last screen in the import wizard. This screen
provides a complete summary of all your import wizard selections.
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Printer Setup: Click Printer Setup to select printer options for printing out the summary sheet.
Print: Click Print to print out the summary sheet.
Copy: Click here to copy the summary sheet to the Windows clipboard. Go to any other program to paste.
Save Map: Click Save Map to save the mappings. Browse to location to save the mapping. That way the next time you
import a similar file, load the saved map and save lots of time.
Cancel: Click Cancel to abort the import process.
Previous: Click Previous to go back one screen.
Finish: Click Finish to complete the import process.
Once the import is completed view a screen of statistics stating how many profiles were inserted, updated, or skipped.
Check for Accuracy of Import
By using Level 2 Query in the Profile Manager, search for all profiles with a Create Date, From today and To today, or
stamp some other constant in records with which to Query. Review newly imported profile data and verify that all
information was imported properly.
Summary of Steps for Import Using ASCII (.txt) Files
Customer data (including names, addresses, phone numbers and marketing information) stored in ASCII (.TXT) files can
be electronically "imported" into ClientBase. Replaces manual entry.
1) From the data storage source file, create an ASCII-comma or tab delimited file that can be imported using the
ClientBase Import/Update Utility. Clean up file by deleting totally blank columns, adding Headers and, as needed,
delimiters (most commonly used are a tab or a comma).
2) Prepare ClientBase with desired Marketing Codes, More Fields, Agents, etc. Create and assign a unique entry field in
order to easily query for newly imported profiles. Backup your database before starting.
3) Open ClientBase Import/Update Utility (Start|Programs|Trams|Trams Profile Import and follow the wizard:
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Connect to your Database (select applicable Alias)
Login (SYSDBA or a login with "Manager Authorization")
Select an Import File from Profile Tab
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Check First Line is Header if .txt file has column labels
Delimiter - Select Tab or Comma as applicable.
4) Load Map - Click this shortcut to utilize previously saved import setup.
5) Update Rule - Select from the following options:
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Insert All Profiles - does not check for existing matching profiles - creates a new profile for all.
Update if INTERFACEID matches - updates data that is currently in your database. Since the profile
already exists, you want the import routine to find this profile and change the address instead of creating
a new profile, which would be a duplicate. Matches by Interface ID.
Update if PROFILENO matches - same concept but matches by Profile Number.
Interface ID Filter: Import As Is (Do Not Filter) - adds all special characters to the Interface ID; or Only
Grab Alpha-Numeric Characters - removes all special characters from Interface ID
6) Profile Fields - Assign desired data to key associated fields using Map / Constant / Rule
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Map - Pulls the data from the assigned column in the file adding individualized data.
Constant - Adds the same consistent value to every profile being created or updated.
Rule - Using logic, allows variable data to be assigned to associated field.
Remember only data added from the utility will be populated in the profile. The more fields selected, the more complete
the profile.
Suggested Key Fields - Based on data in file: Profile Type - Required field - must assign; Interface ID - Required if using
Update if INTERFACEID matches; First Name / Last Name / Courtesy Title; Creation Date; Salutation; Primary Agent;
Referred By; Branch; Create By; More Fields (as needed).
7) Communication Fields - Assign desired data to key associated fields using Map/Constant/Rule:
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Assign Phone, Fax, E-mail, Web Site
Add Descriptions - easy identification in profile
Permit Marketing - important for e-mail marketing
Use Map, Constant, Rule
Add up to three of each type of communication.
8) Address Fields - Map Primary Address Field; and after Import, manually assign addresses as Bill To and Ship To.
9) Marketing Codes - Assign Marketing Codes to the applicable Marketing Categories. Note: If file contains a subdelimiter, must assign to field. If it exists in field and not accounted for, it will move codes incorrectly.
10) Traveler Fields - Add Primary Traveler First / Middle / Last Names and other details; and add Spouse if have.
11) Profile Groups - If applicable, assign Groups.
12) Special Dates - Add profile-related Special Dates such as Wedding Date; do NOT add Birthday to this field; check
entry for correct format of dates.
13) Profile Remarks - Add Miscellaneous Data - will appear in Remarks area of profile
14) View Profile Import/Update Summary Screen - Before clicking Finish, review the data and the import fields. Note: If
will be needing this set of import rules again in the future, save Map.
15) Check for accuracy of Import - Query by the unique field you created to search for newly imported profiles. Be sure
data came over accurately. Run Dupe Check. Clean up fields, use Global Modify.
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Chaper 5: Get To Know ClientBase
This chapter provides a general overview of ClientBase. The features of the program are broadly discussed in this chapter
with an in-depth look at each feature and agency application outlined in succeeding chapters.
At the heart of ClientBase is the ability to locate, modify and use the information held within the agency database. This
database contains a wealth of knowledge on past and present customers and vendors. Being able to easily access and
use this valuable information to maintain existing relationships and build new ones may very well establish the future
success of your agency. ClientBase is the tool of choice to easily access, manage, update and use this valuable database
information. We’ll show you how!
The first screen to appear after signing in is the ClientBase main screen. To become better acquainted with the
ClientBase features, it may be helpful to think of the screen as being divided into six sections:
1. Menu Items
2. Toolbar
3. File Manager
4. Query Filters
5. Results Window
6. Status Bar
ClientBase Main Screen
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Meet the Menu Items
Located at the top of the screen are menu items (File, Edit, Reports, Merge To, Workstation Defaults, Global Defaults,
Utilities, Windows, and Help). Click the tabs or use hot keys (Alt + underlined letter) to get to the menu items. An arrow to
the right of a menu indicates there are additional sub-menus for selection. Anything that needs to be done in ClientBase
can be done from the main menu.
Main Menu Items
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Meet the Toolbar
The toolbar provides short-cuts to frequently performed tasks such as creating a new profile, launching a document
template, or moving profile data into a PNR. Placing a cursor on any of the icons on the toolbar brings up a call-out box
describing its function.
Meet the Query Filters
Your database holds a wealth of information on customers - marketing activities, reservations, and vendors. This
information is of little value unless it can be quickly accessed when needed. The Query feature provides filters to quickly
sift through data to match your required search criteria.
Depending on which manager you are working in - Profile, Activity, Inventory, or Res Card, you have the capability to
perform either a simple or complex search. The Query filters vary based on the applicable fields found within that
manager. For example, choices in the Activity Manager are based on the fields found in reminders, notes and mailers.
The Profile Manager includes those fields associated with any type of profile. The Res Card Manager allows searches for
Res Cards using any Res Card fields as search criteria.
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Query Level 1
Use Query Level 1 level to quickly locate a profile or a group of profiles by simply completing one or two Query filters. The
drop-down field to the left identifies what to search by, and the blank field to the right allows you to type in what you want
to search for. If both fields are used in this Query, then the results match both criteria, not either/or. This means the Query
filters are strung together with an “and” not an "or". (Another way of saying this is that All fields are evaluated to form the
results of the Query, instead of Any filter selected within one field being evaluated to form the results of the Query.) For
example, if you are looking for an leisure client named Harry Ford, then set the first field to Profile Type and select
Leisure, then set the second field to Last Name and enter “Ford”. All Leisure Clients with the Last Name of Ford appear in
the Query results.
Query Level 2
The Query Level 2 provides additional filters that more narrowly define a search. Search filters are selected by clicking
Filter, and then completing as many of the search criteria fields as desired. Each field selected is strung together with an
“and” (matches all) that more narrowly defines the Query. Inside the Marketing Tables, if multiple Marketing Codes are
selected these are strung together with an "or" (matches any). For example, if you have just received a hot cruise special
to Europe and want to send a mailing to all past and potential cruise clients interested in Europe and living in the 90045
zip code, you would put the following filters in your Query. First select Leisure under Profile Type; 90045 in Zip; Europe
and Cruise under Marketing categories, and click OK. Now you have selected the filters to Query your database for all
leisure clients who expressed an interest in cruising and want to go to Europe and live in the 90045 zip code area. When
you click OK, all clients in your database meeting the selection criteria are displayed on the results screen. You are now
ready to print your labels and send the mailing.
Query Level 3
The Query Level 3 provides users with an even greater ability to more narrowly define a search. This Query is available in
all managers. As detailed above, Level 2 Query allows a search by any number of fields, stringing one statement of
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criteria together with an “and.” Query Level 3 strings multiple statements of criteria together with an “or,” using search
method options (operators) to define how the criteria should filter.
The Filter Type for Communication, Activities, Family/Contact, Cards, Res Cards and Travel History tabs renders the
queries even more user-friendly and flexible:
Blank Filter Type: By default a new Query has this Filter Type blank, which means the Query is not be filtered in any way
by that tab of information.
Does Have Records with the following criteria: If this option is selected and no other search criteria is entered in that tab,
then only profiles that have that type of record are included. For example, if you set the Travel History Filter Type to "Does
Have Travel History Records with the following criteria" and no further criteria is entered, then this Query returns only
profiles that have any kind of Travel History. If you enter further search criteria in this tab, then each criteria is strung
together with an "and" and the system looks for at least 1 record that meets all the criteria (in the example of Travel
History, it looks for at least one invoice that meets all the criteria) and if at least 1 record is found, then the profile with that
record is included within the results.
Does Not Have Records with the following criteria: If this option is selected and no search criteria is entered, then only
profiles that do not have any of that type of record are included. For example, if you set the Travel History Filter Type to
"Does Not Have Travel History Records with the following criteria" and no further criteria is entered, then this Query
returns only profiles that have never purchased anything from your agency (those with no invoices). If you enter further
search criteria in this tab, then think of this option as an "Exclude", which means it doesn't matter whether the profile has
that type of record or not, exclude them if they do have that type of record that meets all of the additional search criteria.
Search operators Is Equal to Any and Is Not Equal to Any are also located within a Level 3 Query. When either operator is
selected, rather then forcing you to select one filter from the drop down list, you are now able to select multiple filters from
the drop down list by placing a check in the desired choices. When multiple filters are selected within one field, each filter
is strung together with an "or". (Another way of saying this is that Any filter selected within one field is evaluated to form
the result of the Query.)
For example, if you set your Search Operator for State to Is Equal to Any and check CA, AZ, and WA from your drop
down list, after setting the Profile Type to Leisure, then your Query returns all profiles that are Leisure AND are in either
CA, AZ, OR WA. In addition to selecting from the drop-down list, you can also free flow your filter if the search operator is
set to Is Equal to Any or Is Not Equal to Any. When free flowing filters, to include more than one filter, then type each filter
in and separate each with a comma ",". For example, if you don't have states entered into your drop down list, but would
like to filter on CA, AZ or WA then set your Search Operator to Is Equal to Any and type into the State field CA,AZ,WA.
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Note on Sorting in Level 3 Query: Values entered into Alpha-numeric fields are always treated as STRINGS, so they do
not sort in numeric order. If you want to use the fields to enter numeric values, then pre-determine the maximum digits
that will be used, and start entering number with zeros in front..... for example, 00001, 00002, 00003, 00004, 00005, etc.
Note that you can use less than/greater than when Querying for Alpha-numeric fields to filter for ranges of records. For
example, you want to Query for values that begins with letter A thru R. Filter for Less than "S", or use Less Than or Equal
to "R".
Meet the Query Results
The results screen displays the results of your Query based on the criteria entered into the Query filters. Only those
records that meet the criteria of the Query filters are included in the Query results. While working in the Profile Manager,
all Query results are displayed by profile (Leisure, Corporate, Vendor, Agent, Service Provider, and Other). While working
in the Activity Manager, all Query results are displayed by activity (Notes, Reminders and Mailers). While working in the
Res Card Manager, all Query results are displayed by Res Card.
In the example below, the Query filters have been entered from the Profile Manager and set to profile type of Leisure and
City starting with, Manhattan. The Query Results displays all leisure clients in the database whose city is Manhattan
Beach. To select a record appearing within the results screen, double-click the entry and the profile details appear.
Query Results Count
Click Count to find out how many profiles meet the results of the Query filters currently selected. In this next example, we
are working in the Activity Manager and have entered our desired Query filters. The Query results displays all activities in
the database that are open reminders for agent Sharon. To select a record appearing within the results screen, doubleclick the entry and the activity details appear. To view the profile an activity was created for, click once on the activity to
highlight it, then click Go To Profile on the toolbar. ClientBase allows easy navigation between the activities in the results
screen and the profiles for which the activities were created.
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Right Mouse-Click in the Results Screen
Perform certain functions by right-mouse clicking in the results screen:
Add - Add a new profile
Modify - Modify the selected profile in the results screen.
Delete - Delete the profile/s selected in the results screen (to select multiple profiles, hold down the Ctrl key and pick).
Refresh - Refresh the Query (search) if you have just made a change.
Invert All - Before doing any Merge to Features, such as Merge to Letter, Merge to E-mail or Merge to Document
Templates, for example, hold down the Ctrl key for those you do not want to include and Invert All. It will launch the
feature for everyone BUT the ones you selected.
Select All - Selects everything in the results screen.
Unselect All - Unselects everything in the results screen.
Columns - Allows you to customize the columns and sorts in the results screen.
View Active Query - Summarizes the Query in the results screen.
Dupe Check - Ever spot duplicate profiles while working the the profile manager queries and want to merge them right
then and there? A field called check for duplicate profiles in allows you to setup using the Entire Database, Current
Results in Level 1, Level 2 or Level 3 Query. If set to Using the Current Results, rather than the Entire Database, by
default the Disable Dupe Check Filters are checked, and by clicking OK, you obtain the current Query results displayed in
the Dupe Checker window, so that you can use the Merge to Master feature.
Send Primary/Bill To/Ship To/Alternate Address to Clipboard - This sends an full name and address to the clip board
for the selected profile, so you can paste into another application.
Add Marketing Code - You have the ability to add one marketing code at a time but to multiple profile results directly
from the Profile Manager Query results. The next time you have a deluxe cruise promotion, for example, ask your agents
to Query their client profiles and from the results hold down the Ctrl key while clicking on each client record that you would
like to identify as a deluxe cruiser. After all desired profiles from the list have been selected (highlighted), use your mouse
and right-click and select Add Marketing Code from the options. First add the marketing code for Deluxe (you will be
prompted with a message Add Deluxe to Selected Results in Profile Manager). Then right-click again and add the
marketing code for Cruisers.
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Meet the File Manager
Located to the left of the screen is the ClientBase File Manager. To assist you with managing a rather elaborate database
of information, the File Manager is divided into 6 Tabs:
(1) Profile Manager allows easy management of profile data (Leisure, Corporate, Vendor, Agent, Service Provider, and
Other) and provides Query filters and results listed by profile.
(2) Activity Manager allows easy management of activity data (Notes, Reminders and Mailers) and provides Query filters
and results listed by activity.
(3) Res Card Manager allows easy management of Res Card data and provides Query filters and results listed by Res
Cards.
Although the system comes with a default set of folders within each File Manager, these folders are completely userdefinable. Simply enter the desired Query filters, arrange columns as desired, then click File and Save Query As to save
as a folder within the File Manager. Folders can be saved on a global level, meaning this folder is available to all users; or
they can be saved on a personal level, which means this folder is only available for a unique user login. To select a folder
from the File Manager, simply click the folder and the system automatically completes the Query filters, sifts through the
data, and displays the outcome in the Query results window. To rename or delete a folder, right-click the folder name.
(4) Internet Manager allows you to seamlessly link to the Internet without leaving ClientBase or launching another
browser application. Easily manage Global and Personal Internet sites, by clicking saved folders to automatically launch
your default browser and take you to the selected website.
The Internet Manager comes with some default folders for your convenience. Among these are Passport Online, Trams
Training Options, and AIPlus E-Postcards. Passport Online and AI E-Postcards provide specials and postcards with raw
HTML formatting that can be used with SMTP e-mail (please refer to chapter entitled, E-mail Marketing in ClientBase.)
(5) Inventory Manager allows easy management of inventory data and provides Query filters and results listed by
inventory items. The Inventory Manager comes with some global default folders for your convenience including Air,
Cruise, Hotel, Rail, Tour, and Misc.
The file folders listed within each tab of the File Manager represent a set of Query filters and column arrangements that
have been saved and named as a folder. With a single click of the mouse, these folders automatically complete Query
filters to display Query results.
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Although the system comes with a default set of folders within each File Manager, these folders are completely userdefinable. Simply enter the desired Query filters, arrange columns as desired, then click File and Save Query As to save
as a folder within the File Manager. Folders can be saved on a global level, meaning this folder is available to all users; or
they can be saved on a personal level, which means this folder is only available for a unique user login. To select a folder
from the File Manager, simply click the folder and the system automatically completes the Query filters, sifts through the
data, and displays the outcome in the Query results window. To rename or delete a folder, right-click the folder name.
(6) DashBoard - Just like a car dashboard that provides a panel of quick visual cues of critical information at a glance, the
agency Dashboard feature provides significant data at a glance for owners/managers and agents to use to monitor
different facets of the business such as sales and marketing.
Meet the Managers
Each of the managers represents a different view of the entire database (ClientBase is really broken into 4 mini-databases
- with the exception of the Internet Manager and Dashboard areas- that organize and maintain a portion of the data held
within the program database). The information in these mini-databases can be managed, updated and filtered with the
Query outcome displayed on the results screen. Whether you want to search your database of profiles, activities,
inventory, or Res Cards (or use the Internet Manager to launch your default browser to take you to a selected website)
determines which of the managers to select.
Profile Manager
Clicking the Profile Manager tab provides fields for Query and management of the database of profiles. Stored folders and
Query fields for the Profile Manager appear, as well as Query results displayed by profile. The Profile Manager provides
agents with quick access to vital information about clients, vendors, inventory, agents and other profiles. From this area,
locate, add, modify or delete profile records. Use the results of a Query or a selected profile to merge profile data into a
label, document template, PNR, or e-mail. Also print reports based on the results of a profile Query to gain valuable
insight into the data contained within profiles.
When opening the Profile Manager no Query filters are entered by default, so the entire database of all profile types
appears in the Query results screen. (Unless a particular folder has been setup in user logins to open in the result screen
when the program is entered.) To filter the database results, either click a folder which contains a stored set of Query
fields or use Level 1, 2, 3 Query fields to enter a custom Query.
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The results screen provides easy access to profile information such as address and phone numbers, to customer
preferences, traveler details, activities, travel history, payment information, Res Cards and free-flow remarks. To retrieve a
specific profile, highlight the entry and double click.
A new profile can be created at any time by clicking File|New, by clicking on the first toolbar icon, or by right mouse
clicking in the results screen. More than one profile can be open simultaneously allowing for multitasking flexibility. Use
the Windows menu item to display a listing of each open profile (or other open function) and easily move among them.
Activity Manager
Accessing the Activity Manager allows Query and management of the database of marketing activities, thus, providing
quick and easy access to all reminders, notes and mailers. This powerful tool provides a means to become more
organized and gives the ability to monitor a multitude of tasks and marketing activities.
Stored folders and Query fields for the Activity Manager appear, as well as Query results, displayed by activity. From this
area, view a To-Do list and locate, add, modify or delete notes, reminders and mailers. Use the results of a Query or a
selected activity to merge profile data into a label, document template, PNR, or e-mail. Also print reports based on the
results of the activity Query to gain valuable insight into the data contained with the database of marketing activities.
When the Activities Manager is opened, the system automatically defaults to open reminders based on the current user
login, thus providing an instant detailed To-Do list. To change the type of activities displayed in the results screen, click a
folder containing a stored set of Query fields or select Query Level 1, 2, or 3 to enter a custom Query. Next, click Run to
display the Query outcome on the results screen.
To retrieve a specific activity, simply double-click the desired result. To easily move into the profile record for an activity
appearing in the results screen, click Go To on the toolbar. This allows you not only to Query the database of activities,
but also move easily between the results and the profile details for which they were created. From within the Activity
Manager, in addition to the Query results screen, the following views of reminders make managing a schedule and
automating a day planner a snap. Click At A Glance icon on toolbar.
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Day At A Glance: Upon clicking Day At A Glance, today’s schedule for the current login user is displayed on the screen,
based on the current system date. Your Day Planner displays a schedule by 15 minute intervals, and includes any open
scheduled reminders in the appropriate time slot. To the right, a To-Do List appears which includes open reminders that
have been noted as “timeless,” or can be done at any time on that date. Use the calendar in the top right corner to view
your planner for any other day of the month or use the arrows to move between months and even years.
Week At A Glance: Upon clicking Week At A Glance, this week’s schedule is displayed on the screen, based on the
current system date and current login user. The current day is highlighted. To view another week, use the arrows located
at the top of the calendar to move to previous or future weeks.
Month At A Glance: Upon clicking Month At A Glance, this month’s schedule is displayed on the screen, based on the
current system date and current login user. To view a previous or future month, use the arrows at the top of the calendar
to move forward or backward. Double-click any day in the month to see that Day At A Glance.
Print At A Glance: Print out your calendar by clicking the print icon.
Res Card Manager
The Res Card Manager provides an automated way to Query and manage the database of reservation data, thus,
providing access to all Res Card records stored in ClientBase. It is a powerful reservation manager designed, not to
replace the GDS, but rather to provide a tool for tracking reservations that are not booked through the GDS; for example,
those that are booked on-line or over the telephone.
The Res Card Manager replaces the paper index Res Card and file folders that have for years cluttered agencies. In the
past, agents entered details of many leisure type reservations (client information, confirmation numbers, itineraries,
vendor information, remarks etc.) on cards or just loose paper. Agents kept these cards somewhere on their desk or
somewhere in the file. That “somewhere” translated into precious time spent searching for Res Cards, especially when the
booking agent was not available and another agent had to locate the card. With the Res Card Manager, you have the tool
to organize and maintain reservation information in a central database. When a customer calls, any agent can now
answer questions or update information by accessing the Res Card with the customer's travel details.
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Upon entering the Res Card Manager, the stored folders and Query fields for the Res Card Manager appear, along with
the Query results displayed by Res Card record. From this area easily generate invoices, update reservation details, track
payments received or pending, as well as all of the other details involved in planning a trip. Use the results of a Query or a
selected Res Card to merge the profile data into a label, document template, PNR, or e-mail. Also print reports based on
the results of a Res Card Query and gain valuable insight into the data contained within your database of automated Res
Cards.
Inventory Manager
The Inventory Manager provides an automated way to Query using Level 1, 2, and 3 queries and manage the database of
inventory data.
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Upon entering the Inventory Manager, the stored folders and Query fields for the Inventory Manager appear, along with
the Query results displayed by inventory record. From this area easily add, modify or delete inventory items. Also print
reports based on the results of your inventory Query (presently the Current Query Results).
Internet Manager
The Internet Manager allows you to seamlessly link to the Internet without leaving ClientBase or launching another
browser application. In order for this feature to work, you must have Internet Explorer, version 5.0 or above installed on
your set.
Go to the Internet Manager and input the URL in the Address field and click Go. To save this site within global or personal
folders, click File|Save Web Site As and enter a free-flow name for the site and the address of the website, if not
indicated.
Websites set up as global appear for all user logins, while those setup as personal appear for just your user login. Click
the folder created by the Save Web Site As to automatically launch the default browser and take you to the selected
website.
INTERNET MANAGER TOOLBAR
Back/Forward: Use these buttons to navigate through a site.
Stop: Stops any processing taking place.
Refresh: Refreshes a page with current information.
Home: Takes you to your browser’s default home page.
Print: Print the results of the internet manager by using the print icon on the toolbar.
Address: Input the website address of the site you want to visit and press Go to implement.
Home
For agencies configured with a specific private labeled version of ClientBase, this Home tab is where to go to access the
booking site. For agencies without a specific private label, we added a new tab within the ClientBase main Managers
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called Home which takes you to the CBMS marketing web site by default. For agencies that participate in the CBMS
marketing program, you can enter your CBMS Login and Password into your ClientBase User Login by going to
Utilities|My Login|Manager Defaults. (SYSDBA login can enter for all users as well.) Once captured, the ClientBase
login will auto log you into CBMS (ClientBase Marketing Services) and access to your marketing calendar and other
CBMS information becomes instantly available and right within ClientBase.
Want this to be the first manager you see when you come into the program? Go to Utilities|My Login and click the
Manager Defaults tab. Select either Home, Profiles, Activities, Res Cards or Internet as the Login Default Manager.
Dashboard
Use the Dashboard to analyze sales data such as Sales by Travel Category, New Res Cards, Active Res Cards and Res
Card Cycles. Also analyze marketing data such as New Client Profiles Created, Profiles Updated (with e-mail addresses,
marketing codes, etc.), Profiles with Mailers for marketing pieces sent out or find out what the Top 10 Marketing Codes
are.
The Dashboard Manager contains four sections:
Agency Bulletin - This section displays announcements and other important information that the agency owner/manager
needs broadcasted to all agents. When a new message is entered, the Agency Bulletin header will flash to alert each
agent that new information was posted. To setup the Dashboard Manager select Global Defaults|Manager
Defaults|Dashboard Settings. Under the Agency Bulletin, enter any announcements and important information that all
agents should be updated about. Text can be formatted using different fonts, colors, etc. URL's can also be entered so
agents can click and go directly to the website(s) provided.
Find A Profile - Quickly Query a profile and/or type of profile.
My To Do List - Agent’s To Do list is displayed for easy viewing
Report Results - Pre-designed Crystal Dashboard reports are available in this section. Users with an Authorization of
Manager may view report results for the entire agency or for an individual agent. Users who do not have a manager
authorization may only view reports for their own agent profile. To run and view the results of Dashboard reports via a
portal to Crystal, Crystal Report Reader version 10 is now installed on the user's workstation (if you have not yet set this
up e-mail [email protected] for directions). The reports are saved in <All User\Application
Data>\Trams\ClientBase\DashReports.
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The Dashboard Manager now allows reporting by branch. Branch numbers appear in a drop down with checkboxes so
you can choose one branch or multiple branches when running a Dashboard report. The Dashboard branch filter defaults
to the last branch or set of branches selected. When reports are run by agent, the agent sees information for branches
based on their user permission Branch Rights. If user branch access is not limited, agent will see all activity for their user
for whatever branches they have activity created.
Meet the Status Bar
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Status Bar: A glance at the status bar indicates:
Log In Name=: This field indicates the current user. In this example, the system database administrator is signed in as
the user.
Database=: View the drive, directory and the name of the.ib (gdb in older versions).
246,436KB: Total of free memory.
10/29/2001 10:44:02AM: Gives the current date and time.
0 Alarms: There are no alarms that have been activated and not addressed by the current user. When a yellow bell
appears with a number of active alarms, this is a signal to the user that an alarm for an open reminder has gone off and
needs to be addressed. Double-click yellow bell to access the reminder list.
When there is work to be done in ClientBase, the main screen is the place to go. From here retrieve profiles, create new
profiles, manage marketing activities, move information into a PNR, generate custom letters, run reports and a whole lot
more.
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Chapter 6: An In-Depth Look at Client Profiles
This chapter outlines setting up, maintaining and using Client Profiles.
Introduction
In today's marketplace travel agencies are finding a need to shift focus away from just being order takers and processing
transactions. In order to survive and profit, it has become imperative for an agency to service its clients and strengthen its
relationships to build and retain client loyalty. The information within the leisure and corporate profiles provides an
important tool to achieve this goal.
Using information in client profiles, agents can launch letters from document templates, print labels, merge to e-mail,
manage booking and invoice information on reservation cards, post notes, create reminders and mailers, add
attachments, move client information into a PNR and more!
Types of Client Profiles
Within ClientBase there are two types of client profiles - Leisure and Corporate. A leisure profile represents a leisure
client's household. For example, a profile would be created for Mr. and Mrs. John Smith and each member of the
household would be listed individually under the Travelers tab. John would be the "Primary", Karen designated as "Wife",
James as "Son" and Jesse as "Daughter". Travelers can be linked to multiple profiles.
Corporate profiles are created for each of your corporate clients. Each profile can contain any number of contacts who are
company travelers. These are listed in the client profile in the Travelers tab. As a traveler in ClientBase can be linked to
multiple profiles, a contact may also be linked to a leisure profile as well.
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Anatomy of a Profile
A client profile stores an unlimited amount of information about your customers. To organize all this information and make
it easily accessible to all agents, each profile is made up of seven key areas: File Menu Items, Toolbar, Header Info,
Scrolling Arrows, Profile Indicators, Control Buttons, Information Tabs, and User-Defined Fields.
Let’s explore each of these seven key areas.
File Menu Items
When in a profile, access file menu items to hop into another program feature. When you want to return to the open
profile, click Windows and on the profile from the bottom of the list.
Toolbar
Create a Reminder: Click the Remind icon to create an activity such as following up on a brochure sent to a client. Fill in
the date to be reminded, set the priority, reminder type, set an optional alarm and finally type in some free-flowing remarks
for reference. Put a time on the reminder so that it appears on your daily calendar, At A Glance in the scheduled time slot,
or tag the reminder as a To-Do (timeless) so it appears on a To-Do list on your daily calendar. There is also an option to
mark this reminder Private so that only the creation agent or SYSDBA can view it. This reminder appears within the
profile’s activities tab, on your At A Glance and as part of your queries in the Activity Manager or reports.
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Create a Note: Click the Note icon to create a note documenting any contact you’ve had with a client such as a client
question or concern. By entering the date, time, and subject of the contact, a history of contacts is created and stored
within the profile’s Activity Tab. This history appears in the Activity Manager and on reports.
Create a Mailer: Click the Mailer icon to create a mailer (history) of something you’ve sent to a customer; for example, a
birthday card or a ski trip promotion. By entering the date, time, and subject of the mailer, the history appears within the
profile’s Activity Tab in the Activity Manager or on reports.
Create a Res Card: Click the Res Card icon to create a reservation card for trips. Track a trip from its inception to its
completion. All vendor/service provider information is included, as well as, all other trip details. No more manually kept
Res Cards! By entering details of the trip in progress (or by using Live Connect to pull data in from booking on-line), client
balances and details of the trip can be accessed.
Create a Receipt: In cases where you are not yet ready to issue an invoice, but have received money from a client,
possibly for a gift certificate or payment between deposit and final payment or payment before confirming something, a
receipt can be issued in the Client Profile giving the agent a new tool for printing a document for the customer and
receipting the payment as a voucher on the client's account in Trams Back Office.
Please note that any receipts issued from the ClientBase profile are not currently linked to a Res Card. But because a
Receipt creates a voucher, users of Trams Back Office, can apply these vouchers to invoices that are issued later by a
Res Card
Complete the following fields:
Date: Defaults to the current System date and cannot be modified.
Amount: Enter the amount of the payment.
Branch: Defaults to the current branch or choose branch from drop-down menu.
Form of Payment: Enter Check, Credit Card, or CC Merchant from the drop-down menu.
Attention Canadian Agencies: Debit card was added to the drop down list of Form of Payment selections when creating
a receipt. When card number is entered the system will perform a validation, however, it is not mandatory to enter a card
number for debit card form of payment.
Payment Group: Enter the Payment Group from the drop-down menu.
Bank Account: Receipts use the correct default Bank Account from TBO. This may be located at the Branch or Global
level and may vary based on Form of Payment. If that bank account uses a foreign currency, the conversion rate and
equivalent amount will also be taken into account when generating the receipt. The converted amount and currency will
display on the Generate Receipt screen as well as on the receipt preview, printed receipt, and re-printed receipt.
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Remarks: Free-flow remarks or click the Remarks button to view or select the pre-set Branch, Agent, and Client
Remarks. Branch remarks are entered by the Database Administrator, but Agent and Client Remarks can be entered by
clicking on the Res Card Remarks tab in the profile.
Include in Voucher Remarks: When option is checked off, the voucher remarks entered will appear on the receipt AND
land in TBO and be contained in the voucher when queried. The remarks are limited to 500 Characters that fall into TBO.
Include in Payment Remarks: When option is checked off, the voucher remarks entered will land in TBO and be
contained in the payment when queried. The remarks are limited to 500 characters that fall into TBO.
Note for Voucher/Payment Remarks: You can globally set up these formats and put in default remarks by going to
Utilities|Branch|Receipt Settings. But these can be changed on a receipt-by-receipt basis.
Click Preview to view a draft of the receipt without issuing the receipt. Click Issue Receipt to save the receipt as a voucher
and generate the receipt report for printing, e-mailing or viewing in Word.
Notes: Receipt Headers/Footers have been added to the Global Defaults and Branch Page settings for further
customization including setting up your agency logo and letterhead. To disable this feature for any particular user, check
the field Disable Ability to Issue Receipt from within the Other Restrictions tab of the Advanced User Permissions within
the User Login record.
Need to reprint a voucher? Go to the client’s profile Payment Tab and click Re-print Receipt. These receipts show up as
Deposits on Amount in Trip Statements generated from a Res Card.
Print: Click the Print icon to print out details of the profile, or a customer survey, which can be e-mailed to a client in the
form of a .pdf (Adobe) file, by clicking on the e-mail icon in the preview toolbar. (A window appears just before launching
the detailed profile report which includes a listing of the tabs of information you can include in the report. These settings
will be remembered each time you run this report. Options include: General Information, Traveler Information, Profile PNR
Entries, Marketing Information, Profile Remarks, Cards, Activities (last 3 for each type), Res Cards (last 3), Travel History
(last 5), More Fields, and Groups (last 3).)
Merge to Label: Click the Label icon to create a label that can be used on a letter, brochure, passport reminder and
more. Create a mailer when you click Print, so that a record of the mailing is in the customer’s record.
Merge to Document Template: Click the Letter icon to merge client name and address to any letter contained in the
document templates. The letter can be customized by the agent for a personalized touch. Create a mailer when you click
Print, so that a record of the mailing is in the customer’s profile.
Merge to PNR: Click the CRS icon to merge profile and traveler details into your reservation system PNR, including
Apollo/Galileo, Amadeus, Sabre and Worldspan.
Merge to E-mail: Click the E-mail icon to merge client information into an e-mail message.
Q-View (Quick View): A single click provides you with a summary of key profile data across many tabs of information
including: Address, Top 2 communication entries, Salutation, Primary Agent, Profile Create Date, Top Special Date Entry,
Traveler Details, Remarks, Groups, Marketing Info (Travel Preferences), Travel History, FF#'s and Credit Cards, Active
Res Card listing, Cancelled Res Card listing, Mailers, and Open Reminders.
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Check the Fit To Screen to get a better view, and click again to go back to the original profile configuration.
You have the ability to Quick View the default display when opening an existing Leisure or Corporate type profile. Go to
Utilities|My Login|Profile Defaults and select Quick View. (This can also be done by the Database Administrator in the
SYSDBA login by going to Utilities|User List|Profile Defaults.
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Header Information
The header conveniently displays pertinent information including the current mailing address, the first five communication
entries captured for this profile, number of Marketing Codes, Primary Traveler, Groups, Voucher Balance, Primary Agent,
Profile Create Date, Salutation, Interface ID, and Profile No. By confirming the accuracy of this information, and adding
any new details each time a customer calls, the agent ensures that the client’s information and therefore the agency
marketing data is always up-to-date.
The header displays the first five Communication entries, in the order they are listed on the profile's Communications tab.
If there are not five entries at the profile level, then the primary traveler's communications are displayed next, in the order
they are listed on the primary traveler's communications tab. If there still are not 5 communications to display, then
ClientBase picks up from the other travelers listed on the Travelers tab, in the order they are listed there, until all five slots
are filled.
The items in the header are clickable. When clicked, the user is taken to that section of the profile. For example, when the
Marketing Codes count is clicked, the Marketing tab opens; when the Primary Traveler is clicked, that Traveler record
opens.
Scrolling Arrows
The four black arrows provide the ability to move among the profiles included within the current Query in the results
screen. Clicking the up arrow displays the profile preceding the one you are in, the down arrow displays the very next
profile in the Query. The double up arrow takes you to the first profile in the Query, and the double down arrow takes you
to the very last profile in the Query.
Profile Indicators
Indicators to the right of the arrows appear if:
The top icon indicates the customer has an active Res Card indicating travel arrangements are in the works. The middle
icon indicates there is previous Travel History for this client has previously purchased travel. The bottom icon indicates
there’s an open reminder alert for this customer. None of the above icons appear in the profile if the client has no Res
Card, open reminder or past travel history with your agency.
Control Buttons
When any changes to the profile are made in a profile, the screen automatically turns turquoise to alert you that changes
have been made:
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Close: Takes you out of the profile and only appears if there are no unsaved changes made to the profile.
O.K.: Saves any information that has been added, modified or deleted and exits the profile.
Apply: Saves any information that has been added, modified or deleted and keeps you in the profile.
Cancel: Appears only if the profile has changes that have not been saved and prompts if you want to “Save changes
before closing?” If Yes is selected, it saves the changes and closes the profile. If No is selected, it cancels the changes
and closes the profile. If Cancel is selected, it returns you back to the profile without saving any changes.
Information Tabs
Each profile contains the following information tabs: General Info, Communications, Remarks, Marketing, Travelers,
Activities, Travel History, Cards, Res Cards, Payment History, Attachments, PNR Entries, More Fields, Groups,
and Res Card Remarks.
See detailed review of each of these tabs in section entitled, Detailed Review of Folders at the end of this chapter.
User-Defined Fields
Profile records are made up of many different types of fields. Some are free-flow, some capture date formats, others may
capture numeric entries and so on. User-defined fields are free-flow fields that also allow your agency customize the dropdown lists for selection. While other data entry fields are labeled in black, user-defined fields stand out because they are
labeled in blue.
To select an item from the global drop-down list of choices created by your agency, click the down arrow located to the
right of the field and select from the list. By clicking any of the items within the list, you complete the field instantly while at
the same time, conform to a consistent way your agency wants to capture that information. Edit the global list of dropdown choices created by your agency by doing one of the following:
1. Click the field name (the field name is in blue to suggest a link to the list). By clicking any profile blue field label, a
global list of drop-down choices appears to Add, Modify or Delete. Any changes made here permanently change the
global list, but do not change any data fields captured to date.
2. Go to the Global Defaults|General Setup|User Defined Fields menu. From this area select the field you would like
to customize from the drop-down list to the right of the field.
Modify the global drop-down list by using Add, Modify or Delete. Any changes made here permanently change the global
drop-down list, but do not change any existing profile data fields captured to date.
Detailed Review of Folders
General Info Tab
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The General Information tab displays the primary client data for this household or business. Use the <Tab> key to move
from field to field and <Shift><Tab> to move backwards from field to field; or click the desired field to enter data.
GENERAL INFO
Type: Defaults to type (leisure or corporate) that was selected when profile was created. Change the profile type at any
time; however, by simply selecting from the drop-down menu.
Company: In a corporate profile, enter the name. Any printed reports or labels can include the Company name entered in
the general Info folder.
Last Name: Enter the last name of primary contact in household or business. Any printed reports or labels can include the
First and Last Name entered in the general info folder.
First Name: Enter the first name(s) of the primary contact(s) in this field.
Middle: Enter the complete middle name of the primary contact in the field.
Courtesy Title: Mr., Mrs., Mr. & Mrs., Ms., Dr. are all examples of courtesy titles. The drop-down menu allows you to
select from a lengthy standardized list. This courtesy title is printed on mailing labels or on letters in the document
templates. This field can be customized by going to Global Defaults|General Setup|User Defined Fields|Courtesy
Title, or by clicking the blue field name.
Additional Name: This field is for capturing another name within a single household. For example, John Smith has a wife
Mary but Mary still uses her maiden name of Jones. All correspondence should be addressed to both John and Mary.
Enter John's name in the Last/First fields and enter Mary Jones in the new additional name field. Mailing label would
appear as:
John Smith
Mary Jones
Address
City, State Zip
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The additional name field is a one line field and can contain up to 80 characters. This field can be merged to Documents,
Labels and E-mails. It is also now a part of Level 2 and Level 3 profile queries. When creating a new profile the additional
name entry is also added to the Travelers tab by default.
ADDRESS INFO
A client profile can include an unlimited number of addresses and they may be designated as Primary, Bill To, Ship To,
Second Address and Alternate Address. Only one address though may be assigned as Primary, one as Bill To and one as
Ship To.
Assuming the address to be captured is the default type of Primary, Bill To and Ship To, then the address fields of
Address Line 1, Address Line 2, Apt/Suite, Zip Code, City, State and Country can be entered right from the main screen.
To capture additional address entries, such as a second address or alternate address, click Additional Addresses.
From this area, you can setup a different Bill To, Ship To, Second Address and Alternate Address along with a description
for each. The second address choice offers a date option. This is particularly useful because it allows entry of a specific
time frame your client may be residing at the second address. This time frame can be taken into account when generating
labels and document templates from ClientBase.
If multiple address records are captured for a given profile, an easy way of viewing each address record is by clicking
Additional Address. This displays a drop-down list of each address record. Centered just above the Address Line 1, in a
gray box, is the current address type/s associated with this address record.
If a customer does not want to have marketing materials sent to the address, uncheck this box.
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There is also an Invalid checkbox for use by a marketing organization or marketing person within the agency that has
received something back as undeliverable. Rather than deleting the address or e-mail entirely from the database without
the proper research, the marketing person can check the Invalid box signaling the fact that the agent should look into this
further, but leaves it to the agent to determine how to update.
Level 2 and Level 3 Profile Manager Queries have been updated to include the ability to filter profiles based on this
address or e-mail Invalid status. Agencies should use these queries periodically to see if they have any Invalid addresses
or e-mails that need updating. In the meantime, any addresses and e-mails with this Invalid setting will still be included in
all Merge To features and reports.
Zip/City/State/Country: Wonder why we put the zip code ahead of the city and state? We did this purposely to try and
save you data entry time, and to make sure complete addresses are entered. For many agencies, it is common that a
large percentage of the profiles captured are regional to their location. With this in mind, the global list of drop-down zip
codes created by your agency can default the desired city, state and zip. For example, let’s say there are several clients in
Rancho Palos Verdes, CA 90275. Add 90275 to the drop-down list of zip codes, and at the same time default the city to
Rancho Palos Verdes, the state to CA and the country to USA. Any time you add a client to your database in this area, by
entering the zip code and tabbing, the city and state automatically defaults.
One last point is when it comes to agency databases, zip codes are notorious for being incomplete, incorrect or just
overlooked entirely. Placing the zip code before the city and state emphasizes the importance of this field.
PROFILE STATUS
Create Date/Create User: These fields default to the system date and the user logged in at the time the profile is created.
Both can be modified, but can be disabled by the database administrator. Agencies use this field to query for new
customers so that “Welcome to the Agency" letters can be mailed. These fields can also be used to query for
management reports reflecting user productivity in creating new client profiles.
Last Modified User/Last Modified Date: This area indicates the last time a profile was modified and by whom.
Profile Status: Indicate whether a customer profile is active or inactive by choosing from the drop-down menu. By default
all profiles start with an active status. An inactive status has been included, since you cannot delete a profile that has
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invoices and payments attached. When querying, only profiles marked as active are included in the search, but you can
perform a Level 2 search to view inactive profiles.
ADDITIONAL INFO
Branch No.: For agencies with multiple branches, this field allows an agent to select from a drop-down menu the branch
at which this profile was created or that you want the profile associated with. Branches are setup in Utilities|Branch.
Primary Agent: This field defaults to the login agent at the time the profile is created. It can be modified to represent the
appropriate agent considered primary to the customer or left blank.
Interface ID: In order to easily and consistently identify an existing customer or vendor within different applications used
within the agency (ClientBase, your GDS, your Back Office etc.), a unique ID should be assigned to each profile. This ID
is called the "Interface ID". As an example, this field is associated with the interfacing of records generated from the GDS
(Front Office) to the agency accounting system (Back Office). If your agency works with client or vendor data within
multiple systems then we strongly suggest creating a unique Interface ID for each profile. This field can be set as
Required and a default Value can be automatically assigned when new profiles are created (see chapter Setting Up
ClientBase for Your Agency).
Membership ID: This field is used at the profile level to capture any special identification number assigned by the agency
to the customer account. The database administrator has to set this up for use so it is visible in Global Defaults|Profile
Defaults|Membership ID Fields.
Salutation: The name used to greet the customer. For example, if Mr. Henry Wilkenson likes to be called “Hank,” enter
Hank in this field. If Mrs. Emily Anderson likes to be called “Mrs. Anderson,” enter Mrs. Anderson in this field. Or, if you
have a couple and want to include both names when addressing letters, enter Hank and Emily, or Mr. & Mrs. Anderson.
Web ID/Web Password: If your agency is interested in using your website to collect and update customer information,
these fields may become important, as most systems require a Web ID and Password to provide access to this type of
customer information. Advise your website designer that customer data can be easily exported and imported from
ClientBase and integrating these ASCII files with your website is something they may want to consider. There is also an
XML Import and Export utility for efficient data exchange. E-mail [email protected] for more information.
Referred By: By using the drop-down menu, enter how this client was referred to your agency. Customize this field by
going to Global Defaults|General Setup|User Defined Fields|Referred By, or by clicking the blue field label. Statistics
can be obtained from ClientBase reporting to get a bird’s eye view of how new customers are learning of your agency.
What a great way to evaluate the effectiveness of your advertising!
Special Dates: These fields are particularly useful to record unique dates for each specific customer. Enter the
day/month/year (or any combination of these date fields) of the special date and choose the type by clicking the dropdown menu. Items in this list can be customized by going to Global Defaults|General Setup|User Defined
Fields|Special Dates, or click on the blue label in the profile. Imagine the marketing possibilities, when several months
before an anniversary, or vacation time, your agency suggests as a gift a trip reflecting the client’s preferences. By
clicking Additional Special Dates, unlimited dates can be added. Tip: Birthdays do not go in this area. Best practice is to
put them into each traveler’s info area.
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Communications Tab
The Primary Phone, Primary E-mail, Primary Fax, and Primary Web are displayed in the list of Travelers/Contacts on the
Travelers or Contacts tab in the profile (in Leisure clients, this tab is called Travelers; in Corporate clients, this tab is called
Contacts.) The first Communication entry of a given type is marked as the Traveler's Primary (Primary box checked.)
Subsequent communication entries of that type default to unchecked.
By using the radio button on the top of the results screen, users can filter to view only one communications type at a time.
Profile-level communication entries are displayed first, followed by the communications that are assigned to
traveler/contacts. Traveler/Contact communications are in the order that they travelers are listed in the Travelers/Contacts
tab. Profile level communications can be sorted using the blue arrows on the right side of the screen. These arrows are
disabled when a Traveler/Contact communication entry is selected.
Add, Modify, or Delete a communication entry. Deleting a communication entry works the same as before, unless the
Traveler is linked to more than one profile. In that case, the user is warned, This traveler is associated with multiple
profiles. Deleting this communication will remove entry from those profiles also. Delete?
Need to copy a communication’s entry? Right-click on the entry and select Copy Phone, Copy E-Mail, or Copy Fax. Then
paste the entry into other applications as needed.
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ADDING A COMMUNICATION ENTRY
Click Add to start:
Traveler: Select the name of the traveler from the drop-down. When adding a communication entry from the Traveler
level, there is no option to change the traveler name by drop-down.
Type: From the drop-down select the communication type - Phone, Fax, E-mail, Web Site, Facebook, Twitter, LinkedIn, or
Google+. (The standardized format for telephone, fax, e-mail and website entries in ClientBase provides a platform upon
which these numbers can be quickly moved among toolbar icons such as merging to e-mail, or merge to PNR.)
Each phone entry has a forced canonical country code and area code for the benefits of standardization described above.
The prefix and suffix fields of the phone number field remain free-flow to accommodate foreign numbers. Maintain a
default country code and area code in Global Defaults|Profile Defaults |Communication Defaults. When entering new
phone entries, if the country code and area code is not completed, the system defaults to the country code and area code
in the Global Defaults.
Example Formats for capturing user's social media information:
Facebook: For a profile - facebook.com/username (facebook.com/JohnSmith); For a page - facebook.com/page name
(facebook.com/SabreTravel)
Twitter: Twitter.com/username (Twitter.com/JohnSmith)
Linked In: linkedin.com/pub/8/b8a/205
(Numerical string in the URL is the Linked In ID)
Google Plus: plus.google.com/117474227900375467167
(Numerical string in the URL is the Google+ ID)
Just like all other communication types, social media communication types have a Marketing Permission checkbox.
Marketing Permission is checked by default.
The social media Communication Types are in the Level 2 and Level 3 queries, as well as the Client Survey report.
Primary: One entry for each of these types can be designated as primary. Though an unlimited number of entries can be
stored and viewed, the primary entries are marked with an asterisk on the main screen and included in export routines
and used for merge to e-mail.
Note: ClientBase formats e-mail entries with the special characters that the GDS does not accept which means the proper
e-mail entry can be stored in ClientBase for e-mailing purposes, and those entries can be sent with the Merge to PNR
accommodating the GDS formats:
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Sabre: _ (Underscore) is translated as ==
Amadeus: _ (Underscore) is translated as U
Worldspan: _(Underscore) is translated as @[email protected]
Apollo and Galileo: _(Underscore) is translated as -- and @ is translated as //
Marketing Permission: All current e-mail addresses within the database default to this field being checked if setup by the
database administrator in Global Defaults|Profile Defaults|Communication Defaults. On an e-mail entry by e-mail
entry basis, choose to leave it checked or unchecked. This marketing permission checkbox is accessible through the
global modify feature. So if you want the existing e-mail entries to have this permission marketing field unchecked, use
global modify.
Invalid: This area is for use by a marketing organization or marketing person within the agency that has received
something back as undeliverable. Rather than deleting the address or e-mail entirely from the database without the proper
research, the marketing person can check the Invalid box signaling the fact that the agent should look into this further, but
leaves it to the agent to determine how to update. Level 2 and Level 3 Profile Manager Queries have been updated to
include the ability to filter profiles based on this address or e-mail Invalid status. Agencies should use these queries
periodically to see if they have any Invalid addresses or e-mails that need updating. In the meantime, any addresses and
e-mails with this Invalid setting will still be included in all Merge To features and reports.
Remarks Tab
The Remarks folder provides a full-page view of the unlimited remarks and provides tremendous flexibility for entering
comments in each customer profile. The only limitation in the remarks folder is the amount of available disk space. View
any miscellaneous comments about the customer from this screen. This area includes a mini-word processor allowing an
agent to customize free-flowing remarks for the customer. Let’s take a quick tour of this toolbar:
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Spell Check: Several dictionaries have automatically been installed onto each workstation running ClientBase providing
you with the ability to identify misspellings within Document Templates. By default, while typing within any of these three
areas, the spell check feature automatically underlines each misspelled word. Right-click on a misspelled word and you
will be offered suggested spellings along with the ability to Ignore, Ignore All or Add to Dictionary. In addition a Spell
Check button, labeled ABC has been added to the toolbar of the document templates allowing you to run the spell check
routine across all data captured.
Marketing Tab
The Marketing folder provides the means of tracking client interests and travel preferences and arms selling agents with
key information during the qualifying process of selling leisure travel. Marketing tables are powerful links to clients with
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common travel interests when planning a direct mail campaign or planning group travel. Reports showing the travel
preferences of your customers are extremely valuable in matching up customers and travel specials.
The marketing tab contains an unlimited number of user-defined marketing tables. Each of the tables in this folder
includes a user-defined header and an unlimited number of user-defined marketing codes. These headers and marketing
codes are “global,” meaning the same tables are in every profile at every workstation.
When first installing the ClientBase software, some of the marketing tables come with default headers and default
marketing codes. These default tables can be modified, enhanced, or deleted. The default tables are included to give
users basic ideas about what information might be collected for effective marketing. For instructions on tailoring your userdefinable marketing tables and marketing codes, please refer to the chapter of this manual entitled, Set Up ClientBase for
Your Agency.
To select and insert marketing codes into a client profile, use double up and down arrows to scroll between tables. Select
the codes that apply by clicking in the box on the left hand of each category. Notice that a summary of marketing tables
and codes applicable to this customer is displayed on the left hand side of the screen. To de-select marketing codes,
simply uncheck each box. Remember that customer’s needs often change. Removing marketing information when no
longer valid is as important as entering new information.
Travelers/Contacts Tab
The Travelers tab (it’s called Contacts in a Corporate profile) is designed for entering detailed information on specific
individuals who are part of a particular household or business. The blue up-and-down arrows allow re-ordering the list of
Travelers/Contacts. (The sort order is reflected in Merge to PNR, except for Amadeus, which still requires alphabetical
order. Sort order is not reflected in Reports, Res Card Traveler List, Live Connect or File Export. The Corporate, Vendor,
and Other profiles have a "Reset Sorting" button which returns the list to alphabetical order.)
By highlighting a particular traveler or contact, you’ll be able to see any remarks entered in the traveler or contact record.
Add a new traveler/contact by clicking Add. When a user adds a new Traveler record, the database is first automatically
searched for any existing Travelers that match. If a match is found, the user can select the existing traveler from the list
presented and click Link to link the existing traveler. They may also click Cancel to return to their new Traveler.
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When clicking OK again, the new Traveler is created. Any data that was entered while creating the new Traveler that did
not exist in the linked Traveler record will be transferred.
Example: An agent enters a passport number when entering a new Traveler. The agent clicks OK, and search finds an
existing traveler record, but the existing record does not have a passport number. When the agent selects the matching
traveler record, and data from the traveler record is populated on the screen, the passport information that was missing is
now completed also.
Conversely: If data was entered and the existing Traveler record contains information in that field, the existing Traveler
data is retained. Example: Agent enters First Name, Last Name, and a birthdate of July 1, 1960, and then clicks OK. The
Traveler Search results screen appears, and the agent decides to select one of the existing Traveler records. The existing
traveler has a birthdate of April 12, 1965. The existing birthdate information overwrites the one the agent entered. (Users
can always go back and edit if the original information was incorrect.)
To modify or enhance a traveler/contact, click Modify while the name is highlighted. If Unlink is clicked for a Traveler that
is not linked to any other profiles, then a prompt is presented warning that the Traveler will be deleted completely. If Unlink
is clicked for a Traveler that is linked to more than one profile, then a confirmation prompt is presented, advising that the
Traveler will continue to exist in the other linked profiles.
By clicking the Search button, you can search for a traveler or contact that is located in another profile and attach the
traveler or contact to this profile as well.
Search by phone or e-mail address alone, or in combination with any of the name fields. If searching by name only, users
must enter something in at least two of the three name fields.
Examples:
**User enters First Name of Ken and an e-mail address of [email protected] Ken Able, who has that address, is
returned; Ken Jones, who does not have that e-mail address, is not.
**User knows the last name, but isn't sure exactly how the first name is spelled. He enters First Name A and last name
Smith. All Travelers whose first name starts with A (Alice, Anne, Alex,) and last name starts with Smith (Smith, SmithJones) are returned.
**User knows that Mary Anne Jones has married, but doesn't remember the Traveler's new last name. She enters First
Name Mary and Middle Name Anne. All Travelers with that first and middle name are returned.
**User knows the traveler's phone number and enters (650) 555-1212. All travelers with that phone number are returned.
Traveler/Contact Record
There are 8 tabs of information in a traveler/contact record:
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General, Communications, Addresses, Advanced Traveler/Contact Info, Cards, Travel Preferences, PNR Entries, and
Associated Profiles. Let’s take a look at how to organize information for each traveler/contact by going through each field
of the add/modify screen.
Notice the header in the Traveler/Contact record, similar to the header of a profile. It displays Traveler/Contact Name,
Address, Communications, Salutation/Nickname, Relationship/Position, Department, Age, Primary Traveler indicator,
Associated Profiles, and Birthday and Expired Credit Card/Passport notification icons.
These two icons in the header are visual alerts of important dates:
A birthday present icon appears during the traveler's birthday month and disappears once the birthday month has passed.
A red exclamation point icon appears if the traveler has an expired passport or credit card. Clicking on the exclamation
point icon takes the user to Card record if it's an expired credit card, or to the Advanced Traveler Info tab if it's an expired
passport. The icon disappears when the expiration date is updated.
GENERAL TAB IN TRAVELER/CONTACT RECORD
Relationship with Profile/Position: By choosing from a drop-down menu, these user-definable items can be inserted.
(Go to Global Defaults|General Setup||User Define Fields|Traveler Relationship to set up for Leisure profiles and
Global Defaults|General Setup|User Define Fields|Contact Position to set up for Corporate profiles; or simply click on
the blue label to modify.) By identifying the traveler as a daughter or son in Leisure Profiles; Sales Rep or V.P. in
Corporate Profiles, agents have an advantage when talking to a customer and can personalize their service.
Courtesy Title: Mr., Mrs., Mr. & Mrs., Ms., Dr. are all examples of courtesy titles. The drop-down menu allows you to
select from a lengthy customized list (setup by going to Global Defaults|General Setup|User Defined Fields|Courtesy
Title, or click on the blue label). This courtesy title can printed on mail labels and letters.
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First Name: Enter the legal first name of the traveler/contact in this field. This provides correct information for booking
purposes.
Middle Name*: Enter the legal middle name (for international traveling purposes).
Last Name: Enter the legal last name of traveler/contact.
Gender*: Select traveler’s gender from the drop-down menu.
Citizenship*: Enter traveler’s citizenship from the user-definable drop-down menu (Global Defaults|General Setup|User
Defined Fields|Issuing Country/Citizenship, or by clicking on blue label).
Birthdate*: Enter traveler’s birthdate including month, day and year, or any combination of those date fields. (If agent
knows only month, enter it - you can Query database by month and send out your birthday cards!.)
Age: The Age field is auto-calculated based on the entries in the Birthdate fields. To auto-calculate the age, a year must
be captured within the Birthdate and calculates based on the current date and the following logic:
- If a year but no month and day is captured, the Age is calculated based on Jan 1st of the birth year.
- If a month and year but no day is captured, the Age is calculated based on the 1st of the birth month and year.
- If a day and year but no month is captured, the Age is calculated based on Jan as the birth month.
Salutation/Nickname: This field allows a salutation or nickname to be entered for each traveler/contact. The
Salutation/Nickname can be viewed in the Profile Manager results by adding the column to the Query screen.
Once a Merge to PNR rule is setup, the Salutation/Nickname can be merged to the GDS. Level 2 and 3 queries contain a
filter for this new field, so you can Query by your client's nickname. Also, this field has been added as a merge field
(Traveler/Contact Salutation) that can be used on labels, document templates, and e-mails.
Associate ID: This field is used at the traveler level to capture any special identification number assigned by the agency
to the customer account. The database administrator has to set this up for use in Global Defaults|Profile
Defaults|Membership ID Fields.
Department: In corporate profiles, there is a field to enter the contact’s department.
Primary Traveler: Click here if this is the primary traveler or contact for this profile. By default, the box is checked for the
first Traveler or Contact added to the profile, designating them as Primary. For subsequent travelers and contacts added,
the box is unchecked by default. If a user checks the box when adding a new traveler or contact, designating them as
Primary, the box automatically will be unchecked for the original primary traveler/contact. There can be only one Primary
Traveler/Contact per profile.
Note: Because the Primary Traveler checkbox has been added, agencies may wish to use Global Modify to change the
Primary relationship to another value, as the new checkbox provides a better way to identify Primary Travelers. Therefore,
the field PROFILE.Traveler Relationship was added to the Profile Fields tab in the Global Modify tool. With a Traveler
column included in the results of a query, it is now possible to use Global Modify to change the relationship of the
Travelers to their Profiles in a batch.
Remarks: Enter unlimited free-flowing information pertaining to this traveler/contact.
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COMMUNICATION TAB IN TRAVELER/CONTACT RECORD
By using the radio button on the top of the results screen, filter to view only one communications type at a time. Sort
communications using the blue arrows on the right side of the screen. Add, Modify, or Delete a communication entry.
Deleting a communication entry works the same as before, unless the Traveler is linked to more than one profile. In that
case, the user is warned, This traveler is associated with multiple profiles. Deleting this communication will remove entry
from those profiles also. Delete?
ADDING A COMMUNICATION ENTRY
Click Add to start:
Traveler: Select the name of the traveler from the drop-down. When adding a communication entry from the Traveler
level, there is no option to change the traveler name by drop-down.
Type: From the drop-down select the communication type - Phone, Fax, E-mail, Web Site, Facebook, Twitter, LinkedIn, or
Google+. (The standardized format for telephone, fax, e-mail and website entries in ClientBase provides a platform upon
which these numbers can be quickly moved among toolbar icons such as merging to e-mail, or merge to PNR.)
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Each phone entry has a forced canonical country code and area code for the benefits of standardization described above.
The prefix and suffix fields of the phone number field remain free-flow to accommodate foreign numbers. Maintain a
default country code and area code in Global Defaults|Profile Defaults |Communication Defaults. When entering new
phone entries, if the country code and area code is not completed, the system defaults to the country code and area code
in the Global Defaults.
Example Formats for capturing user's social media information:
Facebook: For a profile - facebook.com/username (facebook.com/JohnSmith); For a page - facebook.com/page name
(facebook.com/SabreTravel)
Twitter: Twitter.com/username (Twitter.com/JohnSmith)
Linked In: linkedin.com/pub/8/b8a/205
(Numerical string in the URL is the Linked In ID)
Google Plus: plus.google.com/117474227900375467167
(Numerical string in the URL is the Google+ ID)
Just like all other communication types, social media communication types have a Marketing Permission checkbox.
Marketing Permission is checked by default.
The social media Communication Types are in the Level 2 and Level 3 queries, as well as the Client Survey report.
Primary: One entry for each of these types can be designated as primary. Though an unlimited number of entries can be
stored and viewed, the primary entries are marked with an asterisk on the main screen and included in export routines
and used for merge to e-mail.
Note: ClientBase formats e-mail entries with the special characters that the GDS does not accept which means the proper
e-mail entry can be stored in ClientBase for e-mailing purposes, and those entries can be sent with the Merge to PNR
accommodating the GDS formats:
Sabre: _ (Underscore) is translated as ==
Amadeus: _ (Underscore) is translated as U
Worldspan: _(Underscore) is translated as @[email protected]
Apollo and Galileo: _(Underscore) is translated as -- and @ is translated as //
Marketing Permission: All current e-mail addresses within the database default to this field being checked if setup by the
database administrator in Global Defaults|Profile Defaults|Communication Defaults. On an e-mail entry by e-mail
entry basis, choose to leave it checked or unchecked. This marketing permission checkbox is accessible through the
global modify feature. So if you want the existing e-mail entries to have this permission marketing field unchecked, use
global modify.
Invalid: This area is for use by a marketing organization or marketing person within the agency that has received
something back as undeliverable. Rather than deleting the address or e-mail entirely from the database without the proper
research, the marketing person can check the Invalid box signaling the fact that the agent should look into this further, but
leaves it to the agent to determine how to update. Level 2 and Level 3 Profile Manager Queries have been updated to
include the ability to filter profiles based on this address or e-mail Invalid status. Agencies should use these queries
periodically to see if they have any Invalid addresses or e-mails that need updating. In the meantime, any addresses and
e-mails with this Invalid setting will still be included in all Merge To features and reports.
ADDRESS TAB IN TRAVELER/CONTACT RECORD
Travelers/Contacts can only have one address. Traveler Address fields were also added to Select Columns and Sort By
Columns in Profile Manager query results screens. A new Field Group called Traveler Address was created under Merge
to PNR rules as well so that these addresses can be used when creating a PNR.
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Address Line 1: Enter an address line for this traveler.
Address Line 2: Enter an additional address line if applicable for this traveler.
Apt/Suite: Enter the apartment of suite number.
Zip Code: Enter zip code. This Zip Code entry auto-populates the City and State fields if this is set up in User Defined
Fields, as it does in Profile-level addresses.
City: Enter city.
State: Enter state.
Description: Free-flow a description for this address.
Marketing Permission: Traveler/Contact addresses have their own marketing permission checkbox, which defaults to
checked.
Invalid: Mark the address as Invalid until you can confirm correct one for this traveler.
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ADVANCED TRAVELER/CONTACT INFO TAB IN TRAVELER/CONTACT RECORD
Passport Number: For up to 2 passports, enter traveler’s passport number.
Expiration: Enter traveler’s passport expiration date. This is a great field to Query on to send out letters alerting
customers that passports are about to expire.
Issue Date*: Enter traveler’s passport issue date.
Issuing City*: Enter traveler’s passport issuing of origin from the user-definable drop-down menu (Global
Defaults|General Setup|User Defined Fields|Issuing City, or click on blue label).
Issuing Country*: Enter traveler’s passport issuing country of origin from the user-definable drop-down menu (Global
Defaults|General Setup|User Defined Fields|Issuing Country/Citizenship, or click on blue label).
* Heightened security has increased the amount of traveler information agencies need to collect for international travel
bookings:
Redress Number/Known Traveler Number: Use this area for TSA numbers assigned to traveler.
Emergency Contact: Emergency Contact information includes Name, Phone Number and a Miscellaneous text field to
capture any additional information about the emergency contact such as the relationship to the traveler/contact. These
fields can be set up as Required/Optional fields in Global Defaults and are also a part of the Traveler Miscellaneous fields
for setting up Merge to PNR rules.
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CARDS TAB IN TRAVELER/CONTACT RECORD
Enter frequent flyer, credit card, cruise program, and miscellaneous card information pertaining to this traveler. All cards
entered at the traveler/contact level also appear within the listing of cards at the profile level. Click Add to enter a new
card:
Card Type/Card Code/Card Description: Card types are Credit Card, Frequent Flyer, Hotel Program, Car Program, Car
Program, Cruise Program, Other and Discount Card.
The Discount Card in the drop-down list of cards that can be selected in the Cards tab for use with discount programs
such as AAA Memberships, AARP, etc. This card type is formatted exactly like all other card types (name, card type, card
code,card description, number, expiration, etc.). Discount Card was added to Global Defaults|General Setup|User-Defined
Fields to allow for customizing. Filter was also added to the Cards tab of Traveler/Contact and to the list of Field Group for
PNR Rules. New type appears on Profile Detailed Report and the Client Survey report just like other card types.
By entering the Card Code, the Card Description is auto-filled.
Merge to PNR: By default any new credit card entries default to Use Global PNR Rule. With this setting credit cards
continue to merge as they have in the past based on the global credit card PNR Rule. If this Merge to PNR setting is
changed to Always, then regardless of the global PNR Rule for credit cards, the credit card defaults to being selected on
the Merge to PNR Selection Screen. If this Merge to PNR setting is changed to Optional, then regardless of the global
PNR Rule for credit cards, the credit card defaults to not being selected on the Merge to PNR Selection Screen. This
feature gives you the ability to set the Always/Optional setting at the credit card entry level as well as the Global Defaults
level.
Card Number/Expiration: Enter the Card Number without dashes and use the last day of the month it expires
(Expiration) in the correct year.
Issued by/Remarks: These are optional fields to put additional data.
Name on Card: The name on the card should default to the traveler’s name. If someone else’s name is on the card,
change it here.
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Upon saving or editing Credit Card numbers, ClientBase validates the card number. Note: Upon saving or edit a
credit card number, ClientBase now validates the card number. If the number is invalid, a prompt occur: The credit card
number entered appears to have a typographical error or it is not a valid credit card. Do you want to continue saving this
record? This prompt serves as a warning that there may have been a data entry error (typo).
Selecting YES saves the card As Is.
Selecting NO returns user to the card number field.
When editing an existing card number, validation does not occur unless the card number field is modified. Validation
occurs in Profile Cards Tab, Invoice Form of Payment Credit Card and CC Merchant, Invoice Booking Payment Credit
Card and CC Merchant, Reservation Payment Due Date tab, Receipt Form of Payment CC Merchant FOP.
***Valid credit card numbers with spaces do not prompt
***Valid credit card numbers with letters (VI1234123412341234) do not prompt
***Valid credit card numbers with expiration date after a slash (CA5458004519231383 /1109) will not prompt (although we
do not recommend entering the expiration date in the CardNumber field.)
TRAVEL PREFERENCES TAB IN TRAVELER/CONTACT RECORD
Under this tab each travel category appears in a new tree view. Travel Categories are listed in the tree on the left side and
Travel Preferences for each are on the right. This gives the ability to capture travel preferences globally by Travel
Category, but also the ability to capture travel preferences for each preferred Vendor. It is not mandatory to have
preferred preferences for a preferred vendor. It is also not mandatory to select preferred vendors for a client.
Click the Travel Category name to view and/or set up global travel preferences for the category. Preferences set up for
the travel category will automatically default as the preferred preference for each preferred vendor selected for that
category, however, the vendor preferences can be modified.
To add a preferred vendor, click the Add button at the bottom of the Travel Category tree. A Find Vendor screen is
displayed. Select the Travel Category and the Vendor and click OK. Preferences are shown for the vendor based on the
default preferences for the Travel Category. Make adjustments to the preferences as needed.
A new field, Desirability is available in preferences for future use with Sabre Graphical Profiles. The Desirability field is
displayed when adding or viewing a preferred vendor. Desirability options appear as a drop down to select from.
Selections are: Do Not Use, Dislikes, No Preference, Favorable, and Very Favorable.
All Travel Categories now use the user defined field Special Options. For Air Preferences, Meal Preferences is named
Meal Type which links to a Meal Code field that was also added. Air Craft Type is available as a preference. For Cruise
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Preferences, Ship Name and Departure Port are available as User Defined fields and are displayed as preference
options. When using traveler columns in queries, the default global preferences are displayed in the query.
PNR ENTRIES TAB IN TRAVELER/CONTACT RECORD
In order to capture traveler-related PNR entries (such as general remarks, special meal requests, air/car/hotel preference,
UDID’s, etc.), a tab is included in the traveler/contact record for leisure and corporate client profiles. Use Add, Modify, and
Delete to maintain specific PNR entries for each traveler. There are no limits to the number of PNR entries captured in this
table. Each PNR entry is made up of the following fields:
CRS: Choose your CRS (GDS) system from the drop-down menu.
Description of Entry: Enter a free-flow description.
Always Move this Entry: By checking this box, the entry always moves when you do a move to CRS. If this box is not
checked, you’ll have a choice of moving the entry whenever you want.
Assign Name Field Position: When checked, automatically attaches the traveler’s name position at the end of the PNR
entry (e.g. 3SSRVGML-1.2).
Display on Selection Screen: Within each PNR entry or PNR rule that is set as Always Move This Rule, an option is
included called Display on Selection Screen. The PNR Selection Screen is the screen that appears when you use the
Merge to PNR feature and allows you to select the specific profile data to be included and sent to the current PNR. For
PNR entries that should always move regardless of the profile or PNR, this Display on Selection Screen can be
unchecked so that the screen is less complicated for the agent to review.
PNR Entry: Enter the PNR entry the way you would in your reservation system and press OK.
For more information on moving data from ClientBase to your CRS PNR, please refer to the chapter, Putting Your
Profiles to Work for You.
ASSOCIATED PROFILES TAB TRAVELER/CONTACT RECORD
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This tab allows the user to view all the profiles that a given Traveler/Contact is linked to. By clicking Open, user has the
ability to hop into another profile.
Linking a Traveler/Contact Record to another Profile
In ClientBase, you have the ability to link a traveler/contact record to multiple profiles. All data captured within the
traveler/contact record is linked to the new profile.
Linking a Traveler/Contact Record:
1) Retrieve the desired profile to which you want to link a traveler/contact record. For example, you may want to link a
leisure traveler/contact to a Corporate profile.
2) Click the profile Traveler/Contact tab and Search.
3) Type in at least 2 pieces of data in the search fields and Search.
4) When the traveler/contact result comes up, click Link.
5) All the traveler/contact data is now in the new profile.
TIPS: Search by phone or e-mail address alone, or in combination with any of the name fields. If searching by name only,
users must enter something in at least two of the three name fields.
Examples:
**User enters First Name of Ken and an e-mail address of [email protected] Ken Able, who has that address, is
returned; Ken Jones, who does not have that e-mail address, is not.
**User knows the last name, but isn't sure exactly how the first name is spelled. He enters First Name A and last name
Smith. All Travelers whose first name starts with A (Alice, Anne, Alex,) and last name starts with Smith (Smith, SmithJones) are returned.
**User knows that Mary Anne Jones has married, but doesn't remember the Traveler's new last name. She enters First
Name Mary and Middle Name Anne. All Travelers with that first and middle name are returned.
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**User knows the traveler's phone number and enters (650) 555-1212. All travelers with that phone number are returned.
Activities Tab
This tab displays a complete history of all contacts associated with this specific client. Included are notes (record of
interaction with client), reminders (record of scheduled past and future activities) and mailers (record detailing mailings
sent to this client).
To add a new note, reminder or mailer, click Add; to modify, click Modify; and click Delete to remove entry. Notice the
radio buttons located directly above the activities results screen.
This allows for
quick filtering of the results appearing in this tab. By default all activities are displayed, but options for viewing just mailers,
notes, reminders, or open reminders are available. Also, as you scroll through the various activities, the remarks for each
activity are displayed directly to the right of the results screen.
For more information on activities, refer to the Chapters called An In-depth Look at Activities and Using the Activity
Manager to Manage Your Activities.
Travel History Tab
The Travel History tab is a read-only screen displaying a list of issued invoices (in TBO or ClientBase) for this client,
providing easy access to past travel history, number of invoices issued, sum total of bookings, average booking amount
and the total commission.
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Sort: Enter the way you want data sorted by using the drop-down menu to select Issue Date, Depart Date, Travel
Category, Traveler Name, Agent, Invoice #, Invoice Type, Invoice Status, or Ticket Confirmation #.
Tvl Cat.: Filter the results by travel category by clicking the drop-down menu.
Issue Date: Enter the from and to issue date, by clicking the drop-down menu to access a calendar or enter date. Click
Run Query to display results.
By clicking Custom Query, a more detailed Query can be setup.
Click the down arrow by Sort by Fields to Query and filter the history results by any of the booking fields: Vendor, Travel
Category, Total Fare Range, Agent Name, Ticket/Confirmation #, Traveler Name and Depart Date Range. Profile Fields to
Query on include: Client, Invoice No., Invoice Type, Invoice Status, and Issue Sales Date Range.
Hide Commission Totals: By default, this box is unchecked. Once checked, the red Commission numbers in the header
are hidden. The checkbox setting is "sticky" - once checked, it remains checked for all profiles until it is unchecked. The
Commission column is not hidden; customers who are using this setting may wish to drag that column off to the right in
order to conceal it.
Quick Tips: Want to see the payment for a particular invoice quickly? Right-mouse click on the invoice line, and View
Payments for this Invoice number. Or access the Res Card for the invoice you have selected by clicking the Go to button.
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Cards Tab
Keep track of the traveler’s/contact’s credit cards, travel clubs, frequent flyer numbers, expiration dates etc. in the.
Only cards that are not linked to a traveler/contact can be modified or deleted from this profile area. If a user attempts to
modify one that is linked to a traveler/contact, they will be prompted to continue to the traveler record and modify it or
delete it from there.
(From the Traveler Cards tab, users can only access cards that belong to that traveler. The drop-down menu to select a
traveler is only available when adding or modifying a card from the Profile Cards tab.)
Name: Associate the card with the traveler/contact by choosing the name from the drop-down menu.
Card Type/Card Code/Card Description: Card types are Credit Card, Frequent Flyer, Hotel Program, Car Program, Car
Program, Cruise Program, Other and Discount Card.
The Discount Card in the drop-down list of cards that can be selected in the Cards tab for use with discount programs
such as AAA Memberships, AARP, etc. This card type is formatted exactly like all other card types (name, card type, card
code, card description, number, expiration, etc.). Discount Card was added to Global Defaults|General Setup|UserDefined Fields to allow for customizing. Filter was also added to the Cards tab of Traveler/Contact and to the list of Field
Group for PNR Rules. New type appears on Profile Detailed Report and the Client Survey report just like other card types.
By entering the Card Code, the Card Description is auto-filled.
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Merge to PNR: By default any new credit card entries default to Use Global PNR Rule. With this setting credit cards
continue to merge as they have in the past based on the global credit card PNR Rule. If this Merge to PNR setting is
changed to Always, then regardless of the global PNR Rule for credit cards, the credit card defaults to being selected on
the Merge to PNR Selection Screen. If this Merge to PNR setting is changed to Optional, then regardless of the global
PNR Rule for credit cards, the credit card defaults to not being selected on the Merge to PNR Selection Screen. This
feature gives you the ability to set the Always/Optional setting at the credit card entry level as well as the Global Defaults
level.
Cards entered at the traveler level also appear at the profile level and include a name field at the top of entry associating
the traveler name with the card. Cards and the fields that make up a card entry are included in the PNR rules, can be
formatted for your CRS, and included when using the Merge to PNR feature.
Card Number/Expiration: Enter the Card Number without dashes and use the last day of the month it expires
(Expiration) in the correct year.
Issued by/Remarks: These are optional fields to put additional data.
Name on Card: The name on the card should default to the traveler’s name. If someone else’s name is on the card,
change it here.
Upon saving or editing Credit Card numbers, ClientBase validates the card number. Upon saving or edit a credit
card number, ClientBase validates the card number. If the number is invalid, a prompt occur: The credit card number
entered appears to have a typographical error or it is not a valid credit card. Do you want to continue saving this record?
This prompt serves as a warning that there may have been a data entry error (typo).
Selecting YES saves the card As Is.
Selecting NO returns user to the card number field.
When editing an existing card number, validation does not occur unless the card number field is modified. Validation
occurs in Profile Cards Tab, Invoice Form of Payment Credit Card and CC Merchant, Invoice Booking Payment Credit
Card and CC Merchant, Reservation Payment Due Date tab, Receipt Form of Payment CC Merchant FOP.
***Valid credit card numbers with spaces do not prompt
***Valid credit card numbers with letters (VI1234123412341234) do not prompt
***Valid credit card numbers with expiration date after a slash (CA5458004519231383 /1109) will not prompt (although we
do not recommend entering the expiration date in the CardNumber field.)
Res Cards Tab
This tab contains all the res cards that were created for this customer. A res card is a "trip folder" containing all the
information for one trip to automate manual or Live Connect reservation data (bookings made outside of your CRS),
generate itineraries and invoices that automatically go into Trams Back Office. It also tracks reservation totals, invoiced
totals and un-invoiced balances.
Notice the radio buttons located directly above the res card results screen. These allow for quick filtering of the results
appearing in this tab. By default all res cards are displayed, but options for viewing just Active, Departed or Cancelled Res
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Cards are available. To create a new res card, click Add; to modify, click Modify or double-click the highlighted entry; and
click Delete after selecting a card to remove.
COPY AN ENTIRE RES CARD FROM ONE PROFILE TO ANOTHER - Most of the data captured within the res card can
be copied including general res card information, reservation records and agent remarks. The data that does not copy
includes the res card create date, invoices, activities, client feedback about trip, profile-specific information (such as the
bill to/ship to addresses) and traveler related fields (such as traveler names, seat assignments, ticket numbers, etc.). To
copy an entire res card, highlight the one to copy (do not open the res card) and click Copy. Next, close the profile, and
retrieve or create the profile you want to copy to, select the res card tab and click Paste.
There are so many wonderful features and details of the Res Card that it has its own chapter! refer to the chapter entitled,
An In-Depth Look at Res Cards.
Payment History Tab
View actual payment information from Trams Back Office including dates paid, amounts, check numbers, etc. Agents can
now easily discover if a payment has come in from a client or has gone out to a vendor. Since payment information for the
various types of profiles may be considered privileged information, this tab (along with any other tab included in a profile)
can be turned on or off by using the advanced permission settings within each user login record.
When this tab is opened, it automatically reveals payments made by the client. To sort the list, click Custom Query, fill in
specific criteria and click Run Query to have specific payment info displayed. Fields include Check/CC No; Amount; Date
Range; Payment Type and Payment Method.
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Receipt Format: Check out the way the receipt has been formatted by the database administrator in this area.
Re-print Receipt: Re-print a receipt that has already been issued by going to the Payment History tab, highlighting the
appropriate Payment Received and clicking Re-print. This reprint feature only works on payments received that have been
applied to a voucher, and are for pay methods of cash, check or cc merchant. If you want to reprint the receipt adding or
deleting original receipt remarks, click Receipt Format and check or uncheck any Agent or Client Remarks. (Agent and
Client Remarks can be added in the Res Card Remarks tab of agent or client profiles.)
Attachment Tab
To enhance the amount and type of information accessible in a profile, a feature is included in all profile types allowing
you to point to other files available on your local or network drive. These files are referred to as Attachments. To access
an attachment at the client level, click the Attachment Tab. Attachments are listed alphabetically by Description, and can
be sorted from the drop-down menu by Description, File Name, Directory Path, Computer Name, Original File Source,
Compressed Size, File Date/Time, or Modified Date/Time.
To add a new attachment, click Add, and Browse for Attachment to identity the file path which includes the drive where
the file is located, any directories or sub-directories, and the name of the file. Choose to compress the file by clicking in
the compression box. Enter a brief description of the attachment, if desired. When retrieving a profile and viewing
attachments, the attachments are listed alphabetically by Description. Although these file paths are created from one
workstation, they are saved as part of your ClientBase database and so accessible from any ClientBase workstation.
To view a saved attachment, highlight the attachment, and click Open Attachment, or double-click on attachment to open.
ClientBase uses Windows association to view the file type, load the appropriate software, and retrieve the specified file.
Every computer file has an extension (e.g., .doc, .jpg, .bmp, .html, etc.) must be associated with a specific Windows
software program such as Word, Paint Shop Pro, Internet Explorer, etc. to be viewed. Although this association is created
automatically by Windows when various software programs are installed, if a workstation does not have a software
program associated with the type of file an attachment is pointing to, then the file cannot be viewed from the attachment
created in ClientBase.
Modifications to a file launched from ClientBase attachments can be saved automatically back into ClientBase. If an
attachment is opened and then modified and saved, upon closing the attachment you land on the attachment settings
window. Clicking OK from this area saves the newly modified file back to ClientBase. Click Delete, while the name is
highlighted, to remove an attachment. Save As Attachment allows you to save a copy of the attachment into another file
location.
Note: If the size of the file is too large you will receive the message, The compressed attachment you are trying to load is
too large. Maximum size of the attachment after compression is 8454144 bytes.
PNR Entries Tab
PNR entry tables are included at the Branch, Agent, Traveler/Contact and Profile levels. Store miscellaneous PNR entries
to include when using the Merge to PNR feature for this client. Any PNR entries captured here at the profile level are
included regardless of which traveler/contact is travelling.
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CRS: Choose CRS (GDS) system from the drop-down menu.
Description of Entry: Enter a free-flow description.
Always Move this Entry: By checking this box, the entry always moves (is check off automatically) when you do a move
to PNR. If this box is not checked, moving the entry is optional (and you’ll need to check it off).
Display on Selection Screen: Within each PNR entry or PNR rule that is set as Always Move This Rule, an option is
included called Display on Selection Screen. The PNR selection screen appears when you use the Merge to PNR feature,
and allows you to select the specific profile data to be included and sent to the current PNR. For PNR entries that should
always move regardless of the profile or PNR, this Display on Selection Screen can be unchecked so that the selection
screen is less complicated for the agent to review.
PNR Entry: Enter the PNR entry exactly as you would in your reservation system, using text and special characters, and
press OK.
For more information on moving data from ClientBase to your GDS PNR, please refer to chapter, Putting Profiles to Work
for You.
More Fields Tab
If you want to track it, and ClientBase doesn’t have a field for it, here is where you can create customized fields of
information. Items like Social Security numbers, driver license numbers, client UDID’s and other miscellaneous
information, can be captured in these fields.
Setup the name of the field by going to Global Defaults|Profile Defaults|More Field Categories and adding a Category
Name. To create a drop-down list of entry defaults, go to Global Defaults|General Setup|User Defined Fields|More
Fields and click Add. Once setup, the field name assigned appears in the More Fields tab of all profiles, and entries can
be made by free-flowing into the field or selecting from the drop-down list of default entries. Any fields setup in the More
Fields tab are global, meaning the field name and drop-down default list appears in all profiles at all workstations. Hint:
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More Fields categories and more field items are difficult to delete. It might be better to use a marketing code or a group
name for temporary tagging, since these can be easily removed by using global modify.
Groups Tab
Profiles may be associated with a specific group that has been created by the agency. There is no limit to how many
groups one profile may be associated with. This group table is shared with Trams Back Office. Customize these items by
going to Global Defaults|General Setup|User Defined Fields|Groups: Client, or by clicking the blue field label. To add
a new group to the client’s profile, click Add; to modify or enhance an group, click Modify while the group is highlighted;
and click Delete while the group is highlighted to remove it.
Res Card Remarks Tab
Whenever an invoice, itinerary, trip proposal, trip statement or receipt is issued for this client, enter profile level Res Card
Remarks to print accordingly. These remarks are visible by clicking Remarks. If these remarks are setup with Always
Print, they will automatically appear on the document. If this area is unchecked, the user gets to pick the remarks they
want to use for a particular doc. Click Add and complete following fields:
Description: Enter a brief 15 character description of the Remark.
Always Print: Place a check here if you would like these remarks to print by default. Leave this field unchecked if you
would like to force the user to select this remark to print at the time of printing the document.
Include Remarks On: Create different remarks for different documents. Select which document you would like to include
this remark by placing a check within Invoice, Trip Proposal, Itinerary, Trip Statement or Receipt.
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Remarks: Enter your free flow remarks here. There is no limit to the number of characters.
Add multiple remarks for each profile and arrange the desired ordered by highlighting a remark from the listing and
clicking the blue arrows to move it up or down in position.
Click OK to Save.
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Chapter 7: Using the Profile Manager to Manage
Your Profiles
This chapter demonstrates how to use the Profile Manager feature in ClientBase.
Introduction
Located on the left of the main screen within the File Manager are five tabs. Each tab represents one of the five File
Managers (Profiles, Activities and Res Cards, Inventory, and Internet). The Profile Manager is an area to Query and
manage your agency’s database of profiles. Stored folders and Query fields for the Profile Manager appear, as well as
any Query results, displayed by profile.
The Profile Manager provides agents with quick access to vital information about clients, vendors (including service
providers), agents and other profiles. From this area, not only can you go into the profile to access every detail of the
record, you can also locate, add, modify or delete profile records. Use the results of a Query or a selected profile to merge
profile data into a label, document template, PNR, e-mail or file. You can also print reports based on the results of a profile
Query and gain valuable insight into the data contained with your database of profiles.
Changes to Queries in Version 3.08.xx and above
Starting in ClientBase version 3.08 and above queries have been enhanced to work with addresses at both the Traveler
and the Profile level. Level 1 query by address includes both Profile and Traveler addresses. For Level 2 and Level 3
queries, Address queries on the General Info tab include both Profile and Traveler addresses, if none of the Address Type
boxes are checked. Once any Type box is checked, only Profile addresses of that type are included. In order to query only
for Traveler addresses, users must go to the Traveler/Contact tab.
Because Travelers can now be linked to multiple Profiles, queries by communication entry will display all profiles that the
traveler is linked to. Also, because a profile and a passenger can have a primary communication, multiple primaries may
exist for the same record.
The logic of queries on communication entries has been modified. Now, when a user queries by email address, phone
number, etc., the query looks at both the Profile and Traveler communication entries and returns the result. If the Primary
box is checked when querying, the Profile's Primary communication entries and the Primary Traveler's Primary
communication entries are both searched. When querying by communication entries from the Traveler tab, only Traveler
level communication entries are searched.
Querying Profiles
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When first opening the Profile Manager, by default no Query filters are entered. Therefore, your entire database of all
profile types appears in the Query results screen. To filter the database results, either click a folder containing a stored set
of Query fields, or use Level 1, 2, or 3 Query fields to filter your database and enter a custom Query.
A list of Query folders is located to the left of the Profile Manager. The global folders are accessible to anyone for general
viewing. Personal folders contain saved queries created by users and customized for their own particular user login. By
clicking any of these folders, see the completed filters used for this stored Query, and a listing on the results screen of all
profiles meeting the criteria of the selected Query filters. Query folders can be moved into any order you want by clicking
the folder and dragging it to its new location.
Query Level 1 Filters
The Query Level 1 allows you to quickly locate a profile or a group of profiles by simply completing one or two Query
filters. The drop-down menu fields identify what you want to search by and are completed by selecting from the following:
Profile Type, Profile Name, Company, Last Name, Family/Traveler Name, Phone, Fax, e-mail, Website, Family/Traveler
Phone, Interface ID, City, State, Zip, Branch, Primary Agent, and Profile No.
The blank fields are there for you to type in what you want to search for, and are completed by typing in free-flow
information. To prevent spelling errors, it is suggested that you type no more than 3 or 4 characters in the free-flowing
fields. If both fields are used in this Query, then the results match both criteria, not either/or. This means the Query filters
are strung together with an “and” not an “or”. (Another way of saying this is that All fields are evaluated to form the results
of the Query, instead of Any filter selected within one field being evaluated to form the result of the Query.) After
completing or changing data in the filters, the system automatically sifts through the database and displays the matching
profiles in the Query results screen.
For example, if you are looking for an leisure client named Harry Ford, then set the first field to Profile Type and select
Leisure from the drop-down. Then as you type in “F,” your clients starting with F appear, as you type in “Fo”, the system
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filters the database further and just displays those clients starting with Fo. If you type in the full last name of “Ford”, then
only those leisure clients with the last name of Ford appears in the Query results:
Tip: You can easily filter by Branch or Primary Agent as part of a basic Level 1 Query by selecting those fields as
selection criteria. Save a folder with these as filters by following directions below in the section entitled, Saving Queries for
Easy Access.
Query Level 2 Filters
The Query Level 2 provides additional filters that allow you to more narrowly define a search. Search filters are selected
by clicking Filter and then completing as many of the search criteria fields as desired. Since Level 2 Query “remembers”
the last Query run, click Reset to clear. Always do this first when running a Level 2 Query, as there may be data remaining
in the many search folders from the last search. Profile folder tabs such as General Info, Marketing, Activities,
Travelers/Contact, Cards, ResCards, More Fields and Travel History are available for selection criteria entry. Query
across all tabs of information. Like Level 1 Query, the selection criteria entered within a tab or across tabs are strung
together with “ands”, so the resulting profiles must match ALL criteria.
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By clicking OK, the Query is completed and a list of profiles matching the selection criteria appears on the results screen.
Example: You want to send a “Welcome to Our Agency Letter”, to all the client profiles created this month. By using the
Level 2 filters, under the general info tab, you fill in the Profile Create Date fields with the month parameters and click OK
to run the Query. After reviewing, you are ready to merge the list into the welcome letter.
When using marketing tables/codes as selection criteria in a Level 2 Query, you can use multiple marketing tables and
even multiple marketing codes within your search criteria. Any codes entered are “anded” together across the tables, but
“or’d” together within a table. For example, if you place a check in the Cruise code within the What Type table and a check
in the Deluxe code within the What Budget table, you only get clients that are coded for both codes, in other words,
Deluxe Cruisers. If you place a check in the Cruise code and a check in the Tour code within the same What Type table,
you get clients that are coded with either Cruise or Tour.
Querying for Inactive Profiles
Use Level 2 Query to find Inactive Profiles. Click Filter and from the drop-down Profile Status menu, choose Inactive. All
inactive profiles now appear in the results screen for easy access.
Level 3 Query Filters
The Query Level 3 provides users with an even greater ability to more narrowly define a search. As detailed above, Level
2 Query allows a search by any number of fields, stringing one statement of criteria together with an “and.” Query Level 3
strings multiple statements of criteria together with an “or,” using search method options to define how the criteria should
filter. The Level 3 Query has a totally different look from Level 2 Query:
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There are a set of buttons including Add Filter, Duplicate Filter, Modify Filter, Delete Filter, Reset All (to clear out all filters
currently displayed), and Summarize. Notice there is nothing to view in the results screen. This is because you need to
setup the criteria statement(s) and click Refresh to see the Level 3 Query results.
Note: It is not necessary to completely re-enter the criteria when adding similar filters. Once the first filter has been added
to a Level 3 query, the Duplicate Filter button is enabled. When clicked, a Level 3 query screen is opened, pre-populated
with all of the criteria from the selected filter. Users can also right-click on a filter and select Duplicate Filter.
To enter the search criteria into Level 3 Query, click Add Filter:
Profile folder tabs such as General Info, Marketing, Activities, Travelers/Contact, Cards, ResCards, More Fields and
Travel History are available for selection criteria entry. What is unique about the Level 3 Query is that each available
search field is divided into two parts. Directly to the left of the field, is a box with a drop-down menu of search method
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options, called Operators with which you can narrow down your search. Operators include: Is Equal to; Less than or
Equal to; Greater than or Equal to; Less than, Greater than, Not Equal to; Starts With; Contains; Is BLANK; and Is
NOT BLANK. After choosing the appropriate option, tab to the next field to enter criteria you are matching. Always include
an operator with any field you use.
The Communication, Activities, Family/Contact, Cards, Res Cards and Travel History tabs are designed to make the
queries more user-friendly and flexible. Since each of these tabs allow for multiple records within one profile, there’s a
filter called Filter Type which includes the following three options - Blank Filter Type, Does Have Records with the
following criteria, and Does Not Have Records with the following criteria. By default a new Query has this Filter Type
blank, which means the Query is not filtered in any way by that tab of information.
Blank Filter Type: By default a new Query has this Filter Type blank, meaning the Query is not filtered in any way by that
tab of information.
Does Have Records with the following criteria: If this option is selected and no other search criteria is entered in that
tab, then only profiles that have that type of record are included. For example, if you set the Travel History Filter Type to
"Does Have Travel History Records with the following criteria" and no further criteria is entered, then this Query returns
only profiles that have any kind of Travel History. If you enter further search criteria in this tab, then each criteria is strung
together with an "and," and the system looks for at least 1 record that meets ALL the criteria (in the example of Travel
History it looks for at least one invoice that meets all the criteria) and if at least 1 record is found, then the profile with that
record is included within the results.
Does Not Have Records with the following criteria: If this option is selected and no search criteria is entered, then only
profiles that do not have any of that type of record are included. For example, if you set the Travel History Filter Type to
"Does Not Have Travel History Records with the following criteria" and no further criteria is entered, then this Query
returns only profiles that have never purchased anything from your agency (those with no invoices). If you enter further
search criteria in this tab, then think of this option as an "Exclude", which means it doesn't matter whether the profile has
that type of record or not, exclude them if they do have that type of record that meets all of the additional search criteria.
Search Operators Is Equal to Any and Is Not Equal to Any to the below fields located within a Level 3 Query:
When either operator is selected, rather than forcing you to select one filter from the drop-down list, you are able to select
multiple filters from the drop-down list by placing a check in the desired choices. When multiple filters are selected within
one field, each filter is strung together with an "or" (another way of saying this is Any filter selected within one field is
evaluated to form the result of the Query). For example, if you set the Search Operator for State to Is Equal to Any, and
check CA, AZ, and WA, and you set the Profile Type to Leisure, then the Query returns all profiles that are Leisure AND
are in either CA, AZ OR WA. In addition to selecting from the drop-down list, you can also free flow your filter if the Search
Operator is set to Is Equal to Any or Is Not Equal to Any. When free flowing filters, if you would like more than one filter
included then type each filter in and separate each with a comma ",". For example, if you don't have states entered into
the drop-down list, but would like to filter on CA, AZ OR WA, then set the Search Operator to Is Equal to Any, and type
into the State field CA,AZ,WA (there are no spaces). Is Equal to Any or Is Not Equal to Any are found in:
General Info: Courtesy Title, Zip Code, City, State, Group, Referred By, Branch, Create User, Modified User.
Communication: Description.
Activities: Login Name, Reminder Type, Subject.
Family/Contact: Relationship with Profile, Courtesy Title, Citizenship, Passport, Issuing City, Passport Issuing Country.
Cards: Card Type, Card Code, Card Description.
Res Cards: Reservation Cycle, Lead Source, Group, Region, Booking System, Booking Status, Air Code.
More Fields: All.
Hint for Trams Back Office Users: Some of the marketing information you have been capturing (sometime for years) in
Trams Back Office does not appear in ClientBase. Notice the folder in the Level 3 Query Screen called Trams Back Office
Marketing Fields. You can Query up profiles you have been collecting information on in Trams Back Office using the
marketing fields: Business Affil., Other, Notes, Add’l Notes, Stmt Remarks, and Travel Pref. Once you have retrieved
these profiles, go to the Utilities|Global Modify feature and globally modify these profiles by marking them with
appropriate marketing codes. Now all this marketing information is present in ClientBase profile marketing tab.
Note on Sorting in Level 3 Query: Values entered into Alpha-numeric fields are always treated as STRINGS, so they do
not sort in numeric order. If you want to use the fields to enter numeric values, then pre-determine the maximum digits
that will be used, and start entering number with zeros in front..... for example, 00001, 00002, 00003, 00004, 00005, etc.
Note that you can use less than/greater than when Querying for Alpha-numeric fields to filter for ranges of records. For
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example, you want to Query for values that begins with letter A thru R. Filter for Less than "S", or use Less Than or Equal
to "R".
Marketing Code Selection
In the Marketing tab, click a box next to the marketing code and see the blue check mark letting you know that you have
selected it, or click again to see the = with the red slash through it letting you know that you are excluding that code.
Right-mouse click to Select All, Unselect All, Exclude All or Toggle All.
Using Date Formulas in Queries
Since queries can be saved and retrieved for frequent use, the date fields in all queries allow for date formulas. This
means any field that has a date, can also contain a formula for that date. The date formula function allows you to create a
Query without identifying a specific month, day and year in the From and To date fields. Instead, the Query is processed
with a formula for the month, day, day of the week, and year based upon the date the report is processed. Remember:
Make sure system date and time are correct. When a date formula is entered, the system converts it to your intended time
period allowing you to run queries and/or save them for future use without the need to modify dates.
Example: The following tables contain sample formulas for specifying dates. Mix and match the absolute and relative
parameters in the function. The first number specifies the day of the month, the second number specifies the month, and
the third number specifies the year. So if you only have the first number filled in, this means you want this report to
reoccur on this day every month, in every year.
DATE FORMULAS:
If You Want This
Enter This
1st day of this month:
=1,0,0
Last day of this month:
=31,0,0
1st day of this year:
=1,1,0
Last day of this year:
=31,12,0
Seven days from now:
=+7,0,0
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Last Monday (will show today if today is Monday)
=Mon
A week from last Monday
=Mon-1
Next Monday
=Mon+1
Three months from now
=0,+3,0
Six months ago:
=0,-6,0
One year from now
=0,0,+1
The Results Screen
After you have completed a Query using Level 1, 2, or 3 filters, the results screen not only provides a count and list of
Query results, but also easy access to a specific profile. To obtain a count of the Query results, click Count (located just
above the results screen). To retrieve any profile, simply double-click the desired highlighted entry. This takes you into the
profile folder to access any of the profile tabs discussed in greater detail in the “In-Depth” chapters of this manual. You
can also highlight a profile in the results screen to merge with a specific toolbar function:
Some of the toolbar functions such as Print, Label, Letter and e-mail can be used for all results of the Query; or if you
prefer, just selected results by holding down the <Ctrl> key and, with your mouse, selecting consecutive or nonconsecutive entries. In this case, a dialog box appears asking you if you want to use the current results in the Profile
Manager, use selected results in the Profile Manager, or if you want to reQuery the Profile Manager.
This function is discussed in much greater detail in the chapter entitled, Putting Profiles to Work for You.
The results screen can also be maximized for better viewing. There is a screen sizing bar located on top and on the left of
the results screen.
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Saving Queries for Easy Access
As you can see, queries run in the Profile Manager can become quite complex. With all the available filters in Level 1, 2
and 3, you can view the database inside out, upside down or in just about any subset you desire. With this in mind, if there
are certain queries that you want to run often, we suggest you save the Query filters after setting them up. This is called
saving a Query to a folder. One click on a saved Query folder, and the Query filters are completed automatically. What a
time saver!
Here are steps for saving a Query in the Profile Manager:
1) Using Level 1, 2, or 3 filter parameters in the Profile Manager, enter Query filters and run your Query. (Use date
formulas as described above if applicable.)
2) To customize the columns used in the Query, click Columns above the Profile Manager results screen.
To change a column, move the highlighted column over to the other side by using the > or < arrow. By using the shift key
and mouse, select as many consecutive entries as you want to move and use the > or < arrows. By using the control key
and your mouse, you can select non-consecutive entries to move. Use the up and down arrows to order the selections. To
sort up to 3 columns in ascending or descending order, click Sort by Columns. You can also arrange, size, and sort the
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columns in the Query on the result screen by inserting the mouse between the column headers (see a bi-directional
arrow), holding down the left-mouse button, and pulling the columns to the new size. Pull any column to a new location by
using the mouse. To sort, hold down Shift and click a column header one time for ascending order, and once again for
descending order.
3) When satisfied with the Query results, go to File|Save Query As. This screen appears:
4) From the drop-down Level menu, choose whether you want the Query to be Personal (for your own use only), or Global
(for the use of everyone in the agency).
5) Name the Query.
Quick Tip: Starting in ClientBase version 3.01, there are a series of suggested Saved Queries under the Personal folders
for the SYSDBA login. If there is one of these you want to use, double-click on the folder to open it, and save it as a
Global folder. Logging in with your own user name, find the saved Query folder. Leave it as a Global folder for all to use,
or save it as Personal folder, and delete it from the Global area.
6) Click OK. The new query folder is located on the left hand side of the Profile Manager screen:
Note: ClientBase saves the filters and results layout, not the query results. The next time you use the saved query, any
new data that has been added since it was created, is included in the new query.
Replace a Saved Query Folder with a New or Revised One
To replace an existing saved query folder with a new one, first perform the new query, adjusting the columns to your
specifications, and then just right-mouse click the folder to replace.
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Select Replace Query with Active Query. This menu also contains the ability to Open Query, Rename Query, or Delete
Query. You can also change the location of a folder by pulling it wherever you want using your mouse.
Create New Profiles
When customers contact the agency, the first thing an agent does is check the Profile Manager to determine if that
customer is in the database. Do this by querying in the Profile Manager as detailed above. Avoid creating duplicate
profiles! If a client is not in the agency’s ClientBase database, the agent needs to create a new customer profile. This can
be done in 3 ways and for each option, you will be launched into a Quick Entry Form.
The first way is to right-mouse click in the Profile Manager results screen.
After clicking Add, a submenu appears for you to select the type of profile to add: Leisure, Corporate, Vendor, Agent, or
Other.
(Note: Any of these types can be changed by clicking on the drop-down Type in the Profile creation screen. This is also
how to create a Service Provider profile.)
The second way to add a new profile is to click the Profile icon on the toolbar.
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After clicking the Profile icon, a submenu appears to select the type of profile to add: Leisure, Corporate, Vendor, Agent,
or Other.
The third way to create a new profile is to click File|New to select the type of profile - Leisure, Corporate, Vendor, Agent,
or Other. To create a service provider profile, select any profile type and inside the new profile screen, select service
provider from the drop-down list by Profile Type.
When entering a brand-new profile screen, notice that it is a Quick Entry Form:
From Type, selected the correct profile type from the drop-down. By using the tab key, enter data. Notice all Required or
Optional fields are displayed on the right. As required or optional fields are entered, they will disappear from the display.
Note: Because so many agencies set Primary Phone to required and use it to automatically populate the Interface ID
field, if Primary Phone and/or Primary Phone Description are set to required, those fields MUST be completed at the
Profile level on the Quick Entry form before moving on to the Primary Traveler screen.
Click Next to continue.
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The next entry area is for the Primary Traveler. Fill in any data that applies. Click OK to save data and enter the profile. (A
search is performed behind the scenes based on the name fields and the phone and email fields. If a match is found, the
user is prompted with a list of the matching Travelers and is given the opportunity to either link the existing Traveler to the
new profile, or to cancel out and create a new Traveler. If a user does not have permission to access a certain profile
type, they will be unable to create profiles of that type. If a user has no permission to view a profile tab which has required
fields for a certain profile type, the user will not be able to create a profile of that type.)
Entering information for anyone who contacts the agency is essential, particularly the address and communication
methods such as phone, cell phone, etc. At the very least, the agent should complete the communication information.
See chapter, An In-Depth Look at a Client Profiles, for how to enter other client profile details.
Change Profile Type
If you have entered a leisure profile incorrectly as a corporate one, or a corporate profile incorrectly as a leisure one,
change the profile type so you don’t have to re-enter it all over again. Simply query up the profile and change the Profile
Type to the appropriate one. It’s that easy.
Modifying Client Profiles
Each time a customer contacts the agency and there is an existing client profile in ClientBase, agents need to check
pertinent client information - such as current address and phone numbers - for accuracy. Here is a suggested routine:
1) Locate the client’s profile by doing a profile Query using Level 1, 2 or 3 Query filters as described in the Querying Your
Profiles section above.
2) Enter the client’s profile, by either double-clicking the highlighted entry in the results screen; or highlighting the desired
entry and clicking the Go To icon on the toolbar.
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3) Check phone and address information and make any changes. When any change is made to the profile, the screen
turns turquoise.
4) At this point, click OK to save data and leave the profile; click Apply to stay in the profile; or click Cancel to abort.
Link a Traveler/Contact to Profile from Profile Manager
Query
Link a Traveler/Contact to an existing profile from the results of a Profile Manager Query. If a Traveler/Contact field is
displayed in columns, when a user right-clicks on a record, the option "Link" is displayed in the menu. When selected, a
Profile Query box opens, and the user can search for the profile they want to link the Traveler to. When the results of the
query are displayed, user can select a profile to link to, cancel out, or enter different search terms and query again.
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Chapter 9: Putting Profiles to Work for You
This section demonstrates how to use the powerful ClientBase features, Merge to Doc, Merge to E-mail, Merge
to File, Merge to Print, Merge to Label, and Merge to PNR.
Introduction
Your agency has built a valuable database by consistently collecting and recording client data. Now it is time to put that
data to work for you. Save valuable time by merging client profile data into PNR's, labels, document templates, e-mails,
and files. Merge reminders, notes or mailers with multiple profiles for another great time saver. By using the stored data in
the profiles instead of manually typing client information each time, you not only cut work time, but also reduce the
chances of typing errors.
Merge to Labels
ClientBase puts the entire marketing process at your fingertips with the ability to easily print mailing labels from your
database. Print a single label while working within a client profile, or print numerous labels from the results of any of the
manager's Level 1, 2, or 3 queries. ClientBase queries provide you with a powerful marketing tool by giving you the ability
to search your database using any one or any combination of client fields as search criteria. ClientBase makes mailings
easy and efficient.
Important Note: Before you use the Merge to Label feature, please refer to chapter entitled, Setting Up ClientBase for
Your Agency to learn how to setup labels and envelopes.
Using Merge to Label
The first step in using the Merge to Label feature in ClientBase is to use the Profile Manager to find the profile(s) included
in the merge. When merging information into a label format, you have several choices. You can merge the information to
labels from the results screen by:
1) Highlighting the desired profile and clicking the toolbar label icon, or on the menu item Merge To|Labels.
2) From within the profile, accessing the same toolbar Label icon.
3) Querying a group of profiles and clicking the Label toolbar icon or clicking Merge to|Labels.
4) From a group of profiles, selecting consecutive or non-consecutive profiles by holding down the <Ctrl> key. (See
section, How to Multi-Select Records below.) Use also the edit menu or right-mouse click in results screen to Invert All,
Select All, or Unselect All in the results screen. Then click the toolbar label icon or go to Merge To|Label. When you click
the toolbar label icon, a label dialog box appears:
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From here, Include Records from Current Results in Profile Manager, Selected Results in Profile Manager, or Re-Query
Profile Manager. By default there is a check by Include Only Addresses with Marketing Permission Check. A label preview
screen appears containing a menu bar:
Let's examine components of this menu bar:
Zoom buttons: The first 4 icons are zoom functions to view your document in different magnifications.
Scroll Buttons: The next 4 icons are for navigation - go to top of a multi-page document (l<); go the bottom of a multipage document (l>); go forward one page (>); or go back one page (<).
Page Setup: The next icon is the page setup dialog box enabling you to customize the page margins and orientation of
the document.
Print/Save to Disk/E-mail: The printer icon provides access to a dialog box to specify printer preference, print range and
number of copies. The disk icon allows you to save this to a location on your computer. You can also e-mail this label
report by clicking on the E-mail icon.
Label Setup: The label icon with the green wrench is the label setup, so that you can reformat labels for this particular
printing only. Want to reuse a label sheet? Click Start Position to signify where on the label sheet you want to start
printing.
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Create Mailers: Whether printing a single label from within a profile, or a large group of labels from the results of a Query,
ClientBase makes it easy to track mailings sent to your client. Clicking this icon automatically creates a mailer record for
every customer included in your results. Whether it's one result or 500 results, a unique mailer record is attached to each
profile for historical purposes. Mailers are viewed from within the client profile in the activities tab, or can be queried and
printed from the Activities Manager by date or subject.
Exit: Go through the door to exit the print preview screen.
Merge to Document Templates
Sending personalized letters frequently helps build stronger relationships with clients. That's one of the things that
ClientBase does best. Document templates come with the program making it easy to print personalized letters for your
customers. You can build a library of documents by adding your own customized templates for access by all agents. The
speed and ease of this feature gives agents reason to be more pro-active in their communication with customers, thus
building customer loyalty.
Important Note: Before you use the Merge to Document Templates feature, please refer to chapter entitled, Setting Up
ClientBase for Your Agency to learn how to setup the default templates.
Using the Merge to Document Template Feature
The first step in using the Merge to Document Templates feature is to use the Profile Manager to find the profile(s) to
merge with the document template. When merging information into a document template, you have several choices.
Merge the information to a document template from the results screen by:
1) Highlighting the desired profile and clicking the toolbar letter icon or on the menu item Merge To|Document Templates.
2) From within the profile, accessing the same toolbar Letter icon.
3) Querying a group of profiles and clicking the Letter toolbar icon or Merge To|Document Templates.
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4) From the group of profiles, selecting consecutive or non-consecutive profiles by holding down the <Ctrl> key. Use also
the edit menu or right-mouse click in results screen to Invert All, Select All or Unselect All. (See section, How to MultiSelect Records below.) Click the toolbar Letter Icon or Merge To|Document Templates.
When you click the toolbar letter icon, a letter dialog box appears:
Browse for different templates and preview the document template you want to use, by using the drop-down menu. After
selecting the document template, either Include Records from Current Results in Profile Manager, Selected Results in
Profile Manager, or Re-Query Profile Manager and click OK. By default Include Only Addresses with Marketing
Permission Checked is selected.
Based on the selected template, a set of letters is merged with information from each client's profile on the list. A toolbar
enables you to edit documents within the Query. A document Indicator tells you what document number you are in, and
how many documents have been generated.
Click the right and left arrows to navigate through the documents. To preview the documents you are sending out, click
the Preview icon.
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To make changes to just one of the documents, arrow to that document and make the desired changes from within the
Document Tab. To make changes to all of the documents, click the Template Tab, make changes and then click Update.
This updates all of the documents included in this particular Query, but does not permanently change the global template.
Notice that other options on the template toolbar allow you to change the text color, alignment, style, size or even font.
You can add content in the header or footer of the document. There is also Insert Field to place the contents of other
profile fields into the letter. When you finish making all changes, click Update Document.
Preview Doc Icon: Click the preview icon to preview the document before printing.
Render to MS Word Icon: Click here to render the mailing into Microsoft Word for a spell check or some additional
formatting. This feature requires minimum requirement of MS Word 2000 or Word XP installed on each workstation you
are running ClientBase. ClientBase has its own spell check feature:
Spell Check: Several dictionaries have automatically been installed onto each workstation running ClientBase providing
you with the ability to identify misspellings within Document Templates. By default, while typing within any of these three
areas, the spell check feature automatically underlines each misspelled word. Right-click on a misspelled word and you
will be offered suggested spellings along with the ability to Ignore, Ignore All or Add to Dictionary. In addition a Spell
Check button, labeled ABC has been added to the toolbar of the document templates allowing you to run the spell check
routine across all data captured.
Customizing Spell Check Utility: Although the spell check utility is automatically activated within Document Templates,
Merge to E-mail and Profile Remarks, you can customize your spell check settings by going to Workstation
Defaults|Spell Checker.
Dictionaries: Several different language dictionaries have automatically been installed, although by default only the
General English dictionary as been enabled. From this area, Add, Enable, Disable or Remove dictionaries. Note: All
dictionaries have been installed within the My Documents\TRAMS\Dictionary directory.
User Dictionaries: A blank user dictionary is also automatically installed where you can customize the dictionaries used
when running spell check to include words not currently in the General Dictionaries. When running spell checker if a word
not recognized is added to dictionary, the word is saved within this User Directory.
Options: By default the spell checker is set to Ignore ALL CAP words, Ignore Words with Numbers, and Highlight
misspelled words. Remove the check from these settings to change the default.
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Print Documents: If you want to alter printer settings, click Print Setup (the printer with the wrench). To print, click the
Printer icon.
Save Edits: To save any edits you have made to this existing document, click Save Edit.
Create Mailers: Whether printing a single letter from within a profile, or a large group of letters from the results of a
Query, ClientBase makes it easy to track mailings to your clients. This icon automatically creates a mailer record for every
customer included in the Query results. Whether it's one result or 500 results, a unique mailer record is attached to each
profile for historical purposes. The mailers can be viewed from within the client profile by clicking the activities tab, and
can also be queried and printed from the Activities Manager by date or subject.
Merge to PNR
No more multiple entries or databases! ClientBase provides agents with the ability to move customer information
(maintained in ClientBase profiles) to your reservation system's PNR. Sit back and watch the marketing database grow as
agents become more efficient in collecting and using the database information to build PNR's. You'll be surprised at how
quickly existing customer information gets updated, and how quickly new customer information gets added to your
marketing database, when agents use ClientBase as the source for building PNR's. Also, watch customer loyalty grow as
agents quickly access customer information instead of asking for the same information over and over again.
Any field captured in a client profile can be formatted for your GDS PNR. In addition to client profile fields, ClientBase
includes four PNR entry tables-at the branch level, at the agent level, at the profile level and at the traveler level. This
means you have complete flexibility on the amount of information you would like automatically formatted for a PNR while
working in a ClientBase profile.
Important Notes: **Before you use the Merge to PNR feature, please refer to chapter entitled, Setting Up ClientBase for
Your Agency to learn how to setup Merge to PNR, Merge to PNR Entries, and Merge to PNR Rules.
**To comply with TSA rules, when «Gender» is one of the fields being merged during Merge to PNR, if a passenger is
under 24 months old), «Gender» is populated as MI (Male Infant) if the passenger is male or FI (Female Infant) if female.
Using Merge to PNR
The first step in using the Merge to PNR feature is to locate the profile you want to merge with your CRS from any of your
3 main Managers, include Profile Manager, Activity Manager and Res Card Manager. When merging information into your
CRS, you have several choices. Merge the information to PNR from the Query results screen by:
1) Highlighting the desired profile and clicking the toolbar CRS/PNR icon or clicking the menu item Merge To|PNR, or;
2) Double-clicking the desired profile to enter the profile folder. From within the profile, access the same toolbar CRS/PNR
icon to start the move to PNR.
(The first time you do a Merge to PNR, change the Reservation System to yours. It'll save this next time you come in.)
After you have clicked on the Merge to PNR icon in the toolbar, notice a series of check boxes in the PNR builder
selection screen.
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Select the information you want to move to a PNR by checking any optional entries. There are two entries tabs in this
screen. The additional entries tab allows you to check off hidden profile, traveler, branch or agent entries. These
additional entries are not displayed on the front screen but can automatically move to every PNR if you have created them
with the Always Move this Entry option. By only displaying the entries on the PNR entry screen that you want to review,
the process is simplified for ease of reviewing. In the Traveler Entries column, these should appear in alphabetical order
for commercial clients and in the order they were created for leisure clients. If you want to change the order in the PNR,
however, simply use your mouse to drag the traveler into the desired position in the column. Click Send to PNR. (By
clicking Preview, you are taken into a PNR preview screen.)
The screen displays all information in the exact format that it will land into the current PNR. Information on this screen can
be modified, but does not permanently update the ClientBase profile. Unless you are modifying the PNR entries for some
reason, it is not necessary to enter this screen.)
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Clicking Send to PNR does the following depending on your CRS:
Sabre Red, Vista, and Apollo/Galileo Users: When clicking Finish, the previewed information is pasted into your current
PNR. If this occurs successfully, a confirming message appears. Use your normal Windows command (<Alt+Tab>) to
toggle into your CRS, hit Display All and view the updated PNR.
Amadeus Users: Amadeus has 3 platforms - APS (which stands for Amadeus Pro Software), Vista, and ProWeb. The
Amadeus tool we use for Merge to PNR and PNR Import is called Amadeus +Script and is available with both APS and
Vista platforms. (If the agency's APS or Vista platform did not come with this +Script tool activated, then contact the
Amadeus support desk to turn it on. Amadeus has agreed to waive an fees associated with +Scripts for all Trams
customers, so there is no cost, just a phone call to the support desk.) Since +Scripts is unavailable with ProWeb, the
Merge to PNR via API, but does work via clipboard (as well as PNR Import function via API) DOES NOT work with it.
Sabre Red Users: An API is the tool ClientBase uses to connect to the Sabre Host. In order for PNR Import (and Merge
to PNR) to work, you must enable the MySabre Emualtor within Sabre Red. Select Tools|Options|Sabre
System|Advanced and check Sabre Emulator API:
2. In ClientBase go to Global Defaults|Merge to PNR Defaults|Merge to PNR Settings. Set the Reservation System to
Sabre and select Use API from the drop-down listing. (Other choice is Use Clipboard.) Please note that this setting can be
overwritten on a workstation-by-workstation basis by going to Workstation Defaults|Environment, then clicking the
Merge to PNR Settings tab from the desired workstation.
3. Use the Merge to PNR and PNR Import features as normal.
Worldspan: Leave Use Clipboard checked. When pressing Finish, the previewed information is placed in the Windows
clipboard. If this occurs successfully, a confirming message appears. Use the normal Windows command (<Alt+Tab>) to
toggle into your CRS, retrieve or display the appropriate PNR, and paste what was placed in the clipboard using either
<Ctrl+V>, <Shift+Insert>, or Edit/Paste, then press Enter to transmit the entries.
Nexion Users: Nexion offers an InternetView connection to the GDS's. Since it is Internet-based, Merge to PNR via
clipboard is the only GDS related function of ClientBase that works with it.
Additional Entries Link
Within each PNR Entry or PNR Rule that is set to Always Move, an option is included called "Display on Selection
Screen". The PNR Selection Screen is the screen that appears when you use the Merge to PNR feature and allows you to
select the specific profile data to be included and sent to the current PNR. For PNR entries that should always move
regardless of the profile or PNR, this Display on Selection Screen can be unchecked so that the Selection Screen is less
complicated for the agent to review. Any of these entries that have not been designated to display on the selection screen
can be viewed, if desired, by clicking Additional Entries.
FAQ: When I change my Global Defaults to Merge to PNR, why won't it stay?
A: When you select your GDS in the PNR builder screen, ClientBase "remembers" the GDS, after you complete ONE
successful merge to PNR.
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Merge to E-mail
There are two e-mail options available for using ClientBase's Merge to E-mail feature, MAPI (Messaging Application
Protocol Interface) and SMTP (Simple Mail Transfer Protocol). Complete instructions on how to setup, use, and track emails sent from ClientBase are found in the chapter entitled, E-mail Marketing in ClientBase.
Sending Text Messages from Any E-mail Program
You can input a person’s cell phone number followed by the @ sign and a proper domain depending on the carrier (AT&T,
Verizon, Sprint, etc.) as an e-mail address, and this indeed will send it as text message to them. To do this:
1. Enter it as an e-mail address entry.
2. Ask for the cell carrier.
3. Enter a description of SMS (or something like that) to help locate it.
Example: If my cell is 310-293-4444 and my carrier is AT&T, then e-mail me a text at [email protected]
Merge to File
Use the results of a profile Query to Merge to File. This enables you to create an ASCII delimited or text (.txt) file which
can be e-mailed to a location of your choice or put on a disk. This is particularly useful for agencies who use mailing
houses for bulk mail or need to send their computer lists to consortia for special mailings.
Using the Merge to File Feature
The first step in using the Merge to File feature is to use the Profile Manager to find the profile(s) you want to merge to the
file.
1) The first step in using the Merge to File feature is to search in the Profile, Activity, or Res Card Manager to find the list
of records to be included in the ASCII export.
2) Designate the fields to include within the file for each record in your results. The fields to include are based upon the
current columns displayed within your Query results. To change the fields to include, use Select Columns to add or
remove the fields within columns as desired.
3) Designate the sort order to include within the file for each record. This sorting within the ASCII export is determined by
the current sorting of the current Query results. To change the sorting, use Sort by Columns to setup to three levels of
sorting criteria.
4) Click Merge|File on the file menu items. A dialog box appears prompting you for the following information:
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File Name: Click the three dots next to the File Name field and select to which folder or disk you want the file exported,
and give it a file name. The file extension is .txt.
Include Field Name: This is checked by default and determines whether field headers describing the fields of data in
each record are included in the file.
ASCII File Type: Select either Comma delimited or Tab delimited. This character separates each field included within
each record in the file. Tab delimited is usually the default for most imports.
5) Click Export to begin the export process.
Note: In order to use this feature, permission must be granted by the database administrator.
Merge to Reminder|Note|Mailer
In ClientBase, create single or multiple reminders, notes or mailers at one time for your profiles. Query up all the profiles
for which you want to add a reminder, note or mailer, and click the Reminder or Note or Mailer icon on the toolbar, or go to
Merge to|Reminder or Note or Mailer.
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Activity Type: From the drop-down menu, select Note, Mailer, or Reminder.
Include Records in Profile Manager: Select Current Results (all records in results screen); Selected Results (use this to
send just one or the current record; previously selected records); or Re-Query to find the desired records.
Estimated Reminder(s) will be created: This area provides a summary of reminder(s), note(s), and mailer(s) to be
created - Actual, Ignored and Skipped.
Date of Reminder: Defaults to today's date. Enter a different date by clicking the drop-down menu to access a calendar.
Double-click desired date or just key in date.
Time of Reminder: Defaults to system time at reminder, note, or mailer entry or key in another time.
Login Name: Defaults to the user logged in at the time of creating the reminder, note, or mailer. Choose a different user
by clicking the drop-down menu.
Private: Check this box to make the reminder or note private (not available for creating mailers). Only the sign-in agent
and SYSDBA can access the reminder or note.
Reminder Type: If you want to vary the way customers are contacted so they are not always being called, or e-mailed,
etc. and you require this of your agents, click here.
Subject: Enter the subject of the reminder, note, or mailer by selecting from the drop-down menu. Subjects are setup in
Global Defaults|General Setup|User Defined Fields|Reminder, Note, Mailer Subject or by clicking on the blue labels
in the ClientBase program, if you have permission to use these. By using consistent subjects across all reminders, notes,
or mailers, this allows for valuable reporting.
Remarks: Enter any additional free-flow remarks or instructions in the text box at the bottom of the reminder, note, or
mailer entry screen.
Merge to File Handoff
The File Handoff feature is a streamlined approach to creating and sending files to another entity, such as a mailing house
or consortium for participation in a direct mail program. The Merge to File Handoff uses a wizard approach, walking you
through setting up the ASCII file, keeping a history within the profiles included via a mailer record, and then sending the
file via e-mail (or saving to disk).
Before using the Merge to File Handoff, use the Level 1, 2 or 3 Query to Query your database for just those profiles you
would like included in the ASCII file (.txt) created by this feature. Select the columns and sorts you will be using. Use also
the edit menu or right-mouse click in results screen to Invert All, Select All or Unselect All. Next, click Merge To|File
Handoff. The wizard guides you through the following steps:
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Step One: A window appears to identify what profiles to include, what address information to include, and what Branch ID
to include for any profiles that do not have a Branch ID.
Please note, the Branch ID is mandatory to ensure that each profile from the database is associated with your agency or
branch identification, in case the file is consolidated into a larger database of other agency profiles. The Branch ID can be
entered here or by going into the Utilities Menu, selecting Branch, using Modify to enter the Branch record, and then
completing the Branch ID field, located to the right of the Pseudo-City field.
Step Two: The file created by this process is hard-coded to include 7 Marketing Fields labeled with the field names of
When, Where, With Whom, What Type, What Interest, What Budget and Client Status. (The default subdelimiter is ^.)
Map the marketing tables in the database to the appropriate marketing field in the file by clicking the down arrow next to
each marketing field, and selecting from the drop-down list of marketing tables. If your agency does not maintain a
marketing category for any of the 7 hard-coded marketing fields, then simply leave that field blank.
Step Three: Select the delivery method of Save to Disk, Outlook/MAPI E-mail (as an Attachment); SMTP E-Mail (as an
Attachment) or MAPI E-mail as an Attachment. If either MAPI or SMTP e-mail is selected, then an e-mail message
appears, and the ASCII file is automatically attached.
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Step Four: Review a summary of the options selected so far in Steps 1 to 3. Use Previous to go back and make any
changes. Use Mailer to create a mailer record for those profiles included in the file. Click Finish to create the file and
complete the handoff process.
Step Five: If Save to Disk was selected as the delivery method, then the file is saved to the location specified and the
process is complete. If e-mail was selected as the delivery method, then an e-mail message appears with the summary
screen displayed in Step Four included in the body of the message and the ASCII file (.txt) attached to the e-mail. Simply
enter the e-mail address and click Send Current.
How to Multi-Select Records
To multi-select records from the results of a Query, use the <CTRL> key in combination with a mouse click. Notice one of
three symbols next to each profile as you push <CTRL> and click it:
a) Bullet - Profile has been selected.
b) Bullet and Bracket - Profile has been selected and is the current profile record your cursor is focused on.
c) Solid Triangle - Profile has NOT been selected as part of the multi-select, but is the current record your cursor is
focused on. <CTRL> Click once to get the bullet and bracket, and a second time if you choose not to include in the multiselect after all. You can also use the main edit menu or right-mouse click in the results screen to Select All, Unselect All or
Invert the results.
Your agency has built a valuable database by consistently collecting and recording client data. Now it is time to put that
data to work for you. Save valuable time by merging client profile data into PNR’s, document templates, labels, and files.
Print out the results of queries for telemarketing or reference. By using the stored data in the profiles instead of manually
typing client information each time, you not only cut work time, but also reduce the chances of typing errors.
Also learn how to use the Case Converter feature to clean up names and addresses that may be in different cases. Need
to globally change many profiles at one time? Learn how to use Global Modify.
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Chapter 10: An In-Depth Look at Activities
This chapter demonstrates how the use of Reminders, Notes and Mailers creates user efficiency, increases
productivity and enhances customer relationships.
Introduction
One of the most difficult challenges that today's travel agency faces is how to keep current clients loyal and develop longterm relationships with new customers. ClientBase is designed to help agencies achieve these goals by tracking all types
of client contacts in a well-organized manner by creating an electronic history. In addition, users can easily setup follow up
reminders, note customer comments and questions, and track all correspondence associated with a specific profile. This
chapter shows you how easy this is.
Overview of Activities Types
Notes
Each time a contact is made by the agency with your customer, valuable information is received. These contacts should
be documented in the form of a Note. A Note in ClientBase is contained within a client profile and is similar to a “post-it
note,” complete with date of contact, user login and remarks.
CREATING A NOTE FROM WITHIN A CLIENT’S PROFILE
A Profile or Res Card can have any number of notes attached to it. This allows any agent interacting with the customer to
view all past contacts. For example, Clara Adam’s calls the agency saying she will be late with a final deposit. The agent,
Sharon, creates a note in the trip’s Res Card (notes in the Res Card can be also viewed in the Client Profile activity tab)
documenting this development. Not only will Clara’s note be “filed” in her profile, but it can be used, along with other
notes, to run reports and keep anyone who enters the profile or Res Card informed that this deposit will be made late.
Notes Data Entry Screen in Client Profile
Go to Profile Button: Click to hot-key between the note and the client’s profile.
Print Detail: Click to print out note details.
Name & Address Detail: At A Glance view the client’s name and address.
Phone: Phone number of client is displayed for easy referral.
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E-mail: E-mail of client is displayed for easy referral.
Date of Note: Defaults to today’s date. Enter a different date by clicking the drop-down menu to access a calendar.
Double-click desired date or just key in date.
Time of Note: Defaults to system time at note entry or key in another time.
Profile: Defaults to selected profile, but attach this note to a different profile by typing a portion of the client’s name
(Last/First) and clicking the drop-down arrow to get a listing of matching profiles to select from. Hot-key into the profile by
clicking the red profile icon to the right of the field.
Reservation: Hot-key into the Res Card by clicking the red Res Card icon, or by clicking the three dots, Query for a Res
Card for the trip for which this reminder applies. Available Query fields are Trip Title, Trip Locator, or Destination by
Region. This reminder appears as part of the Activities Tab in the Res Card and Client Profile.
Login Name: Defaults to the user logged in at the time of note’s creation. Choose a different user by clicking the dropdown menu.
Subject: Enter the subject of the note by selecting from the drop-down menu. Subjects are setup in Global
Defaults|General Setup|User Defined Fields|Note Subject. By using consistent subjects across all users’ notes, this
allows for valuable reporting.
Private: Check this box if you want the note to be private. Only the sign-in agent and SYSDBA can access the note.
Create Date: Date note was created.
Remarks: Enter any additional free-flow remarks or instructions in the text box at the bottom of the note entry screen.
Click Ok to save and leave the Note; Apply to save changes and stay in the Note; and Cancel to abort the process.
Notes can be created from a variety of areas in ClientBase:
Create a note by highlighting the client profile from a Profile Manager Query in ClientBase’s main screen. Click Note on
the toolbar. Make sure to check Selected Results in the Include Records in Profile Manager field to create for just one
profile.
•Within a client profile, create a note from any folder tab by clicking Note on the toolbar.
In the client profile, under the Activity Tab, there are three buttons to the right of the results screen. Click Add to enter a
•new note; Modify to change or enhance a note; or Delete to remove a note.
Create a new note by clicking File|New|Note. Make sure to check Selected Results in the Include Records in Profile
•Manager field to create for just one profile.
•After clicking New, select Note from the submenu.
Create a new note in a Res Card. Under the Activities tab, click Add to create a note. These notes can be viewed from
•inside the Res Card, or from the activity tab in the client’s profile.
Creating Multiple Notes for Clients
In ClientBase create multiple notes at one time for your clients. Query up all the profiles for which to add a note and click
Note on the toolbar, or go to File|New|Note.
DATA ENTRY SCREEN FOR CREATING MULTIPLE NOTES
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Activity Type: From the drop-down menu, select Note, Mailer, or Reminder. Note is the default.
Include Records in Profile Manager: Select Current Results (all records in results screen); Selected Results (the current
record or previously selected records); or Re-Query to find the desired records.
Estimated Note(s) will be created: This area provides a summary of note(s) to be created - Actual, Ignored and
Skipped.
Date of Note: Defaults to today’s date. Enter a different date by clicking the drop-down menu to access a calendar.
Double-click desired date or just key in date.
Time of Note: Defaults to system time at note entry or key in another time.
Login Name: Defaults to the user logged in at the time of note creation. Choose a different user by clicking the drop-down
menu.
Private: Check this box if you want the note to be private. Only the sign-in agent and SYSDBA can access the note.
Subject: Enter the subject of the note by selecting from the drop-down menu. Subjects are setup in Global
Defaults|General Setup|User Defined Fields|Note Subject. Using consistent subjects across all users’ notes allows for
valuable reporting.
Remarks: Enter any additional free-flow remarks or instructions in the text box at the bottom of the note entry screen.
Reminders
Sharon, an agent, creates a Reminder to call Clara Adams next week to perform a trip inquiry follow-up. Joan, another
agent, creates a Reminder to check on documents for Hank Adams. Mindy, yet another agent, creates a Reminder to
welcome the Andersons home from their Hawaii honeymoon. Reminders allow you to schedule future tasks.
CREATING A REMINDER FROM WITHIN A CLIENT’S PROFILE
As with notes, reminders are created and attached to a Client Profile or Res Card. Any profile or Res Card can have any
number of reminders attached to it. All reminders created appear on a daily To-Do list located in the Activity Manager.
Reminder Entry Screen in a Profile
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Go to Profile Button: Click to easily toggle between the reminder and the profile.
Print Detail: Click to print out reminder details.
Name & Address Detail: At A Glance view the client’s name and address.
Phone: Phone number of client is displayed for easy referral.
E-mail: E-mail of client is displayed for easy referral.
Update E-mail Calendar after Saving Changes: When checked updates are sent to user's e-mail address. This box is
checked by default when the setting in User Settings (Utilities|My Login) is specified All Reminders or Only for
Reminders when time is set."
Date of Reminder: Defaults to today’s date. Enter a different date by clicking the drop-down menu to access a calendar
and double-click desired date, or key in date.
To-Do (Timeless): Check here if you do not want to set a specific time for this reminder to appear on your Day-At A
Glance or To-Do list. All timeless activities appear on a separate area in your calendar, but not under a specific time
frame.
Profile: Defaults to selected profile, but attach this reminder to a different profile by typing a portion of the client’s name
(Last/First) and clicking the drop-down arrow to get a listing of matching profiles to select from. Hot-key into the client
profile by clicking the red profile icon to the right of the field.
Reservation: Hot-key into the Res Card by clicking the red Res Card icon, or by clicking the three dots, Query for a Res
Card for the trip for which this reminder applies. Available Query fields are Trip Title, Trip Locator, or Destination by
Region. This reminder then appears as part of the Activities Tab in the Res Card and Profile.
Start Time: Enter time if you want alarm set; or if you want this reminder to appear on your Day-At A Glance on your
calendar as an appointment under the time you specify.
Duration: Specify a block of time for this task to appear on your calendar.
Login Name: Defaults to the user currently logged into the system. Choose a different user by clicking the drop-down
menu or keying in the date.
Priority: Click the drop-down menu to mark this reminder with a priority level - high, medium, or low. The priority level can
be used as search criteria in both Level 2 Query of the Activity Manager and viewed in selected activity reports.
Private: Check this box to make reminder private. Only the sign-in agent and SYSDBA can access the reminder.
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Reminder Type: Enter the type of follow-up for the reminder by clicking the drop-down menu and picking from a
customized list. Such types may include phone call, e-mail, letter, etc. Reminder types are customized and setup in
Global Defaults|General Setup|User Defined Fields|Reminder Type.
Create Date: Date reminder was created.
Subject: Enter the subject of the reminder by clicking the drop-down menu and picking from a customized list. Subjects
are setup in Global Defaults|General Setup|User Defined Fields|Reminder Subject.
Set Alarm: To further assist with remembering important tasks, reminders include an optional alarm. This alarm, like the
alarm which awakens you each morning, activates at the time designated within the reminder (regardless of where you
are in the ClientBase program, or any other program) as long as ClientBase is running on your PC. When an alarm is
activated, a window appears that includes the details of the reminder along with three options:
1) Off: Turns off the alarm but keeps the reminder open and on to-do list.
2) Snooze: Reschedules the alarm for a future time.
3) View: Allows you to work the reminder as you would from the Activity Manager.
Complete Date: This field is empty until the reminder is completed and a date is entered. Entering a Complete Date takes
this reminder off the To-Do list.
Remarks: Enter any additional remarks or instructions in the text box at the bottom of the reminder entry screen.
Click Ok to save and leave the Reminder; Apply to save changes and stay in the Reminder; and Cancel to abort the
process.
Reminders can be accessed from a variety of areas in ClientBase:
Create a reminder by highlighting the client profile from a Profile Manager Query. Click Remind icon on the toolbar. Make
•sure to check Selected Results in the Include Records in Profile Manager field to create for just one profile.
•Within a client profile, create a reminder from any folder by clicking Remind on the toolbar.
In the client profile, under the activity tab, there are three buttons to the right of the results screen. Click Add to enter a
•new reminder; Modify to change or enhance a reminder; or Delete to remove a reminder.
Click File|New|Reminder. Make sure to check Selected Results in the Include Records in Profile Manager field to create
•for just one profile.
To create reminders for a new trip (such as reminders for first deposit, final deposit, check for documents, etc.), click the
activities tab in the Res Card, and then Add. These reminders can be viewed from inside the activity tab in the Res Card
•and in the client’s profile.
REMINDER AND ALARM TIMES BASED ON LOCAL TIME
Reminder and alarm times are based on the local time and stored in the database in GMT (Greenwich Mean Time). This
allows users that are in different time zones but using the same database to always see the Reminder Activities and
Alarms in their own local time. For example, if a user in Los Angeles creates a Reminder for 11 am, a user in Dallas will
see it as 1 pm.
(This conversion took place when updating the database to CBW version 3.06. Upon running the cbplusup.exe the system
prompted, Current and future Reminders, including pop-up Alarms, will be converted to GMT within the database. Please
use the option below to select the time zone in which your current Activities were created - your area's correct time zone.
When accessing ClientBase after the update completed, your Windows regional settings are used to display Reminders in
your local time zone. The cbplusup.exe defaults to the time zone the database server is currently set to, however, a dropdown of times zones is included to select from, along with a checkbox to designate if the location observes Daylight
Savings. Only open Reminders (not completed) are converted in the database to GMT. Closed Reminders, Notes and
Mailers are not converted.
After conversion, Reminder dates and times can be adjusted if needed through Global Modify. After Querying the
Activities, select Global Modify and set Field to Modify as ACTIVITY.Date of Reminder. Two options are displayed:
Change Date to: Enter date or click the down arrow to select date from calendar
Adjust +/- Hours: Click the up or down arrow to increase or decrease by the number of hours Activity needs to be
adjusted.
Note: During conversion Reminder dates and times are converted based on the time zone of the database server. If the
server is in Los Angeles on Pacific Time, all dates and times will be converted to Pacific Time. Therefore, if a user in a
branch office in Dallas entered a reminder for 10:00 a.m., that reminder will be converted to 10:00 a.m. Pacific Time.
When the user in Dallas opens the reminder after the conversion, the user sees the reminder as 12:00 a.m. instead of
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10:00 a.m. and will need to adjust it. Multiple Reminders can be adjusted at one time through Global Modify as explained
above.
CREATING MULTIPLE REMINDERS FOR CLIENTS
In ClientBase create multiple reminders at one time for profiles. Query up all the profiles for which you want to add a
reminder and click Reminder on the toolbar, or go to File|New|Reminder.
Data Entry Screen For Creating Multiple Reminders
Activity Type: From the drop-down menu, select Note, Mailer, or Reminder. Reminder is the default.
Include Records in Profile Manager: Select Current Results (all records in results screen); Selected Results (the current
record or previously selected records); or Re-Query to find the desired records.
Estimated Reminder(s) will be created: This area provides a summary of reminder(s) to be created - Actual, Ignored
and Skipped.
Date of Reminder: Defaults to today’s date. Enter a different date by clicking the drop-down menu to access a calendar.
Double-click desired date or just key in date.
Time of Reminder: Defaults to system time at reminder entry or key in another time.
Login Name: Defaults to the user logged in at the time of creating the reminder. Choose a different user by clicking the
drop-down menu.
Private: Check this box to mark reminder private. Only the sign-in agent and SYSDBA can access the reminder.
Subject: Enter the subject of the reminder by selecting from the drop-down menu. Subjects are setup in Global
Defaults|General Setup|User Defined Fields|Reminder Subject. Using consistent subjects across all users’ reminders
allows for valuable reporting.
Remarks: Enter any additional free-flow remarks or instructions in the text box at the bottom of the reminder entry screen.
ADD A REMINDER FOR MORE THAN ONE USER LOGIN AT A TIME
You have the ability to create a reminder for more than one User Login at a time. This is perfect for staff meetings or
reminders that you would like to create for multiple users. Select the profile you want to use to anchor the reminder (for a
staff meeting, it could be your own agent profile), and click on the User Login drop-down list within a reminder and select
as many users as desired. A separate Reminder will be created for each user.
Mailers
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Agent Sharon wants to handle Clara Adams’ trip inquiry to Alaska by mailing her a Princess brochure. Sharon decides to
print out a label to put on the envelope, and print out a brochure cover letter from the document templates along with a
label. When printing the label and the letter, the system when prompted automatically creates a Mailer which keeps a
record of these mailings within the client’s profile. Mailers provide tracking capability for every printed communication your
agency sends to clients using document templates, labels or e-mail. As with notes and reminders, mailers are created and
attached to a Client Profile or Res Card. Any profile or Res Card can have any number of mailers attached to it.
Mailer Entry Screen Within a Client Profile
Go to Profile Button: Click here to easily toggle between the mailer and the profile.
Print Detail: Click to print out mailer details.
Name & Address Detail: At A Glance view the client’s name and address.
Phone: Phone number of client is displayed for easy referral.
E-mail: E-mail of client is displayed for easy referral.
Date|Time of Mailer: Defaults to today’s date|time. Enter a different date by clicking the drop-down menu to access a
calendar. Double-click desired date or key in date|time.
Profile: Defaults to selected profile, but attach this reminder to a different profile by typing a portion of the client’s name
(Last/First) and clicking the drop-down arrow to get a listing of matching profiles to select from. Hot-key into the profile by
clicking the red profile icon to the right of the field.
Reservation: Hot-key into the Res Card by clicking the red Res Card icon, or by clicking the three dots, Query for a Res
Card for the trip for which this mailer applies. Available Query fields are Trip Title, Trip Locator, or Destination by Region.
This mailer then appears as part of the Activities Tab in the Res Card and Profile.
Response Date: Check if this is a response to the mailing. A checkmark accesses a date field to enter the date of the
response. Now print a report showing you how successful your mailing was.
Login Name: Defaults to the user currently logged into the system. Choose a different user by clicking the drop-down
menu.
Mailer Type: This field is 25 characters (alphanumeric) and allows for selecting from a user-defined drop-down list.
Defaults are Promotion (E-mail), Promotion (Print Mail), Trip Correspondence, and General Correspondence.
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Mailer ID: This field is 30 characters (alphanumeric) and is handy and indexed for maximum performance when used for
Querying purposes.
Subject: Enter the subject of the mailer by clicking the drop-down menu and selecting from a customized list. Mailers are
setup in Global Defaults|General Setup|User Defined Fields|Mailer Subject. You can also type a free-flowing subject
line in this field, although consistent subjects selected for mailers make for some powerful reporting.
Link to Detail: This allows for capturing a URL as a method for providing more details on the mailing that was sent to this
client. Upon creating mailers, this Link to Details can be populated so that as users view a particular Mailer, they can click
the Go button next to this new field and the system automatically launches IE and navigates to that URL.
Remarks: Enter any additional remarks or instructions in the text box at the bottom of the mailer entry screen.
Create Date: Date Mailer was created.
MAILERS CAN BE CREATED FROM SEVERAL DIFFERENT AREAS IN CLIENTBASE:



While printing labels: When you click the Print icon, you are prompted to create a mailer. Always click Yes. Or,
from the label preview screen (whether for one label or multiple labels), click the Create Mailer icon to create
mailers for all of the results before printing.
While printing letters: When you click the Print icon, you are prompted to create a mailer. Always click Yes. Or,
from the document template preview screen (whether for one letter or multiple letters), click the Create Mailer icon
on toolbar to create mailer before printing.
While sending e-mails: From the e-mail preview screen (whether for one e-mail or for multiple e-mails), click the
Create Mailer icon in toolbar to create mailer before printing or sending. There is a prompt to do this.
Each mailer contains a notation to the body so that it is clear from the Mailer history what was sent via E-mail including
the body of the message and any attachments.
Or you can create a single Mailer record by doing one of the following:

Click File|New|Mailer. Make sure to check Selected Results in the Include Records in Profile Manager field to
create for just one profile.

Create a mailer by highlighting the client profile from a Profile Manager Query. Click Mailer on the toolbar. Make
sure to check Selected Results in the Include Records in Profile Manager field to create for just one profile.

Within a client profile, create a mailer from any folder by clicking Mailer on the toolbar.

In the client profile Activity Tab, there are three buttons to the right of the results screen. Click Add to enter a new
mailer; Modify to change or enhance a mailer; or Delete to remove a mailer.
To create mailers a new trip (such as sending an e-mail containing the Invoice), click the Activities Tab in the Res Card,
and then Add. These mailers can be viewed from inside the Activity Tab in the Res Card and in the Client’s Profile.
CREATING MULTIPLE MAILERS FOR CLIENTS
Create multiple mailers at one time for clients. Usually when you do a blast e-mail, send out multiple letters or labels, you
create mailers at that time. To create multiple mailers for clients, Query up all the profiles for which you want to add a
mailer and click Mailer on the toolbar, or go to File|New|Mailer.
Data Entry Screen For Creating Multiple Mailers
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Activity Type: From the drop-down menu, select Note, Mailer, or Reminder. Mailer is the default.
Include Records in Profile Manager: Select Current Results (all records in results screen); Selected Results (the current
record or previously selected records); or Re-Query to find the desired records.
Estimated Mailer(s) will be created: This area provides a summary of mailer(s) to be created - Actual, Ignored and
Skipped.
Date of Mailer: Defaults to today’s date. Enter a different date by clicking the drop-down menu to access a calendar.
Double-click desired date or just key in date.
Time of Mailer: Defaults to system time at mailer entry or key in another time.
Login Name: Defaults to the user logged in at the time of creating the mailer. Choose a different user by clicking the
drop-down menu.
Mailer Type: This field is 25 characters (alphanumeric) and allows for selecting from a user-defined drop-down list.
Defaults are Promotion (E-mail), Promotion (Print Mail), Trip Correspondence, and General Correspondence.
Private: Check this box to mark mailer private. Only the sign-in agent and SYSDBA can access the mailer.
Subject: Enter the subject of the mailer by selecting from the drop-down menu. Subjects are setup in Global
Defaults|General Setup|User Defined Fields|Mailer Subject. Using consistent subjects across all users’ mailers allows
for valuable reporting.
Remarks: Enter any additional free-flow remarks or instructions in the text box at the bottom of the mailer entry screen.
Create a Note or Reminder on the Fly
Need to create a note, or reminder on the fly? Click the icons on the toolbar from inside a client’s profile to create a new
activity and after entering information, decide what profile the record should be associated with. Be careful though, or you
may end up creating activities for the wrong client, as every activity must be attached to a profile, so the system defaults
the current profile you are in. If you make an error though, and attach the activity to the wrong profile, you can now use
this feature to re-associate the record with the correct one.
To change the profile an activity is linked to, type a portion of the client’s name (Last/First) and click the drop-down arrow
to get a listing of matching profiles to select from.
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Chapter 11: Using the Activity Manager to
Manage Your Activities
This chapter demonstrates how to use the Activity Manager to manage key customer contacts and organize
agent activities.
Introduction
Agent productivity is a requirement for agency success. To be productive, an agent must manage relationships with
agency customers, record key contacts with customers, follow up on leads, and administer agent tasks and to-do lists.
Wow, that sounds like a lot for an agent to do!
Fortunately, the ClientBase Activity Manager provides tools to achieve these goals in the form of Notes, Reminders and
Mailers. Agents learn how to use these powerful tools to develop habits which ensure their own increased productivity. An
agent who is well-organized and productive is likely to have a following of happy customers. Your agency’s marketing and
management team benefit as well.
Querying Activities
After agents begin using Notes, Reminders and Mailers (as detailed in chapter, An In-Depth Look at Activities) to
document vital customer contacts, they start each work day by signing into ClientBase and clicking the Activities Manager
tab. By default, ClientBase queries the database for the user login’s open reminders and the results screen immediately
displays a list of the reminders (or tasks) the agent needs to complete each day.
At the top of the results screen, notice tabs marked Level 1, Level 2 and Level 3. An agent uses the Level 1, 2 and 3
Query filters to access customized activity (contact) queries. These queries can be quite valuable as productivity and
management tools.
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Level 1 Activity Manager Query
The Level 1 Activity Manager Query contains four fields which are strung together with an “and”. (Another way of saying
this is that All fields are evaluated to form the results of the query.) After setting up the selection criteria, and clicking
Refresh, the Query results appear in the results screen.
Login Name: Defaults to the sign-in user. Choose a different user by clicking the drop-down menu. This is useful if an
agent is absent, and you want to check his to-do list for high priority items.
Select: Defaults to Open Reminders Only. Choose a different entry by clicking the drop-down menu. Choose Open
Reminders Only, Open Reminders With Alarms, Closed Reminders Only, All Reminders, Mailers w/o Responses, Mailers
With Responses, All Mailers, All Notes, Reminders, and Mailers.
From Date: To select a specific date range for the Query, enter the from date here; or click the drop-down menu and
double-click a date from the calendar.
To Date: To select a specific date range for the Query, enter the from date here; or click the drop-down menu and doubleclick date from calendar.
Refresh: After setting up the Level 1 Query, click Refresh to run the Query.
Level 2 Activity Manager Query
The Level 2 Query area of the Activity Manager provides the ability to Query the database of Notes, Reminders and
Mailers by virtually any field captured in these records, and includes the ability to Query by a particular client as well.
Track the type of marketing tasks scheduled, when and if they have been completed, which agents are completing them,
the mailings that are being sent and the response to those mailings. The options are endless.
By clicking the Level 2 Tab in the Activity Manager, and then, Filter, under the Activity Tab, enter selection criteria into the
following screen. Since Level 2 Query “remembers” the last Query run, click Reset to clear. Like Level 1 Query, the fields
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are strung together with “ands” across the fields, but within the field you can use “or” to narrow down the search even
further. After setting up the criteria for Activities, click OK to activate the specialized list.
ACTIVITY TAB
Reminders/Mailers/Notes: Check which type of activity to include in the Level 2 Query.
Completed/Responded: When you have checked the activity type, a drop-down menu appears from which to qualify the
activity: All, Completed/Responded/, or Not Completed/Not Responded.
Activity Date - From/To/To-Do (Timeless): Choose a range for the activity date, or if you prefer, choose the timeless todo’s.
Duration: Choose the activities by duration by clicking the drop-down menu.
Login Name: The login name defaults to the sign-in agent, or choose from the drop-down menu.
Priority: Choose the priority type from the drop-down menu.
Private: Choose those activities which were marked private.
Reminder Type: Choose from the drop-down menu the customized reminder types.
Create Date - From/To: Choose a range for those activities created within a certain time frame.
Subject: Choose activities by subject from the drop-down menu.
Reservation: Choose the activities related to a particular trip from the drop-down menu.
Set Alarm: Choose the activities for which you have set alarms.
PROFILE TAB
Use general profile data as filters when running a Level 2 Query in the Activity Manager. Query by profile to locate
activities and print results, as well as enhance your ability to Query lists of activities.
Level 3 Activity Manager Query
The Query Level 3 provides users with an even greater ability to more narrowly define a search. As detailed above, Level
2 Query allows a search by any number of fields, stringing one statement of criteria together with an "and." Query Level 3
strings multiple statements of criteria together with an "or," using search method options to define how the criteria should
filter. The Level 3 Query has a totally different look from Level 2 Query:
There are a set of buttons including Add Filter, Duplicate Filter, Modify Filter, Delete Filter, Reset All (to clear out all filters
currently displayed), and Summarize. Notice there will be nothing to view in the results screen until set up the
criteria statement(s) and click Refresh to see the Level 3 Query results.
Note: It is not necessary to completely re-enter the criteria when adding similar filters. Once the first filter has been added
to a Level 3 query, the Duplicate Filter button is enabled. When clicked, a Level 3 query screen is opened, pre-populated
with all of the criteria from the selected filter. Users can also right-click on a filter and select Duplicate Filter.
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To enter the search criteria into Level 3 Query after clicking Reset All, click Add Filter:
Activities folder tabs, Activities and General Info appear. What is unique about the Level 3 Query is that most of the
available search fields are divided into two parts. Directly to the left of the field, is a box with a drop-down menu of search
method options called, Operators, with which you can narrow down your search. Sample Operators include: Is Equal to;
Less than or Equal to; Greater than or Equal to; Less than, Greater than, Not Equal to; Starts With; Contains; Is BLANK;
and Is NOT BLANK. Search fields are strung together with an And. Use both tabs to setup the first filter or your query,
and click OK. Click Refresh to see the results of your first filter.
To set up a second filter, click Add. Remember as you are setting up subsequent filters, there is an OR between all the
filters you are stringing together.
Using Date Formulas in Queries
Since queries can be saved and retrieved for frequent use, the date fields in all queries allow for date formulas. This
means any field that has a date, can also contain a formula for that date. The date formula function allows you to create a
query without identifying a specific month, day and year in the From and To date fields. Instead, the query is processed
with a formula for the month, day, day of the week, and year based upon the date the report is processed.
Remember: Make sure the system date and time are correct.
Benefit: When entering a date formula, your system converts it to the intended time period allowing you to run queries
and/or save them for future use without the need to modify dates.
Example: The following tables contain sample formulas for specifying dates. Mix and match the absolute and relative
parameters in the function. The first number specifies the day of the month, the second number specifies the month, and
the third number specifies the year. So if you only have the first number filled in, this means you want this report to
reoccur on this day every month, in every year.
DATE FORMULAS:
If You Want This
Enter This
1st day of this month:
=1,0,0
Last day of this month:
=31,0,0
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1st day of this year:
=1,1,0
Last day of this year:
=31,12,0
Seven days from now:
=+7,0,0
Last Monday (will show today if today is Monday)
=Mon
A week from last Monday
=Mon-1
Next Monday
=Mon+1
Three months from now
=0,+3,0
Six months ago:
=0,-6,0
One year from now
=0,0,+1
Save Queries for Easy Access
As you can see, queries run in the Activity Manager can become quite complex. With all the available filters in Level 1, 2,
and Level 3 Queries, you can view any list of marketing activities performed (or not) within the agency. With this in mind, if
there are certain queries that to run often, we suggest you save the query filters after setting them up. This is called
saving a query to a folder. That way, the next time you run a saved query, all you do is click the saved folder. One click
and your query filters are completed automatically.
Here are some steps for saving a query:
1) Using Level 1 and Level 2 filters in the Activity Manager, run your query (use date formulas, if applicable).
2) To customize the columns used in the query, click Columns on the Activity Manager results screen.
If you would like to change a column, move the highlighted column over to the other side by using the > or < arrow. By
using the shift key and mouse, select as many consecutive entries as you want to move and use the >> or << arrows. By
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using the control key and your mouse, select non-consecutive entries to move. Use the up and down arrows to order the
selections. To sort up to 3 columns in ascending or descending order, click Sort by Columns.
Arrange and size the columns in the query by inserting your mouse between the column headers (see a bi-directional
arrow), hold down the left mouse button, and pull the columns to the new size.
To move a column to a different location, hold the mouse over the column in the column header you want to move (see a
vertical line extending down). Press the left mouse button and pull the column left or right to its new location. To "quick"
sort results, hold down the shift key and click the column header to sort by. A triangle in the up position appears within the
header signifies ascending order, while a triangle in the down position signifies descending order.
3) When satisfied with the query results, click File|Save Query As. The following screen appears:
4) From the drop-down Level menu, choose whether to save Query as Personal (for your own use only), or as Global (for
the use of everyone in the agency).
5) Name the query.
6) Click OK. See the new query located on the left hand side of the Activity Manager screen.
Note: ClientBase saves the filters and results layout you have selected, not the query results. The next time you use the
saved query, any new data that has been added since it was created, is included in the new query.
Working with Query Results
As mentioned previously, at the beginning of each day agents click the Activity Manager to access their to-do lists. By
default, ClientBase queries the database for the login user’s open reminders and the results screen immediately displays
an organized list of the reminders (or tasks) that the agent needs to complete that day.
An agent can view the originally formatted reminder and its details by double-clicking the highlighted reminder. Once
inside the reminder, the agent can hot-key to the attached profile by clicking GoTo Profile icon at the top of the reminder
screen, or beside the Profile field. The agent can also hotkey into the Res Card if desired.
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Toggling from each task in the reminder list to the profile and back is simple and quick. From the profile, access
marketing, traveler or other key data that adds the personal touch necessary for effective relationship-building. Click the
activities tab of the profile to refresh your memory on previous contacts you've had with the client. Print out the reminder
by clicking the printer icon in the toolbar.
Click in the Completed box located within the reminder record to indicate when a reminder has been completed. This
brings up a date field in which you can input a date or use the down-arrow key to access a handy calendar. This removes
it from your to-do list (after clicking Refresh), but leaves the completed record for history within the profile’s activity tab.
Once you've developed the habit of following up on travel inquires, begin using reminders to organize other marketing and
administrative tasks, such as payment deadlines, checking for documents, welcome home calls, etc. Reminders can also
be used to jog your memory of personal obligations such as dentist appointments, picking up dry cleaning, etc. Since all
reminders need to be attached to some type of profile, use your agent profile to create these type of personal reminders.
Retrieve the profiles of your most loyal customers and schedule at least 4 occasions each year to reach out and touch
them. Remind them often of how valuable they are. Use things like birthdays, anniversaries, annual vacation times and
holidays as a reason to communicate with customers. Every time you put your agency in front of customers, you reenforce relationships, reminding them you are their travel professional.
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At A Glance
In addition to reviewing a list of the reminders scheduled every day, an agent can click At A Glance to review the schedule
in a daily, weekly and monthly planner format. User logins have their own At A Glance, and each At A Glance can only be
viewed while logged in as that user. If you have completed a Query for another agent, you are not be able to click Day-At
A Glance to view those Query results; since there is no correlation to the Query parameters.
The Day-At A Glance displays today’s date and is divided into fifteen-minute time increments for any appointments or
calls scheduled for the day. These time/duration reminders are marked by you within a specific time frame when they are
created. The reminders checked as Timeless To-do’s, appear on a list at the right hand side of At A Glance. Create new
reminders quickly by clicking the reminder icons or right-mouse clicking in the At A Glance view.
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REMINDERS AS APPOINTMENTS
When clicking At A Glance, a daily calendar displays reminders that have been scheduled for a particular time in 15
minute intervals. The reminders that have been set as “timeless” appear to the right under an area called To-Do list. On
the top right corner is a calendar for the current month that provides the ability to look at a schedule for any other day of
the month by clicking that day. Or look at your schedule for any day of other months by clicking the arrows to left and right
of the month.
Rearranging your schedule in the Day At A Glance format is a snap. To change the time of a particular reminder, locate it
on your schedule and place your cursor over the record so that it turns into a four-sided directional arrow, click and drag to
the desired time, and then release. To adjust the duration, or time of a reminder, place the cursor on the bottom or top of
the record so that you see a double-sided directional arrow, click and drag to the desired length, and then release.
Change the date of a reminder by placing the cursor over the record so that it turns into a four-sided directional arrow,
click and drag to the appropriate date on the calendar in the top right corner, and release.
Double-click the reminder to enter the original reminder entry screen. From there you can view the original Reminder
entry. You can also hot-key to the actual profile to review any information by clicking Go To Profile. Or hot-key into the
Res Card trip (if applicable) the Reminder was created for. When you have completed the activity listed on the Reminder,
whether it be making a phone call or sending an e-mail, click the box marked Completed. When you mark this box, a date
field appears for you to leave today’s default date or enter a date by accessing a calendar from the drop-down menu.
Click Refresh to update At A Glance and remove any completed Reminders.
Navigation buttons at the top of the At A Glance window provide more ease in paging through any scheduled Reminders
for a particular day.
First: Takes you to the first scheduled Reminder for the current date displayed on the At A Glance.
<: Takes you to the previous scheduled Reminder for the current date displayed on the At A Glance.
>: Takes you to the next scheduled Reminder for the current date displayed on the At A Glance.
Last: Takes you to the last scheduled Reminder for the current date displayed on the At A Glance.
View you calendar a Day at a Glance, Week At a Glance, or Month at a Glance. Refresh you calendar when you have
made a change, or Print.
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REMINDERS AS TO-DO’S
To the right of your calendar is a list of To-Do’s. These are the Reminders you created and marked as timeless. Notice
there is a different color next to each Reminder. Those marked as red are high priority; those marked as blue are medium
priority; and those marked as gray are low priority. Click the To-Do once and a summary of the Reminder appears in a
text balloon format. By double-clicking the Reminder, go into the original Reminder entry screen. After completing the
Reminder, either close it out by checking the Completed box in the Reminder entry screen, or put a check mark beside it
on the To-Do List. You are prompted with a dialog box. By clicking Yes to complete the item, it is closed out with today’s
date.
Click Refresh to update At A Glance and remove completed To-Do items. Any timeless reminders (To-Do items) that are
not completed on a particular day follow the At A Glance to the current date. Therefore, any tasks not completed are not
forgotten! For an expanded view of the To-Do list, click the little bar with two blue up arrows directly above the list. A
button appears above the scheduled reminders, which when clicked, allows you to create a new scheduled reminder. A
button has also been added above the timeless To-Do reminders, which when clicked, allows you to create a new
timeless reminder. Right-click anywhere within the At A Glance window and to create a new reminder.
To see the appointments and To-Do’s scheduled for the week, click Week-at-a- Glance. This lists the week in a Monday
to Sunday display. At the top of the screen is a total summary of all appointments and To-Do’s scheduled for the week.
When you click the weekday that contains the appointments, it takes you into the At A Glance screen to add/modify/delete
entries.
There is also a Month At A Glance format:
Agents can view appointments and To-Do’s scheduled for an entire month. By clicking the day in the month that contains
the appointments, you go into the Day-At A Glance screen to add/modify/delete entries.
How to Multi-Select Records
To multi-select records from the results of a Query, use the CTRL key in combination with a mouse click. Notice one of
three symbols next to each profile:
a) Bullet - Signifies this profile has been selected.
b) Bullet and Bracket - Signifies this profile has been selected and is the current profile record the cursor is focused on.
c) Solid Triangle - Signifies this profile has NOT been selected as part of the multi-select, but is the current record the
cursor is focused on. CTRL and click once to get the Bullet and Bracket, and a second time to NOT include in the multiselect.
Also use the edit menu or right-mouse click the results screen to Select All, Unselect All or Inverse the selection. To
delete multiple activities, use the multi-select feature, and click Delete. This permanently deletes these highlighted records
at one time.
Globally Modify Activities
From the results of a query generated from the Activity Manager, the database administrator can globally modify any of
the fields within those results by going to Utilities|Global Modify. Now, if an Agent leaves your agency and you want to
reassign all open reminders to another agent, Global Modify them all rather than changing one by one. Or, if you have a
group of Reminders that you just completed and want to mark closed, Global Modify them rather than closing one by one.
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Important Note: Using any of the Global Modify features should be done with extreme care. Massive changes to your
database can be accomplished with a single click. If you are in any way unsure of the expected results of running Global
Modify, be sure to backup your database using the Trams IBBackup utility just before running it.
1) After using the Level 1, 2 or Level 3 Query to locate the Activities to Global Modify go to Utilities|Global Modify. You
have two different global modify features to choose from.
Set Value - This feature allows you to designate what type of Activity within your results to modify, Notes, Reminders or
Mailers (you can only globally modify one type of activity at a time), along with the ability to select which field within that
type of record you would like to modify. A listing of the fields within that type of activity appear for you to set a common
value. Once these settings are complete, you have the ability to identify which records in the Activity Manager to modify
based on either all current results, only selected results or a range of results.
Convert Type - This feature allows you to turn Notes into Reminders or Mailers, Mailers into Notes or Reminders, and
Reminders into Notes or Mailers. First designate what type of Activity within your results to convert, Notes, Reminders or
Mailers (you can only globally modify one type of activity at a time). Then select what type you would like to convert them
to. Once these settings are complete, you have the ability to identify which records in the Activity Manager to modify
based on either all current results, only selected results or a range of results.
2) Once all settings are complete click the Global Modify Now button and a count appears identifying the number of
records modified, skipped and the total. Records skipped are a result of having multiple types of Activities within your
current query results.
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Chapter 12: An In-Depth Look at Res Cards
This chapter provides a detailed overview of the Res Card feature in ClientBase.This chapter contains directions for
creating a Res Card, invoicing, and more.
Suggested order of setup for invoicing (detailed set up directions are found in chapter, Set Up ClientBase for Your
Agency.
 Go to Utilities|Branch and for each branch, enter a unique series of invoice numbers. (Add refund and receipt
numbers as needed.)
 Go to Utilities|Branch and for each branch, setup canned Remarks, and Format Settings for Invoices. (Setup
these for Trip Proposal, Itinerary, Trip Statement and Receipts as needed.)
Note: Best not to set up the Header and Footer in this area.
 Go to Global Defaults|General Setup|Header/Footer and setup a header/footer for Invoices. If agents have a
different logo, this can be done using instructions in chapter, Set Up ClientBase for Your Agency. (Setup for Trip
Proposal, Itinerary, and Trip Statement as needed.)
 Go to Global Defaults|ResCard Defaults to setup your res cards and invoicing default options.
 Go to Chapter, An In-Depth Look at Live Connect and setup your Live Connect Providers.
Introduction
As your agency implements ClientBase and begins reaping the rewards of improved customer relationships and effective
marketing programs, your leisure travel sales should start increasing. To help better manage this increasing volume of
business and track the leads generated by your marketing programs, the Res Card has been created. Think of the
ClientBase Res Card as a home for the many details involved in planning each and every trip for customers and as a tool
that helps manage the entire trip planning process.
Regardless of the technology your agents use or don’t use, regardless of your niche or type of business, regardless of
how long your agents have been in the business, there are certain fundamental components involved in the trip planning
process. The ClientBase Res Card has been designed to help agents through each process with the objective of making
agents more efficient and effective. In the past, agents may have concentrated more of their attention on just the booking
process, but with the advent of airline commission caps, there has been a new emphasis on leisure bookings and a
greater need to manage these leisure sales.
The Res Card feature in ClientBase provides a perfect tool to integrate all processes in trip planning. By setting up an
"electronic" Res Card, an agent can document the client’s first call by creating a Res Card and scheduling a follow-up call
(listed on the daily to-do list) with a reminder. Once the customer is considering the trip, the agent can capture details of
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reservations and print out client quotes or itineraries. By using the Live Connect feature in ClientBase, agents have the
ability to book reservations via on-line booking engines and then pull all that reservation detail back into the Res Card.
When the client books the trip, the agent produces invoices and trip statements, while tracking invoiced and uninvoiced
balances. Additional notes and reminders can be created to remind an agent of a final payment date or a document
confirmation. When the customer returns home, the agent can document his remarks and suggestions. Because all client
trip data is in one localized area, reports such as Final Payment, Vendor Booking and Service Provider Activity can be
produced for Res Cards in all stages of implementation of the trip planning process.
As ClientBase shares a database with Trams Back Office, the invoices generated from the Res Card automatically
become part of the invoices shared with Trams Back Office. Invoices generated through the Res Card maintain their own
numbering system, separate from the numbering system of invoices generated through interface.
Since each Res Card represents one trip, customers are likely to have multiple Res Cards in their profiles at any one time
in the Res Card tab. Depending on your agency’s needs, enter as much or as little trip information on each Res Card as
desired. When talking with clients and vendors, get in the habit of entering the information directly into the Res Card rather
than jotting the notes on paper and then transferring the information into the computer. What a time saver this is! Click the
Res Card tab in the client profile to find a summary of the Res Cards created for this client, with each Res Card
representing a different trip for the customer.
Four Ways to Create a New Res Card
There are 4 ways to create a new Res Card:
1) Create a reservation card by highlighting the customer profile in the results screen of the profile manager, and clicking
the toolbar Res Card icon. Also create a Res Card anywhere inside the profile, as well, by clicking the toolbar Res Card
icon.
2) In the Res Card tab in the client’s Profile, click Add. To modify or delete an existing card, highlight the card and click
Modify or Delete.
3) Copy an entire Res Card from one profile to another. Most of the data captured within the Res Card is copied including
general Res Card information, reservation records and agent remarks. The data that does not copy includes the Res Card
create date, invoices, activities, client feedback about trip, profile-specific information (such as the bill to/ship to
addresses) and traveler related fields (such as traveler names, seat assignments, ticket numbers, etc).
To copy an entire Res Card, simply highlight the one to copy (do not open the Res Card) and click Copy. Next, close the
profile, and retrieve or create the profile you want to copy to, select the Res Card tab and click Paste.
4) Need to create a Res Card quickly on the fly? Click the Res Card icon the toolbar and after entering Query data, decide
what profile the record should be associated with. Be careful when creating a Res Card like this, however, or you may end
up creating it for the wrong client. As every Res Card must be attached to a profile, the system defaults the current profile
highlighted in the current manager. If you make an error though and attach the Res Card to the wrong profile, re-associate
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the record with the correct one by typing a portion of the client name (Last/First) in the Res Card Prepared For field, and
clicking the drop-down arrow to get a listing of matching profiles from which to select.
Anatomy of a Res Card
Res Card Components
The Res Card consists of toolbars, trip preliminary information entry fields, and Res Card tabs for adding or viewing Trip
Reservations, Invoices, Activities, Agent Remarks, Client Feedback, More Fields, Attachments, Multi Currency (if using),
and Edit History. As many or as few of these fields can be completed, but there are some mandatory fields which are
marked with **.
RES TOTAL/INVOICE TOTAL/BALANCE
At the top of the res card, in a stand-out color, see Reservation Total, Invoice Total, and Balance.
RES CARD TOOLBAR TOP
Invoice: Click Invoice in the Res Card toolbar to generate an invoice or a refund invoice for your reservation.
When generated, this invoice information appears in Trams Back Office and update accounts accordingly. See
section below entitled, Generate an Invoice.
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Proposal: Click Proposal in the Res Card toolbar to generate a client quote. See section below entitled, Generate
a Proposal.
Itinerary: Click Itinerary in the Res Card toolbar to produce a customized itinerary for your reservation. See
section below entitled, Generate an Itinerary.
Statement: Click Statement in the Res Card toolbar, to generate a client’s Trip Statement. See section below
entitled, Generate a Trip Statement.
Reminder: Click Reminder in the Res Card toolbar to generate a single reminder or batch reminders (setup in the
Global Defaults) for your reservation. When generated, single or multiple reminders are automatically created in
the Res Card Activity Tab and in the Activity Tab of the client profile and appear on the agent’s To-Do list on the
specified date. See Launching Batch Reminders and the Activities section below.
Label: Traveler/Contact merge fields used in Labels are populated using data from the Res Card Travelers and
Profile merge fields are populated using data from the Res Card Profile. When a mailer is created as a result of
using Merge To features from the res card, that Mailer will be linked to the Res Card Activities.
Letter: Traveler/Contact merge fields used in Document Templaes are populated using data from the Res Card
Travelers and Profile merge fields are populated using data from the Res Card Profile. When a mailer is created
as a result of using Merge To features from the res card, that Mailer will be linked to the Res Card Activities.
E-mail: Merge to E-mail from the Res Card has all the primary e-mail addresses of the Res Card Travelers
selected by default. Non-primary e-mail addresses for the Res Card travelers are also available, but unchecked
by default, as will profile level e-mail addresses from the Res Card profile. When a mailer is created as a result of
using Merge To features from the res card, that Mailer will be linked to the Res Card Activities.
Go To: To quickly hop into the profile for the client, click Go To in the Res Card toolbar.
RES CARD TOOLBAR RIGHT SIDE
PNR Import: Click here to Merge to PNR (merge client information to a PNR), or do a Import PNR (reservations stored
within an Amadeus, Sabre, Worldspan, or Apollo/Galileo PNR can be imported into ClientBase and new reservation
records can be created within the reservation tab of the Res Card). Please refer to chapter, An In-Depth Look at PNR
Import.
Live Connect: This is a link to Live Connect from the main res card screen, and you also have a link at the reservation
level. If you are using a Live Connect Provider, but are not sure yet of the vendor (maybe you are looking for a tour and
are checking out a vendor), use this link. After the booking is pulled into ClientBase, the vendor is filled in. For details on
how to setup and use all Live Connect providers, please refer to chapter, An In-Depth Look at Live Connect.
Inventory: Click the Inventory icon to connect to a database of inventory while working in the Res Card. To query
inventory for a particular client's trip, create a res card for that client from the res card main screen, click Inventory. Or
from the Reservation Tab, click Add, set the Travel Category, and click Inventory. A Level 2 Inventory Query screen
appears to query your database of inventory based upon the travel needs of the client. For complete directions on
creating and using inventory, please refer to the section Creating and Using Inventory.
Service Fee: To create a service fee record for a trip you are managing through the Res Card, click Service Fee located
in the reservation tab and a new reservation record is created automatically with a travel category of service fee, and with
your agency profile as the vendor. All travelers entered into the Res Card defaults into this service fee record and the
number of travelers is defaulted accordingly. If the default service fee amount entered into Global Defaults is a per traveler
fee, then check the Charge As Per Person and the amount is multiplied accordingly. Use the normal Res Card Invoice
feature to generate an invoice the service fee.
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Reservation Totals: View a grand total of any confirmed reservations including Res Total, Invoiced Total, Balance and
Commission Total appearing in red. In addition to seeing the totals for all reservations, you can now also see these
amounts for each individual reservation. Click the desired reservation and the Res Total, Invoiced Total, Balance and
Commission Total for just that reservation appears to the right of the heading Selected Reservation. To hide these totals,
click the splitter at the bottom of the screen.
Trip Preliminary Data Entry in New Res Card
A Res Card keeps all the information for ONE trip. Note: **EQUAL REQUIRED FIELDS
**Create Date: Defaults to today’s date or enter another date. By clicking the down arrow, double-click the desired day
from the calendar.
**Agent: Defaults to log-in agent or enter another agent name from the drop-down menu. This field represents the agent
primarily responsible for managing this trip.
**Status: Enter the status of the trip from the drop-down menu. Choices are Active, Departed, or Cancelled. (This area
needs to be updated when the trip is in a different status.) All Res Cards created with an Active raise an indicator icon
when retrieving the profile. This way, whenever agents are viewing the profile, they are aware that an active Res Card
exists.
Reservation Cycle: Enter where the trip is in the reservation cycle from the drop-down menu. Default choices are Lead,
Booked, Under Deposit, Paid-In-Full, Returned From Trip, or customize the default list for the user-defined Reservation
Cycle field by going to Global Defaults|General Setup|User Defined Fields|Reservation Cycle. By faithfully changing
the status of the reservation cycle, print out reports to view what reservation cards are in each reservation cycle per agent.
Marketing Source: Enter the source of the booking from the drop-down menu, or customize the default list for the userdefined Marketing Source field by going to Global Defaults|General Setup|User Defined Fields, or by clicking on the
blue field label (if permitted). This marketing source can be used to evaluate the success of a mailing.
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Group: Enter the group name for trip from the drop-down menu. These entries are user-definable under Global
Defaults|General Setup|User Defined Fields|Groups and this table shares the same table in Trams Back Office, so any
profile marked with a group name in Trams Back Office, is also tagged in ClientBase and vice versa.
**Branch No.: Defaults to the branch entered into the log-in agent’s profile or enter branch from the drop-down menu.
Prepared For: Field defaults to primary profile name/s. Click the red profile icon to right of field to review profile
information or click on Go To in the Res Card Toolbar. To change the profile to which the Res Card is attached, type a
portion of the client name (Last/First) in this field, and click the drop-down arrow to get a listing of matching profiles from
which to select.
**Trip Name: Enter the name of the trip.
Locator No.: Enter a record locator number if available.
**Region: This area includes a hard-coded set of regions and is populated by selecting from a drop down listing;
**Destination: Enter the region/destination of the trip from a detailed list in the drop-down menu. These entries are userdefinable under Global Defaults|General Setup|User Defined Fields|Res Cards: Region of Trip, or by clicking on the
blue field label if permitted. The user definable Destinations also include the ability to be linked to one of the hard coded
Regions. Upon creating a Res Card, if the Region field is completed first then upon selecting a Destination the drop-down
listing will only include a subset of those Destinations linked to that Region. If Allow Freeflow is not checked (forcing the
users to select from the drop down listing) then multiple Destinations can selected and inserted into one Res Card.
Trip Start Date/Trip End Date: Enter trip dates here for reference, but this field is not required. When dates are entered
into a reservation, these date fields are updated by the reservation dates and become read-only.
Addresses: The client ship to and bill to addresses default to addresses setup in the client profile. Upon creating a new
Res Card, the user profile address defaults to being checked, so unless the check is removed, any changes to the profile
address automatically updates the corresponding Res Card address. To manually change an address, uncheck the
appropriate box (not suggested, as if you update the profile you’ll have a permanent address change and the Res Card
will automatically be changed).
Travelers: Identify the travelers traveling on this trip by clicking Travelers at the top of the field. (The default order that
Res Card Travelers are listed in is the same as the order that the Profile Travelers are listed in at the time the Res Card is
created.) The Res Card Primary Traveler defaults to the Profile's Primary Traveler. This default can be changed by
clicking in the Primary box. Under Type, signify if the traveler is Adult, Child, or Infant. Repeat this for any other travelers
going on this trip. If you want to add a Traveler who is not usually part of the Profile, click Add. You have the option to add
the traveler to the Res Card only, or to the Res Card and Profile. You also have the ability to edit the name of a Res Card
traveler that is not directly linked to a profile. You may want to Search first, however, before adding a new Traveler to
check to see if that Traveler is already in the database.
Reservation Totals: View a grand total of any confirmed reservations including Res Total, Invoiced Total, Balance and
Commission Total appearing in red. In addition to seeing the totals for all reservations, you can now also see these
amounts for each individual reservation. Click the desired reservation and the Res Total, Invoiced Total, Balance and
Commission Total for just that reservation appears to the right of the heading Selected Reservation. To hide these totals,
click the splitter at the bottom of the screen.
Res Card Tabs
The Res Card tabs are Reservations, Invoices, Activities, Agent Remarks, Client Feedback about Trip, Attachments, Multi
Currency if using, More Fields, and Edit History.
Res Card Reservations Tab
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The reservations tab is where all the reservation details for the trip are stored. Each Res Card or trip can have any
number of reservation records. Every time there is a new vendor, there is a new reservation. The buttons to the right of
the reservation screen enable you to add, modify or delete a reservation. To add a new trip reservation, click Add; to
modify or enhance an existing trip reservation, click Modify while the reservation is highlighted; click Delete while the
reservation is highlighted to remove it.
Copy an Entire Res Card from One Profile to Another
When copying an entire Res Card from one profile to another, all data captured within the Res Card, except for date
created, invoices, activities, client feedback about trip, profile and traveler-related fields is copied, including all general trip
level information, all reservation records and agent remarks.
To copy an entire Res Card, select the Res Card tab in the profile, highlight the Res Card to copy (do not open the Res
Card) and click Copy. Next, close the profile, and retrieve or create the profile you want to copy to, select the Res Card
tab, and click Paste.
The Paste button for Res Cards will be disabled unless a Res Card has been copied first.
Copy One Reservation Record from one Res Card to Another
When you copy one reservation record from one Res Card to another, all data captured within the reservation record,
except for traveler related fields is copied, including vendor level information as well as service provider level Information.
To copy a reservation record, retrieve the Res Card, select the reservation tab, highlight the reservation record and click
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Copy. You can paste that reservation into that same res card, or close the Res Card, and retrieve or create the Res Card
would like to copy to, select the reservations tab and click Paste.
The Paste button for Reservations is disabled unless a Reservation has been copied first.
Add a New Reservation
There are four other ways (besides copying mentioned above) in ClientBase to add data to a Res Card including manual
entry, Live Connect, Import from PNR, and Pull From Inventory. All methods are outlined below and begin by creating a
new reservation by clicking Add.
A reservation input screen is entered containing two sections - Reservation (top) and Service Provider (bottom). The
Reservation section contains 8 tabs - General (to enter reservation details); More Taxes (to enter tax information);
Expanded Fare Info (to enter markups/discounts you don’t want broken out on the customer invoice, and for Fare Savings
info to be collected in TBO); Payment Due Date (to enter deposit and final payment dates and create a reminder for
each); Itin/Invoice Remarks (to enter free-flowing itinerary/invoice remarks); Agent Remarks (to enter free-flowing agent
remarks); More Fields (customizable fields designed to capture data that is unique to your agency's or clients' needs); and
Edit History (provides you with a history of the changes users make to reservations).
Each of these tabs can be viewed from the 6 Service Provider tabs below (General, Itinerary, Traveler Details, Itin/Invoice
Remarks, Agent Remarks, and Allocated Pricing).
Note: These folder names change depending on the type of reservation that is being entered.
RESERVATION GENERAL TAB (TOP)
The General Tab allows you to capture many of the reservation details. Although, you decide how many to complete, the
only fields mandatory are Travel Category and Vendor Amounts.
Note: **Represent only mandatory fields in Reservation.
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Date Reserved: Enter the date this booking is reserved. By clicking the down arrow, select a date by double-clicking the
desired day from the calendar.
**Booking Status: A drop-down list of Confirmed, Cancelled and Quoted are available choices. The Confirmation Status
is not free-flow and cannot be left blank, as the entry selected has an impact on the reservation total included in the Res
Card balances at the top of a Res Card. Reservations with a status of Confirmed increase the reservation total and can be
invoiced and included on trip statements. Reservations with a status of Quoted do not increase the reservation total,
and cannot be invoiced and do not appear on trip statements, although can be included in all formats of the
Proposal and Itinerary. Reservations with a status of Cancelled do not increase the reservation total and cannot be
invoiced nor do they appear on Proposal, Itineraries or Trip Statements.
**Vendor: Enter the vendor for this booking by entering the first two or three letters of the vendor’s name and then clicking
the desired name from the drop-down menu. If the vendor is not in the menu, you receive a message, “No matching
profiles.” Create a vendor profile by going to File|New|Vendor Profile from File Menu Items at the top of your screen.
To go to the vendor profile from a reservation, click the Go To Profile button next to the vendor (it’s the 2 heads with the
red arrow icon to the right of the field), and the system moves you into the corresponding vendor profile for review. Easily
access your vendor details such as phone numbers, key contacts, client remarks etc. Upon closing the vendor profile, the
system returns you back to the reservation record.
Note: You have ability to automatically launch the Live Connect screen when a vendor linked to a Live Connect provider
is selected within a Res Card reservation. This feature can be enabled/ disabled by going to Global Defaults|Res Card
Defaults|Default Field Values for Res Cards|Reservations and removing the check in the setting called Automatically
launch Live Connect for Live Connect Vendors.
**Travel Category: Enter the travel category for this booking by clicking the drop-down menu. This field automatically
defaults by setting the default Travel Category within the vendor profile. If there is more than one Travel Category
assigned to the vendor profile, the Travel Category defaults to the first Travel Category in the list for that vendor. If there is
no Travel Category assigned to the vendor profile, the reservation defaults to the Travel Category of Cruise. (This field
automatically creates a default Travel Type for this reservation that is used when invoicing to Trams Back Office.)
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Live Connect: Click the Live Connect icon to access participating on-line booking engines. Save time and improve
efficiency by passing selected client information to the booking engine, then electronically pass back reservation details
and automatically complete the reservation form with what’s been booked. Steps for using Live Connect are described in
the chapter, An In-Depth Look at Live Connect.
Inventory: Click the Inventory icon to connect to a database of inventory while working in the Res Card. To query
inventory for a particular client's trip, create a res card for that client from the res card main screen, click Inventory. Or
from the Reservation Tab, click Add, set the Travel Category, and click Inventory. A Level 2 Inventory Query screen
appears to query your database of inventory based upon the travel needs of the client. For complete directions on
creating and using inventory, please refer to the section Creating and Using Inventory.
Group ID/Rate Code: These fields can be used to track details of group cruise contracts. If these fields are completed on
an inventory record, they will be populated on the reservation when an inventory record is pulled in. Users can also enter
data in these fields manually. These fields have also been added to Res Card Reports and to the Res Card Level Two
and Level Three Query filters.
Invoiced out of CB: If you use the PNR Import feature, there are certain cases where reservation data captured in
ClientBase may have been invoiced outside, for example, invoiced through the GDS. So that these types of reservations
are not invoiced twice in error (once out of ClientBase, then again in ClientBase), this checkbox updates the Res Card
balances at the top accordingly. Res Card balances at the top of a Res Card remain the same unless a reservation exists
that has been designated as Invoiced out of CB+. If a reservation exists with the designation of Invoiced out of CB+, then
the Res Card balances reflect Res Total, Invoiced in CB+, Invoiced out of CB+, and Balance.
Set up default settings for this area in Global Default|Default Field Values for Res Cards. All new reservations imported
using PNR Import have the Invoiced outside of CB+ checked. Any reservations entered by hand or through Live Connect
do not default to being checked, but in either case the default can be overwritten. Any reservations designated as Invoiced
out of CB+ do not appear as an option for invoicing through ClientBase, but can be included on the invoice summary as
part of the Prior Invoiced totals. These reservations can also be included on all formats of the print itinerary feature.
Issued Through ARC: If you use the import PNR feature in ClientBase (see chapter on An In-Depth Look at PNR
Import), you can capture ARC type transactions. Notice when this box is checked, how an airline field appears before the
vendor field in the reservation header. When an air travel category is selected in the service provider portion of the
reservation, a validating carrier, in addition to a vendor is captured and all pricing is captured within the traveler details
tab, as pricing and ticket information is at the traveler level.
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Dom/Int’l: Defaults to blank upon entering a new reservation, but allows you to select from a drop-down list including:
Domestic, International or TransBorder. If you begin to capture this setting in your ClientBase Res Cards, then you are
able to Query your database of Res Cards for reservations that have been classified as Domestic, International or
TransBorder, as this field has been added as a filter to Level 2 and Level 3 Queries in Profile Manager and Level 2 Query
in Res Card Manager.
Trams Back Office Subscribers: This field is captured within the Trams Back Office booking upon invoicing. Since the
TBO invoice booking does not allow this field to be blank, if the field is left blank within the reservation record, the field
defaults to Domestic in TBO upon invoicing.
Confirmation #: Enter the confirmation number for this booking.
Record Locator: Enter a record locator number if available.
Promo ID: This field is freeflow and can be used to capture a specific product or promotional code for this reservation.
This field can also be passed to an on-line booking engine as it has also been added to the Live Connect selection screen
for including in the post of information sent to an on-line booking site.
Booking Method: Enter the method of the booking from the drop-down menu. Customize the default list for the userdefined Booking Method field by going to Global Defaults|General Setup|User Defined Fields, or by clicking on the blue
field label if permitted. This area is automatically populated when importing a Live Connect booking.
Reservation Status: Enter the status of this booking from the user-definable drop-down menu. By keeping this field
updated, reports can be run for reservations marked with each status.
Duration: Enter number of nights of trip.
No. of PAX: Enter number of travelers for this trip.
Travelers: Click to choose from the traveler list any traveler for whom this reservation applies. View selected travelers
below field when completed. Important: When entering an airline reservation, by clicking on this area, you can enter
ticket, traveler pricing, and other misc. airline details.
HANDLING MULTIPLE CURRENCIES
When handling multiple currencies, reservations can be tracked in the agency's currency or reservations can be tracked in
the foreign (vendor) currency. The setting By Default Track Res Card Balances In" under Global Defaults|Res Card
Defaults|Currency Setup can be setup as the default. This is simply a default and can be overridden per Res Card.
A Multi Currency tab added to the Res Card also contains this Track Res Card Balances In setting in order to update Res
Card balances on a one-by-one basis.
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(All multi currency
Res Card balances entered prior to version 3.6 will remain in the Agency Currency unless modified individually.) New
reservations with multiple currencies are also tracked in Agency Currency until the setting is changed in Global Defaults or
the setting is changed per Res Card under the Multi Currency tab.
Although Res Card balance tracking can be changed from Agency Currency to Foreign Currency and vice versa, change
will only occur if Res Card is not invoiced. If the Res Card is already invoiced, this setting under the Multi Currency tab is
disabled. If changing from Agency Currency to Foreign Currency, the system checks to see if the record contains
Markup/Discounts and if so prompts, Markup/Discounts exist and are not supported when balances are tracked in the
Foreign Currency. Continuing will clear any Markup/Discounts entered. Continue? Yes/No."
When tracking Res Card balances in Foreign Currency, itemization can now be captured. Itemization is captured in the
reservation's currency. If itemization is captured and user changes the selected currency, user is prompted Changing the
Reservation Currency will clear all Itemization details. Do you want to continue? Yes/No. Since itemization cannot be
captured when Res Card balances are tracked in Agency Currency, if changing Res Card from Foreign Currency to
Agency Currency the system checks to see if Itemization exists and if so prompts Itemization exists. Currency cannot be
converted at the itemization level. Continuing will clear all itemization details. Continue? Yes/No.
If agency chooses to continue to track reservation totals in the agency's currency, an invoice setting gives the
options of showing traveler pricing for each reservation in Agency, Vendor and/or Client currency on an invoice. Select
Utilities|Branch and then click Format Settings under Invoice Settings. A Multi-Currency section is available for selection
with the options of Show Agency Currency, Show Vendor Currency and Show Client Currency. All three or any
combination of these settings may be selected; therefore, check the box or boxes of the currencies that should appear for
pricing on an invoice. These settings are only used when Track Res Card Balances is set to Agency Currency.
Example: An agency located in Canada booked a cruise with a US vendor. In the Multiple Currency screen the Vendor
currency was entered as $1500 US dollars. The Agency Currency was entered as $1400 Canadian dollars. If the Show
Agency Currency option was checked, only the Canadian dollars appear under pricing when the invoice is generated. If
both Show Agency Currency and Show Vendor Currency options were checked, pricing appears in both Canadian dollars
and US dollars. If the client paid for the reservation in a different currency (i.e. Euros) and that amount was entered as the
Client Currency on the Multiple Currency screen and all three options where checked, pricing would appear in all three
currencies.
If agency chooses to track reservation totals in the foreign currency, when tracking balances in Foreign currency
there is no longer a Multi Currency screen. Each reservation is entered in the currency it was booked in by clicking the
Currency drop-down and selecting the correct currency code. Once the currency code is chosen the currency rate is
displayed. Currency rates are based on the Currency Setup in Global Defaults but can be changed at the time of booking
if needed. However, if ARC/BSP is checked, the currency must remain in the agency's currency and the Currency field is
disabled.
For each reservation, the Reservation Totals summary on the right side of the screen shows the currency code for all
foreign currency bookings. The Res Card totals in the Res Card Header will summarize all balances with one line per
currency. The first two currencies are displayed; however, if more lines exist, click the button next to the Res Card header
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to view all. Reservation totals at the bottom of the Res Card show the balance of the Selected Reservation in the currency
it was booked along with the Currency Code. The balances displayed for All Confirmed Reservations summarize all
reservations booked in the agency's currency. Click the button next to the Reservation totals at the bottom of the Res
Card to view all Reservation totals.
Invoicing Multi Currency: On the invoicing screen, each reservation appears in the currency the reservation was booked
in along with the conversion rate. Conversion rate can be changed if needed. When printing all invoices, each reservation
appears on the invoice in the currency it was booked in. All reservations are then totaled per currency and appear at the
bottom of the invoice, one box of totals per currency. Client payments are printed on the invoice in the reservation's
currency. If agency also uses Trams Back Office software, client credit card payments are saved in TBO in the agency's
currency. Client payments entered as CC Merchant, Debit Card, Check and Cash payments are not saved in TBO and
need to be handled in the back office by the bookkeeper.
ITEMIZE PRICING
Click the Itemize button to bring up a screen to itemize the total fare among travelers.
Note: If you itemize, make sure the total of each entry equals exactly the total fare. The field length of the Description field
within Itemization is 100 characters. Check Print on Invoice by the Remarks area of Itemization to print the Remarks for
your customer. Any itemized amount that has commission only will not appear on invoices and itineraries.
Print Option: By clicking on the drop-down at the top of the itemization screen, change the default of how the itemization
for this particular reservation is sorted and printed on a customer invoice:





Print all Itemization Details
Summarize by Traveler - (lists totals by traveler)
Summarize by Category/Traveler (lists each traveler as a column broken down by Travel Category)
Summarize by Description/Traveler (lists each traveler as a column broken down by Description)
Do not Print Itemization (allows you to itemize for your internal records but doesn't print on the invoice)
Default settings for this area can be set up in Global Default|Default Field Values for Res Cards.
Travel Category: This field is not mandatory when entering itemized amounts, nor does it print on the invoice. (If
insurance is captured as part of the itemization, then the insurance waiver prompting at time of invoice does not appear.
Insurance waiver prompting now looks for a reservation, service provider or itemization record with a travel category of
insurance to determine if the prompt should appear or not. Insurance waiver prompting is established under Global
Defaults.)
After filling in the fields to break out itemized totals, Insert updates the data screen below with the new traveler
information; Update modifies the data screen below with updated traveler information; Delete eliminates a highlighted
entry, and New provides blank data entry fields for entering free-flow new traveler information. Make sure you see data
entries listed correctly in the entry screen below before clicking OK to save.
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**Represent the only mandatory fields in a Reservation.
The default City Code table, used within the ClientBase Res Card reservations, is a user defined drop-down table that can
be edited by the user. To update the city codes that ClientBase comes defaulted with, either go to Global
Defaults|General Setup|User Defined Fields or click the blue field link for city within a Res Card reservation record. The
city codes include a 3 character code, City, State/Country and Domestic/International designator. Add, modify and delete
within this list directly from ClientBase.
MORE TAXES TAB (TOP OF RESERVATION)
Designate which taxes go to which tax fields when invoicing from ClientBase. Tax defaults for up to 4 taxes, may be setup
under Global Defaults|Res Card Defaults|Tax and Commission. If desired, for each tax field, specify the two-letter tax
Identifiers of the taxes. If you have more than one Tax ID, separate them by a comma. The commission rate for vendors
used in reservations is defaulting to the vendor commission field in the Trams Back Office vendor profile. If the vendor
default commission in Trams Back Office is blank, then the commission defaults to the amount entered in the field called
Comm Rate under Global Defaults|Res Card Defaults|Tax and Commission.
When you enter the amount of tax for the reservation and have not used the tax table, the total amount of the tax appears
in the Tax 1 Field in the More Taxes tab. If you want to separate the taxes, use the More Taxes table and enter the
amount of each separate tax by using the tax fields. The grand total of each tax entered appears in the tax field in the
reservation header.
There is a checkbox Print Plus Applicable Taxes only visible if the Tax total for the reservation is zero. If this new setting is
checked and if Amount Details captured within the Reservation (per xx pricing is checked), then upon printing the Amount
Details on the Proposal/Invoice/Itinerary (Plus Applicable Taxes) appear after the pricing. This setting can assist with hotel
or car type reservations where the exact tax amount charged upon check-in is not known, yet you want to let the customer
aware of the fact that there could be additional taxes.
EXPANDED FARE INFO TAB (TOP OF RESERVATION)
Fare Savings Information: For back office reporting purposes, you can capture fare savings information for each
ClientBase reservation, including High Fare, Low Fare and Fare Code. These fields are captured in the Trams Back Office
fields upon invoicing for client reporting purposes.
Markup/Discount Information: For markups and discounts that you do not want broken out on the client invoice or
vendor statement, you can capture a client Markup, which adds to the reservation totals, or a Discount, which subtracts
from the reservation totals. If a Markup or Discount amount is entered then a new field is displayed within the Reservation
totals called After Markup or After Discount depending on which is selected. If a markup or discount amount is captured,
the Face Value field is automatically calculated in Trams Back Office upon invoicing. Note: If you do want the discount or
markup broken out on the client invoice, then use the Itemize area of the reservation pricing rather than the
Markup/Discount fields in this area.
RESERVATION PAYMENT DUE DATE TAB (TOP OF RESERVATION)
The Payment Due Date Tab contains the following entry fields:
Deposit Due Date: Enter the date the deposit is due. By clicking the down arrow, select a date by double-clicking the
desired day from the calendar, or free-flow the date.
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Final Deposit Due Date: Enter the date the final deposit is due. By clicking the down arrow, select a date by doubleclicking the desired day from the calendar, or free-flow the date. Note: If you want to print a Final Payment report, this is
the field that report picks up.
Deposit Amount/Form of Payment/Check/CC #: If a deposit is paid via Live Connect, these fields are populated as part
of the Live Connect import, or they can be captured by hand. If these fields are completed via Live Connect or by manual
input, upon invoicing the reservation for the first time, the invoice amount defaults to the Deposit Amount and the Form of
Payment defaults to the Form of Payment captured in this Payment Due Date tab.
Create a Reminder: To create a reminder which appears on the user’s daily to-do list, click Create a Reminder and fill in
the appropriate details. The reminders are automatically created; one for Deposit Due Date and one for Final Payment
Due Date. These reminders also appear in the Res Card’s Activities tab, as well as in the client’s profile folder, Activities.
RESERVATION ITIN/INVOICE TAB (TOP OF RESERVATION)
Enter free-flowing proposal/itinerary/invoice remarks that appear on the itinerary and invoice directly under the vendor
information. These remarks go to Trams Back Office.
RESERVATION AGENT REMARKS TAB (TOP OF RESERVATION)
Enter unlimited free-flowing agent remarks for personal agent reference. These do not print anywhere.
RESERVATION MORE FIELDS TAB (TOP OF RESERVATION)
The More Fields tab and its entries provide your agency with customizable fields designed to capture data that is unique
to your agency's or clients' needs. By including More Fields at the Reservation level, you have the ability to capture a
More Field entry for just a specific Reservation within a Res Card without applying it to the entire Res Card.
Also, since More Field entries can be linked to a TBO UDID, having Reservation level More Fields provide more flexibility
around including specific UDID's only on certain Invoice Bookings. Upon invoicing, if a Reservation level More Field is
linked to a UDID, then the UDID is captured only on that specific Reservation Booking in TBO.
A Res Card level More Field, when linked to a UDID, continues to populate all TBO Invoice Booking UDID fields. Upon
invoicing, if the same More Field has an entry at the Reservation level and Res Card level, then the Reservation level
overrides the Res Card level and the TBO UDID captures the Reservation level More Field entry.
These Res Card level print settings can be checked by default by going to Global Defaults|Res Card Defaults|Default
Field Values for Res Cards and clicking on the Res Card More Fields tab. By default each More Field category is set to
not print, but in addition to changing the Global Defaults, these print defaults can also be changed per Res Card and
Reservation. If a More Field is set to print, any Res Card level entries print at bottom of the Invoice totals above Branch,
Client and Agent Remarks and any Reservation level entries print at the bottom of Reservation details and above
Itin/Invoice Remarks and Vendor Remarks.
NOTE Res Card More Field Usage : When More Fields are created, the same More Fields can be used either at the
Res Card Level or at the Reservation Level. When a More Field value is entered at the Res Card Level, that value carries
over into each of the invoice bookings. A unique More Field value can be made for a specific reservation; however, by
going into the More Field tab inside the reservation.
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EDIT HISTORY TAB (TOP OF RESERVATION)
This area provides you with a history of the changes users make to reservations, and a place to view that history if there is
a question as to how something got added or modified. The Edit History log includes the User, Date/Time, Field Name,
Old Entry, New Entry and the ability to print the Edit History as a report.
Fields the Edit History tracks at the Reservation Level: Date Reserved, Booking Status, Vendor, Confirmation #,
Travelers, Base, Tax, Commission, Duration, # of Pax, No of Cabins, Deposit Due Date, Final Payment Due Date, and
Reservation Pay Information.
SERVICE PROVIDER, GENERAL TAB (BOTTOM OF RESERVATION)
The Service Provider area of a reservation record is completely optional (when using the Live Connect option, these
fields are populated). Information entered here appears on itineraries and invoices generated for this reservation and can
be used for reporting purposes. One reservation record can have one or more service providers. For example, a Disney
Cruise reservation record can include just one service provider, Disney Cruise Lines, or perhaps more than one, the
Disney Magic and the Contemporary Resort. The amount of detail to capture is up to you.
The Service Provider section of the screen has up to 7 tabs depending on the selected Travel Category: General (to
enter service provider information); Address (this area is filled in automatically if the vendor profile has this information in
it; otherwise enter free-flow information); Itinerary (appears where individual segments are entered), Traveler Details
(where individual traveler details are entered), Itinerary/Invoice Remarks (enter free-flowing itinerary/invoice remarks for
the service provider); Agent Remarks (enter unlimited free-flowing agent remarks); and Allocated Pricing (costs for each
service provider can be itemized but does not print on any client reports). By default the dollar amounts fall in the first
service provider allocated pricing area. If you would like a break-down of all service providers in the reservation, you must
manually enter details into the allocated pricing area for each service provider. These allocated pricing fields are picked
up in the Res Card Service Provider Activity Report.
Depending on the selected travel category, the service provider section, General Tab, contains the following entry fields:
Travel Category: Enter the travel category (setup in Trams Back Office if you have this program, or in the Global
Defaults) from the drop-down menu. Different data entry fields appear for each travel category. Examples are:
For Air, a separate service provider record may be completed for each segment or leg in the itinerary - with numerous
fields available such as Check-In times, Departure Terminals, Equipment, Meal Service, Duration, Mileage, etc. For Hotel,
entry fields include Property, Room Type, Check In and Out Dates, Room Description, and Smoking. Car entry fields
include Car Company, Start Date, End Date, Car Category, Pick-Up Time, Drop-Off Time, and Car Description. Cruise
entry fields include Ship, Start Date, End Date, Category, Deck, Cabin/Room, Dining, and Smoking.
Depending on the other selected categories, appropriate travel category entry fields appear.
Service Provider Name: If you have set up your Global Defaults to do so, by default when you put in the vendor at the
top of the reservation, it drops into the service provider name field. Enter a few letters of the service provider to Query for
its profile. For example, you may have entered Carnival Cruise Lines as the vendor, but want to show Ecstasy as the ship
or Service Provider, the product that the vendor is selling. (You can also free-flow into this field, if this has been enabled.)
If a reservation Service Provider record is linked to a Service Provider profile, then the Go To Profile button next to the
Service Provider (it’s the 2 heads with the red arrow icon to the right of the field) takes you to the Service Provider profile.
If the Service Provider entry was completed via free flow entry (vs. clicking the down arrow and selecting from the list of
existing Vendor/Service Provider profiles), clicking the Go To Profile button will not navigate you anywhere.
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SERVICE PROVIDER, ADDRESS/FLIGHT DETAILS TAB (BOTTOM OF RESERVATION)
Car, insurance, miscellaneous, tour and transportation travel categories default the Print on Itin/Invoice box to being
unchecked, but can be added if you want addresses to print on the itinerary or the invoice. To change these default
settings for new reservations go to Global Defaults|Res Card Defaults|Default Field Values for Res Cards, click
Reservation tab and either place a check or remove the check from the Print Address on Itin/Invoice for the corresponding
Travel Category. Flight Details would appear on an air Service Provider entry.
SERVICE PROVIDER, ITINERARY TAB (BOTTOM OF RESERVATION)
Click Itinerary (if it appears after the travel category has been selected) to enter the details of the trip which are printed on
the customer’s itinerary. Depending on the travel category selected under the General Tab, the appropriate data input
screen appears. The example below is for air itinerary information. Click Insert, Update, or New.
Note: If you have selected Cruise as the Travel Type, there appears Print Options including two formats: Do Not Sort/List
Depart then Arrive and Sort by Date/List Arrive then Depart. Do Not Sort/List Depart then Arrive prints the Cruise Itinerary
as it has in the past versions of ClientBase. The Sort by Date/List Arrive then Depart provides the format that conforms to
the more traditional way cruise itineraries are printed.
To change this default format for new reservations, go to Global Defaults|Res Card Defaults|Default Field Values for
Res Cards, click the Reservation tab and set the Print Cruise Itin Option accordingly. The default can be tailored on a
reservation-by-reservation basis to whatever format is desired for that cruise itinerary by changing it on the drop-down
menu.
SERVICE PROVIDER, TRAVELER DETAILS TAB (BOTTOM OF RESERVATION)
Click Traveler to choose from the traveler list any traveler for whom this portion of reservation applies. View selected
travelers below field when completed.
SERVICE PROVIDER, ITIN/INVOICE REMARKS TAB (BOTTOM OF RESERVATION)
Enter any free-flowing remarks to appear directly below the service provider entry on the printed Itinerary and/or invoice.
SERVICE PROVIDER, AGENT REMARKS TAB (BOTTOM OF RESERVATION)
Enter any unlimited free-flowing agent remarks to appear about this service provider.
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SERVICE PROVIDER, ALLOCATED PRICING TAB (BOTTOM OF RESERVATION)
Enter Total Fare, Base, Tax (%), and Commission (%) into these fields to keep for your own reference. (By default the
dollar amounts fall in the first service provider allocated pricing area. If you would like a break-down of all service
providers in the reservation, you must manually enter details into the allocated pricing area for each service provider.
These allocated pricing fields are picked up in the Res Card Service Provider Activity Report.)
Once all tabs of a service provider record have been completed, click Insert to insert the information into the service
provider grid below. To enter additional service provider records, click New, then enter the details and click Insert to insert
the record into the service provider grid. To modify a record already in the grid, highlight the record, make any changes,
then click Update to update the record. To delete a service provider record, highlight the record and click Delete.
Res Card Invoices Tab (Main Res card Screen)
The invoice tab of a Res Card is the area to review what has been invoiced to date for this trip. A complete summary of
each invoice totals is displayed at bottom of screen.
Invoice Format: The Invoice Format button displays defaults that have been set up by the database administrator. For a
list of functionality for these options, see the Generate Invoice section below.
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Reprint Invoice: Reprint any invoice by clicking Re-print Invoice. (See Generate An Invoice section below.)
Void Invoice: If you have been granted permission to void an invoice, select the desired invoice to void and click Void.
You are prompted with a message Track voided Invoice? and given three options: Yes - voids the invoice but leave a
history of the voided invoice within the Invoice tab; No - voids and deletes the invoice; Cancel - cancels the voiding
process. (For more details please see Generate An Invoice section below.)
Merge to PNR: Agencies NOT using Trams Back Office can print invoices from ClientBase, and then send the invoice
data to a PNR in the form of accounting lines so that it can be interfaced to their back office accounting system. In order to
take advantage of this feature, Merge to PNR Rules need to be setup using the Rescard Invoice field group following the
directions outlined in the section below, Format Res Card Invoice Data to Send Data to PNR. See also directions outlined
in section below, Using the Merge to PNR at Res Card Invoice Level.
Note: Do not pass Res Card invoice data into a PNR for future invoicing if you have Trams Back Office as your back
office system.
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Res Card Activities Tab (Main Res Card Screen)
To create a note, reminder, or mailer for a trip, click the Activities tab. Entering the folder, see a summary of all notes,
reminders, and mailers created for a customer’s trip. A Note documents any contact you had with a client about the trip
such as a phone call or e-mail. You can also document a quote you have given a client. A Reminder creates an entry,
such as a new trip inquiry follow-up or a final payment phone call. This entry also appears on the user’s daily To-Do List in
the Activity Manager and in the Activity folder in client’s profile. Mailers are like entries in a marketing “log.” They are a
historical record that is created automatically whenever a label, document template, e-mail or mail merge file is created for
a client or group of clients.
To add a new Note|Reminder|Mailer, click Add. To modify or enhance an existing Note|Reminder|Mailer, click Modify
while the Note|Reminder|Mailer is highlighted. Click Delete while the Note|Reminder|Mailer is highlighted to remove it.
Click Refresh to renew the display after you have added, modified, or deleted an entry. By clicking Batch Reminder, add
any reminder batch created in Global Defaults. This allows you to add multiple reminders at one time to a reservation.
Note: Any activity added here can also be seen in the client profile under the Activities Tab.
LAUNCHING BATCH REMINDERS
You do not need to add individual reminders for a trip if you have setup a Batch of Reminders in Global Defaults. Create
multiple reminders all at one time by following these steps:
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1) From the Res Card, click Batched Reminders located at the top right corner of the Res Card, or in the activity tab click
Batch Reminders to get a listing of the batch reminders which were setup under Global Defaults.
2) Select the batch to use for this Res Card by double-clicking the desired batch, or highlighting batch and clicking OK.
3) A listing of all of the default reminders included within the selected batch appears with the date of reminder defaulting
based upon the merge field used. (If any of the Reminders in the listing do not have a current Date of Reminder, then the
merge field used when setting up was left blank within the current Res Card. In order for these reminders to be created
you must double-click the specific reminder within the listing and enter the date by hand.)
From this listing Add, Modify or Delete any of the default Reminders. Check each of the reminders within the listing to
make sure the defaults are all correct. To change any of the defaults, simply highlight the reminder, click Modify and
change the fields accordingly. Delete any reminders you do not want created for this particular Res Card, or simply
uncheck its box.
4) When all reminders in the listing meet your needs, click Create Reminders and they are created at one time, and saved
within the activities tab.
Res Card Agent Remarks Tab (Main Res Card Screen)
To enter unlimited free-flowing agent comments about this trip, click the agent remarks tab. These do not print on any
documentation and are backed up every night. No need to write down notations on a notepad. Whenever you come into
the res card, your notes about the trip are right here for you or anyone else to view.
Res Card Client Feedback about Trip Tab (Main res card screen)
After the customer returns from the trip, enter unlimited, free-flowing client feedback comments in the Client Feedback
About Trip tab.
Attachments Tab (Main Res Card Screen)
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To enhance the amount and type of information accessible in a ClientBase res card, clicking Attachments allows you to
point to other files available on local or network drives. To add a new attachment, click Add, and Browse for Attachment to
identity the File Path of the file. The File Path includes the drive where the file is located, any directories or subdirectories, and the name of the file. Choose to compress the file by clicking in the compression box. Enter a brief
description of the attachment, if desired. When retrieving a res card and viewing attachments, sort by Description, File
Name, Directory Path, Computer Name, Original File Size, Compressed Size, File Date/Time, or Modified Date/Time.
Note: Although these file paths are created from one workstation, they are saved as part of the ClientBase database and
so accessible from any ClientBase workstation.
To view a saved Attachment, highlight the attachment, and click Open Attachment or double-click on the attachment.
ClientBase uses Windows association to view the file type, load the appropriate software, and retrieve the specified file.
Every file has an extension (e.g., .doc, .jpg, .bmp, .html, etc.) must be associated with a specific Windows software
program such as MS Word, Paint Shop Pro, Internet Explorer, etc. to be viewed. Although this association is created
automatically by Windows when various software programs are installed, if a workstation does not have a software
program associated with the type of file an attachment is pointing to, then the file cannot be viewed from the attachment
created in ClientBase.
Modifications to a file launched from ClientBase attachments can be saved automatically back into ClientBase. If an
attachment is opened and then modified and saved, upon closing the attachment you land on the attachment settings
window. Clicking OK from this area saves the newly modified file back to ClientBase. Click Delete, while the name is
highlighted, to remove an attachment. Save As Attachment allows you to save a copy of the attachment into another file
location.
More Fields Tab (Main Res Card Screen)
Enter a value into any of the established More Fields under this tab. Use the drop-down arrow to select from a list of
default values or free flow an entry into any of the fields. For any new Res Cards you create, if the Res Card more field
has a link to a profile more field, then that more field is completed automatically if the Profile more field has been
completed. The default can be overwritten if desired. If the Res Card more field has a link to a Trams Back Office UDID
(User Definable Interface Data), then upon invoicing, any entry stored in the ClientBase Res Card more field lands in the
TBO UDID field within each booking.
When More Fields are created, the same More Fields can be used either at the Res Card Level or at the Reservation
Level. Go to Global Defaults|Res Card Defaults|Res Card More Fields Categories and Add. Link the More Field to a
UDID. The More Field can either be filled in manually in the Res Card or Reservation, or by selecting a drop-down item
that has been set up in Global Defaults|User Defined Fields|Res Card More Field Items.
When a More Field value is entered at the Res Card Level, that value carries over into each of the invoice bookings. A
unique More Field value can be made for a specific reservation; however, by going into the More Field tab inside the
reservation.
Multiple Currency (Main Res card Screen)
Enter from drop-down how you want res card balances to be tracked (this overrides the settings in Global Defaults):
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Foreign Currency - New reservations are always captured in the currency the transaction was booked in.
Agency Currency - New reservations are always captured in the currency of the agency location.
Edit History (Main res card Screen)
This tab provides a detailed log of any changes made to the data stored in designated fields. This provides you with a
history of the changes users make to Res Cards, and a place to view that history if there is a question as to how
something got added or modified. The Edit History log includes the User, Date/Time, Field Name, Old Entry, New Entry
and the ability to print the Edit History as a report.
Fields the Edit History tracks at the Res Card Level: Create Date, Agent, Status, Res Cycle, Marketing Source, Group,
Branch, Trip Start/End Date, and Travelers.
Invoicing in ClientBase
Generating an Invoice - Setup
Before generating an invoice in ClientBase, some setup is required. Make sure to refer to appropriate area under Global
Defaults or Utilities|Branch in the chapter, Setting Up ClientBase for Your Agency, for FULL DETAILS on each step.
Here is a checklist to go by:
___1) Setup Invoice and Refund Beginning Number in Branches by going to Utilities|Branch.
___2) Setup Headers/Footers, Unlimited Remarks, and Default Formats for Invoices, Trip Proposals, Trip Itineraries, Trip
Statements and Receipts for each Branch by going to Utilities|Branch.
Suggestion: To print agency letterhead automatically for Trip Proposals, Itineraries, Invoices, Trip Statements, and
Receipts, go to Global Defaults|General Setup|Header and Footer and setup company headers/footers using Merge
Fields from the drop-down menus. But if you have different branch logos, you need to load these in Utilities|Branch.
___3) Track vendor currency and client currency in addition to your agency currency by setting up the multi-currency
feature in ClientBase. Go to Global Defaults|Res Card Defaults|Currency Setup:
___4) Setup Res Card defaults by going to Global Defaults|Res Card Defaults|Default Field Values for ResCards.
___5) Setup Res Card More Fields by going to Global Defaults|Res Card Defaults|More Field Categories.
___6) To ensure that travel insurance protection is offered to every customer and either accepted or declined, setup Res
Card Insurance Prompting. Go to Global Defaults|Res Card Defaults| Insurance Prompting:
___7) Setup a default service fee vendor and default service fee amount to use in creating a service fee reservation in
your Res Cards by going to Global Defaults|Res Card Defaults|Service Fee.
___8) If not a TBO user, setup Tax and Commission Invoice Defaults by going to Global Defaults|Res Card
Defaults|Tax and Commission Defaults.
___9) Go to Global Defaults|Res Card Defaults|Default Field Values for Invoices.
___10) Setup Batched Reminders by going to Global Defaults|Res Card Defaults|Batched Reminders.
___11) Setup Required Fields for Res Cards by going to Global Defaults|General Setup|Required Fields|ResCard
Fields.
Canadian Agencies GST/HST Setup/Workflow
Setup to use GST/HST Tax:
1) The Tax and Commission Default settings found under Global Defaults|Res Card Defaults provides an area in the
General Tab to put all tax rates including GST/HST if not already setup in TBO. Specify the two-letter tax Identifiers of the
taxes. For more than one Tax ID, separate taxes by a comma.
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The Region Tax tab is designed to capture default tax rates by Province. All 14 Canadian Provinces are included within
this table along with a default tax rate. These Provinces and Tax rate defaults can be updated using the Insert, Update
and New buttons.
Note: There is a setting in the General Tab, Use Global GST/HST Rate for agencies in areas that use GST/HST but are
not required to calculate taxes based on Province (the Caribbean), using this setting ignores the rates set up by Province
under the Region Tax tab, but will instead use the Global rate entered as the default. Upon checking this box a GST/HST
Rate field is displayed. Enter the Global rate to be used in calculating the taxes.
2) Upon entering new Reservations in the ClientBase Res Card the default GST/HST rate used for both Client GST/HST
and Commission GST HST is now determined by the Travel Category and the new Province table located in Step 1 above
under Global Defaults|Res Card Defaults|Tax and Commission Defaults.
a) For Air, Hotel, Cruise, Tour, Rail and Transportation reservations, make sure in each of the Vendor Profiles used for
these types of reservations have a Province filled in, and in the Country field, either leave blank, type Canada or CA.
b) Car reservations look at the Pick Up City Province field in the Service Provider area to determine the default GST/HST
rate to apply.
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(Note: If the GST/HST amounts have already been entered and the Pick Up City Province rate is different, the user gets
prompted with the option to override the current amounts.)
c) Service Fees look to the client profile’s Province field to determine the default GST/HST rate to apply.
d) Insurance and International defaults as zero rated.
e) Transborder Reservations default to 5% for all Travel Categories.
Please note that these default rates are simply defaults and can be updated on a reservation-by reservation basis. If the
user overrides a reservation percentage in either the client GST/HST field or the Commission GST/HST field, the other
field will be updated to reflect the same percentage.
For example, if client GST/HST is defaulted to 5% and user changes it to 13%, then the Commission HST changes to
13% also, and vice versa. If the user wants to override one percentage, but not the other, then a dollar amount must be
entered in place of a percentage.
Since a large portion of the Commission GST/HST calculations is based on the profile Province where the client or vendor
resides, it is important to ensure your client and vendor profiles contain a Province and non-Canadian profiles
contain a Country code. The province should use 2 letter codes as follows: BC, AB, etc.
3) The lookup logic on the profile will first look for Canadian profiles by checking the country field. If the Country field
contains CANADA, CA or is blank, it will look in the Province field to determine if there’s a match to one of the Provinces
in the rate table and if so, use the applicable rate to calculate the default GST/HST for the Reservation.
4) Querying profiles and sorting by Country and Province will help you quickly locate profiles with empty fields and the
Global Modify feature (used with caution) can help to easily populate those fields.
Be sure to backup your database before using the Global Modify feature.
5) For cars, ClientBase uses the Pickup City in the Service Provider record and then uses the city code table to locate the
province and lookup the province rate.
Therefore, it is also important that your city code table (Global Defaults|General Setup|User Defined Fields|City
Codes) has province codes for each applicable city and they match the province codes included in the Global
Defaults|Res Card Defaults|Tax and Commission Defaults.
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6) Both Client GST/HST and Commission GST/HST amounts can be viewed at the same time regardless of which
Reservation tab is currently active. That means agents do not need to click on the More Taxes tab to view the effects on
the Commission GST/HST when making changes to the Client GST/HST or vice versa.
Note: If using Live Connect and PNR Import features so that if GST/HST applies, and no Commission GST/HST is
included in the file, the same logic described above is used to default the Commission GST/HST rate.
Handling Multiple Currencies
When handling multiple currencies, reservations can be tracked in the agency's currency or reservations can be tracked in
the foreign (vendor) currency. The setting By Default Track Res Card Balances In" under Global Defaults|Res Card
Defaults|Currency Setup can be setup as the default. This is simply a default and can be overridden per Res Card.
A Multi Currency tab added to the Res Card also contains this Track Res Card Balances In setting in order to update Res
Card balances on a one-by-one basis. (Note: All multi currency Res Card balances entered prior to version 3.6 will remain
in the Agency Currency unless modified individually.) New reservations with multiple currencies are also tracked in
Agency Currency until the setting is changed in Global Defaults or the setting is changed per Res Card under the Multi
Currency tab.
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Although res card balance tracking can be changed from Agency Currency to Foreign Currency and vice versa, change
will only occur if Res Card is not invoiced. If the Res Card is already invoiced, this setting under the Multi Currency tab is
disabled. If changing from Agency Currency to Foreign Currency, the system checks to see if the record contains
Markup/Discounts and if so prompts, Markup/Discounts exist and are not supported when balances are tracked in the
Foreign Currency. Continuing will clear any Markup/Discounts entered. Continue? Yes/No."
When tracking Res Card balances in Foreign Currency, itemization can now be captured. Itemization is captured in the
reservation's currency. If itemization is captured and user changes the selected currency, user is prompted Changing the
Reservation Currency will clear all Itemization details. Do you want to continue? Yes/No. Since itemization cannot be
captured when Res Card balances are tracked in Agency Currency, if changing Res Card from Foreign Currency to
Agency Currency the system checks to see if Itemization exists and if so prompts Itemization exists. Currency cannot be
converted at the itemization level. Continuing will clear all itemization details. Continue? Yes/No
If agency chooses to continue to track reservation totals in the agency's currency, an invoice setting gives the
options of showing traveler pricing for each reservation in Agency, Vendor and/or Client currency on an invoice. Select
Utilities|Branch and then click Format Settings under Invoice Settings (this can be done remember at the time of
invoicing, by clicking on Invoice Format). A Multi-Currency section is available for selection with the options of Show
Agency Currency, Show Vendor Currency and Show Client Currency. All three or any combination of these settings may
be selected; therefore, check the box or boxes of the currencies that should appear for pricing on an invoice. These
settings are only used when Track Res Card Balances is set to Agency Currency.
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Example: An agency located in Canada booked a cruise with a US vendor. In the Multiple Currency screen the Vendor
currency was entered as $1500 US dollars. The Agency Currency was entered as $1400 Canadian dollars. If the Show
Agency Currency option was checked, only the Canadian dollars appear under pricing when the invoice is generated. If
both Show Agency Currency and Show Vendor Currency options were checked, pricing appears in both Canadian dollars
and US dollars. If the client paid for the reservation in a different currency (i.e. Euros) and that amount was entered as the
Client Currency on the Multiple Currency screen and all three options where checked, pricing would appear in all three
currencies.
If agency chooses to track reservation totals in the foreign currency, when tracking balances in Foreign currency
there is no longer a Multi Currency screen. Each reservation is entered in the currency it was booked in by clicking the
Currency drop-down and selecting the correct currency code. Once the currency code is chosen the currency rate is
displayed. Currency rates are based on the Currency Setup in Global Defaults but can be changed at the time of booking
if needed. However, if ARC/BSP is checked, the currency must remain in the agency's currency and the Currency field is
disabled.
For each reservation, the Reservation Totals summary on the right side of the screen shows the currency code for all
foreign currency bookings. The Res Card totals in the Res Card Header will summarize all balances with one line per
currency. The first two currencies are displayed; however, if more lines exist, click the button next to the Res Card header
to view all.
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Reservation totals at the bottom of the Res Card show the balance of the Selected Reservation in the currency it was
booked along with the Currency Code. The balances displayed for All Confirmed Reservations summarize all reservations
booked in the agency's currency. Click the button next to the Reservation totals at the bottom of the Res Card to view all
Reservation totals.
Invoicing: On the invoicing screen, each reservation appears in the currency the reservation was booked in along with
the conversion rate. Conversion rate can be changed if needed.
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When printing all invoices, each
reservation appears on the invoice in the currency it was booked in. All reservations are then totaled per currency and
appear at the bottom of the invoice, one box of totals per currency.
Client payments are printed on the invoice in the reservation's currency. If agency also uses Trams Back Office software,
client credit card payments are saved in TBO in the agency's currency. Client payments entered as CC Merchant, Debit
Card, Check and Cash payments are not saved in TBO and need to be handled in the back office by the bookkeeper.
Generate an Invoice - Overview of Screen
To create an invoice for any reservation record or combination of reservation records that have not been invoiced in full,
click the Invoice icon in the header of the main Res Card screen.
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1) Start at the top of the invoice screen.
Include Refunds: If you want to refund any reservation that has been invoiced to date, check this box. (See section
Generate Refund Invoices below.)
Branch Remarks: These default branch remarks can be edited by typing in the area. But you can see a full list of
additional remarks and edit by clicking Remarks.
Remarks: Click Remarks to choose from tables of Branch, Agent, Vendor, or Client remarks. Check off the remark/s to
use with this particular invoice, and then OK.
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Note: Branch Remarks have been setup by the database administrator, but Agent, Vendor, and Client Remarks can be
setup in any Agent, Vendor, and Client Profile by clicking on the Res Card Remark tab. Vendor remarks appear under the
Vendor level reservation data after vendor level Itin/Invoice remarks. At the end of the invoice, remarks appear in this
order: Branch Remarks, Insurance Waiver, Client, and Agent Remarks.
Invoice For: This information is pulled from the Res Card header.
Branch: The branch number is pulled in from the Res Card header.
Locator No: The record locator number is pulled in from the Res Card header.
Group: The group is pulled in from the Res Card header.
Issue Date: Defaults to current date, but can be changed by manually inputting another date, or clicking the drop-down
arrow and double-clicking a date on the calendar.
*Form of Payment: From the drop-down menu, choose Cash, Check, Credit Card, or CCMerchant.
Attention Canadian Users: 1) You have the ability to select a form of payment, Debit Card. This FOP gets automatically
saved in TBO as an EFT, but prints on the invoice as Paid by Debit Card. This is designed to handle agency processed
debit cards (ATM type cards) that automatically draft from the client’s bank account.
2) ClientBase invoicing and receipts when working with TBO version 3.3 or above utilizes a setting which now stores a
default Bank Account for EFT Pay Method at the Branch and Global level. Upon issuing an invoice or receipt in CBW with
a Form of Payment as Debit Card the following hierarchy is used to determine the default bank account the payment
record should be linked to:
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Branch EFT Bank Account
Branch Default Bank Account
Global EFT Bank Account
Global Default Receipts Bank Account
*Check/CC Number: Enter check or credit card number for payment.
Trip Payment Due Date: Type in when the next trip payment is due.
*If you have different forms of payment for each reservations, do not use these fields. If you are applying a
voucher, do not use these fields. For different forms of payments or to apply vouchers, use the fields contained within
the Booking Payment button below, making sure to put the correct Submit to and Travel Type for each FOP.
Note: If you are just invoicing and not receiving a payment when you click Preview the Invoice, a dialog box appears.
Type in the date payment on this invoice is due in Payment Due Date and click OK.
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Invoice Totals - Base/Tax/Comm/Total Fare: Summarizes totals for this invoice.
Commission Tracking Totals - Base/Tax/Commission/Total Fare: Summarizes totals for this Commission Track
invoice.
Reservation One-Line Summary: For each reservation includes are: Select, Category, Vendor, Traveler, Confirmation
No, Depart Date, Return Date, Agent, Traveler Name, Start Ticket No, and End Ticket No.
Reservation Total - Base/Tax/Comm/Total Fare: This area reminds you of the original reservation totals.
Not yet Invoiced - Base/Tax/Comm: This area reflects what has not been invoiced for this Res Card. As you fill in the
totals to be invoice, this area automatically reflects the new non-invoiced totals.
Important Note: Each reservation has a unique Travel Type and Submit To (for Trams Back Office). You need to make
sure that these are filled in correctly or you’ll receive error messages that prohibits invoice issuing.
This Invoice: This is where to input the totals for your invoice. In the Base Fare field, enter the amount of this invoice.
Next, enter any taxes for this invoice, and, finally, enter the commission received for this invoice. (If not taxes or
commission are being collected for this invoice, input 0.)
Booking Payment (Use this area for Different forms of Payments): Enter multiple Forms of Payment including
vouchers for a single reservation or different reservations in this area. In addition, partial payments can also be captured
upon invoicing (payments totaling less than the invoiced amount).
Note: This does not apply to ARC type reservations, neither a partial payment or multiple Forms of Payment will be
accepted for ARC reservations.
To capture more than one payment, or a partial payment, for a single Reservation, click the Booking Payment button:
The Booking Payment screen has the ability to capture multiple payments by using the Insert, Update and New buttons.
This screen also displays the reservation's Current Invoice amount as well as the total payments entered so far. Payments
cannot total more than your Current Invoice amount. If your payments total less than your Current Invoice amount, then
you are prompted with the following options upon trying to save the Booking Payment:
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• Update Invoice Amount: Changes the Current Invoice amount to match the total Payments entered.
• Leave Balance Open: Leaves the Current Invoice amount and total payments as is and creates an open booking for the
balance.
• Return to Payment: Takes the user back to the Booking Payments screen to update the payments accordingly.
When a single payment (or no payment) is applied to a single reservation, upon generating an invoice, the system creates
one invoice booking record for the one reservation. When either multiple FOP's (Forms of Payment) or partial payments
are entered for a single reservation, the system then creates a separate Invoice Booking for each FOP. Each Invoice
Booking created is identical except for the booking amount, which matches the payment amount.
Important Note regarding single payments for multiple bookings saving as separate payment records: ClientBase
saves a separate payment record for each booking, even if there is a single Form of Payment. In other words, if a cruise
deposit of $200.00 and an insurance reservation of $300.00 is invoiced at the same time with one check, #255 for
$500.00, upon generating the invoice, two invoice bookings are created and two payment received records are created,
one for $200.00, and one for $300.00.
Important Note regarding handling Commission and Tax amounts when multiple or partial FOP's results in split
bookings: If multiple payments add up to the amount being invoiced, handle commission with the following hierarchy:
- Put invoiced commission total on largest Cash, Check, EFT or CC Merchant booking
- If no Cash, Check, EFT or CC Merchant FOP’s, then put invoiced commission total on largest CC booking
If multiple payments add up to the amount being invoiced, handle tax with the following hierarchy:
- Put full tax on the largest booking regardless of FOP
- If it’s a partial payment (payment amounts do not add up to invoiced amount), put all tax and commission on the open
booking
- Don’t worry about invoice bookings resulting in negative Base Fares
- Don’t worry about invoice bookings resulting in negative net amounts (commission being greater than base or total fare).
A new "Voucher" form of payment is now available when generating an invoice.
Voucher Form of Payment: Previously, as agents received money from customers for payment against future trips, the
agent created a receipt in ClientBase. Later, once a trip was booked and the time came to apply the receipt against an
invoice, the agent could generate the invoice but someone in Back Office had to apply the receipt against it. Now if given
permission, an agent can apply a voucher in ClientBase when invoicing.
A setting Disable Voucher Form of Payment was added to the Advanced Security Level|Other Restrictions tab of user
settings in order to control who is allowed to perform this function. When unchecked, an agent is able to see Total
Voucher Balance on both the profile and invoicing screen and has the ability to apply the balance against invoices. This
setting is unchecked by default and therefore you must check the box to disable the feature for any user you do not want
to perform this function.
Vouchers are applied to invoices at the booking level. Displayed next to the Trip Balance Due Date is the Voucher
Balance. This field only appears if the customer has a voucher balance.
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To apply all or part of this balance, complete the invoice details as usual and click the Booking Payment button. Select
Voucher as the Form of Payment and click the down arrow on the Voucher Number field to see a list of all vouchers.
When highlighting a voucher number you will see the voucher's Issue Date, Branch, Group, Voucher Balance and any
Payment Remarks to help in deciding which voucher to use. Select the voucher number to use, enter the amount of the
voucher balance to apply and then click Insert. Repeat this process if using multiple vouchers.
All booking payments must add up to the same amount invoiced for that booking. If the amount of the voucher selected is
greater than the amount invoiced, the voucher balance is updated to reflect the remaining balance for future use. Voucher
payments appear on invoice as Paid by Prior Receipt.
Notes: **Res cards with foreign currency reservations are NOT allowed to use this new form of payment.
**If your agency syncs databases, vouchers can only be applied to an invoice from the Primary.
**If your agency is a Trams Back Office user, when a voucher is applied to an invoice, a zero payment is recorded in TBO
that shows the voucher was applied to the invoice. If the voucher was greater than the invoiced amount, the original
voucher's balance is updated to show what is remaining.
Travel Type: From drop-down menu, choose appropriate Travel Type. Trams Back Office users want to choose the one
that corresponds with Trams Back Office travel types.
Reminder: Make sure the Travel Type and Submit To are properly filled out for each reservation.
Submit to: From the drop-down menu, choose appropriate Submit To. Trams Back Office users want to choose the one
that corresponds with Trams Back Office Submits To as setup by bookkeeper. If the Submit To field is set to CommTrack,
a little checkbox appears just above the Not Yet Invoiced column of the invoice screen. This is your global default setting
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showing if Commission Track items paid by credit card print on the invoices for that travel category. So if you normally
default to print, but for this one invoice you don’t want payments to print, you can remove the check. If your default is not
to print, but for this one invoice you want payments to print, add the check.
Notes for TBO Users: When invoicing Supplier or Commission type transactions paid by Cash, Check or CC Merchant, a
field is added to the invoicing screen called Due Vendor. This Due Vendor field is designed to capture the date the
payment is due to the vendor being invoiced. This date defaults to either the Deposit Due Date or Final Payment Due
Date captured in the Payment Due Date tab of the reservation depending on whether the reservation has been invoiced
yet or not. This default can be overwritten at the time of invoicing and the date captured is saved in the Date Payable field
in Trams Back Office.
There is also a Due From Vendor date field which appears for Comm Track type bookings. This field defaults blank, but if
completed, lands within the Date Payable field within the Trams Back Office view of the invoice booking and represents
the date the commission should be paid by the Vendor.
Agent/Amount/%Rate: The agent is pulled in from the Res Card header, but can be changed from the drop-down menu.
Adjust Amount or %Rate if necessary (this is being pulled from the agent profile).
More Agents: By clicking this area, add more agents to this invoice, indicating Inside or Outside, Amount, and % Rate.
By clicking Default, the default agent rate from the profile is automatically placed in the data entry screen. Add a remark if
desired. If the agent reconciliation routine is run in TBO, the Date Paid field is filled in at the completion of the routine.
To disallow agents to view other agents’ commission default, setup the user login permissions to include an option called
Disable Ability to View Agent Commission when Invoicing. If this option is checked, then that user is not be able to see the
default Agent Commission % or Amount when working with the agent lists at the time of invoicing. The user is able to see
what default agents are assigned to the invoice and have the ability to attach additional agents to the invoice if desired,
but neither the % nor amount is displayed. Here's a summary of how the agent commissions default upon invoicing:
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Within Trams Back Office you can set default agent commission rates at both the Travel Type level and the
General level. ClientBase looks first for a default rate at the Travel Type level and if no default rate exists, then
looks for a default rate at the general level. Any default agents and agent rates, can be overwritten at the time of
invoicing if the User Login is set with the permission to do so.
The primary agent for the Res Card is defaulted at the time of invoicing as the agent for the invoice. If the agency
uses Trams Back Office, and the agent profile in TBO has a default Inside Rate, that Inside Rate becomes the
default agent rate for that invoice. If there is no default Inside Rate, then the default Outside Rate becomes the
default agent rate for that invoice. If there is no default Inside or Outside Rate within the agent profile in TBO, then
there is no default agent rate for that invoice.
If the client being invoiced has a default agent and agent rate associated in Trams Back Office, then that agent
also defaults as an additional agent for the invoice in addition to the primary agent for the Res Card.
These default commission percentages and amounts can be overwritten at the time of invoicing, if the users do not have
the Disable Ability to View Agent Commission When Invoicing option within their user logins checked off.
Preview Invoice Before Printing: Important to view the invoice before it is generated to ensure accuracy. If you find an
error, return to the reservations, and correct the errors. If there are no errors, click Generate Invoice from this screen and
proceed to e-mail, print, etc. (see below for these options.
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Once you click Generate Invoice, if there are errors, the invoice must be voided.
Cancel: Click to abort invoicing process.
Invoice Format: Click here to override the invoice formats setup by the database administrator:
Default Invoice Setting: Set the Res Card invoice default as Invoice Only which is a shorter invoice format that does not
included all itinerary level information; or Itin/Invoice which is a longer invoice format that does include all the itinerary
level information.
Include Summary of All Reservations: Set the Res Card invoice default by checking if you want reservation details
including balance due date to appear on the invoice.
Preview Invoice Before Printing: Set the Res Card invoice default by checking if you always want a preview invoice
(highly recommended) to be printed before actually generating the invoice. If the invoice looks incorrect, close out of the
invoice generation area, go back to the Res Card and make all changes before generating the invoice.
Include Service Provider Graphics: Set the Res Card invoice defaults by checking here if you want service provider
graphics included when an invoice is printed.
Hide Reservation Vendor Name: Gives you greater flexibility in customizing the print out of an invoice. If this setting is
checked, then the Vendor Name for each individual reservation within the Res Card being invoice will not be printed, only
the Service Provider Names.
Hide Reservation Totals (Include Only Invoice Totals): Gives you greater flexibility in customizing the print out of an
invoice. If this setting is checked, then each individual reservation amount will not be printed, only the sum of all
reservations being invoiced.
Print Service Fee as Invoice Total Line Item: Gives you greater flexibility in customizing the print out Service Fees on
an invoice. If checked, this setting adds any reservations with a Travel Category of Service Fee and prints them as a
single total amount listed within the Invoice Totals just underneath Reservation Totals, rather than listing as a separate
reservation within the body of the invoice.
Service Fee Label: This is a free-flow field that allows for up to 25 characters and provides you with the ability to
customize how agency service fees are labeled on the invoice.
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Print Reservation in Condensed Format: The following Print Reservation in Condensed Format are broken down by
Travel Category:
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Print Air Reservation in Condensed Format
Print Hotel Reservation in Condensed Format
Print Car Reservation in Condensed Format
Print Cruise Reservation in Condensed Format
Print Insurance Reservation in Condensed Format
Print Miscellaneous Reservation in Condensed Format
Print Rail Reservation in Condensed Format
Print Tour Reservation in Condensed Format
Print Transportation Reservation in Condensed Format
If checked, upon invoicing a reservation for that Travel Category a summary of basic Reservation information is included,
rather than a detailed listing of all Reservation and Service Provider level information. This setting may be desired for
reservations that you would like to place less emphasis on when printing invoices for your client. For example, if you are
invoicing a cruise vacation, you may choose to place a greater emphasis on the cruise reservation and less emphasis on
the Insurance, Airport, Hotel, etc.
Here is a listing of the reservation details included if Print Reservation in Condensed Format is checked. All other
Reservation and Service Provider level data is omitted from the printed version of the invoice.
- Vendor Name, Traveler Name/s, Start Date, End Date
- If Supplier, ARC or Comm Track Show as Paid: Res Amount, This Invoice, Prior Invoice and Balance
- If Comm Track Not Show as Paid: Amount Details
Generate Invoice
Once generated, the invoice appears when queried in Trams Back Office, and the non-invoiced balances in ClientBase
are updated automatically. Once you generate an invoice, you can print out the invoice by clicking Print, render it to MS
Word, by clicking Word, or e-mail the invoice in a form of a pdf to client. (This means customers can view the details of the
invoice in the body of the e-mail message, but can view the fully formatted invoice with all graphics and headers/footers if
desired as well.) You can also attach the invoice as .pdf file to the Res Card you are working in. This gives you the ability
to create a permanent record of an Invoice as it appeared at the time of generating it, including any customization,
formatting etc. Go to the Attachments tab of the Res Card to access or print any of these attached files.
Make sure to create a mailer, so a record of the mailing is present in the Res Card and client profile. A list of all invoices
which have been generated for a Res Card can be found in the Res Card Invoice Tab, where any can be reprinted or resent.
E-mail Invoice
Once an invoice has been previewed or generated, print or e-mail the invoice from the print screen. Click the Merge to Email icon to send the invoice. This feature works for both the MAPI and SMTP methods for sending e-mails and e-mails
the invoice in a form of a pdf to client. (This means customers can view the details of the invoice in the body of the e-mail
message, but can view the fully formatted invoice with all graphics and headers/footers if desired as well.) Make sure to
create a mailer, so a record of the mailing is present in the Res Card and Client Profile. Res Card traveler e-mail
addresses are available for selection with the primary e-mail-address checked by default.
View Invoice in Word
This feature requires MS Word 2000 or Word XP installed on each workstation running ClientBase. Once an invoice has
been previewed or generated, view the invoice in Word by clicking the Word icon. Although when viewed in Word, the
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invoice is presented with a series of text boxes, some modifications can be made before printing, or the spell check
feature can be used. (To give users permission to use this option, SYSDBA go to Utilities|User Logins|User List, and
click Advanced in User Login. In the Other Restrictions Tab, remove the check from Disable Ability to View Invoice in MS
Word.)
Attach Invoice as PDF to Res Card
Attach the invoice as .pdf file to the Res Card you are working in. Clicking Attach gives you the ability to create a
permanent record of an invoice as it appeared at the time of generating it, including any customization, formatting etc. Go
to the Attachments tab of the Res Card to access or print any of these attached files.
Voiding an Invoice
To void an invoice in ClientBase, go to the Res Card Invoice Tab, select the desired invoice to void and click Void Invoice.
You are prompted with a message "Track voided Invoice?" and given three options: Yes - voids the invoice but leave a
history of the voided invoice within the Invoice tab; No - voids and deletes the invoice; and Cancel - cancels the voiding
process.
To give you the desired security, this voiding feature is part of the advanced permissions included within each user login.
By default, all user logins has this advanced permission disabled. If you would like to enable the ability to void an invoice
for any of your users, log into the program as SYSDBA, retrieve the desired user logins, click Advanced, and the Other
Restrictions. Uncheck the Disable Ability to Void an Invoice Generated Through Res Card feature.
Res Card Invoice PNR Rules
Agencies NOT using Trams Back Office (TBO) can print invoices from ClientBase, and then send the invoice data to a
PNR in the form of accounting lines, so that it can be interfaced to their back office accounting system. In order to take
advantage of this feature, Merge to PNR Rules need to be setup using the Rescard Invoice field group following the
directions outline in the sections Adding a Rule and Handling Blank Merge Fields. (The Res Card Invoice field group
includes a designated list of Res Card invoice fields available for using within a PNR rule.) Need sample invoice rules for
your GDS? E-mail [email protected]
Note: (Do not pass Res Card invoice data into a PNR for future invoicing if you have Trams Back Office as your back
office system.)
Tip: Attend the live Invoice WebEx classes or the Daily ClientBase Q&A to learn more about invoicing in ClientBase.
These WebEx classes are also recorded. Go to www.sabretravelnetwork.com, and click on the Training link to learn
more.
Using Merge to PNR at the Invoice Level
The Merge to PNR at the profile level can be used to pass customer profile details to the current PNR. To pass Res Card
invoice data into a PNR, a Merge to PNR feature has also been added within the Res Card invoice tab. After the PNR
Invoice Rules have been setup as outlined above, use the Merge to PNR icon to pass both customer profile and Res Card
invoice data to the current PNR by taking the following steps:
1) Use the Res Card Generate Invoice feature to print an invoice from within the ClientBase program.
2) After generating the invoice, click the invoice tab within the Res Card to view a listing of all invoices issued for this trip.
Highlight the invoice to pass to the PNR in the form of accounting lines and click Merge to PNR.
3) A selection screen appears including Profile Entries, Traveler Entries, Branch Entries, Agent Entries and Res Card
Invoice Entries. Since multiple reservations can be included on one invoice, each reservation is listed separately on the
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selection screen. Place a check next to each reservation to pass to the current PNR and the reservation details are
displayed in the format designated by the PNR Rules setup above.
4) Formats can be edited for accuracy prior to merging to the PNR if needed.
5) After the merge, display the PNR details or appropriate segment links prior to invoicing.
Quick Steps to Create a Res Card and Invoice in
ClientBase
These are just suggestions which can be used as a foundation for your own invoicing process. These steps will create a
BASIC Res Card and invoice:
1) For every client trip, find the client profile. If no profile exists, create a new one.
2) In the client profile, make sure the profile contains the following info: Accurate address, phone and e-mail.
3) Click the Traveler tab and review traveler list. Add any missing travelers by entering the First/Middle Name/Last Name
and birthdate to start.
4) Click the Cards tab and review credit card (including valid expiration date) or other card information as needed for this
trip. Edit or Add Card.
5) Click the Res Card tab and check for an existing Res Card. If a Res Card does not exist, click Res Card icon on toolbar
at top of profile and create a new Res Card. All reservations and invoices are kept inside the Res Card. One Res Card per
trip.
6) In new Res Card, choose appropriate Reservation Cycle (always use drop-downs if available), enter a meaningful Trip
Name (used to find Res Card in profile or Res Card Manager), and select applicable Traveler Names. (If using the PNR
Import of Live Connect Import feature, no travelers need to be added here. They will come in from the imports. But do add
Region and Destination for consortia and marketing purposes. Enter applicable Agent Remarks. Click Apply.
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7) From Reservation tab, add reservation to enter reservation details. For vendor, type in a few letters of vendor's name,
tab, and choose from drop-down. (If there is not profile in system, create one.) Make sure the Travel Category is correct
for this vendor.
8) Enter confirmation #, total pricing for this reservation, and Payment Due dates for Deposit and Final Payment.
9) In the Service Provider area add Trip Start Date/End Date along with any additional details. Click OK to save. (If this
vendor is arranging more than one Service Provider for this reservation; i.e., cruise, insurance, tour, etc., the details may
be individually added by inserting each in the Service Provider area.)
10) From main screen, continue entering reservations for each new vendor.
11) Apply to save all Res Card changes. Click the Generate Invoice icon on toolbar at top of screen.
12) Click Remarks and select desired remarks (created in Utilities|Branch) which prints at the bottom of the invoice. Enter
a Trip Balance Due Date if applicable. Select Form of Payment
13) In the This Invoice area, enter the actual dollar amount paid at this time and the correct Travel Type and Submit To.
On a credit card sale, if the Submit to is CommTrack and the booking is actually being paid (as opposed to a hotel
guarantee), then make sure the Showed as Paid box is checked. Repeat process for each reservation being invoiced at
this time. Preview.
14) If the amounts or other information doesn't look correct in preview, return to reservation and correct. Otherwise click
Generate Invoice to issue the invoice. At this time, the invoice may be printed or e-mailed from this screen. Attach saves a
true copy for future access. The invoice is now permanently available in the Invoices tab of the Res Card for reprint/e-mail
at any time or in the Attachment tab of the Res Card or profile.
Generate Refund Invoices - Steps
Full Refund
Res Card with only one reservation what is Paid in full and Invoiced in full
Step 1: Open the Res Card and retrieve the reservation. Change the Reservation's Booking Status to Cancelled. The Res
Card balance is updated accordingly and shows the full amount as a minus. If the trip is completely cancelled, change the
Res Card Status to Cancelled.
Step 2: Generate Invoice. Include Refunds must be checked off. Complete the invoice payment fields with the original
form of payment. In the Reservation Total, click on the Refund option. This field will then populate with the original. Invoice
amount. (Matches the amount in the Invoiced to Date field.)
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Review screen for accuracy. Invoice shows the refunded amount.
Reservation Price Changed - Deposit Invoice Previously Issued
Step 1: Open the Reservation and modify to the new amount. No Refund Invoice required since the correct amount will
be shown with the final payment. Res Card totals will be updated accordingly.
Step 2: If the client want to see the modified cost of the trip, Reprint Invoice from Res Card Invoices tab. All changes
including the adjusted amount will be reflected. Print or e-mail to customer.
Partial Refund - Res Card with One Reservation/Paid in Full/Final Invoice Issued
Step 1: Open reservation and adjust the price to the new lower amount. Do NOT change Booking Status - still a valid
booking.
Step 2: Review Res Card totals from main screen - verify accuracy (it will show a minus amount).
Step 3: Complete Invoice Payment fields with the original form of payment
Step 4: In the Reservation Total, click on the Sale option. This field will then populate with the refunded amount due back
to the customer.
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Note: If you select Refund, it will be the full amount of the sale. In this case, it's only the partial refund.
Refund with Multiple Reservations (Multiple Bookings with a Single Refund)
Step 1: Open the Res Card and retrieve the reservation. Change the Reservation's Booking Status to Cancelled. Leave
Res Card as Active since only the one booking is cancelled.
Step 2: Select the reservation to Refund in the Invoice screen and refund the cancelled reservation. At same time, can
Invoice active reservation payments as a Sale.
Refund with Vendor Penalty - Invoicing a Cancelled Booking with Supplier
Penalty
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Step 1: Copy the original booking using the Copy and Paste Buttons in the Res Card. Create a copy of the original,
cancelled booking to use in recording the penalty amount.
Step 2: Update Copied Booking by adding key data.
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Add the travelers. The copied booking defaults to no travelers.
Change the booking amount to the amount of the penalty. Enter $0.00 as the commission unless the
agency gets to keep any of its commission. If so, enter the amount the agency keeps.
Delete the individual Service Providers (not applicable for this booking).
Add a Service Provider for the Service Fee.
Step 3: Open the original reservation and change status to 'Cancelled'. Leave the rest of the information as originally
entered. Review amounts for accuracy. Change the Res Card status to Cancelled.
Step 4: Generate the Refund Invoice and check off Include Refunds. In the Form of Payment section, choose the type of
payment that will be refunded (cash, check, credit card). Select the original booking, and at the payment amount, choose
'Refund', and enter the amount originally invoiced. Select the cancellation fee booking, and at the payment amount,
choose Sale and invoice the full amount.
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Preview the invoice to ensure the net refund is correct, then generate the invoice. The Res Card shows a zero dollar
balance.
Reminder: If an invoice has more refunds than sales, a Refund Invoice is issued. If the invoice has more sales than
refunds, then a Sales Invoice is issued. All invoices issued in ClientBase are available in Trams Back Office.
Generate a Trip Proposal
To print out a Trip Proposal for a client, click the Proposal icon on the Res Card toolbar.
Format: Select Client Quote or Client Quote Invoice Style. The Client Quote Invoice Style format uses the same reporting
tool and format settings as the Generate Invoice feature, but simply prints a client quote and does not generate an invoice
or update trip balances in any way. This is the perfect way to provide a format-friendly printout of reservations you have
made which does not have to coincide with receiving payment from your client.
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Include Res Itin/Inv Remarks: Click to include Itin/Inv remarks on reservations.
Trip Proposal Format: If you are using the format Client Quote, by clicking here you can pick from tables of Branch,
Agent, Vendor, or Client remarks. Check off the remark/s to use with this particular trip proposal, and then OK.
Note: Branch and Trip Proposal Remarks have been setup by the database administrator, but Agent, Vendor, and Client
Remarks can be setup in any Agent, Vendor, and Client Profile by clicking on the Res Card Remark tab. Vendor remarks
appear under the Vendor level reservation data after vendor level Itin/Invoice remarks. At the end of the invoice, remarks
appear in this order: Branch Remarks, Insurance Waiver, Client, and Agent Remarks.
If you are using the Client Quote Invoice Style format, in addition to being able to select remarks, you also have the ability
to override certain Trip Proposal defaults: Include Service Provider Graphics, Hide Reservation Vendor Name, Hide
Reservation Totals (Include Only Invoice Totals), Print, Service Fee as Invoice Total Line Item, Service Fee Label, and
Print Reservation in Condensed Format (if checked, upon invoicing a reservation for that Travel Category, a summary of
basic Reservation information is included, rather than a detailed listing of all Reservation and Service Provider level
information.)
The Client Quote format upon launching ends up in a word processing for editing. From here you can Print, send to Word
for additional editing, E-mail to the client in text format only, or Attach as a pdf attachment to the Res Card. Clicking Attach
automatically generates a .pdf version of the document you are viewing and attach it as a file to the Res Card you are
working in. This gives you the ability to create a permanent record of an Trip Proposal as it appeared at the time of
generating it, including any customization, formatting etc. Go to the Attachments tab of the Res Card to access or print
any of these attached files.
The Client Quote Invoice Style like a generated invoice is "hard coded", but can be edited by clicking on the Word icon.
When e-mailed the quote is in text format with a pdf in the e-mail Attachment Tab. If multiple e-mail addresses exist for
the profile, the system prompts with a listing of all e-mail addresses and allows you to select more than one e-mail,
providing you with the ability to send these trip documents to multiple e-mail addresses at one time. The profile's primary
e-mail address is selected by default. Specific e-mail addresses from the listing can be checked individually, or Select All
can be checked to send to all e-mail addresses within the profile.
Make sure to create a mailer, so a record of the mailing is present in the Res Card and Client Profile.
Generate an Itinerary
To print out an itinerary for a client, click the Itinerary icon on the Res Card toolbar.
Select the Format from drop-down: Itinerary No Pricing, Day-by-day Sorted by Depart and Arrive, or Day-by-day Sorted
by Depart Only. The Day-by-day Sorted by Depart Only sorts the entire itinerary across all Reservations and Service
Provider records based upon departure dates. All arrival information is included within the details of each itinerary item.
This format provides a seamless method for printing a detailed itinerary for your clients to include with your trip proposals
or with documentation prior to departure. A template format is generated that provides you with the ability to customize
these reports even further including the ability to paste graphics or additional comments and descriptions.
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Click Include Itin/Invoice Remarks if you want these to appear. Click Branch/Profile Remarks to select from a table of
branch level remarks set up specifically for Res Card Itineraries. Pick from tables of Branch, Agent, Vendor, or Client
remarks. Check off the remark/s to use with this particular itinerary, and then OK.
Notes:


Vendor remarks do not print on the Day-by-day Itinerary formats.
Branch and Profile Remarks have been setup by the database administrator, but Agent, Vendor, and Client
Remarks can be setup in any Agent, Vendor, and Client Profile by clicking on the Res Card Remark tab inside the
profiles. Vendor remarks appear under the Vendor level reservation data after vendor level Itin/Invoice remarks.
At the end of the invoice, remarks appear in this order: Branch Remarks, Insurance Waiver, Client, and Agent
Remarks.
Once an itinerary has been generated, it appears in a word processor. Change the font, insert graphics and customize the
itinerary.
To e-mail the itinerary, click the E-mail icon to send the itinerary in text format. If multiple e-mail addresses exist for the
profile, the system prompts with a listing of all e-mail addresses and allows you to select more than one e-mail, providing
you with the ability to send these trip documents to multiple e-mail addresses at one time. The profile's primary e-mail
address is selected by default. Specific e-mail addresses from the listing can be checked individually, or Select All can be
checked to send to all e-mail addresses within the profile.
By viewing in Word, use the spell check feature or do additional formatting. (This feature requires MS Word 2000 or Word
XP installed on each workstation running ClientBase). Click Attach to automatically generate a .pdf version of the
document you are viewing and attach it as a file to the Res Card you are working in. This gives you the ability to create a
permanent record of an Trip Proposal as it appeared at the time of generating it, including any customization, formatting
etc. Go to the Attachments tab of the Res Card to access or print any of these attached files.
Make sure to create a mailer, so a record of the mailing is present in the Res Card and Client Profile.
Generate a Trip Statement
To print out a trip statement for a client, click the Statement icon in the Res Card toolbar.
Balance Due Date: Insert a date manually or double-click a date on the calendar from the drop-down menu to include on
the Trip Statement.
Include Reservation Details: Check here for a more detailed summary of the reservation to print on the Trip Statement.
This includes itemization (if captured) and a one-line summary for each Service Provider Record.
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Branch/Profile Remarks: Click Branch/Profile Remarks to select from a table of branch level remarks set up specifically
for Res Card Trip Statements. Pick from tables of Branch, Agent, Vendor, or Client remarks. Check off the remark/s to use
with this particular document, and then OK.
Note: Branch and Profile Remarks have been setup by the database administrator, but Agent, Vendor, and Client
Remarks can be setup in any Agent, Vendor, and Client Profile by clicking on the Res Card Remark tab inside the profile.
Vendor remarks appear under the Vendor level reservation data after vendor level Itin/Invoice remarks. At the end of the
invoice, remarks appear in this order: Branch Remarks, Insurance Waiver, Client, and Agent Remarks.
Include Unapplied Balance and Include Unapplied Voucher Balance: Check if you want these to appear on trip
statement.
Input Voucher No. or Group Name: Enter if applicable, and click OK. Once a trip statement is generated, it appears in a
word processor. Change the font, insert graphics and customize the trip statement.
To e-mail the trip statement, click the e-mail icon. This feature works for both the MAPI and SMTP methods for sending emails and e-mails the trip statement in a form of text. If multiple e-mail addresses exist for the profile, the system prompts
with a listing of all e-mail addresses and allows you to select more than one e-mail, providing you with the ability to send
these trip documents to multiple e-mail addresses at one time. The profile's primary e-mail address is selected by default.
Specific e-mail addresses from the listing can be checked individually, or Select All can be checked to send to all e-mail
addresses within the profile.
Make sure to create a mailer, so a record of the mailing is present in the Res Card and client Profile. Run a spell check in
Word or do additional formatting, by clicking the View in Word icon. This feature requires MS Word 2000/Word XP
versions or above installed on each workstation running ClientBase. Click Attach to automatically generate a .pdf version
of the document you are viewing and attach it as a file to the Res Card you are working in. This gives you the ability to
create a permanent record of an Trip Proposal as it appeared at the time of generating it, including any customization,
formatting etc. Go to the Attachments tab of the Res Card to access or print any of these attached files.
Note: The Reference to the Trip Statement field includes the client's profile number/Res Card number. For example,
Reference: 2398/590 would represent a Statement for Client # 2398 and Res Card # 590.
Using the Trip Statement after Creating a Receipt: In cases where you are not yet ready to issue an invoice, but have
received money from a client, possibly for a gift certificate or payment between deposit and final payment or payment
before confirming something, a Receipt can be issued in the Client Profile giving the agent a new tool for printing a
document for the customer and receipting the payment as a Voucher on the client's account in Trams Back Office.
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Chapter 13: An In-Depth Look at Live Connect
This chapter provides a detailed overview of using the Live Connect feature in ClientBase.
Introduction
One of the most innovative features in ClientBase is Live Connect which is found in the Res Card. Save time and improve
efficiency by transmitting selected client information to a booking engine on-line. Then electronically transmit back
reservation details and automatically complete the reservation form with what’s been booked! Print out client quotes or
itineraries, generate invoices and trip statements. (As ClientBase shares a database with Trams Back Office, the invoices
generated from the Res Card automatically become part of the invoices shared with Trams Back Office.) ClientBase
continues to add more on-line booking engines to connect to via Live Connect. As each Live Connect Provider may
require unique setup and usage, each Provider has been added here with specific directions for its setup and usage.
Live Connect Reminders
For each of the Live Connect Providers listed below, upon bringing reservations details into a ClientBase Res Cards via
Live Connect, two reminders may be created - one for Deposit Due the Vendor, and one for Final Payment Due the
Vendor. These reminders are created automatically and cannot be turned off. They appear in the Res Card and Client
Profiles under Activities tab, and will also show up on the agent’s to-do list the dates for which the reminders were
scheduled. (Agent can always go in to modify the dates of these reminders, if they want some leeway in contacting the
client first before using these as a reminder to pay the vendor.)
Live Connect Provider’s Website without HTTPS
If you connect to a Live Connect Provider that doesn’t use HTTPS, you will get an warning message before connecting:
This is not a secure site, therefore payment data and login data should not be automatically passed. Choose to
Cancel, Send Client Data without Login or Payment Info, or Pass All Client and Agency data.
Live Connect Provider Tech Updates
If you are having an issue with a particular Live Connect Provider, check our website here for a quick review of the issue:
http://www.trams.com/home/support/live_connect_tech_updates/
We immediately post Live Connect issues with possible workarounds on this site, as well as delete the issue when it has
been resolved.
AFCNET
If you are not currently registered to book AFCNET on-line, go to www.afcnet.com/profile.php to enroll. Upon
completion of the registration you will receive a User ID and Password and can take the following steps to setup
ClientBase.
Set Up AFCNET Live Connect
Upon receiving User ID and Password, take the following steps to setup ClientBase for Live Connect.
Step 1) Set up a Live Connect Provider for AFCNET (or check if there is one) by going to Utilities|Live Connect
Providers, and clicking Add.
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Provider Name: Type AFCNET.
URL: Type http://www.afcnet.com/login.php
Travel Category: Select Air from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select AFCNET from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted AFCNET. (The Agency Number and Code is not applicable.)
Set Up Individual Agent Login Information: Each user can set up their own logins by going to Utilities|My Login|Live
Connect. Click Add and enter the following information:
Live Connect Provider: Select AFCNET from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted AFCNET. (The Agency Number and Code is not applicable.)
Step 3) Retrieve the AFCNET vendor profile from the Profile Manager (or create one if not in your database). From the
General Info tab, click the Live Connect Providers button. Click Add, and select AFCNET booking engine from the dropdown list. The Vendor Code is 24526036. In the Travel Category profile field, select Air from the drop-down menu.
Live Connect Features Supported by AFCNET
AFCNET supports the following Live Connect Features if checked:
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Create New Reservation in Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) Use the Add Reservation button to start a new reservation. Fill in the Vendor and Travel Category fields and then
click Live Connect.
Step 3) Select the AFCNET from the drop-down menu by Connect To (if not already defaulted), and then click Create
New Reservations.
Step 4) Select any customer information to use to book the AFCNET reservation. (This information is not sent to
AFCNET, but can be copied and pasted into reservation fields from top of launch screen.) Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the AFCNET booking site. Complete the reservations using
instructions supplied by AFCNET upon registration. When the reservation is confirmed, it automatically imports into the
ClientBase reservation. All reservation data booked on-line is now located in the reservation fields in ClientBase.
Import Existing Reservation Made Outside of ClientBase
Create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you have
entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation number
is entered, when in the website, instead of creating a new reservation, go to the retrieve reservation area. Once the
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reservation details are showing, click Import and the details of the reservation are imported into the ClientBase
Reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
All About Travel
Sign up with All About Travel at www.allabouthawaii.com and click the Agent Login tab. Click the link for Don't have a
password yet. Fill out the forms and fax them back to us, or call us at 1-800-274-8687 and Press 9.
Set Up All About Travel
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Create a Live Connect Provider for All About Travel if none exists by going to Utilities|Live Connect Providers,
and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter All About Travel.
URL: Enter https://www.allabouthawaii.com/trams/clientbase.rescard
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select All About Travel from the drop-down list.
User Name, Password, Account Number: Enter your User Name, your password and your ARC number as the
Account Number.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Step 3) From the Profile Manager, retrieve the All About Travel profile (or create if not in database). From the General Info
tab, click Live Connect Providers. Click Add, then select All About Travel from the drop-down list. The vendor code is
blank. Click OK.
Live Connect Features Supported by All About Travel
All About Travel supports the following Live Connect features if checked:
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Create New All About Travel Reservation
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. Use the Add Reservation button to start a new reservation. Fill in the Vendor and
Travel Category fields and then click Live Connect.
Step 2) Click Create New Reservations.
Step 3) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
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Step 4) Although still in ClientBase, you are now on-line at the All About Travel booking site. Complete the reservations
using instructions supplied by All About Travel when you registered. If you have not received these instructions, call 1800-274-8687 and Press 9. When the reservation is confirmed, click Import Reservation. All reservation data booked online is now located in ClientBase.
Import Existing All About Travel Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you
have entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation
number is entered, when in All About Travel website, go to the retrieve reservation area. Once the reservation details are
showing, click Import and the details of the reservation are imported into ClientBase reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
ClientBase reservation record.
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Allianz Travel Insurance - Website
To use Live Connect to purchase trip insurance with Allianz Global Assistance, you must be licensed to sell Allianz Travel
Insurance. If you are not currently licensed to sell Allianz Travel Insurance - Website, navigate to
http://www.allianztravelinsurance.com and click on the Become a Partner link from the home page.
Set Up Allianz Travel Insurance
Upon receiving your account number, take the following steps to setup ClientBase for Live Connect.
Step 1) Create a new Live Connect Provider for Allianz Travel Insurance - Website (if none exists) by going to
Utilities|Live Connect Providers, and clicking Add.
Provider Name: Enter Allianz Travel Website
URL: Enter https://www.allianztravelinsurance.com/Trams.aspx
Travel Category: Select Insurance from the drop-down.
Import XML from: Select HTML Source.
Click OK to save.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same Account
Number and Agency Code), or individually (if agents have individual Logins and Passwords). When Live Connect is
launched, the system first looks to see if there is login information at the User Login level, and if not, then looks for the
login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all
agents to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the
following information:
Select Allianz Travel as the Live Connect Provider. Enter the agency Account Number and you must enter
ACCAM as the Agency Code. Click OK.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My
Login|Live Connect and clicking Add and entering the information in one of 3 ways:
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Option 1: Select Allianz Travel as the Live Connect Provider. Enter your Login name as the User Name; enter
your Password; enter the agency Account Number and you must enter ACCAM as the Agency Code.
Option 2: Select Allianz Travel as the Live Connect Provider. Enter your Login name as the User Name and
enter your Password.
Option 3: Select Allianz Travel as the Live Connect Provider. Enter your agency Account Number and you
must enter ACCAM as the Agency Code.
Step 3) Create a vendor profile in ClientBase for Allianz Travel Insurance - Website. From the Profile Manager, retrieve
the Allianz Travel Insurance - Website vendor profile (or create one). From the General Info tab, click Live Connect
Providers. From here, click Add, and select the desired booking engine (Allianz Travel Insurance - Website) from the
drop-down list. The vendor code is left blank. Click OK to save.
Allianz Travel Insurance - Live Connect Features
Allianz Travel Insurance - Website supports the following Live Connect Features if checked:
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Create New Allianz Travel Insurance - Website Reservation
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) In the Res Card after entering, click the Reservation Tab and Add. Fill in the Vendor and Travel Category fields
and then click Live Connect.
Step 3) Select Allianz Travel Insurance - Website from the drop-down menu by Connect To (if not already selected), and
then click Create New Reservations:
Step 4) Select any customer information for use to book the Allianz Travel Insurance - Website reservation. This data is
automatically passed to Allianz Travel Insurance - Website and saves time during the booking process, as less fields need
to be completed manually. Click Next.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure.
To highlight and select multiple reservations to insure, use the CTRL key in combination with clicking, and the system
completes the summary trip information. Again, this step is designed to save time during the insurance booking process,
as less fields need to be completed manually. Any missing or incomplete data can be updated on the Allianz Travel
Insurance - Website confirming the insurance booking. Click Connect.
Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation.
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All reservation data booked on-line is now located in the reservation fields in ClientBase. If you need help with the Allianz
Travel Insurance - Website, please contact the Sales Support team at 855-524-3687.
Amadeus AgentNet VAX
If your agency uses the Amadeus AgentNet site to book VAX (Vacation Access) reservations including Agentnet VAX Dynamic, launch Amadeus AgentNet VAX through the ClientBase Live Connect, and benefit from the seamless passing of
customer information and importing of reservation data to your database AND continue to get your AgentNet booking
credits/ incentives accordingly. To use AgentNet with Live Connect in ClientBase, use the AgentNet user login and
password supplied by Vacation.com or Amadeus. If you need one and are a Vacation.com member, obtain user login
information by contacting Vacation.com Member Services at 800-843-0733. Otherwise contact an Amadeus Sales
Representative.
Set Up Amadeus AgentNet VAX
Once you have all login information, setup ClientBase.
Step 1) Create a Live Connect Provider for Amadeus AgentNet VAX if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Amadeus AgentNet VAX.
URL: Enter https://amadeus.agentnet.com/anet/thirdparty/gotrisept.jsp?
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Amadeus AgentNet VAX from the drop-down list.
User Name/Password: Amadeus AgentNet VAX only passes the Username and Password. Enter the necessary
fields based upon the login information provided to you when you enrolled.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
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Live Connect Provider: Select Amadeus AgentNet VAX from the drop-down list.
User Name/Password: Amadeus AgentNet VAX only passes the Username and Password. Enter the necessary
fields based upon the login information provided to you when you enrolled.
Step 3) Next, set up vendor profiles. Retrieve each vendor profile to book through VAX (or create a new vendor profile)
and in the General Info Tab, click Live Connect Providers. From here click Add and specify Amadeus AgentNet VAX
Dynamic as the booking engine and enter the unique vendor identifier.
.
If you are using both Amadeus AgentNet VAX and Amadeus AgentNet VAX - Dynamic, you must make two entries.)
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Amadeus Agentnet VAX Dynamic Participating Vendors & Codes
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
BST
Blue Sky Tours
Amadeus AgentNet VAX - Dynamic
FJ1
Funjet Vacations
Amadeus AgentNet VAX - Dynamic
GP1
Grand Pineapple Beach Resorts
Amadeus AgentNet VAX - Dynamic
MMT
MGM Mirage Vacations - Air/Hotel
Amadeus AgentNet VAX - Dynamic
SAB
Sandals and Beaches Resorts
Amadeus AgentNet VAX - Dynamic
STN
Showtime Tours of Nevada
Amadeus AgentNet VAX - Dynamic
WNT
Southwest Airlines Vacations
Amadeus AgentNet VAX - Dynamic
TPV
TNT Vacations powered by Funjet
Amadeus AgentNet VAX - Dynamic
AMW
US Airways Vacations
Amadeus AgentNet VAX - Dynamic
VE1
Vacation Express
Amadeus AgentNet VAX - Dynamic
Amadeus AgentNet VAX Features
Amadeus AgentNet VAX supports the following Live Connect Features if checked:
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Create New Amadeus AgentNet VAX Reservation
Step 1) When ready to book on-line, create a client’s Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name Fields, and select the travelers.
Step 2) If you do not know the vendor you are using, click the Live Connect button in the lower right hand corner of the
main Res Card screen to launch Amadeus AgentNet VAX from the Res Card level.
If you do know the vendor you are booking, use the Add Reservation button to start a new reservation. Fill in the Vendor
and Travel Category and Live Connect, and then Create New Reservation.
Step 3) Select customer data to book the reservation (Traveler, Credit Card, Phone, and Billing Address), click Connect:
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Step 4) Although still in ClientBase, you are now on-line at the Amadeus AgentNet VAX booking site. Complete the
reservations using instructions supplied by Amadeus AgentNet VAX.
Step 5) Upon completion of the reservation, click Import Reservation, and all reservation details are imported back into
the ClientBase reservation record.
Import Existing Reservation Made Outside of ClientBase
Method 1) First, create a new reservation and click Import Existing Reservation. Enter the confirmation number if known,
or leave blank. If a confirmation number is entered, the system automatically retrieves and imports the reservation. If not
known, when in Amadeus Agentnet VAX - instead of creating a new reservation, click the retrieve reservation area to
locate reservation.
Once the reservation details are showing, click Import and the details of the reservation are imported into ClientBase.
Method 2) Create a new reservation and click List Reservations. Highlight the reservation to import and click Import to
bring details into the reservation in ClientBase. (Usually the listing of reservations takes a while, particularly if a lot of
reservations have been booked for that vendor.)
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
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Step 1) Launch Live Connect from the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled on-line is now located in the
reservation fields in ClientBase.
Amadeus Cruise
Any ClientBase customer, regardless of GDS, is welcome to use Amadeus Cruise free of charge to book cruises using
Live Connect. If you are not currently registered to book Amadeus Cruise on-line, call 1-888-AMADEUS, or e-mail
[email protected] (Current Amadeus Cruise users may contact your Amadeus Account Manager.) Upon
registering you are provided with Amadeus Agent Signs and Duty Codes, and are directed to download one file from the
Amadeus Cruise website (version must be 3.4 or higher). Since this particular Live Connect provider is half web/half client
application, this file is required to connect to Amadeus Cruise in a ClientBase Live Connect reservation.
Set Up Amadeus Cruise
Upon receiving Amadeus Agent Signs and Duty Codes, take the following steps to setup ClientBase for Live Connect.
Step 1) Create a Live Connect Provider for Amadeus Cruise if none exists by going to Utilities|Live Connect Providers,
and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Amadeus Cruise.
URL: Enter http://us.amadeuscruise.com/cruise.asp?
If you experience problems with this URL, use this one instead:
http://us.amadeuscruise.com/deprecated/cruise.asp?
Travel Category: Enter Cruise from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Amadeus Cruise from the drop-down list.
Agent Sign: Enter the unique Amadeus Cruise assigned agency user name.
Duty Code: Enter the unique assigned agency code.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Amadeus Cruise to connect to the cruise booking engine, then complete the
remaining fields, and save.
Agent Sign: Enter the unique Amadeus Cruise assigned agency user name.
Duty Code: Enter the unique assigned agency code.
Step 3) When you registered, Amadeus Cruise provided a list of participating vendors and vendor codes. Create a profile
in ClientBase for each vendor and specify Amadeus Cruise as the booking engine and enter the unique vendor identifier.
First click Live Connect Providers and Add. Select Amadeus Cruise from the drop-down menu and enter the Amadeus
Cruise vendor code. First click Live Connect Providers and Add. Select Amadeus Cruise from the drop-down menu and
enter the Amadeus Cruise vendor code.
Amadeus Cruise Participating Vendors & Vendor Codes
CODE
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VENDOR NAME
LIVE CONNECT PROVIDER
AZA
Azamara
Amadeus Cruise
CCL
Carnival Cruise Lines
Amadeus Cruise
CEL
Celebrity Cruises
Amadeus Cruise
CST
Costa Cruise Lines
Amadeus Cruise
CUN
Cunard
Amadeus Cruise
FOL
Fred Olsen
Amadeus Cruise
HAL
Holland America Lines Westours
Amadeus Cruise
MSC
MSC Cruises
Amadeus Cruise
NCL
Norwegian Cruise Lines
Amadeus Cruise
OCL
Oceania
Amadeus Cruise
OVL
Ocean Village
Amadeus Cruise
POC
P&O
Amadeus Cruise
PCL
Princess Cruises
Amadeus Cruise
RCC
Royal Caribbean International
Amadeus Cruise
SBN
Seabourne Cruise Lines
Amadeus Cruise
Amadeus Cruise Features
Amadeus Cruise supports the following Live Connect Features if checked:
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Create Amadeus Cruise New Reservation
Step 1) When ready to book on-line, create a client’s Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name Fields, and select the travelers.
Step 2) If you do not know the vendor you are using, click the Live Connect button in the lower right hand corner of the
main Res Card screen to launch Amadeus Cruise from the Res Card level.
If you do know the vendor you are booking, use the Add Reservation button to start a new reservation. Fill in the Vendor
and Travel Category fields, click Live Connect, and then Create New Reservation.
Step 3) Select customer data to book the reservation (Traveler, Credit Card, Phone, and Billing Address), click Connect:
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Step 4) Although still in ClientBase, you are now on-line at the Amadeus Cruise booking site. Complete the reservations
using instructions supplied by Amadeus Cruise.
Step 5) Upon completion of the reservation, click the yellow end transaction symbol (at least twice) and then Import
Reservation, and all reservation details are imported back into the ClientBase reservation record.
Note: If insurance is part of the record, a separate Service Provider record is created for it.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Enter the confirmation number if known, or leave
blank. If a confirmation number is entered, the system automatically retrieves and imports the reservation. If not known,
when in Amadeus Cruise, click the retrieve reservation area to locate reservation. Once the reservation details are
showing, click Import and the details of the reservation are imported into the ClientBase reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase reservation record.
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American Express Vacations
You need to be an American Express agency to use American Express Vacations Live Connect.
Set Up American Express Vacations
Step 1) American Express Vacations uses the Travel Impressions Live Connect Provider. Create a new or check that a
Live Connect Provider for Travel Impressions exists by going to Utilities|Live Connect Providers, and clicking Add.
(Make sure the URL is correct if Provider is present.)
Provider Name: Enter Travel Impressions.
URL: https://quest.travimp.com/phase1/agents.html
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Step 2) User Login Data does not populate in Live Connect so no set up is required, but create a vendor profile in
ClientBase if one does not exist. From the profile manager, retrieve the American Express Vacations vendor profile (or
create if it is not in database). From the General Info tab, click Live Connect Providers. From here, click Add, and select
Travel Impressions from the drop-down list. The vendor code is left blank. Click OK.
American Express Vacations Features
American Express Vacations supports the following Live Connect features if checked:
Create New American Express Vacations Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter the
Vendor (American Express) and Travel Category then click Live Connect.
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Step 2) Select American Express Vacations from the drop-down menu by Connect To (if not defaulted), and then click
Create New Reservations.
Step 3) Select any customer information to use to book the American Express Vacations reservation. This data is NOT
passed to American Express Vacations, but you are able to view it at the top of your booking screen and can highlight it,
copy, and paste it into the booking fields to save you time during the booking process. Click Connect.
Step 4) Although still in ClientBase, you are now on-line at the booking site. A page appears which verifies your ARC or
CLIA #, User Name, login, and password the first time you sign in (and is pre-populated with this data thereafter).
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Create the booking by clicking Make a Reservation with all traveler information (none is passed to site through
ClientBase, but you can highlight, copy and paste information at top of screen into booking fields) and when the
reservation is confirmed, click Import Reservation at the top of the ClientBase screen. All reservation data booked on-line
is now located in the reservation.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you
have entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation
number is entered, when in American Express Vacations website, instead of creating a new reservation, go to the retrieve
reservation area. Once the reservation details are showing, click Import and the details of the reservation are imported
into ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
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Apple Vacations
If you are not currently registered to book Apple Vacations on-line, go to
http://qa-bookonline.applevacations.com/ to download the electronic booking contract. Upon completion of the registration
you will receive a User ID and Password and can take the following steps to setup ClientBase
Set Up Apple Vacations
Upon receiving User ID and Password, take the following steps to setup ClientBase for Live Connect.
Step 1) Create a Live Connect Provider for Apple Vacations if none exists by going to Utilities|Live Connect Providers,
and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Apple Vacations.
URL: Enter https://abe.applevacations.com/abe/TramsInterface
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Apple Vacations from the drop-down list.
User Name, Password and Account Number: Enter the necessary fields based upon the login information
provided to you when you contacted Apple Vacations (Account Number not applicable).
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Apple Vacations from the drop-down menu, then complete the remaining fields,
and save.
User Name/Password: Enter the User Name and Password provided to you when you contacted Apple
Vacations.
Account Number: Not applicable.
Step 2) Retrieve the Apple Vacations vendor profile from the Profile Manager (or create one if not in your database). From
the General Info tab, click the Live Connect Providers button. Click Add, and select Apple Vacations booking engine from
the drop-down list. The Vendor Code is left blank.
Apple Vacations Features
Apple Vacations supports the following Live Connect Features if checked:
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Create New Apple Vacations Reservation
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) Use the Add Reservation button to start a new reservation. Fill in the Vendor and Travel Category fields and then
click Live Connect.
Step 3) Select the Apple Vacations from the drop-down menu by Connect To (if not already defaulted), and then click
Create New Reservations.
Step 4) Select any customer information to use to book the Apple reservation. This data is NOT passed to Apple
Vacations, but you are able to view it at the top of your booking screen and can highlight it, copy, and paste it into the
booking fields to save you time during the booking process. Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the Apple Vacations booking site. Complete the reservations
using instructions supplied by Apple Vacations upon registration. When the reservation is confirmed, it automatically
imports into the ClientBase reservation. All reservation data booked on-line (except Agency commissions) is now located
in the reservation fields in ClientBase.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Enter the confirmation number if known, or leave
blank. If a confirmation number is entered, the system automatically retrieves and imports the reservation. If not known,
when in Apple Vacations, instead of creating a new reservation, go to the retrieve reservation area. Enter the confirmation
number and press Go. You may be asked to okay another dialog box before you are able to press the Import button in the
upper right-hand corner once the reservation details are showing. The details of the reservation are imported into
ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled on-line is now located in the
reservation fields in ClientBase.
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Auto Europe
To use Live Connect to sell Auto Europe, you must be an Auto Europe appointed agency and establish user logins and
passwords for selling Auto Europe on-line. If are not already registered, visit http://www.AutoEurope.com/global-agentsignup.cfm
to sign up online, or call your Auto Europe sales representative for more assistance. You need to provide your company
address information and your IATA or CLIA number when completing this form. After you have submitted the form, Auto
Europe will contact you to provide a Global Agent User Account number and a Global Agent Password which you need to
set up Live Connect in ClientBase
Set Up Auto Europe
Step 1) Create a Live Connect Provider for Auto Europe if none exists by going to Utilities|Live Connect Providers, and
clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Auto Europe.
URL: Enter https://www.autoeurope.com/global-agent/Trams.cfm
Travel Category: Enter Car from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user ID and
password), or individually. When Live Connect is launched, the system first looks to see if there is login information at the
User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Auto Europe from the drop-down list.
User Name, Password and Account Number: In the User ID field, enter the user name and password provided
by Auto Europe when you signed up. The Account Number field in ClientBase is left blank.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Auto Europe to connect to its booking engine.
User Name, Password and Account Number: In the User ID field, enter the Account Number provided by Auto
Europe when you signed up. Enter the password provided you by Auto Europe. The Account Number field in
ClientBase is left blank.
Click OK to save.
Step 3) Create a vendor profile in ClientBase if one does not exist. From the profile manager, retrieve the Auto Europe
vendor profile (or create if it is not in database). From the General Info tab, click Live Connect Providers. From here, click
Add, and select Auto Europe from the drop-down list. The vendor code is left blank. Click OK to save.
Auto Europe Features
Auto Europe support the following Live Connect Features if checked:
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Create New Auto Europe Reservation
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) If you do not know the cruise vendor you are using, click the Live Connect button in the lower right hand corner of
the main Res Card screen to launch Auto Europe from the Res Card level.
If you do know the vendor you are booking, use the Add Reservation button to start a new reservation. Fill in the Vendor
and Travel Category fields and then click Live Connect.
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Step 3) Select the from the drop-down menu by Connect To (if not already defaulted), and then click Create New
Reservations.
Step 4) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
Step 5) Although still in ClientBase, you are on-line at the Auto Europe booking site. Complete the reservations using
instructions supplied by Auto Europe upon registration. When the reservation is confirmed, it automatically imports into the
ClientBase reservation. All reservation data booked on-line is now located in the reservation fields in ClientBase.
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Avanti Destinations
If you are not currently registered to book with Avanti Destinations, go to www.avantidestinations.com to register as an
agent or agency. On the homepage, click Agent Resources for registration links and information.
Set Up Avanti Destinations
Upon receiving login information, take the following steps to setup ClientBase for Live Connect.
Step 1) Create a Live Connect Provider for Avanti Destinations if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Avanti Destinations.
URL: Enter https://www.avantidestinations.com/EVWeb/DirectConnect.jsp
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name
and password), or with an individual username and password (username is email address). When Live Connect is
launched, the system first looks to see if there is login information at the User Login level, and if not, then looks for the
login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Avanti Destinations from the drop-down list.
User Name/Password: Enter the necessary fields based upon the login information provided to you when you contacted
Avanti Destinations.
Account Number: N/A.
Agency Code: N/A.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Avanti Destinations from the drop-down list.
User Name/Password: Enter the necessary fields based upon the login information provided to you when you contacted
Avanti Destinations. User name is e-mail address and your selected password.
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Account Number: N/A
Agency Code: N/A
Step 3) Create a vendor profile in ClientBase for Avanti Destinations if one does not exist. From the profile manager,
retrieve the Avanti Destinations vendor profile (or create if it is not in database). From the General Info tab, click Live
Connect Providers. From here, click Add, then select Avanti Destinations from the drop-down list. The vendor code is left
blank. Click OK.
Avanti Destinations Features
Avanti Destinations supports the following Live Connect Features if checked off:
Create New Avanti Destinations Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Select Avanti
Destinations as the vendor, fill in the Travel Category if blank, and then click Live Connect if it doesn’t automatically
appear.
Step 2) Select Avanti Destinations from the drop-down menu by Connect To (if not defaulted), and then click Create New
Reservations.
Step 3) Select any customer information to use to book the reservation. This data is automatically passed to Avanti
Destinations and saves time during the booking process, as less fields need to be completed manually. Click Connect.
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Step 4) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations using instructions
supplied by Avanti Destinations. When the reservation is confirmed as complete, click Import Reservation. All reservation
data booked on-line is now located in the reservation fields in ClientBase.
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To resolve questions about Avanti Destinations and ClientBase Windows, please contact the Avanti Director of Marketing
or Sales & Marketing Assistant at [email protected] or by calling 800.422.5053 ext. 4020.
Import Existing Avanti Destinations Reservation Made Outside of ClientBase
First, create a new reservation in ClientBase and after clicking entering vendor information, click Live Connect and Import
an Existing Reservation. Enter a confirmation number or leave blank, but when in booking site, locate the retrieve
reservation area. Once the reservation details are showing, exit the booking. All reservation data booked on-line is now
located in the reservation fields in ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site and brings up the reservation. Edit or cancel the reservation using
instructions supplied by the booking engine, and exit the booking.
Step 4) When the reservation changes are confirmed, click Import Reservation.
All reservation data edited or cancelled online is now located in the reservation fields in ClientBase.
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Brendan Vacations
If you are not currently registered to book Brendan Vacations as a new agency set-up, please visit:
http://www.tltc.com/agencyupdates/ or call 1-800-421-8446. Upon completion of the registration you will receive a User ID
and Password and can take the following steps to setup ClientBase.
Set Up Brendan Vacations Live Connect
Upon receiving User ID and Password, take the following steps to setup ClientBase for Live Connect.
Step 1) Since we are releasing Brendan Vacations between ClientBase releases, set it up as a Live Connect Provider by
going to Utilities|Live Connect Providers, and clicking Add.
Provider Name: Type Brendan Vacations.
URL: Type: https://book.itropics.com/BookingWizard/TramsLiveConnect.aspx?sc=BVUSAS
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Brendan Vacations from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you
when you contacted provider. (The Agency Number and Agency Code is not applicable.) Click OK to save.
Set Up Individual Agent Login Information: To set up Live Connect for each user login, click the Live Connect tab in
the User Settings after logging into ClientBase as the SYSDBA and going to Utilities|User Logins|User List. For each
user login, add a Live Connect login for Brendan Vacations by first clicking the Live Connect Tab under User Settings and
then Add.
Live Connect Provider: Select Brendan Vacations from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you
when you contacted provider. (The Agency Number and Agency Code is not applicable.) Click OK to save.
Step 3) Retrieve the Brendan Vacations vendor profile from the Profile Manager (or create one if not in your database).
From the General Info tab, click the Live Connect Providers button. Click Add, and select Brendan Vacations booking
engine from the drop-down list. The Vendor Code is left blank. In the Travel Category profile field, select Tour from the
drop-down menu.
Live Connect Features Supported by Brendan Vacations
Brendan Vacations supports the following Live Connect Features if checked:
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Create New Reservation in Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) Use the Add Reservation button to start a new reservation. Fill in the Vendor and Travel Category fields and then
click Live Connect.
Step 3) Select the Brendan Vacations from the drop-down menu by Connect To (if not already defaulted), and then click
Create New Reservations.
Step 4) Select any customer information to use to book the Brendan Vacations reservation. Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the Brendan Vacations booking site. Complete the
reservations using instructions supplied by Brendan Vacations upon registration. When the reservation is confirmed, it
automatically imports into the ClientBase reservation. All reservation data booked on-line is now located in the reservation
fields in ClientBase.
If you need help using the Brendan Vacations booking site, call 1-800-421-8446.
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Casa Travel
If you are not currently registered to book Casa Travel on-line, go to
http://www.casatravel.com/profile.php to enroll. Upon completion of the registration you will receive a User ID and
Password and can take the following steps to setup ClientBase.
Set Up Casa Travel Live Connect
Upon receiving User ID and Password, take the following steps to setup ClientBase for Live Connect.
Step 1) Make sure Casa Travel is set up as a Live Connect Provider by going to Utilities|Live Connect Providers, and
clicking Add. (Or check the URL for accuracy.)
Provider Name: Type Casa Travel.
URL: Type http://www.casatravel.com/login.php
Travel Category: Select Air from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Casa Travel from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted Casa Travel. (The Agency Number and Code is not applicable.)
Set Up Individual Agent Login Information: Each user can set up their own logins by going to Utilities|My Login|Live
Connect. Click Add and enter the following information:
Live Connect Provider: Select Casa Travel from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted Casa Travel. (The Agency Number and Code is not applicable.)
Step 3) Retrieve the Casa Travel vendor profile from the Profile Manager (or create one if not in your database). From the
General Info tab, click the Live Connect Providers button. Click Add, and select Casa Travel booking engine from the
drop-down list. The Vendor Code is 24512795. In the Travel Category profile field, select Air from the drop-down menu.
Live Connect Features Supported by Casa Travel
Casa Travel supports the following Live Connect Features if checked:
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Create New Reservation in Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) Use the Add Reservation button to start a new reservation. Fill in the Vendor and Travel Category fields and then
click Live Connect.
Step 3) Select the Casa Travel from the drop-down menu by Connect To (if not already defaulted), and then click Create
New Reservations.
Step 4) Select any customer information to use to book the Casa Travel reservation. (This information is not sent to Casa
Travel, but can be copied and pasted into reservation fields from top of launch screen.) Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the Casa Travel booking site. Complete the reservations using
instructions supplied by Casa Travel upon registration. When the reservation is confirmed, it automatically imports into the
ClientBase reservation. All reservation data booked on-line is now located in the reservation fields in ClientBase.
Import Existing Reservation Made Outside of ClientBase
Create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you have
entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation number
is entered, when in the website, instead of creating a new reservation, go to the retrieve reservation area. Once the
reservation details are showing, click Import and the details of the reservation are imported into the ClientBase
Reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
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CCRATravel Hotel Booking Portal
If you are not currently registered to use CCRATravel Hotel Booking Portal, go to http:// www.ccratravel.com and click the
link in the bottom left corner. Upon registering as a new user, login credentials are provided. Note: Current users can
activate using this feature by updating your Agency profile under My Account. Just check Yes on the Enable Trams
option.
Set Up CCRATravel Hotel Booking Portal
Step 1) Create a Live Connect Provider for CCRATravel Hotel Booking Portal if none exists by going to Utilities|Live
Connect Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter CCRATravel Hotel Booking Portal.
URL: Enter https://www.ccratravel.com/app/Onelink.Portal?action=LogIn
Travel Category: Enter Hotel from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name
and password), or individually. When Live Connect is launched, the system first looks to see if there is login information at
the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login.
Click Add and enter the following information:
Live Connect Provider: Select CCRATravel Hotel Booking Portal from the drop-down list.
User Name and Password: Enter the User Name and Password provided to you when you registered. The
account number and agency code are not applicable.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select CCRATravel Hotel Booking Portal from the drop-down list.
User Name and Password: Enter the User Name and Password provided to you when you registered. The
account number and agency code are not applicable.
CCRA Travel Hotel Booking Portal Features
CCRATravel Hotel Booking Portal supports the following Live Connect Features if checked:
Create New CCRA Travel Hotel Booking Portal Reservation
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Step One: Use the ClientBase Res Card to launch CCRATravel Hotel Booking Portal. Once the setup steps have been
completed, retrieve the desired client profile and start or retrieve a Res Card. Click the Live Connect button in the lower
right hand corner of the main Res Card screen to launch CCRATravel Hotel Booking Portal from the Res Card level.
Upon completion of the hotel reservation, the system will have you search for the hotel profile you have booked. If you do
not find it in your system after you have queried, you must create a hotel profile by clicking File|New|Vendor Profile.
(Make sure you click the Live Connect button in the Vendor Profile before you save it to link CCRATravel Hotel Booking
Portal to it by clicking Add. Next time you need to use this profile, it'll be in the system.)
Tip: If you want to use a CCRATravel Hotel Booking Portal profile you create for all hotel bookings you book through
CCRA so you don't have to search for existing hotel profiles or create new ones when importing the reservations, use the
Add Reservation button to start a new Reservation. From within the ClientBase Reservation record, select CCRATravel
Hotel Booking Portal as the Vendor (after you set it up) and click the Live Connect button to launch CCRATravel Hotel
Booking Portal. When imported back into the system, the hotel you booked will populate the Service Provider area of the
reservation.
Step Two: Verify the default Login information and select "Create New Reservation". A window appears with your default
login information. The Connect To should read CCRATravel Hotel Booking Portal. If it does not, click the drop down arrow
and select it from the list. Any of the login information defaulting in this window can be changed if desired. Use the Create
New Reservations button to book a new reservation.
Step Three: Select the desired client information to pass to CCRATravel Hotel Booking Portal. Prior to connecting you to
the CCRATravel Hotel Booking Portal site, a client selection screen appears, allowing you to select the desired client data
you would like to automatically pass to CCRATravel Hotel Booking Portal. Passing this data helps you save time during
the booking process, as fewer fields need to be completed by hand. Click Connect to proceed.
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Step Four: Although still in ClientBase, you are now on-line at the CCRA booking site.
Finish confirming your Reservation and upon receiving a confirmation number click Import Reservation to bring the
reservation details into your ClientBase database for managing further.
Remember if you have launched Live Connect at the Res Card level so you can use separate Hotel Vendors, the system
will have you search for the hotel profile you have booked. If you do not find it in your system after you have queried, you
must create a hotel profile by clicking File|New|Vendor Profile. (Make sure you click the Live Connect button in the
Vendor Profile before you save it to link CCRATravel Hotel Booking Portal to it by clicking Add. Next time you need to use
this profile, it'll be in the system.)
If you used the CCRATravel Hotel Booking Portal Profile at the reservation level to launch Live Connect, the hotel booking
will come into ClientBase with the hotel name in the Service Provider area of the reservation.
This reservation information is now available for you to invoice, to create Reminders to track the administrative tasks
involved in managing the trip and to report on for future marketing purposes.
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Retrieve an Existing Reservation for Editing or Cancelling
To cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Cancel the reservation using instructions supplied by the booking
engine.
Centrav
If you are not currently registered to book Centrav on-line, go to http://www.centrav.com/profile.php to enroll. Upon
completion of the registration you will receive a User ID and Password and can take the following steps to setup
ClientBase.
Set Up Centrav Live Connect
Upon receiving User ID and Password, take the following steps to setup ClientBase for Live Connect.
Step 1) Make sure Centrav is set up as a Live Connect Provider by going to Utilities|Live Connect Providers, and
clicking Add.
Provider Name: Type Centrav.
URL: Type https://www.centrav.com/login.php
Travel Category: Select Air from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Centrav from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted Centrav. (The Agency Number and Agency Code is not applicable.)
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Set Up Individual Agent Login Information: Each user can set up their own logins by going to Utilities|My Login|Live
Connect. Click Add and enter the following information:
Live Connect Provider: Select Centrav from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted Centrav. (The Agency Number and Code is not applicable.)
Step 3) Retrieve the Centrav vendor profile from the Profile Manager (or create one if not in your database). From the
General Info tab, click the Live Connect Providers button. Click Add, and select Centrav booking engine from the dropdown list. The Vendor Code is 24518550. In the Travel Category profile field, select Air from the drop-down menu.
Live Connect Features Supported by Centrav
Centrav supports the following Live Connect Features if checked:
Create New Reservation in Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) Use the Add Reservation button to start a new reservation. Fill in the Vendor and Travel Category fields and then
click Live Connect.
Step 3) Select the Centrav from the drop-down menu by Connect To (if not already defaulted), and then click Create New
Reservations.
Step 4) Select any customer information to use to book the Centrav reservation. (This information is not sent to Centrav,
but can be copied and pasted into reservation fields from top of launch screen.) Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the Centrav booking site. Complete the reservations using
instructions supplied by Centrav upon registration. When the reservation is confirmed, it automatically imports into the
ClientBase reservation. All reservation data booked on-line is now located in the reservation fields in ClientBase.
Import Existing Reservation Made Outside of ClientBase
Create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you have
entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation number
is entered, when in the website, instead of creating a new reservation, go to the retrieve reservation area. Once the
reservation details are showing, click Import and the details of the reservation are imported into the ClientBase
Reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
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Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
Classic Vacations
Classic Vacations has a website where agents can book transactions with their own logins obtained through Classic
Vacations. However, you must be registered to use Classic Vacations with Live Connect in ClientBase. To register,
complete the enrollment form below and once completed, fax it to 408.882.8452.
Classic Vacations only provides a User ID and Password to Owner/Manager for use with ClientBase and this differs from
the login used on the Classic Vacations website. There are no exceptions to this, as this is a precautionary measure to
protect Agency Owners and Managers. Classic for Agents reserves the right to verify all information provided is
accurate.
Classic for Agents Enrollment Form.
After your request has been received, you will receive a confirmation of receipt. Please allow 2 - 3 weeks to process and
receive an e-mail notification with your User ID and password.
Set Up Classic Vacations
Step 1) Create a Live Connect Provider for Classic Vacations if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Classic Vacations
URL: Enter https://www.classicvacations.com/DexReservationViewer
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Each agent should make sure to go into Utilities|MyLogin|Live Connect and delete out any Classic login that
exists there as there are no longer individual logins.
Thereafter, the database administrator goes to Global Defaults|Res Card Defaults|Live Connect to enter the User
Name and Password which everyone in agency will use. This must be set up to use Classic.
Step 3) Create a vendor profile in ClientBase if one does not exist. From the profile manager, retrieve the Classic
Vacations vendor profile (or create if it is not in database). From the General Info tab, click Live Connect Providers. From
here, click Add, and select Classic Vacations from the drop-down list. The vendor code is left blank. Click OK to save.
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Classic Vacations Features
Classic Vacations support the following Live Connect Features if checked:
Import Previously Made Classic Vacations Reservation Details
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Select Classic
Vacations as the vendor and enter the Travel Category and then click Live Connect.
Step 2) Select Classic Vacations from the drop-down menu by Connect To (if not defaulted), and then click Import
existing reservation.
Step 3) Enter the confirmation number for the reservation you want to import into ClientBase. Click OK.
Step 4) Although still in ClientBase, you are now on-line at the Classic Vacations booking site. Once the reservation is
displayed on your screen, click Import Reservation at the top of the ClientBase screen. All reservation data booked on-line
is now located in the ClientBase reservation screen.
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Contiki Vacations
To register with Contiki Vacations to make bookings as a new agency set-up, please visit:
http://www.tltc.com/agencyupdates or call Contiki Vacations 1-866-266-8454. Upon completion of the registration you will
receive a User ID and Password and can take the following steps to setup ClientBase.
Set Up Contiki Vacations Live Connect
Upon receiving User ID and Password, take the following steps to setup ClientBase for Live Connect.
Step 1) Since we are releasing Contiki Vacations between ClientBase releases, set it up as a Live Connect Provider by
going to Utilities|Live Connect Providers, and clicking Add.
Provider Name: Type Contiki Vacations.
URL: Type https://book.contiki.com/BookingWizard/TramsLiveConnect.aspx?sc=CHUSAS
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Contiki Vacations from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you
when you contacted Contiki Vacations. (The Agency Number and Agency Code is not applicable.)
Set Up Individual Agent Login Information: To set up Live Connect for each user login, click the Live Connect tab in
the User Settings after logging into ClientBase as the SYSDBA and going to Utilities|User Logins|User List. For each
user login, add a Live Connect login for Contiki Vacations by first clicking the Live Connect Tab under User Settings and
then Add.
Live Connect Provider: Select Contiki Vacations from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you
when you contacted Contiki Vacations. (The Agency Number and Agency Code is not applicable.) Click OK to
save.
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Step 3) Retrieve the Contiki Vacations vendor profile from the Profile Manager (or create one if not in your database).
From the General Info tab, click the Live Connect Providers button. Click Add, and select Contiki Vacations booking
engine from the drop-down list. The Vendor Code is left blank. In the Travel Category profile field, select Tour from the
drop-down menu.
Live Connect Features Supported by Contiki Vacations
Contiki Vacations supports the following Live Connect Features if checked:
Create New Reservation in Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) Use the Add Reservation button to start a new reservation. Fill in the Vendor and Travel Category fields and then
click Live Connect.
Step 3) Select the Contiki Vacations from the drop-down menu by Connect To (if not already defaulted), and then click
Create New Reservations.
Step 4) Select any customer information to use to book the Contiki Vacations reservation. Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the Contiki Vacations booking site. Complete the reservations
using instructions supplied by Contiki Vacations upon registration. When the reservation is confirmed, it automatically
imports into the ClientBase reservation. All reservation data booked on-line is now located in the reservation fields in
ClientBase.
]
If you need help using the Contiki Vacations booking site, call Contiki Vacations at 1-866-266-8454.
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CSA Travel Protection
To use Live Connect to purchase trip insurance with CSA, obtain a license to sell CSA Insurance and an account number.
If already licensed to sell CSA insurance, the account number is on all of the insurance forms. If not currently licensed to
sell CSA Trip Insurance, contact CSA directly at 888-470-9123.
Set Up CSA
Once you obtain your account number, take the following steps to setup ClientBase for Live Connect:
Step 1) Go to Utilities|Live Connect Providers, and clicking Modify. (It’s a good idea to check if the URL is correct.)
Provider Name: CSA.
URL: Enter https://www.csatravelprotection.com?aff=trams
Travel Category: N/A.
Import XML from: N/A.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select CSA from drop-down list.
User Name: Enter the name of the agency.
Account Number: The account number is found on the pre-printed insurance contracts you furnish to your
clients--input this number.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Complete the following fields:
Live Connect Provider: Select CSA from drop-down list.
User Name: Enter the name of the agency.
Account Number: The account number is found on the pre-printed insurance contracts you furnish to your
clients--input this number.
Step 3) Create a vendor profile for CSA Travel Protection. From the General Info tab, click Live Connect Providers. From
here, click Add, then select the desired booking engine (CSA) from the drop-down list. The vendor code is left blank.
CSA Features
CSA supports the following Live Connect Features if checked:
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Create New CSA Reservation
Step 1) When ready to book on-line, create a client's Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. Click the reservation tab and Add. Fill in the Vendor and Travel Category fields, and
click Live Connect.
Step 2) By default the Live Connect provider CSA is listed in the Connect To field. Click Create New Reservations.
Step 3) Select any customer information for use to book the CSA reservation. This data is automatically passed to CSA
and saves time during the booking process, as less fields need to be completed manually. Click Connect.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure.
To highlight and select multiple reservations, use the CTRL key in combination with clicking. Again, this step is designed
to save time during the insurance booking process, as less fields need to be completed manually. Any missing or
incomplete data can be updated on the CSA website confirming the insurance booking. Click Connect.
Step 5) Although still in ClientBase, you are on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation and all reservation data booked on-line is now located in the reservation
in ClientBase.
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Europe Express
If you are currently not registered Europe Express, go to the Agency Registration Form here, or call 800-927-3876. Upon
creating a User Name and Password for each agent in your office, set up ClientBase for Live Connect.
Set Up Europe Express
Step 1) Create a Live Connect Provider for Europe Expess if none exists by going to Utilities|Live Connect Providers,
and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Europe Express
URL: Enter http://www.europeexpress.com
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Europe Express from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted Europe Express
Account Number/Agency Code: Not applicable.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Europe Express from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted Europe Express.
Account Number/Agent Code: Not applicable.
Click OK to save.
Step 3) Create a vendor profile in ClientBase if one does not exist for Europe Express. From the profile manager, retrieve
each vendor profile (or create if it is not in database). From the General Info tab, click Live Connect Providers. From here,
click Add, and select Europe Express from the drop-down list. The vendor code is left blank. Click OK.
Europe Express Features
Europe Express supports the following Live Connect features if checked:
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Create Europe Express Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter the
Vendor and Travel Category fields and then click Live Connect.
Step 2) Select Europe Express from the drop-down menu by Connect To (if not defaulted), and then click Create New
Reservations.
Step 3) Select any customer information to use to book reservation. This data is passed to the Europe Express website,
and you can use it in the booking fields to save you time during the booking process. Click Connect.
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Step 4) Create the reservation with the traveler information passed from ClientBase by making a booking and use the
instructions supplied by Europe Express when you registered. (You will be at provider’s website while inside the
ClientBase reservation.) When the reservation is confirmed, click Import Reservation at the top of the ClientBase screen.
All reservation data booked on-line is now located in the ClientBase reservation. :
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation in ClientBase and click Import Existing Reservation after Live Connect has been launched.
Enter the confirmation number or leave blank. If you have entered a confirmation number, the system automatically
retrieves and imports the reservation. If no confirmation number is entered, when in Europe Express website, instead of
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creating a new reservation, go to the retrieve reservation area. Once the reservation details are showing, click Import and
the details of the reservation are imported into ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
For help booking reservations in the Europe Express website, call 800-927-3876.
Exclusive Group Travel
If you are currently not registered Exclusive Group Travel, go to http://www.exclusivegrouptravel.com. Upon creating a
User Name and Password for each agent in your office, set up ClientBase for Live Connect.
Set Up Exclusive Group Travel
Step 1) Create a Live Connect Provider for Exclusive Group Travel if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Exclusive Group Travel
URL: Enter https://www.exclusivegrouptravel.com/res/stwmain.aspx
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Exclusive Group Travel from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted Exclusive Group Travel
Account Number/Agency Code: Not applicable.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Exclusive Group Travel from the drop-down list.
User Name and Password: Enter the necessary fields based upon the login information provided to you when
you contacted Exclusive Group Travel.
Account Number/Agent Code: Not applicable.
Click OK to save.
Step 3) Create a vendor profile in ClientBase if one does not exist for Exclusive Group Travel. From the profile manager,
retrieve each vendor profile (or create if it is not in database). From the General Info tab, click Live Connect Providers.
From here, click Add, and select Exclusive Group Travel from the drop-down list. The vendor code is left blank. Click OK.
Exclusive Group Travel Features
Exclusive Group Travel supports the following Live Connect features if checked:
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Create Exclusive Group Travel Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter the
Vendor and Travel Category fields and then click Live Connect.
Step 2) Select Exclusive Group Travel from the drop-down menu by Connect To (if not defaulted), and then click Create
New Reservations.
Step 3) Select any customer information to use to book reservation. This data is passed to the Exclusive Group Travel
website, and you can use it in the booking fields to save you time during the booking process. Click Connect.
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Step 4) Although still in ClientBase, you are now on-line at the booking site:
Create the reservation with the traveler information passed from ClientBase by making a booking and use the instructions
supplied by vendor when you registered. When the reservation is confirmed, click Import Reservation at the top of the
ClientBase screen. All reservation data booked on-line is now located in the reservation.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation in ClientBase and click Import Existing Reservation after Live Connect has been launched.
Enter the confirmation number or leave blank. If you have entered a confirmation number, the system automatically
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retrieves and imports the reservation. If no confirmation number is entered, when in Exclusive Group Travel website,
instead of creating a new reservation, go to the retrieve reservation area. Once the reservation details are showing, click
Import and the details of the reservation are imported into ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
For help booking a reservation in the Exclusive Travel Group website, contact information is available at
http://www.exclusivegrouptravel.com.
Globus and Cosmos Family
If you are currently not registered with Globus and Cosmos Family, contact your Inside Sales consultant at
1.866.270.9850. They will set you up with your username and password. After you are registered, simply logon to
http://www.globusjourneys.com/agents and click the Travel Agent Admin link on the left hand navigation. Upon creating a
User Name and Password for each agent in your office, set up ClientBase for Live Connect.
Set Up Globus and Cosmos Family
Step 1) Create a Live Connect Provider for Globus and Cosmos if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Globus and Cosmos.
URL: Enter https://agents.globusfamily.com/trams-agent/
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) This step must be taken, or you will be unable to launch Globus Live Connect. Set up for Live Connect
agent logins can be done in two ways - globally (if all agents share the same user name, password or account number), or
individually. When Live Connect is launched, the system first looks to see if there is login information at the User Login
level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Globus and Cosmos Family from the drop-down list.
User Name, Password: Enter the necessary fields based upon the login information provided to you when you
contacted Globus and Cosmos Family.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Globus and Cosmos Family from the drop-down list.
User Name, Password: Enter the necessary fields based upon the login information provided to you when you
contacted Globus and Cosmos Family.
Click OK to save.
Step 3) Create a separate vendor profile in ClientBase if one does not exist--one for Globus and one for Cosmos, Avalon
Waterways, Brennan Vacations, and Monograms. From the profile manager, retrieve each vendor profile (or create if it is
not in database). From the General Info tab, click Live Connect Providers. From here, click Add, and select Globus and
Cosmos Family from the drop-down list. The vendor code is left blank. Click OK.
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Globus and Cosmos Family Features
Globus and Cosmos Family supports the following Live Connect features if checked:
Create New Globus and Cosmos Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter the
Vendor and Travel Category fields and then click Live Connect.
Step 2) Select Globus and Cosmos Family from the drop-down menu by Connect To (if not defaulted), and then click
Create New Reservations.
Step 3) Select any customer information to use to book the Globus and Cosmos Family reservation. This data is passed
to Globus and Cosmos Family, and you can use it in the booking fields to save you time during the booking process. Click
Connect.
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Step 4) Although still in ClientBase, you are now on-line at the booking site.
Create the reservation with the traveler information passed from ClientBase by clicking Make a Booking and use the
instructions supplied by Globus and Cosmos Family when you registered. When the reservation is confirmed, click Import
Reservation at the top of the ClientBase screen. All reservation data booked on-line is now located in the reservation.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you
have entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation
number is entered, when in Globus and Cosmos Family website, instead of creating a new reservation, go to the retrieve
reservation area. Once the reservation details are showing, click Import and the details of the reservation are imported
into ClientBase.
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Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
Globus Family Agent Lingo (Canada)
If you are currently not registered with the Globus Family Agent Lingo, visit the travel agent section of any of the brands at
http://www.agentlingo.ca, or call your regional Inside Sales team member directly, or call 800.268.1639. Upon creating a
User Name and Password for each agent in your office, set up ClientBase for Live Connect.
Set Up Globus Family Agent Lingo
Step 1) Create a Live Connect Provider for Globus and Cosmos if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Globus Family Agent Lingo
URL: Enter https://agents.globusfamily.ca/trams-agent/
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) This step must be taken, or you will be unable to launch Globus Live Connect. Set up for Live Connect
agent logins can be done in two ways - globally (if all agents share the same user name, password or account number), or
individually. When Live Connect is launched, the system first looks to see if there is login information at the User Login
level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Globus and Cosmos Agent Lingo from the drop-down list.
User Name, Password and Account Number: Enter the necessary fields based upon the login information
provided to you when you contacted Globus and Cosmos Family.
Account Number: Not applicable.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Globus and Cosmos Agent Lingo from the drop-down list.
User Name, Password and Account Number: Enter the necessary fields based upon the login information
provided to you when you contacted Globus and Cosmos Family.
Account Number: Not applicable.
Click OK to save.
Step 3) Create a separate vendor profile in ClientBase if one does not exist--one for Globus and one for Cosmos, Avalon
Waterways, Brennan Vacations, and Monograms. From the profile manager, retrieve each vendor profile (or create if it is
not in database). From the General Info tab, click Live Connect Providers. From here, click Add, and select Globus and
Cosmos Agent Lingo from the drop-down list. The vendor code is left blank. Click OK.
Globus Family Agent Lingo Features
Globus Family Agent Lingo supports the following Live Connect features if checked:
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Create Globus Family Agent Lingo Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter the
Vendor and Travel Category fields and then click Live Connect.
Step 2) Select Globus and Cosmos Agent Lingo from the drop-down menu by Connect To (if not defaulted), and then
click Create New Reservations.
Step 3) Select any customer information to use to book reservation. This data is passed to Globus and Cosmos website,
and you can use it in the booking fields to save you time during the booking process. Click Connect.
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Step 4) Although still in ClientBase, you are now on-line at the booking site
.
Create the reservation with the traveler information passed from ClientBase by clicking Make a Booking and use the
instructions supplied by vendor when you registered. When the reservation is confirmed, click Import Reservation at the
top of the ClientBase screen. All reservation data booked on-line is now located in the reservation.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you
have entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation
number is entered, when in Globus and Cosmos Agent Lingo website, instead of creating a new reservation, go to the
retrieve reservation area. Once the reservation details are showing, click Import and the details of the reservation are
imported into ClientBase.
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Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
Step 4) Although still in ClientBase, you are now on-line at the booking site.
Create the reservation with the passenger information passed from ClientBase by clicking Make a Booking and use the
instructions supplied by Globus when you registered. When the reservation is confirmed, click Import Reservation at the
top of the ClientBase screen. All reservation data booked on-line is now located in the reservation.
Insight Vacations
If you are not currently registered to book Insight Vacations as a new agency set-up, please visit:
http://www.tltc.com/agencyupdates/ or call 1-888-680-1241. Upon completion of the registration you will receive a User ID
and Password and can take the following steps to setup ClientBase.
Set Up Insight Vacations Live Connect
Upon receiving User ID and Password, take the following steps to setup ClientBase for Live Connect.
Step 1) Since we are releasing Insight Vacations between ClientBase releases, set it up as a Live Connect Provider by
going to Utilities|Live Connect Providers, and clicking Add.
Provider Name: Type Insight Vacations.
URL: Type: https://book.insightvacations.com/BookingWizard/TramsLiveConnect.aspx?sc=IVUSAS
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Insight Vacations from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you
when you contacted provider. (The Agency Number and Agency Code is not applicable.) Click OK to save.
Set Up Individual Agent Login Information: To set up Live Connect for each user login, click the Live Connect tab in
the User Settings after logging into ClientBase as the SYSDBA and going to Utilities|User Logins|User List. For each
user login, add a Live Connect login for Insight Vacations by first clicking the Live Connect Tab under User Settings and
then Add.
Live Connect Provider: Select Insight Vacations from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you
when you contacted provider. (The Agency Number and Agency Code is not applicable.) Click OK to save.
Step 3) Retrieve the Insight Vacations vendor profile from the Profile Manager (or create one if not in your database).
From the General Info tab, click the Live Connect Providers button. Click Add, and select Insight Vacations booking
engine from the drop-down list. The Vendor Code is left blank. In the Travel Category profile field, select Tour from the
drop-down menu.
Live Connect Features Supported by Insight Vacations
Insight Vacations supports the following Live Connect Features if checked:
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Create New Reservation in Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) Use the Add Reservation button to start a new reservation. Fill in the Vendor and Travel Category fields and then
click Live Connect.
Step 3) Select the Insight Vacations from the drop-down menu by Connect To (if not already defaulted), and then click
Create New Reservations.
Step 4) Select any customer information to use to book the Insight Vacations reservation. Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the Insight Vacations booking site. Complete the reservations
using instructions supplied by Insight Vacations upon registration. When the reservation is confirmed, it automatically
imports into the ClientBase reservation. All reservation data booked on-line is now located in the reservation fields in
ClientBase.
If you need help using the Insight Vacations booking site, call 1-888-680-1241.
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iTravelInsured
If you are already licensed to sell iTravelInsured, your user name is the iTravelInsured Account number, and the password
is Trams (lower case). If not currently licensed to sell iTravelInsured, contact iTravelInsured directly at 866-347-6673 or go
to http://www.itravelinsured.net and click Registration Form. The form is a pdf/adobe file format. Print the registration form,
complete it and send it to iTravelInsured. Within 24 hours, iTravelInsured will contact you with a user name and password.
Set Up iTravelInsured
Upon receiving a user name and password for each agent in your office, take the following steps to setup ClientBase for
Live Connect.
Step 1) Create a Live Connect Provider for iTravelInsured if none exists by going to Utilities|Live Connect Providers,
and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter iTravelInsured.
URL: Enter https://www.itravelinsured.com/Trams
Travel Category: Enter Insurance from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select iTravelInsured from the drop-down menu to connect to its booking engine.
User Name: Enter the user name provided to you when registering with iTravelInsured. If already licensed to sell
iTravelInsured, the user name is the iTravelInsured Account number.
Password: Enter the password provided to you when registering with iTravelInsured. If already licensed to sell
iTravelInsured, the password is Trams (lower case). All other fields are left blank. Click OK to save.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add. Complete the following fields (the other fields are grayed out as they are not applicable):
Live Connect Provider: Select iTravelInsured from the drop-down menu to connect to its booking engine.
User Name: Enter the user name provided to you when registering with iTravelInsured. If already licensed to sell
iTravelInsured, the user name is the iTravelInsured Account number.
Password: Enter the password provided to you when registering with iTravelInsured. If already licensed to sell
iTravelInsured, the password is Trams (lower case). All other fields are left blank. Click OK to save.
Step 3) Next, setup an iTravelInsured vendor profile. From the profile manager, retrieve the vendor profile for
iTravelInsured (or create the vendor profile) and from the General Info tab, click Live Connect Providers. From here, click
Add, then select the iTravelInsured booking engine from the drop-down list. The vendor code is left blank. Click OK.
iTravelInsured Features
iTravelInsured supports the following Live Connect Features if checked:
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Create New iTravelInsured Reservation
Step 1) Prepare the top of the Res Card and click the Reservation Tab and Add. Fill in the Vendor and Travel Category
fields, and click Live Connect.
Step 2) Select iTravelInsured the drop-down menu by Connect To (if not defaulted), and click Create New Reservations.
Step 3) Select any customer information to use to book the iTravelInsured reservation. This data is automatically passed
to iTravelInsured and saves time during the booking process, as less fields need to be completed manually. Click
Connect.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight any reservation to insure.
To highlight and select multiple reservations to insure, use the CTRL key in combination with clicking, and the system
completes the summary trip information. Again, this step is designed to during the insurance booking process. Any
missing or incomplete data can be updated on the iTravelInsured website confirming the insurance booking. Click
Connect.
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Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation. All reservation data booked on-line is now located in the reservation
fields in ClientBase.
Manulife Global Travel Insurance
All agencies wishing to use Manulife Global Travel Insurance Live Connect should contact
[email protected]
Set Up Manulife Global Travel Insurance
Upon receiving a User ID and Account Number for your agency, take the following steps to setup ClientBase for Live
Connect.
Step 1) Make sure you have a correct URL for your agency. To do so, go to Utilities|Live Connect Providers, and scroll
down to see if Manulife Global Travel Insurance is one of the providers. If not click Add:
Provider Name: Manulife Global Travel Insurance.
Status: Active.
URL: https://www.igoinsured.com/travelweb/login.aspx?twa=LIVECON
Travel Category: Insurance.
Import XML from: HTML Source.
Include Authentication, etc.: Not applicable.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Manulife Global Travel Insurance from the drop-down list.
User Name, Password and Agency Code Enter the necessary fields based upon the login information provided to you
when you contacted provider (the Agency # is not applicable).
Set Up Individual Agent Login Information: Users can setup their own logins by going to Utilities|MyLogin|Live
Connect. The database administrator can also do this for each user login by clicking on the Live Connect tab in the User
Settings after logging into ClientBase as the SYSDBA and going to Utilities|User Logins|User List. For each user login,
add a Live Connect login for Manulife Global Travel Insurance by first clicking the Live Connect Tab under User Settings
and then Add.
Complete the following fields (the other fields are not applicable):
Live Connect Provider: Select Manulife Global Travel Insurance from the drop-down list.
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User Name, Password and Agency Code Enter the necessary fields based upon the login information provided to you
when you contacted provider (the Agency # is not applicable).
Step 2) From the Profile Manager, retrieve the Manulife Global Travel Insurance vendor profile (or create if it is not in
database). From the General Info tab click Live Connect Providers. From here, click Add, then select Manulife Global
Travel Insurance from the drop-down list. The vendor code is left blank. Click OK.
Step 3) Setup insurance prompting by going to Global Defaults|Res Card Defaults|Res Card Insurance Prompting.
(See chapter, Setting Up ClientBase for Your Agency.)
Manulife Global Travel Insurance Features
Manulife Global Travel Insurance supports the following Live Connect features if checked off by :
Create New Manulife Global Travel Insurance Reservation
Step 1) After preparing the Res Card initial information, click the Reservation Tab and Add. Select Manulife Global Travel
Insurance as the vendor and fill in the Travel Category, click Live Connect.
Step 2) Select Manulife Global Travel Insurance from the drop-down menu by Connect To and then click Create New
Reservations.
Step 3) Select any customer information to use to book the reservation. This data is automatically passed to Manulife
Global Travel Insurance and saves time during the booking process, as less fields need to be completed manually. Click
Connect.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure.
To highlight and select multiple reservations to insure, use the CTRL key in combination with clicking, and the system
completes the summary trip information. Again, this step is designed to save time during the insurance booking process.
Any missing or incomplete data can be updated on the Manulife Global Travel Insurance website confirming the insurance
booking.
Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation.
All reservation data booked on-line is now located in the reservation fields in ClientBase. Need help booking in Manulife
Global Travel Insurance? Call Manulife Global Travel Insurance at 1-866-298-2722.
MHRoss.com
To use Live Connect to purchase MHRoss.com insurance, you must be an authorized MHRoss.com representative and
be assigned a User Login, Password, and Account Number for use. To become an authorized agency, and/or to obtain a
User Login, Password, and Account number, call, Sheri A. Machat at 866-453-9826 Ext 1.
Set Up MHRoss.com
Upon receiving a User ID and password for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Make sure you have a correct URL for this agency. To do so, go to Utilities|Live Connect Providers, and scroll
down to see if MHRoss.com is one of the providers. If not click Add:
Provider Name: MHRoss.com
Status: Active.
URL: https://www.mhross.com/index.php/affliates/tramspost
Travel Category: Insurance.
Import XML from: HTML Source.
Include Authentication, etc.: Not applicable.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select MHRoss.com from the drop-down list.*
User Name, Password and Account Number: Enter the necessary fields based upon the login information provided to
you when you contacted provider (the Agency Code is not applicable).
Set Up Individual Agent Login Information: Users can setup their own logins by going to Utilities|MyLogin|Live
Connect. The database administrator can also do this for each user login by clicking on the Live Connect tab in the User
Settings after logging into ClientBase as the SYSDBA and going to Utilities|User Logins|User List. For each user login,
add a Live Connect login for MHRoss.com by first clicking the Live Connect Tab under User Settings and then Add.
Complete the following fields (the other fields are not applicable):
Live Connect Provider: Select MHRoss.com from the drop-down list.*
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User Name, Password and Account Number: Enter the necessary fields based upon the login information provided to
you when you contacted provider (the Agency Code is not applicable).
Step 3) From the profile manager, retrieve the MHRoss.com vendor profile (or create if it is not in database). From the
General Info tab click Live Connect Providers. From here, click Add, then select MHRoss.com from the drop-down list.
The vendor code is left blank. Click OK.
Step 3) Setup invoice insurance prompting by going to Global Defaults.
MHRoss.com Features
MHRoss.com supports the following Live Connect features if checked off by :
Create New Global Alert Reservation
Step 1) After preparing the Res Card initial data, click the Reservation tab and Add. Fill in the MHRoss.com as the vendor
and the Travel Category. Click Live Connect.
Step 2) Click Create New Reservations.
Step 3) Select any customer information to use to book the reservation. This data is automatically passed to
MHRoss.com and saves time during the booking process, as less fields need to be completed manually. Click Connect.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure.
To highlight and select multiple reservations to insure, use the CTRL key in combination with clicking, and the system
completes the summary trip information. Again, this step is designed to save time during the insurance booking process.
Any missing or incomplete data can be updated on the HMRoss.com website confirming the insurance booking. Click
Connect.
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Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation.
Note: If you have printed out the confirmation data, you need to use the back button to get to the confirmation
page to import, or you will receive a message.
All reservation data booked on-line is now located in the reservation fields in ClientBase.
Need technical help? Contact Damian Murtha, MHross.com at 800-888-0432.
Pleasant Holidays
If you are not currently registered to book Pleasant Holidays on-line, go to http://www.pleasantagent.com/ and click Create
a Log In. Upon registering as a new user, you are provided a User Name and Password. Once you have submitted your
request, Pleasant Holidays will activate your log on within one business day.
NOTE: If you connect via the Pleasant connection and sign on to Pleasantagent.com, you can retrieve the Hawaii World
bookings that you made via the Hawaii World reservation department to bring into ClientBase. Cruise Bookings are not
supported by Pleasant Holidays booking engine and hence not eligible for Live Connect.
Set Up Pleasant Holidays
Upon receiving a User Name and Password for each agent in your office, take the following steps to setup ClientBase for
Live Connect.
Step 1) Create a Live Connect Provider for Pleasant Holidays if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Pleasant Holidays.
URL: Enter https://www.pleasantholidays.com/trams
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Pleasant Holidays from the drop-down list*.
User Name/Password: Enter the necessary fields based upon the login information provided to you when you
contacted Pleasant Holidays.
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Account Number: Not applicable.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Pleasant Holidays from the drop-down list*.
User Name/Password: Enter the necessary fields based upon the login information provided to you when you
contacted Pleasant Holidays.
Account Number: Not applicable.
Step 3) Create a vendor profile in ClientBase for Pleasant Holidays if one does not exist. From the profile manager,
retrieve the Pleasant Holidays vendor profile (or create if it is not in database). From the General Info tab, click Live
Connect Providers. From here, click Add, then select Pleasant Holidays from the drop-down list. The vendor code is left
blank. Click OK.
Note: If you connect via the Pleasant connection and sign on to Pleasantagent.com you can retrieve the Hawaii World
bookings that you made via the Hawaii World reservation department to bring into ClientBase. Cruise Bookings are not
supported by Pleasant Holidays booking engine and hence not eligible for Live Connect.
Note: Cruise Bookings are not supported by Pleasant Holidays booking engine and hence not eligible for Live Connect.
Pleasant Holidays Features
Pleasant Holidays supports the following Live Connect Features if checked:
Create New Pleasant Holidays Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter
Pleasant Holidays as the vendor, fill in the Travel Category and then click Live Connect.
Step 2) Select Pleasant Holidays from the drop-down menu by Connect To (if not defaulted), and then click Create New
Reservations.
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Step 3) Select any customer information to use to book the Pleasant Holiday reservation. This data is automatically
passed to Pleasant Holidays and saves time during the booking process, as less fields need to be completed manually.
Click Connect.
Step 4) Although still in ClientBase, you are now on-line at the booking site. Create the booking and when the reservation
is confirmed, click Import Reservation.
All reservation data booked on-line is now located in the reservation fields in ClientBase.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation from the Live Connect area. Enter the confirmation
number or leave it blank and click OK. Use website to Query for the reservation made outside of ClientBase if no
confirmation number has been used. Once the reservation details are showing, click Import and the details of the
reservation are imported into ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
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Step 1) Launch Live Connect from the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Login to the website, and click the retrieve reservation area. Edit
or cancel the reservation using instructions supplied by the booking engine, and click Import Reservation. All reservation
data edited or cancelled on-line is now located in the reservation fields in ClientBase.
POLAR Online
If you are not currently registered to use POLAR Online, go to http://www.princess.com, and click on the Onesource link
and Register Your Agency in the footer of the page. Upon registering as a new user, login credentials are provided. After
receiving this information for each agent, take the following steps.
Set Up POLAR Online
Step 1) Create a Live Connect Provider for Polar Online if none exists by going to Utilities|Live Connect Providers, and
clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Polar Online.
URL: Enter
https://book.princess.com/BookingSystem/multiBrandLogin.jsp?company=PC&section=presSignOn
Travel Category: Enter Cruise from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Having obtained your login information, you do not have to set up agent logins for use with POLAR Online (see
login information below), but you do need to create a vendor profile in ClientBase if one does not exist. From the Profile
Manager, retrieve the Princess Cruise Lines vendor profile (or create if not in database). From the General Info tab, click
Live Connect Providers. From here, click Add, then select POLAR Online from the drop-down list. The vendor code is
blank. Click OK.
POLAR Online Features
POLAR Online supports the following Live Connect features if checked:
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Create New POLAR Online Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Select
Princess Cruise Lines as the vendor, fill in the Travel Category and then click Live Connect.
Step 2) Select POLAR Online from the drop-down menu by Connect To (if not defaulted), and then click Create New
Reservations. (You do not need to enter any login information as this is entered at the POLAR Online Web site.)
Step 3) Select any customer information to use to book the POLAR Online reservation. This data is NOT passed to
POLAR Online, but you are able to view it at the top of your booking screen and can highlight it, copy, and paste it into the
booking fields to save you time during the booking process. Click Connect.
Step 4) Although still in ClientBase, you are now on-line at the booking site.
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A page appears which verifies your username and password. Click Create Reservation to continue. Create the booking
with all traveler information (none is passed to site through ClientBase, but you can highlight, copy and paste information
at top of screen into booking fields) and when the reservation is confirmed, click Import Reservation at the top of the
ClientBase screen. All reservation data booked on-line is now located in the reservation.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation from the Live Connect area. Leave the confirmation
number blank and click OK. Use POLAR Online to Query for the reservation made outside of ClientBase. Once the
reservation details are showing, click Import and the details of the reservation are imported into ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Login to the POLAR Online website, and click the retrieve
reservation area. Edit or cancel the reservation using instructions supplied by the booking engine, and click Import
Reservation. All reservation data edited or cancelled on-line is now located in the reservation fields in ClientBase.
RBC Insurance
To use Live Connect to sell RBC Travel Insurance, you must be a RBC Insurance appointed agency and establish user
logins and passwords for selling RBC Insurance on-line. If not currently licensed to sell RBC Travel Insurance, contact
RBC Travel Insurance Company directly at 1-800-387-4357.
Set Up RBC Insurance
Upon receiving a user login, password, and Account ID for each agent in your office, take the following steps to setup
ClientBase for Live Connect.
Step 1) Create a Live Connect Provider for RBC Insurance if none exists by going to Utilities|Live Connect Providers,
and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter RBC Insurance.
URL: Enter https://www1.worldprotect.com/cgi-bin/rbaccess/rbunxcgi
Travel Category: N/A
Import XML from: N/A
Step 2) RBC Insurance security advisors/specialists do not recommend storage of the user name and password
within the ClientBase login, but instead completed each time agents connect to RBC using Live Connect.
Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
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Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select RBC Insurance from the drop-down list.
User Name/Password: Entering the user name and password here would eliminate the need to enter the user
name and password each time agents connect to RBC, but may be a security risk if the ClientBase program is left
running all day on agents’ sets. (The Account ID provided to you upon registration is the Account Number.)
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select RBC Insurance from the drop-down list.
User Name/Password: Entering the user name and password here would eliminate the need to enter the user
name and password each time agents connect to RBC, but may be a security risk if the ClientBase program is left
running all day on agents’ sets. (The Account ID provided to you upon registration is the Account Number.)
Step 3) Next, setup the RBC Insurance vendor profile. From the profile manager, retrieve the vendor profile for RBC
Insurance (or create the vendor profile if it is not in the database) and from the General Info Tab, click Live Connect
Providers. From here, click Add, then select RBC Insurance booking engine from the drop-down list. The vendor code is
left blank. Click OK.
RBC Insurance Features
RBC Insurance supports the following Live Connect Features if checked:
Create New RBC Insurance Reservation
Step 1) Complete the initial Res Card information, Click the Reservation Tab and Add. Fill in the Vendor and Travel
Category fields and then click Live Connect.
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Step 2) Select RBC Insurance from the drop-down menu by Connect To (if not already defaulted), and add the User
Name/Password/and Account Number. RBC Insurance security advisors/specialists do not recommend storage of the
user name and password within the ClientBase Login, but instead completed each time agents connect to RBC using Live
Connect. Click Create New Reservations.
Step 3) Select any customer information for use to book the RBC Insurance reservation. This data is automatically
passed to RBC Insurance and saves time during the booking process, as less fields need to be completed manually. Click
Connect.
Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure
by using the CTRL key in combination with mouse clicking, and the system completes the summary trip information.
Again, this step is designed to save time during the insurance booking process. Any missing or incomplete data can be
updated on the RBC Insurance website confirming the insurance booking. Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation. All reservation data booked on-line is now located in the reservation
fields in ClientBase.
Regent Seven Seas - Partner Access
If you are not currently registered to book Regent Seven Seas - Partner Access on-line, go to the Travel Agent Center at
http://www.rssc.com, sign in, and click Book a Cruise with Partner Access. Complete and submit the Partner Access
Service Request Form. Your log-in information will be e-mailed to you.
Set Up Regent Seven Seas - Partner Access Live Connect
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Create a Live Connect Provider for Regent Seven Seas if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Regent Seven Seas - Partner Access.
URL: Enter https://www.rssc.com/agent/webservices/tramslivehandler.ashx
Travel Category: Enter Cruise from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Regent Seven Seas - Partner Access from the drop-down list.
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User Name, Password and Account Number: Enter the necessary fields based upon the login information
provided to you when you contacted Regent Seven Seas - Partner Access. The account number is not applicable.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|MyLogin|Live
Connect and clicking Add.
Live Connect Provider: Select Regent Seven Seas - Partner Access from the drop-down list.
User Name, Password and Account Number: Enter the necessary fields based upon the login information
provided to you when you contacted Regent Seven Seas - Partner Access. The account number is not applicable.
Step 3) Create a vendor profile in ClientBase if one does not exist. From the profile manager, retrieve the Regent Seven
Seas vendor profile (or create if it is not in database). From the General Info tab, click Live Connect Providers. From here,
click Add, and select Regent Seven Seas - Partner Access from the drop-down list. The vendor code is left blank. Click
OK.
Regent Seven Seas - Partner Access Features
Regent Seven Seas - Partner Access supports following Live Connect features if checked:
Create New Regent Seven Seas - Partner Access Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Select Regent
Seven Seas as the vendor, fill in the Travel Category, and then click Live Connect.
Step 2) Select Regent Seven Seas - Partner Access from the drop-down menu by Connect To (if not defaulted), and then
click Create New Reservations.
Step 3) Although still in ClientBase, you are now on-line at the booking site
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.
Create the reservation with the traveler information passed from ClientBase by clicking New Reservation and use the
instructions supplied by Regent Seven Seas - Partner Access when you registered. When the reservation is confirmed,
click Import Reservation at the top of the ClientBase screen. All reservation data booked on-line is now located in the
reservation.
Import Existing Reservation Made Outside of ClientBase
Step 1) Create a new Res Card or open an existing one and launch Live Connect by clicking the Live Connect icon.
Step 2) Complete the Live Connect settings by identifying the vendor, the Live Connect Provider and appropriate Login
information if not auto-populated.
Step 3) Enter the confirmation number for the reservation you want to import and click Import Existing Reservation.
Step 4) Depending on the Live Connect Provider, the system either locates the reservation using the confirmation number
and automatically import all reservation details, or takes you to the Live Connect Provider's site for you to use its Retrieve
Reservation feature to locate the reservation. Upon displaying the existing reservation, click Import Reservation and the
reservation details are imported into the ClientBase Res Card.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
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RezSaver
Agents are all eligible to use our software through an existing portal which they have access to using their AxtraWeb
username and password.
Set Up RezSaver Live Connect
Take the following steps to setup ClientBase for Live Connect.
Step 1) Create a Live Connect Provider for RezSaver if none exists by going to Utilities|Live Connect Providers, and
clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter RezSaver.
URL: Enter https://b2b.rezsaver.com/auth/liveConnectAuth
Travel Category: Enter Cruise from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select RezSaver from the drop-down list.
User Name, Password and Account Number: Use your AxtraWeb user name/password. The account number
is not applicable.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|MyLogin|Live
Connect and clicking Add.
Live Connect Provider: Select RezSaver from the drop-down list.
User Name, Password and Account Number: Use your AxtraWeb user name/password. The account number
is not applicable.
Step 3) Below is a list of participating vendors and vendor codes. Create a profile in ClientBase for each vendor and
specify RezSaver as the booking engine and enter the unique vendor identifier from chart. First click Live Connect
Providers and Add to add a Live Connect Provider. Select RezSaver from the drop-down menu and enter the vendor
code.
RezSaver Participating Vendors and Vendor Codes
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
AZ
Azamara
RezSaver
CV
Carnival Cruise Lines
RezSaver
CB
Celebrity Cruises
RezSaver
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CO
Costa Cruise Lines
RezSaver
CS
Crystal Cruises
RezSaver
CU
Cunard Cruises
RezSaver
DS
Disney Cruise Line
RezSaver
MSC
MSC Cruises
RezSaver
NC
Norwegian Cruise Line
RezSaver
PC
Princess Cruises
RezSaver
RC
Royal Caribbean International
RezSaver
RezSaver Features
RezSaver supports following Live Connect features if checked:
Create New RezSaver Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Select
RezSaver as the vendor, fill in the Travel Category, and then click Live Connect.
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Step 2) Select RezSaver from the drop-down menu by Connect To (if not defaulted), and then click Create New
Reservations.
Step 3) Although still in ClientBase, you are now on-line at the booking site.
Create the reservation with the traveler information passed from ClientBase by clicking New Reservation and use the
instructions supplied by RezSaver. When the reservation is confirmed, click Import Reservation at the top of the
ClientBase screen. All reservation data booked on-line is now located in the reservation.
Import Existing Sabre Vacations Reservation Made Outside of ClientBase
Step 1) Create a new Res Card or open an existing one and launch Live Connect by clicking the Live Connect icon.
Step 2) Complete the Live Connect settings by identifying the vendor, the Live Connect Provider and appropriate Login
information if not auto-populated.
Step 3) Enter the confirmation number for the reservation you want to import and click Import Existing Reservation.
Step 4) Depending on the Live Connect Provider, the system either locates the reservation using the confirmation number
and automatically import all reservation details, or takes you to the Live Connect Provider's site for you to use its Retrieve
Reservation feature to locate the reservation. Upon displaying the existing reservation, click Import Reservation and the
reservation details are imported into the ClientBase Res Card.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
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Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
Need help? Contact [email protected] or call 888-995-7385.
RoamRight Travel Insurance
To use Live Connect to purchase trip insurance with RoamRight Travel Insurance, register at
https://www.roamright.com/partners/ or call us at 1-800-699-3845 to speak to a representative.
Set Up RoamRight Travel Insurance
Upon receiving a username, password and agency code, take the following steps to setup ClientBase Windows for Live
Connect.
Step 1) Create a Live Connect Provider for RoamRight Travel Insurance if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter RoamRight Travel Insurance.
URL: Enter https://partners.roamright.com/liveconnect
Travel Category: Insurance
Import XML from: N/A
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select RoamRight Travel Insurance from the drop-down list.
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User Name, Password and Account Code: Enter the User Name, Password and Agency Code you obtained
from RoamRight. The Account Number is left blank.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select RoamRight Travel nsurance from the drop-down list.
User Name, Password and Account Code: Enter the User Name, Password and Agency Code you obtained
from RoamRight. The Account Number is left blank.
Step 3) Next, setup the RoamRight Travel Insurance vendor profile. From the profile manager, retrieve the vendor profile
for RoamRight Travel Insurance (or create the vendor profile if it is not in the database) and from the General Info Tab,
click Live Connect Providers. From here, click Add, then select RoamRight Travel Insurance booking engine from the
drop-down list. The vendor code is left blank. Click OK.
RoamRight Travel Insurance Features
RoamRight Travel Insurance supports the following Live Connect Features if checked:
Create New Roam Right Travel Insurance Reservation
Step 1) Complete the initial Res Card information, Click the Reservation Tab and Add. Fill in the Vendor and Travel
Category fields and then click Live Connect.
Step 2) Select RoamRight Travel Insurance from the drop-down menu by Connect To (if not already defaulted). Click
Create New Reservations.
Step 3) Select any customer information for use to book the RoamRight Travel Insurance reservation. This data is
automatically passed to RoamRight and saves time during the booking process, as less fields need to be completed
manually. Click Connect.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure
by using the CTRL key in combination with mouse clicking, and the system completes the summary trip information.
Again, this step is designed to save time during the insurance booking process. Any missing or incomplete data can be
updated on the RoamRight Travel Insurance website confirming the insurance booking. Click Connect.
Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation. All reservation data booked on-line is now located in the reservation
fields in ClientBase.
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Sabre Cruises
To use Sabre Cruises, complete the following directions:
1) Every ClientBase customer is a Sabre customer and has a PCC. If you are a Sabre GDS subscriber, you already have
your User ID and password to log into Sabre Cruises so proceed to step 3.
2) If you know your PCC because you are a Trams customer, but are NOT a Sabre GDS subscriber, go to Step 3. If you
do not know your PCC, email [email protected] to obtain it.
3) Once you know your Sabre PCC, register to use Sabre Cruises and obtain your User ID and temporary Password and
ETR by going to:
http://www.sabre-holdings.com/registration/index_add.html. If you want your agents to have their own passwords, you
need to include them on this form so a User ID and Password is sent to their email address. Best not to click on any other
link on this page, but fill out this form which is the one you need to use.
4) You also have to contact each cruise vendor you are using to inform them that you will be using Sabre Cruises. Click
here for a list of cruise vendors and contact phone numbers.
5) Once you have your User ID and Password, got to https://cruises.sabre.com/home.html and login. If you ever have to
change or reset the password (because you got locked out) or need additional assistance, call: 800-413-5771.
6) Now set up ClientBase to use Sabre Cruises.
Set Up Sabre Cruises Live Connect in ClientBase
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) In order to use all Live Connect features in Sabre Cruises.
Note: If you book in Polar, you can import in Sabre Cruise.
Step 2) Make sure Sabre Cruises is set up correctly as a Live Connect Provider by going to Utilities|Live Connect
Providers, and clicking Add.
Provider Name: Type Sabre Cruises.
URL: Type https://cruises.sabre.com/SCDO/
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Travel Category: Select Cruise from the drop-down.
Import XML from: Select HTML Source.
Include Authentication: Check off and from the drop-down select SiteMinder.
Authentication URL: Type
https://eservices.sabre.com/tools/Community/Community.asp?form_action=ComDisplay&Com_Id=448&c
ust_type=Trams
Step 3) Login information is not passed from ClientBase to Sabre Cruise, so there is no reason to save your login
information in ClientBase. You will be prompted once to use your regular Sabre login, password and PCC (Pseudo City
Code) after you click on Connect upon launching Live Connect.
Step 4) When registering, Sabre Cruises provided you with a list of participating vendors and vendor codes. Create a
profile in ClientBase for each vendor and specify Sabre Cruises as the booking engine and enter the unique vendor
identifier.
First click Live Connect Providers and Add to add a Live Connect Provider. Select Sabre Cruises from the drop-down
menu and enter the Sabre Cruises vendor code.
Sabre Cruises Participating Vendors and Vendor Codes
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
AM
AMA Waterways
Sabre Cruises
AZ
Azamara
Sabre Cruises
CV
Carnival Cruise Lines
Sabre Cruises
CB
Celebrity Cruises
Sabre Cruises
CO
Costa Cruise Lines
Sabre Cruises
CS
Crystal Cruises
Sabre Cruises
CU
Cunard Cruises
Sabre Cruises
DS
Disney Cruise Line
Sabre Cruises
HA
Holland America Line
Sabre Cruises
IC
Island Cruises
Sabre Cruises
MSC
MSC Cruises
Sabre Cruises
NC
Norwegian Cruise Line
Sabre Cruises
PC
Princess Cruises
Sabre Cruises
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OE
Oceania Cruise Line
Sabre Cruises
RE
Regent Seven Seas Cruise Line
Sabre Cruises
RC
Royal Caribbean International
Sabre Cruises
VR
Viking River Cruises
Sabre Cruises
Live Connect Features Supported by Sabre Cruises
Sabre Cruises supports the following Live Connect features if checked:
Create New Reservation Using Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. If you do not know which vendor you will be using, click the Live Connect icon at the
Res Card Level.
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If you do know which vendor you will be using, click Add Reservation to start a new reservation. Select a Vendor, the
Travel Category, and then click Live Connect.
Select Sabre Cruises from the drop-down by Connect To. Do not enter login information here and click Create New
Reservations.
Step 2) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
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Step 3) You arrive at the Sabre Cruise login page where you are prompted to use your regular Sabre login, password and
PCC (Pseudo City Code in the Agency Code field). (If you do not clear your cache, you will not have to login again for a
significant period of time.)
Step 4) Although still in ClientBase, you are now on-line at the Sabre Cruises booking site.
Complete your reservation as you normally would using Sabre Cruises’ booking features. If you are not familiar with how
to use Sabre Cruises booking tools, please contact your Sabre Software Help Desk, or access on-line documentation and
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virtual training via the eServices website. When the reservation is confirmed, click Import Reservation. All reservation data
booked on-line is now located in the ClientBase Reservation record.
NOTE: The following Sabre Cruises cruise lines only accept US residents when using immigration data. If traveler is not a
US resident, you are unable to complete the reservation.
* Crystal Cruises
* Norwegian Cruise Lines
* Regent Seven Seas Cruises
* Seabourn Cruise Line
Import Existing Reservation Made Outside of ClientBase
Create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you have
entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation number
is entered, when in Sabre Cruises website, instead of creating a new reservation, go to the retrieve reservation area.
Once the reservation details are showing, click Import and the details of the reservation are imported into the ClientBase
Reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
Sabre Vacations - US
If you are a Sabre subscriber, sign up with Sabre Vacations by clicking the Sabre Vacations button from either the Travel
Products menu on the Sabre Red agent booking portal, or via the Sabre Vacations community page on the Agency
eServices information website. Sabre Vacations is a private labeled version of VAX VacationAccess and by using Sabre
Vacations Live Connect you receive credit towards your Sabre productivity agreement for each booking!
Take these steps is you are not a Sabre subscriber:
1) Every ClientBase customer is a Sabre customer and has a PCC. If you know your PCC, go to Step 2 below. If you do
not know your PCC, email [email protected] to obtain it.
2) Once you know your Sabre PCC, contact [email protected] to get a temporary password. You will be able to
change the temporary password once you log in the first time at
https://login.vaxsbr.vaxvacationaccess.com/default.aspx. If additional users are needed send a reply via email to
[email protected] when you receive your temporary password or you can do so at the Sabre Vacations website.
3) If a passcode reset/reactivation is needed (because you are locked out), contact [email protected] or call 800413-5771.
4) Once you have obtained password/s, you can start using Sabre Vacations once you have completed setting up
ClientBase for use with Sabre Vacations.Anyone can use Sabre Vacations - US for Live Connect, but you must be
registered.
Set Up Sabre Vacations
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Create a new or check that a Live Connect Provider for Sabre Vacations exists by going to Utilities|Live
Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter Sabre Vacations.
URL: https://login.www.vaxvacationaccess.com/default.aspx
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Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Step 2) The Sabre PCC must be supplied in the Agency Code field upon logging in. To enter the PCC, go to Global
Defaults|Res Card Defaults|Live Connect Login and click Add:
(No other user login information is passed.)
Step 3) When registering, Sabre Vacations provided you with a list of participating vendors and vendor codes. Create a
profile in ClientBase for each vendor and specify Sabre Vacations as the booking engine and enter the unique vendor
identifier.
First click Live Connect Providers and Add to add a Live Connect Provider. Select Sabre Vacations from the drop-down
menu and enter the Sabre Vacations vendor code. (If you are using Sabre Vacations Dynamic, enter its unique vendor
identifier.)
Sabre Vacations - Dynamic Participating Vendors and Vendor Codes
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
AET
American Express Vacations
Sabre Vacations
BST
Blue Sky Tours
Sabre Vacations
FJ1
Funjet Vacations
Sabre Vacations
MMT
MGM Mirage Vacations
Sabre Vacations
PRV
Palace Resorts
Sabre Vacations
SAB
Sandals and Beaches Resorts
Sabre Vacations
WNT
Southwest Airlines Vacations
Sabre Vacations
TPV
TNT Vacations powered by Funjet
Sabre Vacations
TIM
Travel Impressions
Sabre Vacations
UNT
Universal Parks and Resorts Vacations
Sabre Vacations
AMW
US Airways Vacations
Sabre Vacations
VE1
Vacations Express
Sabre Vacations
Sabre Vacations Features
Sabre Vacations supports the following Live Connect features if checked:
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Create New Sabre Vacations Reservation
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. If the vendor is unknown, click Live Connect in the lower right hand corner of the
main Res Card screen to launch from the Res Card level.
If you know the vendor, click Add Reservation to start a new reservation. Fill in the Travel Category and Vendor fields and
then click Live Connect.
Step 2) Select the Sabre Vacations from the drop-down menu by Connect To and then click Create New Reservations.
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Step 3) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
Step 4) Although still in ClientBase, you are now on-line at the Sabre Vacations booking site. Complete your reservation
as you normally would using Sabre Vacations’ booking features. If you are not familiar with how to use Sabre Vacations
booking tools, please contact your Sabre Software Help Desk, or access on-line documentation and virtual training via the
eServices website. When the reservation is confirmed, click Import Reservation. All reservation data booked on-line is
now located in the ClientBase Reservation record.
Import Existing Reservation Made Outside of ClientBase
Create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you have
entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation number
is entered, when in Sabre Vacations website, instead of creating a new reservation, go to the retrieve reservation area.
Once the reservation details are showing, click Import and the details of the reservation are imported into the ClientBase
Reservation record.
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Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
Sabre Vacations - Canada
Anyone can use Sabre Vacations - Canada for Live Connect, but you must be registered.
Step 1) All Trams ClientBase customers have been assigned a unique Sabre PCC. If you do not know your Sabre PCC,
e-mail [email protected] to obtain it. If you do know your Sabre PCC, go to Step 2.
Step 2) You must register to obtain a Sabre Vacations Canada login and password. To register, e-mailing
[email protected] with the subject line – Sabre Vacations Canada Registration. Include the following information:
Sabre PCC, Agency Name, Agency Owner, Agency Address, IATA/TIDS Number, Agency Phone number used to register
accounts with the tour operators, the site administrator’s e-mail address, and a list of all Tour Operators you are registered
with. Once you have obtained your Sabre Vacations Canada login and password, go to Step 3
Step 3) Set up accounts with each Tour Operator(s) for billing purposes and inform each Tour Operator(s) you will be
booking through Sabre Vacations Canada (see Tour Operator list below). If you are already registered and set up with
your Tour Operator(s), at this point, you may only need to advise them of your intentions to book through Sabre Vacations
Canada.
Step 4) To activate your Live Connect, email [email protected] with the subject line – Sabre Vacations Canada
Live Connect Activation. Include your Agency Name, Sabre PCC and Agency Phone Number. Please note, Live
Connect will not function without completing this step.
If you are experience any problems with this Sabre Vacations Canada setup, contact Sabre support at
[email protected]
Additional Set Up in ClientBase for Sabre Vacations - Canada
Step 1) Create a Live Connect Provider for Sabre Vacations - Canada if none exists by going to Utilities|Live Connect
Providers, and clicking Add.
Provider Name: Enter Sabre Vacations - Canada.
URL: Enter https://secured.softvoyage.com/cgi-bin/sab/entrance.cgi
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Click OK to save.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password, account number, and agency code), or individually. When Live Connect is launched, the system first looks to
see if there is login information at the User Login level, and if not, then looks for the login information at the Global
Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Sabre Vacations - Canada from the drop-down list.
User Name, Password: Enter the necessary fields based upon the login information provided to you when you
contacted Sabre Vacations - Canada.
Account Number: Leave blank.
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Agency Code: Enter your Pseudo City Code.
Step 3) When registering, Sabre Vacations - Canada provided you with a list of participating vendors and vendor codes.
Create a profile in ClientBase for each vendor and specify Sabre Vacations - Canada as the booking engine and enter the
unique vendor identifier.
First click Live Connect Providers and Add to add a Live Connect Provider. Select Sabre Vacations - Canada from the
drop-down menu and enter the Sabre Vacations - Canada vendor code.
Sabre Vacations - Canada Tour Operator List
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
ACV
Air Canada Vacations
Sabre Vacations - Canada
VAT
Air Transat Holidays
Sabre Vacations - Canada
ALB
Alba Tours
Sabre Vacations - Canada
CJV
Canjet
Sabre Vacations - Canada
FUN
Fun Sun Vacations
Sabre Vacations - Canada
NOL
Nolitours
Sabre Vacations - Canada
SGN
Signature Vacations
Sabre Vacations - Canada
SQV
Sunquest Vacations
Sabre Vacations - Canada
SWG
Sunwing
Sabre Vacations - Canada
THN
The Holiday Network
Sabre Vacations - Canada
TTT
Titan Tours
Sabre Vacations - Canada
TMR
Tours Mont-Royal
Sabre Vacations - Canada
TMA
Tours Mason/Vacances Sunquest
Sabre Vacations - Canada
VAT
Transat Holidays
Sabre Vacations - Canada
VAR
Varaplaya
Sabre Vacations - Canada
WJV
West Jet Vacations
Sabre Vacations - Canada
Live Connect Features Supported by Sabre Vacations - Canada
Sabre Vacations - Canada supports the following Live Connect features if checked:
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Create New Reservation Using Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. Click Add Reservation to start a new reservation. Fill in the Vendor and Travel
Category fields and then click Live Connect.
Step 2) Select the Sabre Vacations - Canada from the drop-down menu by Connect To and then click Create New
Reservations.
Step 3) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
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Step 4) Although still in ClientBase, you are now on-line at the Sabre Vacations - Canada booking site. Complete your
reservation as you normally would using Sabre Vacations - Canada’s booking features. If you are not familiar with how to
use Sabre Vacations - Canada booking tools, please contact your Sabre Software Help Desk, or access on-line
documentation and virtual training via the eServices website. When the reservation is confirmed, click Import Reservation.
All reservation data booked on-line is now located in the ClientBase reservation record.
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ShoreTrips
If you are not currently registered to book ShoreTrips, go to www.shoretrips.com and click the New Account link at top of
page. You may also call 888.355.0220 to register. After receiving a User ID and Password, use the following steps to
setup ClientBase.
Set Up ShoreTrips
Step 1) Create a Live Connect Provider for ShoreTrips if none exists by going to Utilities|Live Connect Providers, and
clicking Add.
Provider Name: Enter ShoreTrips.
URL: Enter https://www.shoretrips.com/integration/liveconnect
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Use the default, HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name
and password), or individually. When Live Connect is launched, the system first looks to see if there is login information at
the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select ShoreTrips from the drop-down list.
User Name: Enter ShoreTrips assigned user name.
Password: Enter the ShoreTrips assigned password.
Account Number/Agency Code: N/A.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select ShoreTrips from the drop-down list.
User Name: Enter ShoreTrips assigned user name.
Password: Enter the ShoreTrips assigned password.
Account Number/Agency Code: N/A.
Step 3) Create a vendor profile for ShoreTrips. From the General Info tab, select Tour from the drop-down as the Travel
Category, and click Live Connect Providers.
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Click Add, and select ShoreTrips from the drop-down list. The vendor code is left blank.
ShoreTrips Features
ShoreTrips supports the following Live Connect Features if checked:
Create ShoreTrips New Reservation
Step 1) When ready to book on-line, create a client’s Res Card and fill in the Agent/Branch, Status, Reservation Cycle,
Region/Destination, and Trip Name fields, and select the travelers.
Step 2) Click Add Reservation to start a new reservation. Fill in the Vendor and Travel Category fields and Live Connect
should launch...if not click Live Connect.
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Step 3) Select customer data to book the reservation (Traveler, Credit Card, Phone, and Billing Address), click Connect:
Step 4) Although still in ClientBase, you are now on-line at the ShoreTrips booking site. Complete the reservations using
instructions supplied by ShoreTrips.
Step 5) Upon completion of the reservation and on the confirmation page, click
Import Reservation and all reservation details are imported back into the ClientBase reservation record.
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Need ShoreTrips help? Email: [email protected]
Phone: 888-355-0220 - The support staff is available 7 days a week and answers the phone during the hours below. If
contacted during off hours, we have a live answering service that takes a message or contacts the assigned staff member
in an emergency situation.
Mon-Thu 8am - 8pm
Fri 8am - 6pm
Sat 9am - 3pm
Sun 11am - 4pm
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Enter the confirmation number if known, or leave
blank. If a confirmation number is entered, the system automatically retrieves and imports the reservation. If not known,
when in ShoreTrips, click My Stuff|My Bookings to locate the reservation. Once the reservation details are showing, click
Import and the details of the reservation are imported into the ClientBase reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase reservation record.
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Signature CruiseConnection
This feature is only available to agencies who belong to Signature Travel Network as the CruiseConnection booking
engine is exclusive to this group. For more information on CruiseConnection or Signature Travel Network, please contact
Signature Travel Network directly at [email protected]
Signature members can log into the Signature Intranet, http://www.signaturetravelnetwork.com, and find setup instructions
under Support Training & Meetings, in the Communications section. Scroll down to Signature Hotels & Resorts and
access the setup document.
Set Up Signature CruiseConnection Live Connect in ClientBase
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Insure you have Signature CruiseConnection set up correctly as a Live Connect Provider by going to
Utilities|Live Connect Providers, and clicking Add or Modify.
Provider Name: Type Signature CruiseConnection.
URL: Type https://cruiseconnection.signaturetravelnetwork.com/LiveConnect/login.cfm
Travel Category: Select Cruise from the drop-down.
Import XML from: Select HTML Source.
Include Authentication: Not applicable.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Signature CruiseConnection from the drop-down menu.
User Name and Password: Enter global Signature intranet login name and password here.
Account Number: Leave blank.
Agency Code: Enter agency's Signature agency key number here. Find this number on the agency profile in the
Signature intranet. Click "Agency Tools" in the upper right, and find the "Agency Key" number on the right side of
the profile. Click OK to save.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Signature CruiseConnection from the drop-down menu.
User Name and Password: Enter global Signature intranet login name and password here.
Account Number: Leave blank.
Agency Code: Enter agency's Signature agency key number here. Find this number on the agency profile in the
Signature intranet. Click "Agency Tools" in the upper right, and find the "Agency Key" number on the right side of
the profile. Click OK to save.
Step 4) When registering, Signature CruiseConnection provided you with a list of participating vendors and vendor codes.
Create a profile in ClientBase for each vendor and specify Signature CruiseConnection as the booking engine and enter
the unique vendor identifier.
First click Live Connect Providers and Add to add a Live Connect Provider. Select Signature CruiseConnection from the
drop-down menu and enter the vendor code.
Signature CruiseConnection Participating Vendors and Vendor Codes
CODE
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VENDOR NAME
LIVE CONNECT PROVIDER
CV
Carnival Cruise Lines
Signature CruiseConnection
CB
Celebrity Cruises
Signature CruiseConnection
CO
Costa Cruise Lines
Signature CruiseConnection
CS
Crystal Cruises
Signature CruiseConnection
CU
Cunard Cruises
Signature CruiseConnection
DS
Disney Cruise Line
Signature CruiseConnection
HA
Holland America Line
Signature CruiseConnection
IC
Island Cruises
Signature CruiseConnection
NC
Norwegian Cruise Line
Signature CruiseConnection
PC
Princess Cruises
Signature CruiseConnection
RE
Regent Seven Seas Cruises
Signature CruiseConnection
RC
Royal Caribbean International
Signature CruiseConnection
VR
Viking River Cruises
Signature CruiseConnection
Signature CruiseConnection Features
Signature CruiseConnection supports the following Live Connect Features:
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Create New Signature CruiseConnection Reservation
Step 1) Once the setup steps have been completed, retrieve the desired client profile and start or retrieve a Res Card. If
the cruise vendor is unknown, click Live Connect in the lower right hand corner of the main Res Card screen to launch
Signature CruiseConnection right from the Res Card level.
If you do know the vendor, use Add Reservation to start a new reservation at the reservation level. From within the
ClientBase reservation record, select the desired cruise line as the vendor, fill in the Travel Category and click Live
Connect to launch Signature CruiseConnection.
Step 2) Verify the default login information and select Create New Reservation. A window appears with default
CruiseConnection login information. The Connect To should read Signature CruiseConnection. If it does not, click the
drop-down arrow and select it from the list. Any of the login information defaulting in this window can be changed if
desired. Click Create New Reservations to book a new reservation.
Step 3) Prior to connecting to the Signature CruiseConnection site, a client selection screen appears to select the desired
client data to automatically pass to Signature CruiseConnection. Passing this data saves time during the booking process,
as fewer fields need to be completed by hand.
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Step 4) Use Cruise Finder to find the "perfect cruise". Proceed into CruiseConnection by clicking Check Availability for All
Categories below the pricing section of each offer. When prompted for traveler information, select each traveler using the
CruiseConnection Search for a Client feature. Or, if the client is not in the Signature database, use Click Here to Add New
Client for each traveler traveling.
Step 5) Use CruiseConnection to finish confirming the reservation and upon receiving a confirmation number, click Import
to bring all the reservation details into ClientBase. Use Connect to connect to Signature CruiseConnection. The
CruiseConnection program looks just as it does when used outside of ClientBase, but is running within a ClientBase
window. Now use CruiseConnection to complete the cruise reservation.
Notice how the client information screens get completed automatically. Upon completion of the reservation and upon
receiving a confirmation number, use Import Reservation, located at the top right corner of the window, and all reservation
details are imported back to the ClientBase reservation record. This reservation information is now available to invoice, to
create Reminders to track the administrative tasks involved in managing the trip and to report on for future marketing
purposes.
Import Existing CruiseConnection Reservation Made Outside of ClientBase
First, create a new reservation in ClientBase and after clicking entering vendor information, click Live Connect and Import
an Existing Reservation. Do not enter a confirmation number, but when in Signature Travel Network booking site, locate
the retrieve reservation area. Once the reservation details are showing, click Import and the details of the reservation are
imported into ClientBase reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
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Signature HotelConnection
This feature is only available to agencies who belong to Signature Travel Network as the Signature HotelConnection
booking engine is exclusive to this group. Signature members can log into the Signature Intranet,
www.signaturetravelnetwork.com, and find setup instructions under Support Training & Meetings, in the Communications
section. Just scroll down to "Signature Hotels & Resorts" and access the setup document. For more information on
Signature HotelConnection or Signature Travel Network, please contact Signature Travel Network directly at
[email protected]
Set Up Signature HotelConnection
Step 1) Create a new or check that a Live Connect Provider for Signature HotelConnection exists by going to
Utilities|Live Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter Signature HotelConnection.
URL: Enter https://web2.sigtn.com/liveconnecthotel/login.cfm
Travel Category: Select Hotel from the drop-down.
Import XML from: Select HTML Source.
Step 2) Each agent can set up a login for HotelConnection by going to Utilities|My Login and clicking on the Live
Connect tab. Click Add and enter the following information:
Live Connect Provider: Select Signature HotelConnection from the drop-down list.
User Name, Password and Account Number: Enter your Signature Intranet user Name and Password. There is no
account number.
Step 3) Create a vendor profile for Signature Hotels if you do not want to use individual hotel profiles when launching Live
Connect. (See below for detailed instructions on this.) From the Profile Manager, create a new profile called Signature
Hotels. From the General Info tab, click Live Connect Providers. From here, click Add, and select Signature
HotelConnection from the drop-down list. The vendor code is left blank. Click OK to save.
Signature HotelConnection Features
Signature HotelConnection support the following Live Connect Features if checked:
Create New Signature HotelConnection Reservation
Step 1) Use the ClientBase Res Card to launch Signature HotelConnection.
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Once the setup steps have been completed, retrieve the desired client profile and start or retrieve a Res Card. If you do
not know the hotel vendor you will be using, click the Live Connect button in the lower right hand corner of the main Res
Card screen to launch Signature HotelConnection right from the Res Card level.
Upon completion of the hotel reservation, the system will have you search for the hotel profile you have booked. If you do
not find it in your system after you have queried, you must create a hotel profile by clicking File|New|Vendor Profile.
(Make sure you click the Live Connect button in the Vendor Profile before you save it to link Signature HotelConnection to
it by clicking Add. Next time you need to use this profile, it’ll be in the system.)
If you want to use the Signature Hotels profile you created for all hotel bookings you book through HotelConnection, so
you don’t have to search for existing hotel profiles or create new ones when importing the reservations, use the Add
Reservation button to start a new Reservation.
From within the ClientBase Reservation record, select Signature Hotels as the Vendor and click the Live Connect button
to launch Signature HotelConnection. When imported back into the system, the hotel you booked will populate the Service
Provider area of the reservation.
Step 2) Verify the default Login information and select "Create New Reservation".
A window appears with your default HotelConnection login information. The Connect To should read Signature
HotelConnection. If it does not, click the drop down arrow and select it from the list. Any of the login information defaulting
in this window can be changed if desired. Use the Create New Reservations button to book a new reservation.
Step 3) Select the desired client information to pass to HotelConnection. Prior to connecting you to the Signature
HotelConnection site, a client selection screen appears, allowing you to select the desired client data you would like to
automatically pass to Signature HotelConnection. Passing this data helps you save time during the booking process, as
fewer fields need to be completed by hand.
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Step 4) Use Hotel Finder to find the "perfect hotel". When prompted for traveler information select each traveler using the
HotelConnection "Search for a Client" feature. Or, if the client is not in the Signature database, use "Click Here to Add
New Client" for each traveler traveling.
Step 5) Use HotelConnection to finish confirming your Reservation and upon receiving a confirmation number click
"Import" to import the reservation details into your ClientBase database for managing further. Remember if you have
launched Live Connect at the Res Card level so you can use separate Hotel Vendors, the system will have you search for
the hotel profile you have booked. If you do not find it in your system after you have queried, you must create a hotel
profile by clicking File|New|Vendor Profile. (Make sure you click the Live Connect button in the Vendor Profile before you
save it to link Signature HotelConnection to it by clicking Add. Next time you need to use this profile, it’ll be in the system.)
If you used the Signature Hotels Profile at the reservation level to launch Live Connect, the hotel booking will come into
ClientBase with the hotel name in the Service Provider area of the reservation.
This reservation information is now available for you to invoice, to create Reminders to track the administrative tasks
involved in managing the trip and to report on for future marketing purposes.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation in ClientBase and after clicking Add a New Reservation and entering vendor information,
click Live Connect and Import an Existing Reservation. Do not enter a confirmation number, but when in Signature
HotelConnection booking site, locate the retrieve reservation area. Once the reservation details are showing, click Import
and the details of the reservation are imported into ClientBase reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
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Squaremouth Travel Insurance
To use Live Connect to purchase trip insurance with Squaremouth Travel Insurance, you must obtain a Travel Partner
Number to sell Squaremouth Travel Insurance. If not currently licensed to sell Squaremouth Travel Insurance, contact
Squaremouth Travel Insurance directly at 800-240-0369 or sign up on their website at
http://www.squaremouth.com/travel-partner-signup.php.
Set Up Squaremouth Travel Insurance
Once you obtain your Affiliate Number, take the following steps to setup ClientBase for Live Connect:
Step 1) Create a new or check that a Live Connect Provider for Squaremouth Travel Insurance exists by going to
Utilities|Live Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter Squaremouth Travel Insurance.
URL: Enter https://www.squaremouth.com/travel-insurance/
Travel Category: Select Insurance from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Squaremouth Travel Insurance from the drop-down list.
User Name, Password and Account Number: Leave User Name & Password blank. In Account Number, enter your
Affiliate Number you obtained from Squaremouth Travel Insurance.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Squaremouth Travel Insurance from the drop-down list.
User Name, Password and Account Number: Leave User Name & Password blank. In Account Number, enter your
Affiliate Number you obtained from Squaremouth Travel Insurance.
Step 3) Create a vendor profile for Squaremouth Travel Insurance. From the General Info tab, click Live Connect
Providers. From here, click Add, then select the desired booking engine (Squaremouth Travel Insurance) from the dropdown list. The vendor code is left blank.
Step 4) Set up insurance prompting by going to Global Defaults|Res Card Defaults|Insurance Prompting. (See
chapter, Setting Up ClientBase for Your Agency.)
Squaremouth Travel Insurance Features
Squaremouth Travel Insurance supports the following Live Connect Features if checked:
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Create New Squaremouth Travel Insurance Reservation
Step 1) When ready to book on-line, create a client's Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. Click the reservation tab and Add. Fill in the Vendor and Travel Category, and click
Live Connect and Create New Reservations:
Step 2) Select any customer information for use to book the Squaremouth Travel Insurance reservation. This data is
automatically passed to Squaremouth Travel Insurance and saves time during the booking process, as less fields need to
be completed manually. Click Connect.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure.
To highlight and select multiple reservations, use the CTRL key in combination with clicking. Again, this step is designed
to save time during the insurance booking process, as less fields need to be completed manually. Any missing or
incomplete data can be updated on the Squaremouth Travel Insurance website confirming the insurance booking. Click
Connect.
Step 5) Although still in ClientBase, you are on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation and all reservation data booked on-line is now located in the reservation
in ClientBase.
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Tandem from Passport Online
Tandem from Passport Online is an on-line cruise booking engine. To contact Tandem from Passport Online for use, email [email protected] or call (503) 626-7766 Ext. 1. After successfully completing registration, obtain a
unique user name, and password for use in ClientBase.
Set Up Tandem from Passport Online Live Connect in ClientBase
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Since we are releasing Tandem from Passport Online between ClientBase releases, set it up as a Live Connect
Provider by going to Utilities|Live Connect Providers, and clicking Add.
Provider Name: Type Tandem from Passport Online.
URL: Type https://secure.latesttraveloffers.net/apps/portal/cbcollect.asp
Travel Category: Select Cruise from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Tandem from Passport Online from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you when you
contacted provider. (The Agency Number and Agency Code is not applicable.) Click OK to save.
Set Up Individual Agent Login Information: To set up Live Connect for each user login, click the Live Connect tab in
the User Settings after logging into ClientBase as the SYSDBA and going to Utilities|User Logins|User List. For each
user login, add a Live Connect login for Tandem from Passport Online by first clicking the Live Connect Tab under User
Settings and then Add.
Live Connect Provider: Select Tandem from Passport Online from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you when you
contacted provider. (The Agency Number and Agency Code is not applicable.) Click OK to save.
Step 3) When registering, Tandem from Passport Online provided you with a list of participating vendors and vendor
codes. Create a profile in ClientBase for each vendor and specify Tandem as the booking engine and enter the unique
vendor identifier.
First click Live Connect Providers and Add to add a Live Connect Provider. Select Tandem from Passport from the dropdown menu and enter the vendor code.
Tandem from Passport Online Participating Vendors and Vendor Codes
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CODE
VENDOR NAME
LIVE CONNECT PROVIDER
AZA
Azamara Cruises
Tandem from Passport Online
CCL
Carnival Cruise Lines
Tandem from Passport Online
CEL
Celebrity Cruises
Tandem from Passport Online
CST
Costa Cruise Lines
Tandem from Passport Online
CUN
Cunard Cruises
Tandem from Passport Online
HAL
Holland America Line
Tandem from Passport Online
MSC
MSC Cruises
Tandem from Passport Online
NCL
NCL America
Tandem from Passport Online
NCL
Norwegian Cruise Lines
Tandem from Passport Online
OCL
Oceania Cruises
Tandem from Passport Online
PCL
Princess Cruises
Tandem from Passport Online
RCC
Royal Caribbean International
Tandem from Passport Online
SBN
Seabourn Cruise Line
Tandem from Passport Online
Live Connect Features Supported by Tandem from Passport Online
Tandem supports the following Live Connect features if checked:
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Create New Reservation in Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. Click Add Reservation to start a new reservation. Select the Vendor, Travel Category
and then click Live Connect.
Select a Tandem from Passport Online vendor from the drop-down by Connect To; i.e. Carnival and click Create New
Reservations.
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Step 2) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
Step 3) Although still in ClientBase, you are now on-line at the Tandem from Passport Online booking site. Complete your
reservation as you normally would using Tandem’s booking features. If you are not familiar with how to use Tandem
booking tools, please contact [email protected] or call 503 270 5859. When the reservation is confirmed,
click Import Reservation. All reservation data booked on-line is now located in the ClientBase Reservation record.
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Import Existing Reservation Made Outside of ClientBase
Create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you have
entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation number
is entered, when in Tandem from Passport Online website, instead of creating a new reservation, go to the retrieve
reservation area. Once the reservation details are showing, click Import and the details of the reservation are imported
into the ClientBase Reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
TIC Travel Insurance
You must be an existing TIC advisor to use to book online with Live Connect.
Set Up TIC Travel Insurance
Upon receiving TIC onboarding, take the following steps to setup ClientBase Windows for Live Connect.
Step 1) Create a Live Connect Provider for TIC Travel Insurance if none exists by going to Utilities|Live Connect
Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter TIC Travel Insurance.
URL: Enter https://www.quicktic.ca/default.aspx
Travel Category: Insurance
Import XML from: N/A
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Step 2) Next, setup the TIC Travel Insurance vendor profile. From the profile manager, retrieve the vendor profile for TIC
Travel Insurance (or create the vendor profile if it is not in the database) and from the General Info Tab, click Live Connect
Providers. From here, click Add, then select TIC Travel Insurance booking engine from the drop-down list. The vendor
code is left blank. Click OK.
TIC Travel Insurance Features
TIC Travel Insurance supports the following Live Connect Features if checked:
Create New TIC Travel Insurance Reservation
Step 1) Complete the initial Res Card information, Click the Reservation Tab and Add. Fill in the Vendor and Travel
Category fields and then click Live Connect.
Step 2) Select TIC Travel Insurance from the drop-down menu by Connect To (if not already defaulted). Click Create New
Reservations.
Step 3) Select any customer information for use to book the TIC Travel Insurance reservation. This data is automatically
passed to TIC Insurance and saves time during the booking process, as less fields need to be completed manually. Click
Connect.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure
by using the CTRL key in combination with mouse clicking, and the system completes the summary trip information.
Again, this step is designed to save time during the insurance booking process. Any missing or incomplete data can be
updated on the TIC Insurance website confirming the insurance booking. Click Connect.
Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation. All reservation data booked on-line is now located in the reservation
fields in ClientBase.
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Need help? QuickTIC questions can be answered by calling Agency Services at 1-800-465-4279.
Import Existing TIC Travel Insurance Reservation Made Outside of ClientBase
First, create a new reservation in ClientBase and after clicking entering vendor information, click Live Connect and Import
an Existing Reservation. Enter a confirmation number or leave blank, but when in booking site, locate the retrieve
reservation area. Once the reservation details are showing, exit the booking. All reservation data booked on-line is now
located in the reservation fields in ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site and brings up the reservation. Edit or cancel the reservation using
instructions supplied by the booking engine, and exit the booking.
Step 4) When the reservation changes are confirmed, click Import Reservation.
All reservation data edited or cancelled online is now located in the reservation fields in ClientBase.
Trafalgar
If you are not currently registered to book Trafalgar, register to make bookings as a new agency set-up, by visiting
http://www.tltc.com/agencyupdates or call Trafalgar at 1-800-854-0103. Upon completion of the registration you will
receive a User ID and Password and can take the following steps to setup ClientBase.
Set Up Trafalgar Live Connect
Upon receiving User ID and Password, take the following steps to setup ClientBase for Live Connect.
Step 1) Since we are releasing Trafalgar between ClientBase releases, set it up as a Live Connect Provider by going to
Utilities|Live Connect Providers, and clicking Add.
Provider Name: Type Trafalgar.
URL: Type https://book.trafalgartours.com/BookingWizard/TramsLiveConnect.aspx?sc=TTUSAS
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
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Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Trafalgar from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you when you
contacted Trafalgar. (The Agency Number and Agency Code is not applicable.) Click OK to save.
Set Up Individual Agent Login Information: To set up Live Connect for each user login, click the Live Connect tab in
the User Settings after logging into ClientBase as the SYSDBA and going to Utilities|User Logins|User List. For each
user login, add a Live Connect login for Trafalgar by first clicking the Live Connect Tab under User Settings and then Add.
Live Connect Provider: Select Trafalgar from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you when you
contacted Trafalgar. (The Agency Number and Agency Code is not applicable.) Click OK to save.
Step 3) Retrieve the Trafalgar vendor profile from the Profile Manager (or create one if not in your database). From the
General Info tab, click the Live Connect Providers button. Click Add, and select Trafalgar booking engine from the dropdown list. The Vendor Code is left blank. In the Travel Category profile field, select Tour from the drop-down menu.
Live Connect Features Supported by Trafalgar
Trafalgar supports the following Live Connect Features if checked :
Create New Reservation in Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers.
Step 2) Use the Add Reservation button to start a new reservation. Fill in the Vendor, Travel Category and click Live
Connect.
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Step 3) Select the Trafalgar from the drop-down menu by Connect To (if not already defaulted), and then click Create
New Reservations.
Step 4) Select any customer information to use to book the Trafalgar reservation. Click Connect.
Step 5) Although still in ClientBase, you are now on-line at the Trafalgar booking site. Complete the reservations using
instructions supplied by Trafalgar upon registration. When the reservation is confirmed, it automatically imports into the
ClientBase reservation. All reservation data booked on-line is now located in the reservation fields in ClientBase.
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If you need help using the Trafalgar booking site, call Trafalgar at 1-800-854-0103.
Transat Travel Insurance
All agencies wishing to use Transat Travel Insurance Live Connect should contact their insurance Client Manager:
Quebec: Louise Dufort
Phone: 514-913-7503
E-mail: [email protected]
Rest of Canada: Andrei Losinski
Phone: 905-856-6574 x359
E-mail: [email protected]
Set Up Transat Travel Insurance
Upon receiving a User ID and Account Number for your agency, take the following steps to setup ClientBase for Live
Connect.
Step 1) Make sure you have a correct URL for your agency. To do so, go to Utilities|Live Connect Providers, and scroll
down to see if Transat Travel Insurance is one of the providers. If not click Add.
Provider Name: Transat Travel Insurance
Status: Active.
URL: https://www.igoinsured.com/travelweb/login.aspx?twa=LIVECON
Travel Category: Insurance.
Import XML from: HTML Source.
Include Authentication, etc.: Not applicable.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Transat Travel Insurance from the drop-down list.*
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User Name, Password and Agency Code Enter the necessary fields based upon the login information provided to you
when you contacted provider (the Agency # is not applicable).
Set Up Individual Agent Login Information: Users can setup their own logins by going to Utilities|MyLogin|Live
Connect. The database administrator can also do this for each user login by clicking on the Live Connect tab in the User
Settings after logging into ClientBase as the SYSDBA and going to Utilities|User Logins|User List. For each user login,
add a Live Connect login for Transat Travel Insurance by first clicking the Live Connect Tab under User Settings and then
Add.
Complete the following fields (the other fields are not applicable):
Live Connect Provider: Select Transat Travel Insurance from the drop-down list.*
User Name, Password and Agency Code Enter the necessary fields based upon the login information provided to you
when you contacted provider (the Agency # is not applicable).
Step 2) From the profile manager, retrieve the Transat Travel Insurance vendor profile (or create if it is not in database).
From the General Info tab click Live Connect Providers. From here, click Add, then select Transat Travel Insurance from
the drop-down list. The vendor code is left blank. Click OK.
Step 3) Setup insurance prompting by going to Global Defaults|Res Card Defaults|Insurance Prompting. (See
chapter, Setting Up ClientBase for Your Agency.)
Transat Travel Insurance Features
Transat Travel Insurance supports the following Live Connect features if checked:
Create New Transat Travel Insurance Reservation
Step 1) After filling in the Res Card information, click the Reservation Tab and Add. Select Transat Travel Insurance as
the vendor and fill in the Travel Category, click Live Connect.
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Step 2) Select Transat Travel Insurance from the drop-down menu by Connect To and then click Create New
Reservations.
Step 3) Select any customer information to use to book the reservation. This data is automatically passed to Transat
Travel Insurance and saves time during the booking process, as less fields need to be completed manually. Click
Connect.
Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure.
To highlight and select multiple reservations to insure, use the CTRL key in combination with clicking, and the system
completes the summary trip information. Again, this step is designed to save time during the insurance booking process.
Any missing or incomplete data can be updated on the Transat Travel Insurance website confirming the insurance
booking. Click Connect.
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Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation on top right of the screen
.
All reservation data booked on-line is now located in the reservation fields in ClientBase. Need help booking in Transat
Travel Insurance? Transat Help Desk French: 1-800-752-1143 and Transat Help Desk English: 1-800-263-2356.
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Travel Bound - Canada
If you are not currently registered to book with Travel Bound - Canada on-line, the Travel Bound registration site and form
is here: http://booktravelbound.com/TravelAgentSite/newAgency.html
Upon registering as a new user, you are provided with login information.
Set Up Travel Bound - Canada
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Create a Live Connect Provider for Travel Bound Canada if none exists by going to Utilities|Live
Connect Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Travel Bound Canada.
URL: Enter https://rbs.booktravelbound.com/TramsUS
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Travel Bound Canada from the drop-down list.
User Name/Password: Enter the necessary fields based upon the login information provided to you when you
contacted Travel Bound Canada. User name is e-mail address and your selected password.
Account Number: Enter Account Number (assigned Agent ID).
Agency Code: Agent's License Number (Example License/IATA/PCC Code).
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Travel Bound Canada from the drop-down list.
User Name/Password: Enter the necessary fields based upon the login information provided to you when you
contacted Travel Bound Canada. User name is e-mail address and your selected password.
Account Number: Enter Account Number (assigned Agent ID).
Agency Code: Agent's License Number (Example License/IATA/PCC Code).
Step 3) Create a vendor profile in ClientBase for Travel Bound Canada if one does not exist. From the profile manager,
retrieve the Travel Bound vendor profile (or create if it is not in database). From the General Info tab, click Live Connect
Providers. From here, click Add, then select Travel Bound from the drop-down list. The vendor code is left blank. Click
OK.
Travel Bound Canada Features
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Travel Bound Canada supports the following Live Connect Features if checked:
Create New Travel Bound Canada Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter the
Travel Category and select Travel Bound Canada as the vendor, fill in the Travel Category, and then click Live Connect.
Step 2) Select Travel Bound Canada from the drop-down menu by Connect To (if not defaulted), and then click Create
New Reservations.
Step 3) Select any customer information to use to book the reservation. This data is automatically passed to Travel Bound
Canada and saves time during the booking process, as less fields need to be completed manually. Click Connect.
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Step 4) Although still in ClientBase, you are now on-line at the booking site. Create the booking and when done, exit the
booking.
When the reservation is confirmed on the Thank You Page, click Import Reservation.
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All reservation data booked on-line is now located in the reservation fields in ClientBase.
Need help on Travel Bound site? Agents should contact the Travel Bound Operation Support Team by calling their
designated support number or send an e-mail to [email protected]
Import Existing Travel Bound Reservation Made Outside of ClientBase
First, create a new reservation in ClientBase and after clicking entering vendor information, click Live Connect and Import
an Existing Reservation. Enter a confirmation number or leave blank, but when in booking site, locate the retrieve
reservation area. Once the reservation details are showing, exit the booking.
When the reservation is confirmed on the Thank You Page, click Import Reservation.
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All reservation data booked on-line is now located in the reservation fields in ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site and brings up the reservation. Edit or cancel the reservation using
instructions supplied by the booking engine, and exit the booking.
Step 4) When the reservation is confirmed on the Thank You Page, click Import Reservation.
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All reservation data edited or cancelled online is now located in the reservation fields in ClientBase.
Travel Bound
If you are not currently registered to book with Travel Bound on-line, the Travel Bound registration site and form is here:
http://booktravelbound.com/TravelAgentSite/newAgency.html
Upon registering as a new user, you are provided with login information.
Set Up Travel Bound
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Create a Live Connect Provider for Travel Bound if none exists by going to Utilities|Live Connect Providers,
and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Travel Bound.
URL: Enter https://rbs.booktravelbound.com/TramsUS
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Travel Bound from the drop-down list.
User Name/Password: Enter the necessary fields based upon the login information provided to you when you contacted
Travel Bound. User name is e-mail address and your selected password.
Account Number: Enter Account Number (assigned Agent ID).
Agency Code: Agent's License Number (Example License/IATA/PCC Code).
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Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Travel Bound from the drop-down list.
User Name/Password: Enter the necessary fields based upon the login information provided to you when you contacted
Travel Bound. User name is e-mail address and your selected password.
Account Number: Enter Account Number (assigned Agent ID).
Agency Code: Agent's License Number (Example License/IATA/PCC Code).
Step 3) Create a vendor profile in ClientBase for Travel Bound if one does not exist. From the profile manager, retrieve
the Travel Bound vendor profile (or create if it is not in database). From the General Info tab, click Live Connect Providers.
From here, click Add, then select Travel Bound from the drop-down list. The vendor code is left blank. Click OK.
Travel Bound Features
Travel Bound supports the following Live Connect Features if checked:
Create New Travel Bound Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter the
Travel Category and select Travel Bound as the vendor, fill in the Travel Category, and then click Live Connect.
Step 2) Select Travel Bound from the drop-down menu by Connect To (if not defaulted), and then click Create New
Reservations.
Step 3) Select any customer information to use to book the reservation. This data is automatically passed to Travel Bound
and saves time during the booking process, as less fields need to be completed manually. Click Connect.
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Step 4) Although still in ClientBase, you are now on-line at the booking site. Create the booking and when done, exit the
booking.
When the reservation is confirmed on the Thank You Page, click Import Reservation.
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All reservation data booked on-line is now located in the reservation fields in ClientBase.
Need help on Travel Bound site? Agents should contact the Travel Bound Operation Support Team by calling their
designated support number or send an e-mail to [email protected]
Import Existing Travel Bound Reservation Made Outside of ClientBase
First, create a new reservation in ClientBase and after clicking entering vendor information, click Live Connect and Import
an Existing Reservation. Enter a confirmation number or leave blank, but when in booking site, locate the retrieve
reservation area. Once the reservation details are showing, exit the booking.
When the reservation is confirmed on the Thank You Page, click Import Reservation.
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All reservation data booked on-line is now located in the reservation fields in ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site and brings up the reservation. Edit or cancel the reservation using
instructions supplied by the booking engine, and exit the booking.
Step 4) When the reservation is confirmed on the Thank You Page, click Import Reservation.
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All reservation data edited or cancelled online is now located in the reservation fields in ClientBase.
Travel Guard ezTips
TravelGuard's ezTips can now be used with ClientBase. The installation and support is all handled by TravelGuard.
Contact TravelGuard (ezTips Support) at 866-729-5215 for their assistance with the installation and other questions that
you may have about ezTips use.
Travel Guard
If already licensed to sell Travel Guard your account number is the IATA, CLIA, or Travel Guard account number. If you
are not currently licensed to sell Travel Guard, contact Travel Guard directly at 800-826-1300 or go to
http://www.travelguard.com/info/salesform.asp and complete the form.
Set Up Travel Guard
Upon receiving an account number, take the following steps to setup ClientBase for Live Connect.
Step 1) Create a new or check that a Live Connect Provider for Travel Guard exists by going to Utilities|Live Connect
Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter Travel Guard.
URL: http://www.travelguard.com/cgi-bin-/directSubmit.asp?
Travel Category: N/A
Import XML from: N/A
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select the appropriate Travel Guard Live Connect provider to connect to its booking
engine.
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Account Number: Enter the account number, and click OK.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select the appropriate Travel Guard Live Connect provider to connect to its booking
engine.
Account Number: Enter the account number, and click OK.
Step 3) Create a vendor profile in ClientBase for Travel Guard. From the profile manager, retrieve the Travel Guard
vendor profile (or create if it is not in your database). From the General Info tab, click Live Connect Providers. From here,
click Add, then select your desired booking engine (Travel Guard) from the drop-down list. The vendor code is left blank.
Click OK.
Travel Guard Features
Travel Guard supports the following Live Connect Features if checked:
Create New Travel Guard Reservation
Step 1) Fill in the Res Card information needed and click the Reservation Tab and Add. Select Travel Guard as the
vendor, fill in the Travel Category and click Live Connect.
Step 2) Select Travel Guard from the drop-down menu by Connect To and then click Create New Reservations.
Step 3) Select any customer information to use to book the Travel Guard reservation. This data is automatically passed to
Travel Guard and saves time during the booking process, as less fields need to be completed manually. Click Connect to
continue.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation you want
to insure. To highlight and select multiple reservations to insure, use the CTRL key in combination with clicking, and the
system completes the summary trip information. Again, this step is designed to save time during the insurance booking
process. Any missing or incomplete data can be updated on the Travel Guard website confirming the insurance booking.
Click Connect.
Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation.
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All reservation data booked on-line is now located in the reservation fields in ClientBase.
Travel Impressions
If you are not currently registered with Travel Impressions, register with them by logging on to www.travelimpressions.com
and log-in to the agent section on the website. Locate the New User Registration link. Upon creating a User Name and
Password for each agent in your office, set up ClientBase for Live Connect.
Set Up Travel Impressions
Step 1) Create a new or check that a Live Connect Provider for Travel Impressions exists by going to Utilities|Live
Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter Travel Impressions.
URL: https://quest.travimp.com/phase1/agents.html
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Step 2) User Login Data does not populate in Live Connect so no set up is required, but create a vendor profile in
ClientBase if one does not exist. From the profile manager, retrieve the Travel Impressions vendor profile (or create if it is
not in database). From the General Info tab, click Live Connect Providers. From here, click Add, and select Travel
Impressions from the drop-down list. The vendor code is left blank. Click OK.
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Travel Impressions Features
Travel Impressions supports the following Live Connect features if checked:
Create New Travel Impressions Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter Travel
Impressions as the vendor, fill in the Travel Category, and then click Live Connect.
Step 2) Select Travel Impressions from the drop-down menu by Connect To (if not defaulted), and then click Create New
Reservations.
Step 3) Select any customer information to use to book the Travel Impressions reservation. This data is NOT passed to
Travel Impressions, but you are able to view it at the top of your booking screen and can highlight it, copy, and paste it
into the booking fields to save you time during the booking process. Click Connect.
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Step 4) Although still in ClientBase, you are now on-line at the booking site. A page appears which verifies your ARC or
CLIA #, User Name, login, and password the first time you sign in (and is pre-populated with this data thereafter).
Create the booking by clicking Make a Reservation with all traveler information (none is passed to site through
ClientBase, but you can highlight, copy and paste information at top of screen into booking fields) and when the
reservation is confirmed, click Import Reservation at the top of the ClientBase screen. All reservation data booked on-line
is now located in the reservation.
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Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you
have entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation
number is entered, when in Travel Impressions website, instead of creating a new reservation, go to the retrieve
reservation area. Once the reservation details are showing, click Import and the details of the reservation are imported
into ClientBase.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
Travel Insured
To use Live Connect to purchase insurance with Travel Insured, you must be registered to sell Travel Insured insurance.
If not currently licensed to sell Travel Insured, or have not been setup to book on-line, contact Travel Insured directly by emailing [email protected] .
Set Up Travel Insured
Upon receiving login information from Travel Insured, take the following steps to setup ClientBase for Live Connect.
Step 1) Create a new or check that a Live Connect Provider for Travel Insured exists by going to Utilities|Live Connect
Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter Travel Insured.
URL: https://www.travelinsured.com/tramslogin.aspx
Travel Category: Select Insurance from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
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Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Travel Insured from the drop-down list.*
User Login: Enter the Login ID supplied upon registration.
User Password: Enter the password supplied upon registration.
Account Number: Leave blank.
Agency Code: Leave blank. Click OK to save.
Note: You are also given a Username and Agency number. These are not used here.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select Travel Insured from the drop-down list.*
User Login: Enter the Login ID supplied upon registration.
User Password: Enter the password supplied upon registration.
Account Number: Leave blank.
Agency Code: Leave blank. Click OK to save.
Note: You are also given a Username and Agency number. These are not used here.
Step 3) From the profile manager, retrieve the Travel Insured vendor profile (or create if it is not in database). From the
General Info tab, click Live Connect Providers. From here, click Add, then select Travel Insured from the drop-down list.
The vendor code is left blank. Click OK.
Travel Insured Features
Travel Insured supports the following Live Connect features if checked:
Create New Travel Insured Reservation
Step 1) Click Reservation tab and Add in the Res Card. Select Travel Insured as the vendor and click Live Connect.
Step 2) Select Travel Insured from the drop-down menu by Connect To and then click Create New Reservations.
Step 3) Select any customer information to use to book the Travel Insured reservation. This data is automatically passed
to Travel Insured and saves time during the booking process, as less fields need to be completed manually. Click
Connect.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure.
To highlight and select multiple reservations to insure, use the CTRL key in combination with clicking, and the system
completes the summary trip information. Again, this step is designed to save time during the insurance booking process.
Any missing or incomplete data can be updated on the Travel Insured website confirming the insurance booking. Click
Connect.
Step 5) Although in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation. All reservation data booked on-line is now located in the reservation
fields in ClientBase.
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Travel2/Islands In The Sun/Qantas Vacations
It is not necessary to register to use Live Connect for brands Travel2, Islands In The Sun and Qantas Vacations. For
questions - please contact us at (888) 410-5770.
Set Up Travel2/Islands In The Sun/Qantas Vacations
Take the following steps to setup ClientBase for Live Connect.
Step 1) Create a Live Connect Provider for Travel2/IslandInTheSun/QantasV if none exists by going to Utilities|Live
Connect Providers, and clicking Add. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter Travel2/IslandInTheSun/QantasV.
URL: Enter https://csgconn.stellatravelusa.com/InfoRequest
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Create vendor profiles in ClientBase for Travel2 (United States or Canada); Island In The Sun (United States);
and Qantas Vacations (United States or Canada) if they do not exist.
From the profile manager, retrieve the Travel2, Islands In The Sun and Qantas Vacations vendor profile (or create if it is
not in database). From the General Info tab, click Live Connect Providers. From here, click Add, then select
Travel2/IslandInTheSun/QantasV from the drop-down list. The vendor codes are as follows:
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
ATT2
Travel2 (United States)
Travel2/IslandInTheSun/QantasV
T2CA
Travel2 (Canada)
Travel2/IslandInTheSun/QantasV
ATIS
Islands In The Sun
Travel2/IslandInTheSun/QantasV
QAVUS
Qantas Vacations (United States)
Travel2/IslandInTheSun/QantasV
QAVCA
Qantas Vacations (Canada)
Travel2/IslandInTheSun/QantasV
Click OK to save.
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Travel2/Islands In The Sun/Qantas Vacations Features
Travel2/Islands In The Sun/Qantas Vacations supports the following Live Connect Features if checked:
Import Previously Made Travel2, Islands In The Sun, or Qantas Vacations
Reservation Details
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Select either
Travel2, Islands In The Sun, or Qantas Vacations as the vendor and enter the Travel Category and then click Live
Connect.
Step 2) Select Travel2/IslandInTheSun/QantasV from the drop-down menu by Connect To (if not defaulted), and then
click Import existing reservation. (No login information is necessary.)
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Step 3) Enter the confirmation number for the reservation (i.e. 123456. No letters, i.e. AT, are needed). Then enter the
client’s last name you want to import into ClientBase. Click OK.
Step 4) Although still in ClientBase, you are now on-line at the vendor booking site. Once the reservation is displayed on
your screen, click Import Reservation at the top of the ClientBase screen. All reservation data booked on-line is now
located in the ClientBase reservation screen.
Need help? Email [email protected] .
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Travelex Insurance Services
If already licensed to sell Travelex Insurance Services, use the Travelex location number as the account number when
using Live Connect. If not currently licensed to sell Travelex, call Travelex Sales Support at 1-800-537-8052.
Set Up Travelex Insurance Services
Once you have a Travelex location number, take the following steps to setup ClientBase for Live Connect:
Step 1) Create a new or check that a Live Connect Provider for Travelex Insurance Services exists by going to
Utilities|Live Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter Travelex Insurance.
URL: https://www.travelexinsurance.com/EntryPointTrams.aspx
Travel Category: Select Insurance from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select the appropriate Travelex Live Connect Provider to connect to its booking engine.
User Name: Enter User Name.
Password: No password is needed.
Account Number: Enter the Travelex location number issued at the time of registration as the account number.
Click OK to save.
Complete the following fields (the other fields are grayed out as they are not applicable):
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select the appropriate Travelex Live Connect Provider to connect to its booking engine.
User Name: Enter User Name.
Password: No password is needed.
Account Number: Enter the Travelex location number issued at the time of registration as the account number.
Click OK to save.
Complete the following fields (the other fields are grayed out as they are not applicable):
Step 3) Create a vendor profile in ClientBase for Travelex Insurance Services. From the Profile Manager, retrieve the
Travelex vendor profile (or create one). From the General Info Tab, click Live Connect Providers. From here, click Add,
then select the desired booking engine (Travelex) from the drop-down list. The vendor code is left blank. Click OK.
Travelex Insurance Services Features
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Travelex Insurance Services supports the following Live Connect Features if checked:
Create New Travelex Insurance Services Reservation
Step 1) Enter the Res Card information needed and click the Reservation Tab and Add in the Res Card. Fill in the Travel
Category and Vendor fields and then click Live Connect.
Step 2) Select Travelex from the drop-down menu by Connect To (if not defaulted), and then click Create New
Reservations.
Step 3) Select any customer information for use to book the Travelex reservation.
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This data is automatically passed to Travelex and saves time during the booking process, as less fields need to be
completed manually. Click Connect.
Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure.
To highlight and select multiple reservations to insure, use the CTRL key in combination with clicking, and the system
completes the summary trip information. Again, this step is designed to save time during the insurance booking process.
Any missing or incomplete data can be updated on the Travelex website confirming the insurance booking. Click Connect.
Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation.
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All reservation data booked on-line is now located in the reservation fields in ClientBase.
Travelport Cruise and Tour
Your agency must be registered to use Travelport Cruise and Tour through Galileo or Worldspan and have a valid User
Name and Password. An agency product registration form link can be found on the homepage at
www.travelportcruiseandtour.com.
Set Up Travelport Cruise and Tour Live Connect in ClientBase
Upon receiving login information, take the following steps to setup ClientBase for Live Connect.
Step 1) Create a new or check that a Live Connect Provider for Travelport exists by going to Utilities|Live Connect
Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
FOR GAILEO USERS
Provider Name: Type Travelport Cruise and Tour.
URL: Type https://lcv.travelportcruiseandtour.com/
Travel Category: Select Cruise from the drop-down.
Import XML from: Select HTML Source.
Include Authentication/URL: Not Applicable
FOR WORLDSPAN USERS
Provider Name: Type Travelport Cruise and Tour.
URL: Type https://lcv-worldspan.travelportcruiseandtour.com/
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Travel Category: Select Cruise from the drop-down.
Import XML from: Select HTML Source.
Include Authentication/URL: Not Applicable
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name
and password, or individually. When Live Connect is launched, the system first looks to see if there is login information at
the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Travelport Cruise and Tour from the drop-down list.
User Name, Password: Enter your user name and password.
Account Number: Does not apply.
Agency Code: Does not apply.
Set Up Individual Agent Login Information: Agents can set up their own user names and passwords by going to
Utilities|My Login|Live Connect and clicking Add. The SYSDBA can set up for each user login by clicking the Live
Connect tab in the User Settings by going to Utilities|User Logins|User List. For each user login, add a Live Connect
login for provider by first clicking the Live Connect Tab under User Settings and then Add.
Live Connect Provider: Select Travelport Cruise and Tour from the drop-down list.
User Name, Password: Enter your user name and password.
Account Number: Does not apply.
Agency Code: Does not apply.
Step 3) When registering, Travelport Cruise and Tour provided you with a list of participating vendors and vendor codes.
Create a profile in ClientBase (if none exists) for each vendor and specify Travelport Cruise and Tour as the booking
engine and enter the unique vendor identifier.
First click Live Connect Providers and Add to add a Live Connect Provider. Select Travelport Cruise and Tour from the
drop-down menu and enter the correct vendor code.
Travelport Participating Vendors and Vendor Codes for Galileo Users
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
CCL
Carnival Cruise Line
Travelport Cruise and Tour
CEL
Celebrity Cruises
Travelport Cruise and Tour
CST
Costa Cruise Lines
Travelport Cruise and Tour
CRS
Crystal Cruises
Travelport Cruise and Tour
CUN
Cunard Cruises
Travelport Cruise and Tour
DCL
Disney Cruise Line
Travelport Cruise and Tour
HAL
Holland America Line
Travelport Cruise and Tour
NCL
Norwegian Cruise Line
Travelport Cruise and Tour
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PLC
Princess Cruises
Travelport Cruise and Tour
RCC
Royal Caribbean International
Travelport Cruise and Tour
Travelport Participating Vendors and Vendor Codes for Worldspan Users
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
CV
Carnival Cruise Line
Travelport Cruise and Tour
CB
Celebrity Cruises
Travelport Cruise and Tour
CO
Costa Cruise Lines
Travelport Cruise and Tour
CS
Crystal Cruises
Travelport Cruise and Tour
CU
Cunard Cruises
Travelport Cruise and Tour
DS
Disney Cruise Line
Travelport Cruise and Tour
HA
Holland America Line
Travelport Cruise and Tour
NC
Norwegian Cruise Line
Travelport Cruise and Tour
PC
Princess Cruises
Travelport Cruise and Tour
RC
Royal Caribbean International
Travelport Cruise and Tour
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Live Connect Features Supported by Travelport Cruise and Tour
Travelport Cruise and Tour supports the following Live Connect features if checked:
Create New Reservation in Live Connect
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. If you do not know which vendor you will be using, click the Live Connect icon at the
Res Card Level.
If you do know which vendor you will be using, click Add Reservation to start a new reservation. Select a Vendor, Travel
Category, and then click Live Connect.
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Select Travelport from the drop-down by Connect To and click Create New Reservations.
Step 2) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
Step 3) Although still in ClientBase, you are now on-line at the Travelport Cruise and Tour booking site. Complete your
reservation as you normally would using Travelport’s booking features. If you are not familiar with how to use the booking
tools, for Galileo, contact the North American Help Desk by calling their designated support number. This can vary by
agency depending on the contract with Galileo.
NO HELP designated for Worldspan users.
When the reservation is confirmed, click Import Reservation. All reservation data booked on-line is now located in the
ClientBase Reservation record.
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TravelSafe Vacation Insurance
To use Live Connect to purchase TravelSafe Vacation Insurance, you must be an authorized TravelSafe representative
with a current User ID (Travel Agency Code). If currently authorized, use your User ID to sell TravelSafe through
ClientBase. The User ID is pre-printed on your current TravelSafe brochures/certificates. You also need a password and
account number. Please call the TravelSafe office to receive this information. If not licensed or authorized to sell
TravelSafe Vacation Insurance, please contact TravelSafe directly at 1-800-523-8020 to provide you with the necessary
forms.
Set Up TravelSafe Vacation Insurance
Upon receiving a User ID and password for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Create a new or check that a Live Connect Provider for TravelSafe Vacation Insurance exists by going to
Utilities|Live Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter TravelSafe Vacation Insurance.
URL: https://www.travelsafe.com/index.php/affiliates/tramspost
Travel Category: Select Insurance from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select the appropriate TravelSafe Live Connect provider to connect to its booking
engine.
User Name: Enter the TravelSafe ID Code.
Password: Enter the TravelSafe password here.
Account Number: Enter the agency code obtained from TravelSafe here.
Agency Code: Leave blank. Click OK.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
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Live Connect Provider: Select the appropriate TravelSafe Live Connect provider to connect to its booking
engine.
User Name: Enter the TravelSafe ID Code.
Password: Enter the TravelSafe password here.
Account Number: Enter the agency code obtained from TravelSafe here.
Agency Code: Leave blank. Click OK.
Step 3) From the Profile Manager, retrieve the TravelSafe Vendor Profile (or create if it is not in database). From the
General Info tab click Live Connect Providers. From here, click Add, then select TravelSafe from the drop-down list. The
vendor code is left blank. Click OK.
TravelSafe Features
TravelSafe supports the following Live Connect features if checked:
Create New TravelSafe Reservation
Step 1) Click Reservation Tab and Add in the Res Card. Select TravelSafe as the vendor and click Live Connect.
Step 2) Select TravelSafe from the drop-down menu by Connect To and then click Create New Reservations.
Step 3) Select any customer information to use to book the TravelSafe reservation. This data is automatically passed to
TravelSafe and saves time during the booking process, as less fields need to be completed manually. Click Connect.
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Step 4) The system prompts with the reservation records included in this Res Card. Highlight each reservation to insure.
To highlight and select multiple reservations to insure, use the CTRL key in combination with clicking, and the system
completes the summary trip information. Again, this step is designed to save time during the insurance booking process.
Any missing or incomplete data can be updated on the TravelSafe website confirming the insurance booking. Click
Connect.
Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation.
All reservation data booked on-line is now located in the reservation fields in ClientBase.
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TravTech CruiseBase
If you are not currently registered to use TravTech CruiseBase, contact TravTech Sales at 800-531-9246 or via e-mail at
[email protected] Upon registering as a new user, login credentials are provided. After receiving this information for
each agent, take the following steps.
Set Up TravTech CruiseBase
Step 1) Create a new or check that a Live Connect Provider for TravTech CruiseBase exists by going to Utilities|Live
Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter TravTech CruiseBase.
URL: http://www.cruisebase.com/abc16/sd/lc/LiveConnectLogin.aspx
Travel Category: Select Cruise from the drop-down.
Import XML from: Select HTML Source.
Step 2) Having obtained your login information, Set up for Live Connect agent logins can be done in two ways - globally (if
all agents share the same user name, password or account number), or individually. When Live Connect is launched, the
system first looks to see if there is login information at the User Login level, and if not, then looks for the login information
at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select TravTech CruiseBase from the drop-down list.
User Name, Password and Account Number: Enter the necessary fields based upon the login information
provided to you when you contacted TravTech CruiseBase.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add.
Live Connect Provider: Select TravTech CruiseBase from the drop-down list.
User Name, Password and Account Number: Enter the necessary fields based upon the login information
provided to you when you contacted TravTech CruiseBase.
Step 3) When you registered, TravTech CruiseBase provided you with a list of participating vendors and vendor codes.
Locate or create a new profile in ClientBase for each vendor on the table below. From the Profile General Info tab, click
Live Connect Providers. Click Add and select TravTech CruiseBase the drop-down list. Enter the vendor code from the
table below. Click OK.
TravTech CruiseBase Vendors and Vendor Codes
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
566
Carnival Cruise Lines
TravTech CruiseBase
568
Celebrity Cruises
TravTech CruiseBase
578
Costa Cruise Lines
TravTech CruiseBase
579
Crystal Cruises
TravTech CruiseBase
580
Cunard Line
TravTech CruiseBase
582
Disney Cruise Line
TravTech CruiseBase
449
608
Holland America Lines
TravTech CruiseBase
624
Norwegian Cruise Lines
TravTech CruiseBase
636
Princess Cruises
TravTech CruiseBase
638
Royal Caribbean International
TravTech CruiseBase
TravTech CruiseBase Features
TravTech CruiseBase supports the following Live Connect features if checked:
Create New TravTech CruiseBase Reservation
Step 1) When ready to book on-line, create a client res card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. If you do not know the vendor you are using, click the Live Connect button in the
lower right hand corner of the main Res Card screen to launch TravTech CruiseBase from the Res Card level. If you do
know the vendor you are booking, use the Add Reservation button to start a new reservation. Select Vendor and then
click Live Connect.
Step 2) Select the TravTech CruiseBase from the drop-down menu by Connect To and then click Create New
Reservations.
Step 3) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
Step 4) Although still in ClientBase, you are now on-line at the TravTech CruiseBase booking site. Complete your
reservation as you normally would using TravTech CruiseBase’s booking features. If you are not familiar with how to use
TravTech CruiseBase booking tools, please e-mail TravTech support, [email protected] When the reservation is
confirmed, click Import Reservation. All reservation data booked on-line is now located in the ClientBase Reservation
record.
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Import Existing Reservation Made Outside of ClientBase
Create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you have
entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation number
is entered, when in TravTech CruiseBase website, go to the retrieve reservation area. Once the reservation details are
showing, click Import and the details of the reservation are imported into the ClientBase Reservation record.
Retrieve Existing Reservation Made Outside of ClientBase
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
Vacation Express
Register to use Vacation Express at http://www.vacationexpress.com/NewAgencyApp.aspx. You may also contact the
Sales Department for assistance by phone at (800) 486-9777, or by email at [email protected]
Set Up Vacation Express
Upon receiving login information, take the following steps to setup ClientBase for Live Connect.
Step 1) Create a new or check that a Live Connect Provider for Vacation Express exists by going to Utilities|Live
Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
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Provider Name: Enter Vacation Express.
URL: https://www.vacationexpress.com/res/STWMain.aspx
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to Global Defaults|Res Card Defaults|Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select Vacation Express from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you
when you contacted Vacation Express. (The Agency Number and Agency Code are not applicable.)
Set Up Individual Agent Login Information: To set up Live Connect for each user login, click the Live Connect tab in
the User Settings after logging into ClientBase as the SYSDBA and going to Utilities|User Logins|User List. For each
user login, add a Live Connect login for Vacation Express by first clicking the Live Connect Tab under User Settings and
then Add. OR….Each agent can set up their own User Name and Password by going to Utilities|My Login|Live Connect
and then Add.
Live Connect Provider: Select Vacation Express from the drop-down list.
User Name/Password: Enter the User Name and Password based upon the login information provided to you
when you contacted Vacation Express. (The Agency Number and Agency Code are not applicable.)
Step 3) Retrieve the Vacation Express vendor profile from the Profile Manager (or create one if not in your database).
From the General Info tab, click the Live Connect Providers button. Click Add, and select Vacation Express booking
engine from the drop-down list. The Vendor Code is left blank. In the Travel Category profile field, select Tour from the
drop-down menu.
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Vacation Express Live Connect Features
Vacation Express supports the following Live Connect features if checked:
Create New Vacation Express Select Reservation
Step 1) When ready to book on-line, create a client Res Card and fill in the Reservation Cycle, Trip Name fields,
Region/Destination, and select the Travelers.
Step 2) Use the Add Reservation button to start a new reservation. Enter Vacation Express as the vendor, and the Live
Connect dialog box pops up for you to select Create new reservations.
Step 3) Select any customer information to use to book the Travel Express reservation. Click Connect.
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Step 4) Although still in ClientBase, you are now on-line at the Vacation Express booking site. Complete the reservations
using instructions supplied to you upon registration. When on the confirmation page, click Import Reservation.
All reservation data booked on-line is now located in the reservation fields in ClientBase.
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VacationSelect
Sign up with Worldspan VacationSelect by selecting the VacationSelect link from the Go! Res Script Index Book tab.
Once the login screen is launched, Worldspan agents need to enter their VacationSelect Account Number, Name, and
Password. To register for a VacationSelect login, click Register Here.
NOTE: This login is independent of the Go! login and is required for agents to shop and book on Worldspan
VacationSelect from ClientBase.
Set Up VacationSelect
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Create a new or check that a Live Connect Provider for VacationSelect exists by going to Utilities|Live Connect
Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter VacationSelect.
URL: https://login.vaxwsn.vaxvacationaccess.com/default.aspx
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Step 2) When registering, VacationSelect provided you with a list of participating vendors and vendor codes. Create a
profile in ClientBase for each vendor and specify VacationSelect as the booking engine and enter the unique vendor
identifier.
First click Live Connect Providers and Add to add a Live Connect Provider. Select VacationSelect from the drop-down
menu and enter the VacationSelect vendor code. (If you are using VacationSelect Dynamic, enter its unique vendor
identifier.)
VacationSelect - Dynamic Participating Vendors and Vendor Codes
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
BST
Blue Sky Tours
VacationSelect
FJ1
Funjet Vacations
VacationSelect
455
MMT
MGM Mirage Vacations
VacationSelect
SAB
Sandals and Beaches Resorts
VacationSelect
WNT
Southwest Airlines Vacations
VacationSelect
TPV
TNT Vacations powered by Funjet
VacationSelect
UNT
Universal Parks & Resorts
VacationSelect
AMW
US Airways Vacations
VacationSelect
VE1
Vacation Express
VacationSelect
VacationSelect Features
VacationSelect supports the following Live Connect features if checked:
Create a New VacationSelect Reservation
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. Click Add Reservation to start a new reservation. Fill in the Vendor fields and then
click Live Connect.
Step 2) Select the VacationSelect from the drop-down menu by Connect To and then click Create New Reservations.
Step 3) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
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Step 4) Although still in ClientBase, you are now on-line at the VacationSelect booking site. Complete your reservation as
you normally would using VacationSelect’ booking features. When the reservation is confirmed, click Import Reservation.
All reservation data booked on-line is now located in the ClientBase Reservation record.
Import Existing Reservation Made Outside of ClientBase
Create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you have
entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation number
is entered, when in VacationSelect website, instead of creating a new reservation, go to the retrieve reservation area.
Once the reservation details are showing, click Import and the details of the reservation are imported into the ClientBase
Reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
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Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
reservation fields in ClientBase.
VAX VacationAccess Vacations
Sign up with VAX VacationAccess Vacations by going to their website at www.vacation access.com . Before using VAX or
VAX Dynamic in Live Connect, some setup in ClientBase is required. After successfully completing registration, obtain a
unique user name, agency password, and account number for use in ClientBase. (For documentation, training or
questions on the use of the Vacation Access booking process, e-mail [email protected] ).
Set Up VAX Vacation Access Vacations
Upon receiving login information for each agent in your office, take the following steps to setup ClientBase for Live
Connect.
Step 1) Create a new or check that a Live Connect Provider for VAX Access Vacations (VAX Tour Dynamic) exists by
going to Utilities|Live Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter VAX Vacation Access Vacations.
URL: https://login.www.vaxvacationaccess.com/default.aspx
Travel Category: Select Tour from the drop-down.
Import XML from: Select HTML Source.
Step 2) When registering, VAX provided you with a list of participating vendors and vendor codes. Create a profile in
ClientBase for each vendor and specify VAX Tour Dynamic as the booking engine and enter the unique vendor identifier.
First click Live Connect Providers and Add to add a Live Connect Provider.
VAX Tour - Dynamic Participating Vendors and Vendor Codes
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
AST
Alaska Airlines Vacations
VAX Tour - Dynamic
BST
Blue Sky Tours
VAX Tour - Dynamic
FJ1
Funjet Vacations
VAX Tour - Dynamic
GP1
Grand Pineapple Beach Resorts
VAX Tour - Dynamic
JSV
JetSet Vacations
VAX Tour - Dynamic
MMT
MGM Mirage Vacations
VAX Tour - Dynamic
PRV
Palace Resorts
VAX Tour - Dynamic
PH1
Pleasant Holidays
VAX Tour - Dynamic
SAB
Sandals and Beaches Resorts
VAX Tour - Dynamic
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STN
Showtime Tours of Nevada
VAX Tour - Dynamic
WNT
Southwest Airlines Vacations
VAX Tour - Dynamic
SYV
Sun Country Vacations
VAX Tour - Dynamic
TPV
TNT Vacations powered by Funjet
VAX Tour - Dynamic
TIM
Travel Impressions
VAX Tour - Dynamic
UAV
United Vacations
Vax Tour - Dynamic
UNT
Universal Parks & Resorts
VAX Tour - Dynamic
AMW
US Airway Vacations
VAX Tour - Dynamic
VE1
Vacation Express
VAX Tour - Dynamic
VAX Features
Create New VAX Reservation
Step 1) When ready to book on-line, create a client Res Card and fill in the Agent, Status, Reservation Cycle, and Trip
Name fields and select the travelers. If you do not know the vendor you are using, click the Live Connect button in the
lower right hand corner of the main Res Card screen to launch Vacation Access Vacations from the Res Card level. If you
do know the vendor you are booking, use the Add Reservation button to start a new reservation. Fill in the Vendor field
and then click Live Connect.
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Step 2) Select the VAX Tour from the drop-down menu by Connect To and then click Create New Reservations.
Step 3) Select customer data to book the reservation (Traveler, Credit Card, Phone and Billing Address) and click
Connect.
Step 4) Although still in ClientBase, you are now on-line at the VAX Tour booking site. Complete the reservations using
instructions supplied by Vacation Access when you registered. If you have not received these instructions, e-mail
[email protected] When the reservation is confirmed, click Import Reservation. All reservation data
booked on-line is now located in ClientBase.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you
have entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation
number is entered, when in VAX website, go to the retrieve reservation area. Once the reservation details are showing,
click Import and the details of the reservation are imported into ClientBase reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
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Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using instructions supplied by the
booking engine, and click Import Reservation. All reservation data edited or cancelled online is now located in the
ClientBase reservation record.
Walt Disney Parks and Resorts
If you are not currently registered on the Disney Travel Agent Web site, go to www.disneytravelagents.com, enter your
IATA in the To Register field, and click Continue. Proceed to a brief registration page to enter your e-mail address as your
User Name and select a password. (If your ARC/IATA/CLIA number is not recognized by the Disney Web site database,
you are required to fill out an agency registration form.)
Set Up Walt Disney Parks and Resorts
Upon receiving a User Name and Password for each agent in your office, setup ClientBase for Live Connect.
Step 1) Create a new or check that a Live Connect Provider for Walt Disney Parks and Resorts exists by going to
Utilities|Live Connect Providers, and clicking Add. (Make sure the URL is correct if Provider is present.)
Provider Name: Enter Walt Disney Parks and Resorts.
URL: http://www.disneytravelagents.com
Travel Category: N/A.
Import XML from: N/A.
Step 2) You do not have to set up agent logins for use with Walt Disney Parks and Resorts (see login information below),
but you do need to create a vendor profile in ClientBase if one does not exist. From the profile manager, retrieve the Walt
Disney Parks and Resorts vendor profile (or create if it is not in database). From the General Info tab, click Live Connect
Providers. From here, click Add, then select Walt Disney Parks and Resorts from the drop-down list. The vendor code is
blank. Click OK.
Walt Disney Parks and Resorts Features
Walt Disney Parks and Resorts supports the following Live Connect features if checked:
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Create New Walt Disney Parks and Resorts Reservation
Step 1) Create a Res Card in ClientBase, enter the Res Card Cycle and Trip Name, and add a reservation. Enter the
Travel Category and select Walt Disney Parks and Resorts as the vendor and then click Live Connect.
Step 2) Select Walt Disney Parks and Resorts from the drop-down menu by Connect To (if not defaulted), and then click
Create New Reservations. (You do not need to enter any login information as this is entered at the Walt Disney Parks and
Resorts Web site.)
Step 3) Select any customer information to use to book the Walt Disney Parks and Resorts reservation. This data is NOT
passed to Walt Disney Parks and Resorts, but you are able to view it at the top of your booking screen and can highlight
it, copy, and paste it into the booking fields to save you time during the booking process. Click Connect.
Step 4) Although still in ClientBase, you are now on-line at the booking site. At this time you can book Walt Disney World
packages only. Select Walt Disney World Resort to start the reservation.
A page appears which verifies your company affiliation, login, and password the first time you sign in (and is prepopulated with this data thereafter).
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Create the booking with all traveler information (none is passed to site through ClientBase, but you can highlight, copy
and paste information at top of screen into booking fields) and when the reservation is confirmed, click Import Reservation
at the top of the ClientBase screen. All reservation data booked on-line is now located in the reservation.
Import Existing Reservation Made Outside of ClientBase
First, create a new reservation and click Import Existing Reservation. Don’t fill in the confirmation number, but after
logging into the Walt Disney Parks and Resorts website, click the retrieve reservation area to locate reservation.
Once the reservation details are showing, click Import and the details of the reservation are imported into the ClientBase
reservation record.
Retrieve an Existing Reservation for Editing or Cancelling
To edit or cancel an existing reservation using Live Connect, follow these steps:
Step 1) Launch Live Connect from the reservation to edit or cancel in ClientBase.
Step 2) A dialog box appears. Click Retrieve Reservation.
Step 3) Live Connect launches the booking engine site. Login to the Walt Disney Parks and Resorts website, and click the
retrieve reservation area. Edit or cancel the reservation using instructions supplied by the booking engine, and click Import
Reservation. All reservation data edited or cancelled on-line is now located in the reservation fields in ClientBase.
WorldAgent Direct (MLT)
MLT’s WorldAgent Direct includes the booking sites for Delta Vacations, Aeromexico Vacations, and Worry-Free
Vacations. If not currently registered to book WorldAgent Direct on-line, go to www.worldagentdirect.com to register and
obtain a WorldAgent Direct user name and password.
Set Up WorldAgent Direct
Upon receiving a user name and password, take the following steps to setup ClientBase for Live Connect.
Step 1) Edit the Live Connect Provider for MLT WorldAgent Direct or create one if none exists by going to Utilities|Live
Connect Providers. (It’s a good idea to check if the URL is correct.)
Provider Name: Enter WorldAgent Direct.
URL: Enter https://www.worldagentdirect.com/trams.do
Travel Category: Enter Tour from the drop-down menu.
Import XML from: Enter HTML Source.
Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share the same user name,
password or account number), or individually. When Live Connect is launched, the system first looks to see if there is
login information at the User Login level, and if not, then looks for the login information at the Global Defaults level.
Set Up Global Agent Login Information: To enter one set of login information for a Live Connect provider for all agents
to share, go to the Global Defaults menu and select Live Connect Login. Click Add and enter the following information:
Live Connect Provider: Select WorldAgent Direct from the drop-down list.*
User Name: Enter the user name.
Password: Enter the password.
Account Number: Enter the account number and click OK.
Set Up Individual Agent Login Information: Users can set up their own logins by going to Utilities|My Login|Live
Connect and clicking Add. Complete the following fields (the other fields are grayed out as they are not applicable):
Live Connect Provider: Select WorldAgent Direct from the drop-down list.*
User Name: Enter the user name.
Password: Enter the password.
Account Number: Enter the account number and click OK.
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Step 3) Create a profile in ClientBase for each vendor below (if none exists) and click the Live Connect Providers and Add
in the Live Connect area. Select WorldAgent Direct from the drop-down menu and enter the unique vendor identifier as
listed in the table below.
World Agent Direct - Participating Vendors and Vendor Codes
CODE
VENDOR NAME
LIVE CONNECT PROVIDER
NWV
Delta Vacations
WorldAgent Direct
AMV
Aeromexico Vacations
WorldAgent Direct
MLT
Worry-Free Vacation
WorldAgent Direct
WorldAgent Direct Features
MLT WorldAgent supports the following Live Connect Features if checked:
Create New WorldAgent Direct Reservation
Step 1) Click the Reservation Tab and Add in the Res Card. Fill in the Travel Category and Vendor fields and then click
Live Connect.
Step 2) Select Delta Vacations, United Vacations, Aeromexico Vacations, and Worry-Free Vacations from the drop-down
menu by Vendor and Live Connect, then click Create New Reservations.
Step 3) Select any customer information to use for the reservation. This data is automatically passed to WorldAgent
Direct and saves time during the booking process, as less fields need to be completed manually. Click Connect.
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Step 4) Although still in ClientBase, you are now on-line at the booking site. Complete the reservations and when the
reservation is confirmed, click Import Reservation.
All reservation data booked on-line is now located in the reservation fields in ClientBase.
Import Existing Reservation Made Outside of ClientBase
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First, create a new reservation and click Import Existing Reservation. Enter the confirmation number or leave blank. If you
have entered a confirmation number, the system automatically retrieves and imports the reservation. If no confirmation
number is entered, when in the WorldAgent Direct website, go to the retrieve reservation area. Once the reservation
details are showing, click Import and the details of the reservation are imported into ClientBase reservation record.
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Chapter 14: An In-Depth Look at PNR Import
This chapter provides a detailed overview of using the PNR Import feature in ClientBase. PNR Import is currently
available for Amadeus, Apollo/Galileo, Sabre and Worldspan.
Reservations stored within an Amadeus, Apollo/Galileo, Sabre, or Worldspan PNR can be imported into ClientBase, and
new reservation records can be created within the reservation tab of the Res Card. Once the new reservations reside in
the Res Card, print out client quotes, itineraries, or add additional reservations using Live Connect and generate invoices.
Set Up PNR Import for Amadeus
The PNR Import for Amadeus takes air, car, hotel and rail segments included in an Amadeus PNR and imports them into
ClientBase Res Card reservation records. For tour and cruise bookings, users can use Live Connect to bring these into
the program.
Amadeus has 3 platforms - APS (which stands for Amadeus Pro Software), Vista, and ProWeb. The Amadeus tool we use
for Merge to PNR and PNR Import is called Amadeus +Script and is available with both APS and Vista platforms. (If the
agency’s APS or Vista platform did not come with this +Script tool activated, then contact the Amadeus support desk to
turn it on. Amadeus has agreed to waive an fees associated with +Scripts for all Trams customers, so there is no cost, just
a phone call to the support desk.) Since +Scripts is unavailable with ProWeb, PNR Import function (as well as Merge to
PNR via API) DOES NOT work with it.
Steps to Import an Amadeus PNR
To import a PNR from Amadeus take the following steps:
Step 1: Be sure you are currently logged into both Amadeus and ClientBase.
Step 2: Create a new Res Card or open an existing Res Card within the appropriate client profile in ClientBase.
Step 3: From the reservation tab at the bottom of the main Res Card screen, click PNR Import.
Step 4: Select Amadeus from the drop-down list in the CRS field.
Step 5: Enter the desired record locator or leave the record locator field blank to import the current, active PNR and click
Import PNR.
Multiple reservations may be included in one PNR, therefore multiple reservations may be imported as a result of the PNR
import. All segments of an air itinerary are imported into one reservation, but additional car and hotel reservations are
imported into separate reservation records.
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Each reservation imported into ClientBase must link to an existing vendor profile within the ClientBase database. To
locate the appropriate vendor profile and automatically link to it, the system uses the Interface ID within the CRS and
matches to an Interface ID within vendor profiles. If it finds a vendor profile with the same Interface ID, it imports the
reservation automatically. If it does not find the Interface ID, a prompt appears indicating the Interface ID could be found.
Click Query for Vendor by Name and manually attach the reservation to the proper vendor profile if found by using the
Query screen. If the vendor is not in the database, use Create New Vendor, and add the vendor profile accordingly. Avoid
accidentally creating duplicate vendor profiles by making sure Interface ID's are captured properly within the vendor
profiles.
Special Note: When a PNR is imported from a GDS, the Invoiced Outside of CB+ is checked by default and the
reservation amount is not included in the un-invoiced balance. This keeps the reservation from being invoiced twice.
The Amadeus PNR import updates existing reservations. If the same PNR is imported multiple times, the systems now
looks at the rec locator, vendor and confirmation number, and if all match, then it updates the existing reservation rather
than appending it as another new reservation.
Set Up PNR Import for Apollo/Galileo
This feature takes air, car, hotel, and rail segments included in an Apollo/Galileo PNR and imports them into ClientBase
Res Card reservation records. For tour and cruise bookings, users can use Live Connect to bring these into the program.
This feature requires FocalPoint, FocalPoint Net, Desktop AND must also have ViewPoint 3.0 or higher on each set using
the PNR Import feature. Although ViewPoint does not need to be used to create or retrieve the PNR, it needs to be
running in the background, as it is a View Point tool that we are utilizing that turns the PNR segments into a file that
ClientBase can then parse and import into reservation records.
Steps to Import an Apollo/Galileo PNR
To import a PNR from Apollo/Galileo take the following steps:
Step 1: Be sure to have Viewpoint and ClientBase running on your set. (Again, you don't need to use Viewpoint to create
or retrieve the PNR, use Focal Point to do the PNR work, but you do need Viewpoint running).
Step 2: Create a new Res Card or open an existing Res Card within the appropriate client profile in ClientBase.
Step 3: From the reservation tab at the bottom of the main Res Card screen click PNR Import.
Step 4: Select Apollo/Galileo from the drop-down list in the CRS field.
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Step 5: Click Import PNR. This imports the current, active PNR in Viewpoint into ClientBase. (If you are using Focal Point,
whatever PNR is active in Focal Point is also automatically be active in Viewpoint.)
Multiple reservations may be included in one PNR, therefore multiple reservations may be imported as a result of the PNR
import. All segments of an air itinerary are imported into one reservation, but additional car and hotel reservations are
imported into separate reservation records.
Each reservation imported into ClientBase must link to an existing vendor profile within the ClientBase database. To
locate the appropriate vendor profile and automatically link to it, the system uses the Interface ID within the CRS and
matches to an Interface ID within vendor profiles. If it finds a vendor profile with the same Interface ID, it imports the
reservation automatically. If it does not find the Interface ID, a prompt appears indicating the Interface ID could be found.
Click Query for Vendor by Name and manually attach the reservation to the proper vendor profile if found by using the
Query screen. If the vendor is not in the database, use Create New Vendor, and add the vendor profile accordingly. Avoid
accidentally creating duplicate vendor profiles by making sure Interface ID's are captured properly within the vendor
profiles.
Special Note: When a PNR is imported from a GDS, the Invoiced Outside of CB+ is checked by default and the
reservation amount is not included in the un-invoiced balance. This keeps the reservation from being invoiced twice.
The Apollo/Galileo PNR import updates existing reservations. If the same PNR is imported multiple times, the systems
now looks at the rec locator, vendor and confirmation number, and if all match, then it updates the existing reservation
rather than appending it as another new reservation.
Trams Back Office Users and the Apollo PNR Import
When importing a PNR from Apollo, if you want to invoice in ClientBase rather than invoice in Apollo, drive the invoice and
ticket using the HB:DTD command. This generates a ticket without creating a MIR (interface record). After importing the
PNR into ClientBase, generating the invoice from ClientBase sends the air information (and any other items on the
invoice) to Trams Back Office automatically. Uncheck the Invoiced Outside of CB+ checkbox and invoice in ClientBase.
Using this procedure eliminates duplicate invoices in Trams Back Office.
Set Up PNR Import for Sabre
This feature takes air, car, hotel, cruise, tour and rail segments included in a Sabre PNR and imports them into ClientBase
Res Card reservation records. Sabre workstations must be running Sabre Red Workspace.
ClientBase uses the Sabre API as an option within the Merge to PNR Settings under Global Defaults|Merge to PNR
Defaults|Merge to PNR Setting. To implement the API in order for the Merge to PNR and PNR Import features to work:
1. Sabre Red Users: An API is the tool ClientBase uses to connect to the Sabre Host. In order for PNR Import (and
Merge to PNR) to work, you must enable the Sabre Emulator API within Sabre Red. Select Tools|Options|Sabre
System|Advanced and check Sabre Emulator API:
2. In ClientBase go to Global Defaults then select Merge to PNR Settings. Set the Reservation System to Sabre and
select Use API from the drop down listing. (Other choice is Use Clipboard.) Please note that this setting can be
overwritten on a workstation-by-workstation basis by going to Workstation Defaults then Environment then clicking the
Merge to PNR Settings tab from the desired workstation.
3. Use the Merge to PNR and PNR Import features as normal.
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Steps to Import a Sabre PNR
To import a PNR from Sabre take the following steps:
Step 1: Be sure you are currently logged into both Sabre and ClientBase.
Step 2: Create a new Res Card or open an existing Res Card within the appropriate client profile in ClientBase.
Step 3: From the Reservation tab at the bottom of the main Res Card screen, click PNR Import.
Step 4: Select Sabre from the drop-down list in the CRS field.
Step 5: Enter the desired record locator or leave the record locator field blank to import the current, active PNR, and click
Import PNR.
Multiple reservations may be included in one PNR, therefore multiple reservations may be imported as a result of the PNR
import. All segments of an air itinerary are imported into one reservation, but additional car and hotel reservations are
imported into separate reservation records.
Step 6: Each reservation imported into ClientBase must link to an existing vendor profile within the ClientBase database.
To locate the appropriate vendor profile and automatically link to it, the system uses the Interface ID within the CRS and
matches to an Interface ID within vendor profiles. If it finds a vendor profile with the same Interface ID, it imports the
reservation automatically. If it does not find the Interface ID, a prompt appears indicating the Interface ID could NOT be
found. Click Query for Vendor by Name and manually attach the reservation to the proper vendor profile if found by using
the Query screen. If the vendor is not in the database, use Create New Vendor, and add the vendor profile accordingly.
Avoid accidentally creating duplicate vendor profiles by making sure Interface ID's are captured properly within the vendor
profiles.
Special Note: When a PNR is imported from a GDS, the Invoiced Outside of CB+ is checked by default and the
reservation amount is not included in the un-invoiced balance. This keeps the reservation from being invoiced twice.
The Sabre PNR import brings in cruise and tour segments in addition to air, rail, car and hotel segments. Keep in mind
that the PNR import only parses and imports the data contained in cruise and tour segments, not the accounting lines. If
the cruise or tour segment is formatted to include pricing information then the price is imported, if pricing is formatted as a
remark, then the price is imported to remarks and the pricing fields in the ClientBase reservation must be manually
entered.
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The Sabre PNR import updates existing reservations. If the same PNR is imported multiple times, the systems now looks
at the rec locator, vendor and confirmation number, and if all match, then it updates the existing reservation rather than
appending it as another new reservation.
Trams Back Office Users and the Sabre PNR Import
Trams Back Office customers need to make decisions on how they are going to handle what's being invoiced in Sabre
and conversely in ClientBase.
Problem: You create a PNR and then import it into ClientBase - for example a ticket and service fee. Next you create an
invoice with those items which automatically land in Trams Back Office with a ClientBase generated invoice number. Now
you need to drive the ticket and service fee in Sabre in order to generate the ticket and MCO for the service fee. When
you interface to Trams, you now have 2 invoices in Trams with different invoice numbers (one generated by ClientBase,
the other by Sabre). There is no option with Sabre to drive just a ticket without generating an invoice number and interface
record.
Solutions:
Option 1 - Drive the invoice for air and services fees from Sabre. Drive any other bookings from ClientBase.
Example Bookings - Air, Cruise or Tour, Service Fee
1. Once the data has been imported to the Res Card, uncheck the box, Include Summary of All Reservations, so that only
the invoiced items show on the ClientBase invoice. If there is a cruise or tour on the Res Card in conjunction with air and
service fee, just invoice the cruise or tour from the Res Card.
2. Drive the ticket and MCO for the service fee from Sabre.
Results: You have 2 invoices for the customer and 2 invoices in TBO (one from ClientBase and one from Sabre). There
is an un-invoiced amount on the Res Card for the air and service fee.
Option 2 - Create a separate POS queue in Sabre. Sabre may charge the agency to set this up as it is considered an
additional "device."
1. The agency imports the PNR to the Res Card.
2. The agency drives the invoice in Sabre (to generate the ticket and MCO) with the command to send this interface
record to an alternate POS queue.
POS Queue #1 - This queue transmits interface records to Trams Back Office that are NOT imported into the Res Card.
POS Queue #2 - This queue holds interface records that were imported into the Res Card - hence they will never DX
transmit this queue. Sabre needs to clean the records out of this queue periodically.
Results: The agency would have one invoice with all bookings in the Res Card on it to give to the customer and one
invoice in Trams Back Office.
Special Note: When a PNR is imported from a GDS, the "Invoiced Outside of CB+" is checked by default and the
reservation amount is not included in the Un-invoiced Balance. This keeps the reservation from being invoiced twice. If
you are creating another reservation in ClientBase, make sure the Invoiced Outside of CB+ area remains unchecked.
Set Up PNR Import for Worldspan
This feature takes air, car, hotel, cruise, tour automated (Amtrak) rail and agency service fee (TVL) segments included in
a Worldspan PNR (Worldspan Go! Res Dedicated or Internet 4.0 or above) and imports them into ClientBase Res Card
reservation records. Contact your Worldspan Account Manager to enable a DIR Device, assign you a unique agent Pool
Name, and provide you with a unique agency Connection ID. Worldspan has waived all fees associated with enabling
these features for ClientBase customers.
Notes: Worldspan: PNR Import includes the OA record locator. The Airline Locator Number can be found on the Flight
Details tab in the Service Provider section of the Reservation. Also the Worldspan PNR Import captures the hotel room
rate from the rate guarantee field if available.
Step 1) Contact your Worldspan Account Manager to enable a DIR Device, assign you a unique agency Pool Name, and
Obtain a unique agency Connection ID.
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Step 2) Your unique agency Connection ID needs to be added to a registry setting at each workstation from which you
plan to run ClientBase. To set this registry setting from each workstation, Go to
http://www.trams.com/home/support/misc_downloads/ and select Workstation GDS API Files. Move down the page to
Worldspan and click on the red letters (here). A prompt may appear twice, select Run both times. Enter the connection ID
when prompted.
Step 3) ClientBase needs to pass an Agent Sine, and your Agency Pool Name to Worldspan when PNR Import is
performed. To set this so it defaults automatically, you can enter each Agent Sine and Agency Pool Name into each User
Login record. To do this, have each User log into ClientBase and go to Utilities|My Login|PNR Import. Click Add and set
the CRS to Worldspan, entering agent's login Sine into Agent Sine, and Agency Pool Name into the field, Agency Pool
Name. Each time this User performs a PNR Import the Agent Sine and Agency Pool Name default automatically. The
SYSDBA can also enter this information into each User Login record by logging into ClientBase as the SYSDBA and
going to Utilities|User Logins|User List and retrieving each Login record and updating accordingly.
Special Note: Worldspan has recently changed the way agents log into Worldspan. Previously agents used the format
BSI$1234RE/GS and ClientBase used this sine in setup under Utilities|myLogin|PNR Import as 1234RE/GS to work
with the PNR Import feature. Worldspan now has agents changing the format of their login to 8-12 character with at least
one character being numeric and they now have to add a slash and a password. This password will be changing every 90
days. Agents will need change their sine in ClientBase to the following format 1234RE/GS/Password, inserting their true
password in that entry. Without changing this in ClientBase, PNR Import will not work.
For agents who do not want to change the password every 90 days, they can complete Worldspan's Password Exemption
Qualification Request Form and file for exemption.
Steps to Import a Worldspan PNR
To import a PNR from Worldspan take the following steps:
Step 1) You do not have to be currently logged into Worldspan, as this process will automatically open it for you.
Step 2) Create a new Res Card or open an existing Res Card within the appropriate client profile in ClientBase.
Step 3) From the Reservation tab at the bottom of the main Res Card screen, click PNR Import and Worldspan from the
drop-down list.
Step 4) Enter the desired Record Locator and be sure the Agent Sine default is complete, or enter your Agent Sine, and
click Import PNR.
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Step 5) Multiple reservations may be included in one PNR, therefore multiple reservations may be imported as a result of
the PNR import. All segments of an air itinerary are imported into one reservation, but additional car and hotel
reservations are imported into separate reservation records.
Step 6) A reservation imported into ClientBase must link to an existing vendor profile within your ClientBase database. To
locate the appropriate vendor profile and automatically link to it, the system uses the Interface ID within the CRS and
matches to an Interface ID within your Vendor profiles. If it finds a vendor profile with the same Interface ID, it imports the
reservation automatically. If it does not find the Interface ID, then a prompt appears indicating the Interface ID it could not
find. Click Query for Vendor by Name and manually attach the reservation to the proper vendor profile by using the Query
screen. If the vendor is not yet in your database, then use Create New Vendor to add the vendor profile accordingly.
Special Note: Avoid accidentally creating duplicate vendor profiles by making sure Interface ID's are captured properly
within the vendor profiles you work with frequently.
Step 7) All reservations imported via PNR Import default to Invoiced Outside CB+ as we assume you are using
Worldspan to generate the invoice and/or ticket and interface record to your back office system. If you choose to generate
the invoice from ClientBase, remove the check from this field in the reservation.
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Chapter 15: Using the Res Card Manager to
Manage Your Res Cards
This section details the use of the Res Card Manager to easily organize and manage reservation and trip data
stored neatly in Res Cards.
Introduction
The purpose of the Res Card Manager is to automate the filing cabinet which has historically contained hundreds of paper
index cards and file folders that have for years cluttered agencies. In the past, agents often entered details of leisure type
reservations (client information, confirmation numbers, itineraries, vendor information, remarks, etc.) on cards or paper.
Agents kept these cards somewhere on their desks or somewhere in their files. That “somewhere” translated into precious
time spent searching for the reservation information, especially when the booking agent was not available and someone
else needed to locate the information. As agents begin automating their non-CRS reservation information into ClientBase
Res Cards, the Res Card Manager provides a tool to organize and manage the entire database of Res Card records.
Imagine viewing all active Res Cards with the click of a button.
Query Your Database of Res Cards
When opening the Res Card Manager, by default no Query filters are entered, therefore, all active Res Cards in the
database appear in the Query results screen. Each line represents one Res Card which in turn represents one trip. To
filter the database results, either click a folder containing a stored set of Query fields, or use Level 1, Level 2, or Level
Query fields to filter the database.
ResCard Manager
A list of Query folders is located in the Res Card Manager. The global folders are accessible to anyone for general
viewing. They include Active, Departed and Cancelled Res Cards, and any folders with a customized set of Query filters
(see section below Saving Queries for Easy Access). Personal folders contain saved queries created by users and
customized for their own particular user login. By clicking any of these folders, see the completed filters used for this
stored Query, and a listing on the results screen of all profiles meeting the criteria of the selected Query filters.
By right-mouse clicking in the results screen, access the ability to Modify, Delete a Res Card, Refresh the Query, Invert all, Select all,
Unselect all, and Modify Columns.
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Level 1 Res Card Manager Query
The Level 1 Res Card Manager Query provides a way to quickly locate a Res Card or a group of Res Cards by simply
completing one or two Query filters.
The drop-down menu fields identify what to search by and are completed by selecting from the following: Agent Name,
Trip Name, Status, Reservation Cycle, Source of Booking, Locator No., Group Name, Region. The defaults for these two
fields are Agent Name and Status.
The blank field allows you to make a selection from a default pull-down list, or type in free-flow information if there is no
pull-down list. To prevent spelling errors, it is suggested to type no more than 3 or 4 characters in the free-flow fields. An
arrow to the right of the blank field indicates a list from a pull-down menu exists. If both fields are used in the Query, then
the results match both (All) criteria, not either/or (Any). This means the Query filters are strung together with an “and” not
an “or.” After completing or changing data in the filters, the system automatically sifts through the database and displays
the matching profiles in the Query results screen.
For example, if agent Sharon wants to review all her active Res Cards in the system, she sets the first field to Agent
Name and selects the name Sharon from the pull-down menu list. She sets the second field to Status and selects “Active”
from the pull-down menu. Finally, she clicks on Refresh to see a list of all her active Res Cards in the system.
Level 2 Res Card Manager Query
The Query Level 2 provides additional filters to more narrowly define a search. Search filters are selected by clicking
Filter, and then completing as many of the search criteria fields as desired.
The Query screen is divided into three Query levels or layers that move from more general information at the Res Card
level to very specific, detailed search criteria at the service provider level.
1. ResCard
2. Reservation Level
3. Service Provider
RES CARD TAB
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1. Res Card Level: Except for selecting the date range to search by, the trip name and Locator #, all other search fields
have a pull-down menu indicated by the arrow to the right of the field for easy selection. User-defined fields are
underscored and appear in blue print (Reservation Cycle, Source of booking, Group and Region). The Res Card Query
level is composed of broader Query fields and generally includes a greater number of Res Cards in the Query results
screen.
2. Reservation Level: The reservation Query level fields focus on the specific components of the reservation - Travel
Category, Vendor, Reservation Status and Payment Information.
3. Service Provider Level: The fields at the service provider level, when completed, can be extremely helpful as a quick
reference when a customer calls in requesting information on a particular reservation. These fields also serve as useful
reporting fields to tell an agency which service providers are the most frequently used. Having this information can be very
helpful when negotiating overrides with service providers or reviewing the use of preferred vendors with agents. From
travel category and beginning and ending dates of specific reservations such as cars and hotels, to individual client
preferences such as cabin or dining preferences, these fields very narrowly define the query.
PROFILE TAB
Use general profile data as filters when running a Level 2 Query in the Res Card Manager. Query by profile to locate Res
Cards and print results, as well as enhance your ability to query lists of Res Cards.
Level 3 Res Card Manager Query
The Query Level 3 provides users with an even greater ability to more narrowly define a search. As detailed above, Level
2 Query allows a search by any number of fields, stringing one statement of criteria together with an "and." Query Level 3
strings multiple statements of criteria together with an "or," using search method options to define how the criteria should
filter.
The Level 3 Query has a totally different look from Level 2 Query:
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There are a set of buttons including Add Filter, Duplicate Filter, Modify Filter, Delete Filter, Reset All (to clear out all filters
currently displayed), and Summarize. Notice there is nothing to view in the results screen. This is because you need to
setup the criteria statement(s) and click Refresh to see the Level 3 Query results.
Note: It is not necessary to completely re-enter the criteria when adding similar filters. Once the first filter has been added
to a Level 3 query, the Duplicate Filter button is enabled. When clicked, a Level 3 query screen is opened, pre-populated
with all of the criteria from the selected filter. Users can also right-click on a filter and select Duplicate Filter.
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To enter the search criteria into Level 3 Query after clicking Reset All, click Add Filter:
Res Card folder tabs, Res Cards and General Info appear. What is unique about the Level 3 Query is that most of the
available search fields are divided into two parts. Directly to the left of the field, is a box with a drop-down menu of search
method options called, Operators, with which you can narrow down your search. Sample Operators include: Is Equal to;
Less than or Equal to; Greater than or Equal to; Less than, Greater than, Not Equal to; Starts With; Contains; Is BLANK;
and Is NOT BLANK. Search fields are strung together with an And. Use both tabs to setup the first filter or your query,
and click OK. Click Refresh to see the results of your first filter.
To set up a second filter, click Add. Remember as you are setting up subsequent filters, there is an OR between all the
filters you are stringing together, and you will not get results unless you click Refresh.
Using Date Formulas in Queries
Since queries can be saved and retrieved for frequent use, the date fields in all queries allow for date formulas. This
means any field that has a date, can also contain a formula for that date. The date formula function allows you to create a
query without identifying a specific month, day and year in the From and To date fields. Instead, the query is processed
with a formula for the month, day, day of the week, and year based upon the date the report is processed.
Remember: Make sure system date and time are correct.
Benefit: When entering a date formula, the system converts it to the intended time period to run queries and/or save them
for future use without the need to modify dates.
Example: The following tables contain sample formulas for specifying dates. Mix and match the absolute and relative
parameters in the function. The first number specifies the day of the month, the second number specifies the month, and
the third number specifies the year. So if you only have the first number filled in, this means you intend this report to
reoccur on this day every month, in every year.
DATE FORMULAS
If You Want This
Enter This
1st day of this month:
=1,0,0
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Last day of this month:
=31,0,0
1st day of this year:
=1,1,0
Last day of this year:
=31,12,0
Seven days from now:
=+7,0,0
Last Monday (will show today if today is Monday)
=Mon
A week from last Monday
=Mon-1
Next Monday
=Mon+1
Three months from now
=0,+3,0
Six months ago:
=0,-6,0
One year from now
=0,0,+1
Saving Queries for Easy Access
As you can see, queries run in the ResCard Manager can become quite complex. With all the available filters in Level 1,
Level 2, and Level 3, you can view your database inside out, upside down or in just about any subset. With this in mind, if
there are certain queries that you want to run often, we suggest saving the Query filters after setting them up, by saving
the Query to a folder. The next time you want to run a Query that you have already set up, click the saved folder. One
click and your Query filters are completed automatically. What a time saver!
STEPS FOR SAVING A RES CARD QUERY
1) Using Level 1, 2, or 3 filter parameters in the Res Card Manager, enter your Query filters and run your Query.
2) To customize the columns used in the Query, click Columns on the Res Card Manager results screen.
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To change a column, move the highlighted column over to the other side by using the > or < arrow. By using the shift key
and mouse, select as many consecutive entries as you want to move and use the > or < arrows. By using the control key
and your mouse, you can select non-consecutive entries to move. Use U and D to order your selections. To sort up to 3
columns in ascending or descending order, click the tab folders named, Sort by Columns.
You can also arrange and size the columns in your query. Do this by inserting the mouse between the column headers
(see a bi-directional arrow), holding down the left mouse button, and pulling the columns to the new size.
To relocate a column, hold the mouse over the column in the column header to move (see a vertical line extending down).
Press the left mouse button and pull the column left or right to its new location. To "quick" sort results differently, hold
down the shift key and click the column header you want the results sorted by. A triangle appearing in the up position
signifies the results are currently sorted in ascending order, and a triangle in the down position signifies the results are
sorted in descending order.
3) When satisfied with the query results, go to File|Save Query As. This screen appears:
4) From the drop-down level menu, select Personal (for your own use only), or Global (for the use of everyone in the
Agency).
5) Name the query, to recognize it the next time it’s needed.
6) Click OK to save and see the new query folder located on the left hand side of the Res Card Manager screen.
Note: ClientBase saves the selected filters and results layout, not the query results. The next time a saved query is used,
any new data that has been added since it was created, is included in the new query.
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Working with Query Results
Our most productive agent, Sharon, begins each day by accessing her to-do list. Immediately after working that list, she
clicks on the Res Card Manager tab and selects Sharon’s Active Res Card folder to review any pending reservations. The
results screen immediately displays an organized list for her to review and take any action necessary. In addition to the
active Res Cards, Sharon also created folders with saved sets of query filters labeled Leads, Booked and Under Deposit
based on the reservation cycle fields. Having her Res Cards organized in this way helps her move closer to a goal of
closing every travel inquiry that comes her way.
An agent can view the Res Card and its details by double-clicking on it. Toggling from each Res Card to the profile and
back is simple and quick. From the profile, access phone information, as well as, other key data that add a personal touch
necessary for effective customer service. Click the Res Card or activities tab of the profile to refresh your memory on
previous contacts with the client.
Add, view, or delete a Res Card from this area of the profile. Add a new Res Card by clicking Add; modify or enhance a
existing Res Card (perhaps add a reservation to a trip) clicking Modify; and click Delete to remove a Res Card.
How to Multi-Select Records
To multi-select records from the results of a Query, use the CTRL key in combination with a mouse click. Notice one of
three symbols next to each profile:
a) Bullet - This profile has been selected.
b) Bullet and Bracket - This profile has been selected and is the current profile record the cursor is focused.
c) Solid Triangle - This profile has NOT been selected as part of the multi-select, but is the current record the cursor is
focused on. CTRL-click once to get the bullet and bracket, and a second time to NOT include in the multi-select.
Use the main edit menu or right-mouse click results screen to Select All, Unselect All or Inverse the selection.
Note: To delete multiple Res Cards, use the multi-select feature, and click Delete. This permanently deletes these
highlighted records all at one time.
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Chapter 16: Creating and Using Inventory
This section details creating a database of inventory and integrating items into Res Cards for easy entry with inventory
control. It also demonstrates the use of the Inventory Manager to easily organize and manage inventory records.
Introduction
In ClientBase create inventory items for block space and integrate them into the reservation area of Res Cards. The
process is an easy one. Block space inventory records can be created for air, cruise, hotel, rail, tour, and miscellaneous
reservations. Enter each inventory item one time, with details of the pricing, itinerary, deposit and payment due dates, as
well as invoice/itinerary remarks. Next, create a reservation and pull from the list of created inventory records. All
Inventory Details automatically drop into the reservation and create a link to the inventory record; therefore tracking what
inventory has been taken and what is left. What a great way to manage block space and what a time saver! No more
manually tracking inventory using paper controls or supplemental spreadsheet or database programs.
Creating a Database of Inventory
From anywhere in the program, create inventory items by clicking the Inventory icon on the toolbar, or going to
File|New|Inventory. You can also create inventory by right-mouse clicking in the results screen of the Inventory Manager.
An inventory record is made up of header information, which includes constant information such as vendor, service
provider, itinerary, and dates of travel. In addition to the header information, an inventory record also includes Inventory
Details. One inventory record can include multiple inventory details. Inventory Details include quantity, description and
pricing. For example, if you have blocked space for 2 different categories of cabins on an October sailing of Carnival's
Ecstasy, enter one inventory record with 2 inventory details, one for each cabin category with the quantity blocked and its
pricing.
GENERAL TAB (Top)
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Depending on the travel category selected, different tabs of information appear with different fields of information within
those tabs. The current travel categories available for inventory entry are Air, Cruise, Hotel, Rail, Tour and Miscellaneous.
The variation in tabs and fields based on the travel category parallel the variations included by travel category within the
Res Card reservation records.
Date Reserved: Manually enter or choose date from the drop-down menu. This is the date this block space is reserved.
Inventory ID: This unique ID is user definable and can be used to Query inventory items. For example, an Ensenada
Cruise ID might read, CR063008 (using CR for cruise and the date).
Travel Category: From the drop-down menu, select the appropriate travel category from Air, Cruise, Hotel,
Miscellaneous, Rail or Tour.
Vendor: Type in a few letters of the vendor’s name and choose vendor from drop-down menu.
Airline/Ship/Property/Rail/Service Provider: Depending on the travel type, fill in the service provider profile that applies.
For example, if the vendor is Carnival Cruise Lines, the service provider might be Ecstasy or Jubilation. If you do not have
a service provider profiles created, simply type in the service provider. That way you can still Query for that service
provider or obtain service provider reports.
Description: Type in a unique description to identify this inventory item. For example, an Ensenada Cruise description
might read Ensenada Cruise 06/30/08 (name of cruise location and date). For Air and Rail, the description field is in the
Fight Details/Train Details tab. These description fields are populated when pulling from inventory if the this field is
completed within the inventory record and is printed on Invoices and Itineraries.
Duration: Type the number of days of the item.
Start Date: Type the start date of the item or double-click the start date off the calendar accessible from the drop-down
menu.
End Date: Type the end date of the item or double-click end date off the calendar accessible from the drop-down menu.
Utilization Date: Enter a date which can be queried and store review dates, release space dates, or any dates of your
choosing. Dates can be changed throughout the sales process.
Expiration Date: Enter date when this item can no longer be used, or double-click the utilization date off the calendar
accessible from the drop-down menu. This is important because by entering an expiration date, agents are prevented
from pulling inventory into Res Cards after this date, and ClientBase automatically removes all expired inventory from any
Query results when launched from the Res Card Inventory button. You can still Query expired inventory from your
Inventory Manager, as the record still remains in the database. (If an inventory record has the Expiration Date set to
today, the inventory continues to appear in Query results and is not considered expired until the day after the expiration
date.)
Region: This area includes a hard-coded set of regions and is populated by selecting from a drop- down listing.
Destination: Enter the region/destination of the trip from a detailed list in the drop-down menu. These entries are userdefinable under Global Defaults|General Setup|User Defined Fields|Res Cards: Region of Trip, or by clicking on the
blue field label if permitted. The user definable Destinations also include the ability to be linked to one of the hard coded
Regions. Upon creating inventory, if the Region field is completed first then upon selecting a Destination the drop-down
listing will only include a subset of those Destinations linked to that Region. If Allow Freeflow is not checked (forcing the
users to select from the drop down listing) then multiple Destinations can selected and inserted into one Res Card.
Confirmation #: Enter a confirmation number.
Group ID: Track details of group cruise contracts.Added the ability to associate Group IDs with a Group Name. If a user
adds a Group Name and a Group ID to the same Inventory record, the Group ID and Group Name are now associated.
When an Inventory Group is viewed from the Group List, any associated Group IDs are listed under Linked Inventory
Group IDs. (This field only displays if there are Group IDs linked.)
ITINERARY TAB (TOP)
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Some agencies want detailed information to print on itineraries/invoices generated from Res Cards. To enter specific
itinerary information, click the Itinerary Tab and then the Itinerary button and complete all desired fields:
Click Insert to add information to data entry screen below. To add an additional item, click New. To edit an item, select it,
change the data, and click Update. To remove an item, select it, and click Delete.
PAYMENT DUE DATES TAB (TOP)
Deposit Due Date: From the drop-down menu next to Default Date Using, select Current Date, Reservation Create Date,
Reservation Start Date, or Reservation End Date. Next, from the drop-down menu select the plus or minus sign and
choose the number of days from 1 to 2000 to use in combination with the Default Date Using field. This date automatically
appears in the Profile|Res Card Activity tab and when that date comes up, on user’s to-do list.
Final Deposit Due Date: From the drop-down menu next to Default Date Using, select Current Date, Reservation Create
Date, Reservation Start Date, or Reservation End Date. Next, from the drop-down menu, select the plus or minus sign
and choose the number of days from 1 to 2000 to use in combination with the Default Date Using field. This date
automatically appears in the Profile|Res Card Activity tab and when that date comes up, on user’s to-do list. (Want to print
a final payment report? This is the field that report picks up.)
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ITIN/INVOICE REMARKS TAB (TOP)
Enter free-flowing remarks that appear on the generated itinerary and invoice.
AGENT REMARKS TAB (TOP)
Enter free-flowing remarks that do not appear on the generated itinerary and invoice. Use this like you use your notepad
right now - put all your notes here that become part of the record.
GROUPS (TOP)
Associate multiple group names to one inventory. This feature combined with the ability to pull multiple inventory records
at once (see below) allows you to batch separate inventory records together and therefore ease the process of selling and
pulling inventory that are all associated but include multiple components or vendors.
Also note that when pulling from inventory from within a Res Card, if the group field is completed at the Res Card level,
upon clicking the inventory feature the system will automatically filter the inventory for that selected group and display
inventory results accordingly.
GENERAL TAB (Bottom)
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Enter the quantity blocked along with a brief description and the Category/Deck, Room Type, Class of Service or Tour
Name. Air, rail and miscellaneous travel categories prompt for unit pricing, while cruise, hotel and tour travel categories
prompt for per person pricing based on double occupancy. Any pricing entered into the inventory detail is then used to
create the default pricing when an agent pulls from inventory while working in the Res Card reservation area.
The more complete pricing information within the inventory detail, the more accurate the default pricing is when your
agents are pulling from this inventory record. For example, if no child pricing has been entered, rather then leave it blank,
enter the full adult pricing in case a one of your travelers is a child who is included when pulling from Inventory. (When
selecting travelers, be sure to include the type of traveler, Adult, Child, Infant from the drop-down menu.)
For enhanced pricing information on clients' invoices, itemization can also be captured within your inventory detail's
pricing area.
Qty: For this inventory record, type in the number of available items. (When you no longer have block space to offer,
make sure to come back here and change the quantity to the number you have already sold. That way you won’t
accidently sell inventory that is no longer available for sale.)
Sold/Available: This area keeps track of what has been sold and what is still available. After an inventory item has been
used, totals are updated here to reflect changes in inventory.
Description: Type in any identifying description of this record. It may be the same as the description entry in section
above.
Class of Service/Category-Deck/Room Type/Tour Name: Depending on the travel category selected in section above,
fill in the appropriate data.
Rate Code: Track details of a group cruise contract.
Pricing/Base/Tax/Commission: For each item, fill in the Base Price, Tax, and Commission on Per Person Based on
Double Occupancy, Single Supplement, 3rd/4th/5th Adult Supplement, or Child Rate. Click Insert to add information to
data entry screen below. To add an additional item, click New. To edit an item, select it, change the data, and click
Update. To remove an item, select it, and click Delete.
Itemize: Click the Itemize tab to bring up a screen to itemize the total fare if you want more detail to print on the
itinerary/invoices generated in the Res Card.
ITIN/INVOICE REMARKS TAB (BOTTOM)
Enter free-flowing remarks that appear on the generated itinerary and invoice.
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AGENT REMARKS TAB (BOTTOM)
Enter free-flowing remarks that do not appear on the generated itinerary and invoice.
Note: See below for steps on copying inventory items!
Allocating Inventory Across Sync Primary and Sync
Copy Databases
In the past, agencies that have been synchronizing with another location were limited to creating and pulling from
inventory in only the Primary location. The reason for this limitation was because of the potential to oversell inventory
between synchronization processes. To overcome this danger, ClientBase has the ability to allocate available inventory
across your various sync databases. Sync activated databases have an additional entry tab in Inventory Details, called
Sync Database Allocation.
Upon creating new Inventory (or updating existing Inventory), look at the count within the Available Inventory field.
Determine if this inventory should be re-allocated to other sync locations (databases) to facilitate better sales of this
inventory. Click the Sync Database Allocation tab and Re-allocate to re-allocate any quantity available from your current
database to any other Sync Copy database.
The system allocates the inventory to the database the user is connected to. When an agent Pulls From Inventory, they
are only able to pull inventory allocated to the database they are connected to. As agents use the inventory feature within
the Res Card, if they determine that they have a client interested in inventory that is no longer available, they click the
View Inventory Record and the Sync Database Allocation tab to see if there is available inventory in other locations
(databases). If so they may suggest re-allocated some of that available inventory to locations (databases) that no longer
have any available to them. To re-allocate inventory from one location (database) to another, you must connect to the
database that has the available inventory. You can only re-allocate inventory from the database you are connecting to and
you can only re-allocate inventory of the database has available inventory records to re-allocate.
Important Note for Agencies Syncing to CBB Hosted: If you are synchronizing to the Hosted ClientBase Browser
application, DO NOT allocate inventory to that database unless you are OK with not being able re-allocate it back out of
CBB Hosted! ClientBase Browser does not yet include the Inventory Manager and therefore does not have the ability to
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re-allocate its unused available inventory back to other databases. This means any inventory allocated to CBB Hosted,
will have to be sold via CBB Hosted.
When pulling from Inventory, the system defaults using one of two Default Inventory Filters:
1) Reservation Travel Category - this prompts the Query window with the Travel Category field defaulted to the same
category selected in the Reservation.
2) Res Card Group Name - this now skips the Query window and directly prompts results of ALL inventories (if any) that
matches Group Name in the ResCard. You must click Query button to change drop-down field default back to Reservation
Travel Category.
Using the Inventory Manager
The Inventory Manager provides tools to manage the database of inventory records. Use the Level 1, 2 and Level 3 Query
filters to query the database of inventory records. From the query results Add, Modify and Delete inventory records. When
opening the Inventory Manager, by default no Query filters are entered, therefore, all active inventory items in the
database appear in the query results screen. Each line represents one inventory record which in turn represents one
block space. To filter the database results, either click the folder containing a stored set of query fields or use Level 1 or
Level 2 Query fields to filter the database and enter a custom query. Clicking the Inventory Manager tab brings up the
following screen.
A list of Query folders is located to the left of the Inventory Manager. The global folders are accessible to anyone for
general viewing. They include some default folders which include Air Inventory, Cruise Inventory, Hotel Inventory, Rail
Inventory, Tour Inventory, or Misc. Inventory. Create any folders with a customized set of Query filters (see section below
Saving Queries for Easy Access). Personal folders contain saved queries created by users and customized for their own
particular user login. By clicking any of these folders, view the completed filters used for this stored query, and a listing on
the results screen of all inventory items meeting the criteria of the selected query filters. By right-mouse clicking in the
results screen, you are presented with the following options:
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Add - Add a new inventory item.
Modify - Modify the selected inventory item in the results screen.
Delete - Delete the inventory item/s selected in the results screen (to select multiple items, hold down the Ctrl key and
pick).
Refresh - Refresh the Query (search) if you have just made a change.
Invert All - Before running reports, for example, hold down the Ctrl key for those items you do not want to include and
Invert All. It will launch the report for every one BUT the one/s you selected.
Select All - Selects everything in the results screen.
Unselect All - Unselects everything in the results screen.
Columns - Allows you to customize the columns and sorts in the results screen.
Level 1 Inventory Manager Query
The Level 1 Inventory Manager Query allows you to quickly locate an inventory item or a group of inventory items by
simply completing one or two Level 1 Query filters.
The drop-down menu fields identify what to search by and are completed by selecting from the following: Travel Category,
Date Reserved, Vendor, Service Provider, Inventory ID, Description, Duration, Start Date, End Date, Utilization Date,
Region, or Group.
Include Expired Inventory: By default this checkbox is not checked both in Level 1 and Level 2 Query. This means that
by default all Inventory queries no longer include expired inventory from the results unless you place a check in this box.
The blank field allows you to make your selection from a default pull-down list or type in free-flow information if there is no
pull-down list. To prevent spelling errors, it is suggested that you type no more than 3 or 4 characters in the free-flow
fields. An arrow to the right of the blank field indicates a list from a pull-down menu exists for ease of selection for that
Query filter. If both fields are used in the Query, then the results match both (all) criteria, not either/or (any) criteria. This
means the Query filters are strung together with an “and” not an “or.” (Another way of saying this is that All fields are
evaluated to form the results of the Query, instead of Any filter selected within one field being evaluated to form the
results of the Query.) After completing or changing data in the filters, the system automatically sifts through the database
and displays the matching inventory items in the Query results screen.
For example, if agent Sharon wants to review all her active inventory cruise items created on June 23, 2008 in the system,
she sets the first field to Travel Type and selects Cruise from the pull-down menu list. She sets the second field to Date
Reserved and June 23, 2008 from the pull-down calendar, or simply free flows the date 0623 (no need to put in the year
as it populates with current year), and tab. Finally, she clicks Refresh to see a list that matches her selection criteria.
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Copy/Paste Inventory Records
To help make entering repetitive inventory easier, copy and paste an Inventory record. From either the Level 1, 2 or Level
3 Query results you can now copy any inventory record by highlighting it and clicking Copy. Click Paste to automatically
create a new Inventory record with all of the copied inventory details defaulting. All inventory fields are copies including all
General, Itinerary, Payment Due Dates, Itin/Invoice Remarks, Agent Remarks in addition to each inventory detail item.
The only fields that do not copy are the Inventory Record Number and the Number Sold.
Level 2 Inventory Manager Query
The Query Level 2 provides additional filters to more narrowly define a search. Search filters are selected by clicking
Filter, and then completing as many of the search criteria fields as desired.
Since Level 2 Query “remembers” the last query run, click Reset to clear. Always do this first when doing a Level 2 Query,
as there may be data remaining in the many search folders from the last search. Inventory folder tabs such as Inventory,
Itinerary, Flight Information, Address, and Details are available for selection criteria entry. Query also across all tabs of
information. Like Level 1 Query, the selection criteria entered within a tab or across tabs are strung together with “ands”,
so the resulting profiles must match ALL not ANY criteria.
Include Expired Inventory: By default this checkbox is not checked both in Level 1, 2 and Level 3 Query. This means
that by default all Inventory queries no longer include expired inventory from the results unless you place a check in this
box. By clicking OK, the query is completed and a list of profiles matching the selection criteria appears on the results
screen.
Level 3 Inventory Manager Query
The Level 3 Query provides users with an even greater ability to more narrowly define a search. As detailed above, Level
2 Query allows a search by any number of fields, stringing one statement of criteria together with an "and.” Query Level 3
strings multiple statements of criteria together with an "or," using search method options to define how the criteria should
filter. The Level 3 Query has a totally different look from Level 2 Query:
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There are a set of buttons including Add Filter, Modify Filter, Delete Filter, Reset All (to clear out all filters currently
displayed), and Summarize. Notice there is nothing to view in the results screen. This is because you need to setup the
criteria statement(s) and click Refresh to see the Level 3 Query results.
To enter the search criteria into Level 3 Query after clicking Reset All, click Add Filter:
Activities folder tabs, Inventory and Details appear. What is unique about the Level 3 Query is that most of the available
search fields are divided into two parts. Directly to the left of the field, is a box with a drop-down menu of search method
options called, Operators, with which you can narrow down your search. Sample Operators include: Is Equal to; Less than
or Equal to; Greater than or Equal to; Less than, Greater than, Not Equal to; Starts With; Contains; Is BLANK; and Is NOT
BLANK. Search fields are strung together with an And. Use both tabs to setup the first filter or your query, and click OK.
Click Refresh to see the results of your first filter.
To set up a second filter, click Add. Remember as you are setting up subsequent filters, there is an OR between all the
filters you are stringing together.
Using Date Formulas in Queries
Since queries can be saved and retrieved for frequent use, the date fields in all queries allow for date formulas. This
means any field that has a date, can also contain a formula for that date. The date formula function query creation without
identifying a specific month, day and year in the From and To date fields. Instead, the query is processed with a formula
for the month, day, day of the week, and year based upon the date the report is processed.
Remember: Make sure the system date and time are correct.
Benefit: When entering a date formula, the system converts it to the intended time period allowing you to run queries
and/or save them for future use without the need to modify dates.
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Example: The following tables contain sample formulas for specifying dates. Mix and match the absolute and relative
parameters in the function. The first number specifies the day of the month, the second number specifies the month, and
the third number specifies the year. So if you only have the first number filled in, this means you want this report to
reoccur on this day every month in every year.
DATE FORMULAS:
If You Want This
Enter This
1st day of this month:
=1,0,0
Last day of this month:
=31,0,0
1st day of this year:
=1,1,0
Last day of this year:
=31,12,0
Seven days from now:
=+7,0,0
Last Monday (will show today if today is Monday)
=Mon
A week from last Monday
=Mon-1
Next Monday
=Mon+1
Three months from now
=0,+3,0
Six months ago:
=0,-6,0
One year from now
=0,0,+1
Saving Queries for Easy Access
As you can see, queries run in the Inventory Manager can become quite complex. With all the available filters in Level 1, 2
and Level 3, you can view your database inside out, upside down or in just about any subset you desire. With this in mind,
if there are certain queries that to run often, save the query filters after setting them up, by saving the query to a folder.
That way, the next time you want to run a query that you have already setup, click the saved folder. One click and query
filters are completed automatically. Following are the steps for saving an inventory query:
1) Using Level 1, 2 and Level 3 filter parameters in the Inventory Manager, enter query filters and run the query.
2) To customize the columns used in the query, click Columns on the Inventory Manager results screen.
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To change a column, move the highlighted column over to the other side by using the > or < arrow. By using the shift key
and mouse, select as many consecutive entries as you want to move and use the > or < arrows. By using the control key
and your mouse, select non-consecutive entries to move. Use U and D to order your selections. To sort up to 3 columns
in ascending or descending order, click the tab folders named, Sort by Columns.
You can also arrange and size the columns in your query. Do this by inserting your mouse between the column headers
(see a bi-directional arrow), holding down the left mouse button, and pulling the columns to the new size.
If you want to relocate a column, hold the mouse over the column in the column header you want to move (see a vertical
line extending down). Holding down the left mouse button, pull the column left or right to its new location. To "quick" sort
results differently, hold down the shift key and click the column header you would like the results sorted by. A
triangle appears in the up position within the field header that signifies the results are currently sorted in ascending order.
A triangle in the down position signifies the results are sorted in descending order.
3) When satisfied with the Query results, go to File|Save Query As. This screen appears:
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4) From the drop-down level menu, choose whether to save the query as Personal (for your own use only), or Global (for
the use of everyone in the agency).
5) Name the query to easily recognize it the next time it is needed.
6) Click OK to save and see the new query folder located on the left hand side of the Inventory Manager screen:
Note: ClientBase saves the filters and results layout, not the query results. The next time you use the saved query, any
data that has been added or modified since it was created, is included in the new query.
Working with Query Results
Agents can query for any particular inventory items, select columns and sorts accordingly, and print out the results, by
clicking the Print icon In the toolbar.
To add new inventory records, click Inventory on the main toolbar, right-click anywhere within the query results and select
Add, or go to File|New|Inventory. To modify an existing inventory record, use the Level 1, 2 or 3 Query filters (see below)
to locate the desired inventory record. Either double-click the inventory record from the query results listing, or highlight
the desired inventory record, and then right-click anywhere within the query results and select Modify.
To remove an inventory record, use the Level 1, 2, or 3 Query filters to locate the desired inventory record. Highlight the
inventory item to delete and either click Delete icon on the toolbar, or right click anywhere within the query results and
select Delete. You are prompted for confirmation since if there are any reservations linked to the inventory record, the
system does not allow deletion.
Special Note: The delete inventory feature removes the entire inventory record along with ALL inventory details. To
delete a specific inventory detail, do NOT delete from the results of the Inventory Manager Query. Retrieve the desired
inventory record and from within that record, highlight the inventory detail to remove, and click Delete.
How to Multi-Select Records
To multi-select records from the results of a query, use the CTRL key in combination with a mouse click. Notice one of
three symbols next to each profile as you push CTRL and click it:
a) Bullet - this profile has been selected.
b) Bullet and Bracket - this profile has been selected and is the current profile record the cursor is focused on.
c) Solid Triangle - this profile has NOT been selected as part of the multi-select, but is the current record the cursor is
focused on. CTRL-click once to get the bullet and bracket, and a second time if you choose not to include in the multiselect after all.
Also use the main edit menu or right-mouse click the results screen to Select All, Unselect All or Inverse.
To delete multiple inventory records, use the multi-select feature, and click Delete on the toolbar. This permanently
deletes these highlighted records at one time. If there are reservations linked to the inventory record you are trying to
delete, the system does not permit deletion. The delete inventory feature removes the entire inventory record along with
ALL inventory details. To delete a specific inventory detail, do NOT delete from the results of the Inventory Manager
Query. Retrieve the desired inventory record and from within that record, highlight the inventory detail to remove, and click
Delete.
Selling Inventory
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Once a database of inventory records has been setup, agents can connect to this database of inventory while working in
the Res Card. To query inventory for a particular client's trip, open a Res Card for that client and select the travelers. Click
the Inventory icon.
Upon clicking the Inventory button from the Res Card level, the system either provides you with the ability to query for
your desired inventory (see below), or, if a Group has been captured within the Res Card, the query may be performed
automatically if you have the Default Inventory Filter set to Res Card Group Name.
If you need to search for Inventory, use any inventory header fields as filters (search criteria), as well as
itinerary/flight/address info and inventory detail information. Each filter entered into the query fields is "anded" together
with other filters, so any results match all filters. The more filters entered, the narrower the search and generally fewer
results. The fewer filters entered, the more general the search and generally more results.
The Default Inventory Filter that you can use to pick from two possible default filters when pulling from inventory has the
options, Reservation Travel Category and Res Card Group Name. This is a "sticky" setting so that each time you pull from
inventory the system remembers the last setting and defaults accordingly.
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Enter the criteria you know about your client's trip needs and click OK to view a listing of the inventory that matches the
search criteria. Use any of the tabs available to search.
You can also pull inventory from inside a reservation, but make sure the travelers are correct before you pull (check off
those who are going to be in the reservation, and uncheck any traveler that is not going to be in that reservation) and then
click Inventory:
A Level 2 Inventory query screen as outlined above appears to query inventory items based upon the travel needs of the
client.
Pulling From Inventory
Once your Inventory query criteria has been captured, the system prompts with matching Inventory details and from this
results screen, the system now allows you to select any number of Inventory details by placing an X in the box within the
column labeled Pull from Inventory.
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The Pull from Inventory drop-down has two options: Pull from Inventory and Import to Reservation, and Pull From
Inventory and Launch Live Connect.
The second option is currently only available for Sabre Cruises. If the inventory vendor is not configured for Sabre
Cruises, this option is disabled and displays the hint Inventory Vendor is not assigned to Sabre Cruises. (See details on
using this option below.)
As you select each Inventory detail desired, the Pull From Inventory button's count is increased accordingly. To view more
information about any inventory detail, click View Inventory Record at the bottom right hand corner. Once all desired
Inventory is selected, click Pull From Inventory, and the system imports each inventory detail into a separate reservation
record and the available inventory is decreased accordingly. Please note that although the system allows for pulling more
than one inventory detail at once, each inventory detail is linked to a separate reservation and maintained separately;
therefore, each are returned to inventory individually by either cancelling or deleting the reservation.
Combining this feature with the ability to group multiple inventory records together with a common group name gives you
the ability to batch separate inventory records together and therefore ease the process of selling and pulling inventory that
are all associated but include multiple components or vendors. Agencies that need to track multiple components (for
vendor payment and sales purposes), but do not wish to break down the pricing of each component on their client
invoices, can use the Invoice Format option Hide Reservation Totals (include only Invoice Totals), upon invoicing these
types of transactions.
The link to that inventory detail remains permanent, unless the reservation is deleted, or the reservation status is changed
to Cancelled or Quoted, at which time you are prompted for confirmation and if accepted, the link removed and the
inventory replaced back into Available inventory.
Launch Live Connect from Reservation Screen if Reservation is Pulled from
Inventory (Sabre Cruises only)
Launch Live Connect from the reservation screen if the reservation was pulled from Inventory. This allows agencies to
track sales of blocked space via inventory and still utilize the Res Card data to populate Live Connect. (Currently, this
feature is only supported for Sabre Cruises.)
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From a reservation created via inventory, when the Pull From Inventory and Launch Live Connect is clicked, the user is
prompted, This reservation is linked to inventory. Do you want to continue with Live Connect?
When Live Connect is launched, the user can select Create New, select the desired checkboxes, and Connect. The rate
code is passed as part of process, so the user will land directly on the Cabin web page. Profile data will also populate the
Sabre Cruise website. Once the reservation is confirmed and the user clicks Import Reservation, if any differences
between the ClientBase reservation and the Live Connect reservation exist, a table is displayed showing the differences
between the two:
The user then has three options:
Retain Link: This keeps link to the Inventory record, but any differences in the booking imported via Sabre Cruises
overwrite the reservation details that were created from Inventory.
Remove Link: This link releases the inventory record and the booking imported via Sabre Cruise replaces the reservation
created from Inventory.
Re-Query Inventory: This allows the user to query for a different Inventory record and pull it into the Reservation,
releasing the former Inventory. Any differences in the booking imported from Sabre Cruises will overwrite the reservation
details created from Inventory.
If Live Connect is launched, Import Existing Reservation is also supported, but, there is no deep linking to the Cabin page.
When Import Existing is selected from the reservation, the booking that matches the confirmation number is imported and
the user gets the same prompt to Remove Link, Retain Link, or Re-Query Inventory. If Import Existing is selected from the
res card, a new reservation is created.
Note: Live Connect now transmits the following information for Reservations that were pulled from Inventory: Group ID,
Rate Code, Category, Deck, Currency Code, Start Date, Duration (calculated from Start and End dates), Vendor and Ship
Name.
Launch Import Sabre Cruise Group Contracts into Inventory (Sabre Cruises only)
You are now able to import Sabre Cruise Group Contracts into Inventory. The Inventory Manager shopping cart button will
now display two options: Create ClientBase Inventory, and Import Group Contract from Sabre Cruises.
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When the latter option is chosen, the Live Connect screen will launch. Once the user connects to Sabre Cruises, they will
land directly on the Group Contract screen. Users will have the option to link the inventory record to a ClientBase Group if
desired. Import will be possible for all travel categories for which we have Inventory: Air, Cruise, Hotel, Rail, Tour, and
Misc.
There is also an option to import a group contract from Sabre Cruises to the Create Inventory button. Added a Group
Inventory option to the File|Import menu. In Global Defaults|Group List, there is an Inventory Group ID field. If an
Inventory Group has been linked to a Group ID in an Inventory record, the Group ID will display there as well.
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Chapter 17: An In-Depth Look at Vendor and
Service Provider Profiles
This chapter describes how to setup, maintain and use Vendor and Service Provider type profiles.
Introduction
Vendor profiles provide an easily accessible source for an agency to store pertinent information about its travel suppliers.
Tour operators, cruise lines, hotels and car rental companies are some examples of vendor profiles. All the important
details about these vendor are stored in one convenient place that everyone in the office can access. Key information
such as phone numbers, rep contacts, supplier addresses, commission information, specials, preferred vendor status and
cancel policies may be included in the profile.
Service Provider profiles represent the various components of a trip booked through a specific vendor. For example, the
service provider for a Carnival Cruise booking would be the Carnival Destiny. Pertinent details about the Destiny would be
stored in this type of profile and therefore accessible to everyone at the agency. Feedback from other travelers can be
added in and accessed by all agents to better service future clients. Since some service providers could be booked by
multiple vendors once the profile is created, it can be linked to one or more vendor profiles. For example, the Hilton
Hawaiian Village could be booked through Pleasant Holidays or Classic Custom Vacation, etc. and once created as a
service provider, can be associated with all these vendor profiles for easy access to the information. In some cases, a
vendor may also be a service provider, like in the case of the Hilton Hawaiian Village.
Why do we go to such lengths to differentiate between a vendor or service provider? It is so that client comments and
feedback can be attached to specific service provider profiles, and the agency can obtain service provider reports. Instead
of getting a report of how many clients went on a vendor (Carnival for example), obtain a report of how many people
travelled on each of the vendor’s service providers (Ecstasy, Destiny, Triumph, etc.) as well. Also, when entering
reservation information into the ClientBase Res Card, agents can capture vendor level information, and if desired, service
provider level information. For example, an agent can point to the vendor profile for Carnival Cruise Lines while identifying
the vendor for the reservation and can point to the Ecstasy when identifying the service provider.
In the past, agencies kept track of this vendor and service provider information in a variety of ways. Some agents used
rolodexes with vendor and service provider special contact names and lists of phone numbers for each department. Other
agents had folders which included brochures, specials, as well as any communication information they were able to obtain
for each of the vendors and service providers. Still other agents memorized vital vendor and service provider information.
When a customer travels with a particular service provider and feedback information on its services, how is this
information distributed to your agents? Is there one place an agent can go that summarizes what customers felt about a
particular trip or service? With ClientBase, all vendor and service provider information is in one place for all agents. By
creating rich, information-filled profiles for the vendors and service providers, each agent has quick access to this vital
information.
Anatomy of Vendor/Service Provider Profile
A vendor profile in ClientBase stores an unlimited amount of information about your vendors and service providers. To
organize all this information and make it easily accessible to all agents, each profile is made up of seven key areas Toolbar, Header Info, Scrolling Arrows, Indicator Icons, Control Buttons, Information Tabs, and User-Defined Fields.
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Let’s explore each of these seven key areas.
Toolbar
Launch a Website: Click Website to launch the ClientBase Internet Manager and the vendor/service provider’s website.
(You must have entered the website URL in the Website under the communication area.) Copy any information on the
website to keep in the profile by pressing <Ctrl><c> on your keyboard (or right mouse click and copy). Then paste that
data into the profile by pressing <Ctrl><v> on your keyboard (or right mouse click and paste). Make sure to make this
website the Primary website to activate this feature.
Create a Reminder: Click Remind to create a reminder for the vendor/service provider such as checking on brochure
shipment. Fill in the date to be reminded, the priority, reminder type, an optional alarm and finally type in some freeflowing remarks for reference. There is an option to mark this reminder “Private” so that only the creation agent or
SYSDBA can view it. This reminder appears on queries in the activity manager or reports.
Create a Note: Click Note to create a "Post-it" note documenting an important contact had with a vendor/service provider.
By entering the date, time, and subject of the contact, a history of contacts is created which appears in the Activity
Manager or reports.
Create a Mailer: Click Mailer to create a history documenting mailings sent to a vendor/service provider. By entering the
date, time, and subject of the mailer, a "tickler" created which appears in the Activity Manager or reports.
Print: Click Print to print out details of the vendor/service provider profile.
Merge to Label: Click Label to create a label for the vendor/service provider.
Merge to Document Template: Click Letter to merge vendor/service provider name and address to any letter contained
in the document templates. The master of the letter can be customized if desired by the user for a personalized touch.
Merge to E-mail: Click E-mail to merge vendor/service provider’s primary e-mail address into an e-mail screen.
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Header Information
The header conveniently displays pertinent information including the current mailing address, the first five communication
entries captured for this profile, number of Marketing Codes, Primary Contact, Groups, Profile Create Date, Salutation,
Interface ID, and Profile No.
The header displays the first five Communication entries, in the order they are listed on the profile's Communications tab.
If there are not five entries at the profile level, then the primary contact's communications are displayed next, in the order
they are listed on the primary contact's communications tab. If there still are not 5 communications to display, then
ClientBase picks up from the other contacts listed on the Contacts tab, in the order they are listed there, until all five slots
are filled.
The items in the header are clickable. When clicked, the user is taken to that section of the profile. For example, when the
Marketing Codes count is clicked, the Marketing tab opens; when the Primary Contact is clicked, that Contact record
opens.
Scrolling Arrows
The four black arrows provide the ability to move among the profiles included within the current Query. The up arrow
displays the profile (sorted alphabetically by last name) preceding the profile on the screen, and the down arrow displays
the next profile.
Profile Indicators
Indicators to the right of the arrows appear if:
•There is a res card for this vendor (highly unlikely).
There is travel history (either from Trams Back Office or from invoicing in ClientBase) for this vendor/service provider.
•There is an open reminder for this vendor
•If the vendor/service provider has no open reminders or past travel history, no icons appear.
Control Buttons
Close: Only appears if there are no unsaved changes made to the profile and exits the profile.
O.K.: Saves any information that has been added, modified or deleted and exits the profile.
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Apply: Saves any information that has been added, modified or deleted and keeps the profile open.
Cancel: Appears only if the profile has changes that have not been saved, abandons those changes and then exits the
profile.
Information Tabs
Each vendor profile contains the following information tabs: General Info, Communications, Remarks, Agency
Remarks, Marketing, Contacts, Activities, Travel History, Payment History, Attachments, Providers, Groups, and
Res Card Remarks.
Each service provider profile contains the following information tabs: General Info, Communications, Remarks, Agency
Remarks, Marketing, Contacts, Activities, Attachments, and Groups.
See detailed review of each of these tabs in section entitled, Detailed Review of Folders at the end of this chapter.
User-Defined Fields
There are many fields in vendor/service provider profiles that can be customized for agency’s use. While other data entry
fields are labelled in black, user-defined fields stand out because they are labeled in blue. By going into the Global
Defaults|General Setup|User Defined Fields area or simply double-clicking on the blue label before the field, detailed
lists can be created for agent access in the form of drop-down menus. This gives an agency greater flexibility for entering
vendor/service provider information.
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Detailed Review of Folders
General Info Tab
The General Information folder displays vendor/service provider information.
Use the <Tab> key to move from field to field and <Shift><Tab> to move backwards from field to field; or use the mouse
and click the desired field to enter data. The following fields are in the General Information folder:
Type: Indicate the type of profile by clicking the drop-down menu. Choices include vendor or service provider.
Company: Enter the name of vendor/service provider. Any printed reports or labels include the Company name entered
here.
Last Name: Enter last name of primary contact.
First Name: Enter first name of the primary contact.
MI: Enter the middle initial of the primary contact.
Courtesy Title: Mr., Mrs., Mr. & Mrs., Ms., Dr. are all examples of courtesy titles. This field can be customized by going to
Global Defaults|General Setup|User Defined Fields|Courtesy Title or clicking on the blue field label.
Address 1, Address 2: A vendor profile includes an unlimited number of addresses designated as Primary, Bill To, Ship
To, Second Address and Alternate Address. Only one address though may be assigned as Primary, Bill To, or Ship To.
Assuming the address to be captured is the default type of Primary, Bill To and Ship To, then the address fields of
Address Line 1, Address Line 2, Apt/Suite, Zip Code, City, State and Country can be entered right from the main screen.
To capture additional address entries, such as a second address or alternate address, click Additional Addresses.
Apt/Suite: Enter the appropriate unit number.
City/State/Zip: Enter the city/state/zip data. These fields can be customized by going to Global Defaults|General
Setup|User Defined Fields|City/State/Zip or click on the blue field label.
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PROFILE STATUS
Create Date/Create User: These fields default to the system date and the user logged in at the time the profile is created.
Both can be modified, but can be disabled by the database administrator. Agencies use this field to query for new
customers so that “Welcome to the Agency" letters can be mailed. These fields can also be used to query for
management reports reflecting user productivity in creating new client profiles.
Last Modified User/Last Modified Date: This area indicates the last time a profile was modified and by whom.
Profile Status: Indicate whether a customer profile is active or inactive by choosing from the drop-down menu. By default
all profiles start with an active status. An inactive status has been included, since you cannot delete a profile that has
invoices and payments attached. When querying, only profiles marked as active are included in the search, but you can
perform a Level 2 search to view inactive profiles.
ADDITIONAL INFO
Branch No.: For agencies with multiple branches, enter the branch number (if applicable) from the drop-down menu.
Interface ID: In order to easily and consistently identify an existing customer or vendor within different applications used
within the agency (ClientBase, your GDS, your Back Office etc.), a unique ID should be assigned to each profile. This ID
is called the "Interface ID". As an example, this field is associated with the interfacing of records generated from the GDS
(Front Office) to the agency accounting system (Back Office). If your agency works with client or vendor data within
multiple systems then we strongly suggest creating a unique Interface ID for each profile. This field can be set as
Required and a default Value can be automatically assigned when new profiles are created (see chapter Setting Up
ClientBase for Your Agency).
Salutation: The name used to greet the vendor/service provider contact; for example, if Mr. Henry Wilkenson likes to be
called “Hank,” enter Hank in this field. If Mrs. Emily Anderson likes to be called “Mrs. Anderson,” enter Mrs. Anderson in
this field.
VENDOR INFO
Vendor ID: The Vendor ID field is used exclusively to capture a consortium or marketing code for data roll-up purposes.
Note: This is not the place to enter an Interface ID or a Live Connect Vendor code. The Interface ID field is where the
Interface ID should be entered. To enter a Live Connect Vendor code, click Live Connect and link it to the Live Connect
Provider and enter a Vendor Code based on the specifications contained in the directions for setting up the Live Connect
provider.
Airline No: For airline vendor profiles, the three letter airline code goes here.
Preferred: If this is a preferred vendor/service provider, indicate this by checking the box.
Travel Category: Enter the Travel Category (if applicable) from the drop-down menu. A selection here shows up in the
Traveler/Contact area of a client profile in the "preferred" vendors tables. This field is also used to automatically populate
the default Travel Category for this vendor within a reservation in a Res Card. If there is more than one Travel Category
assigned to the vendor profile, the Travel Category defaults to the first Travel Category in the list for that vendor when
selecting a vendor in a reservation. If there is no Travel Category assigned to the vendor profile, the reservation defaults
to the Travel Category of Cruise in the reservation.
Live Connect: This set-up area is for agencies to use Live Connect in the Res Card. Save time and improve efficiency by
passing selected client information to the booking engine, then electronically pass back reservation details and
automatically complete the reservation form with what’s been booked. For complete instructions on how to use Live
Connect, please refer to the chapter entitled, Using Live Connect in ClientBase.
Vendor Commission %: This field is shared with the vendor commission default in Trams Back Office (TBO). The vendor
commission % field is used to default the commission in a reservation record when this vendor profile is used.
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Communications Tab
If you were on a previous version of ClientBase, communications have been moved out of the General Info tab of the
Contact record into its own tab. The Primary Phone, Primary E-mail, Primary Fax, and Primary Web are now displayed in
the list of Contacts on the Contacts tab in the profile. The first Communication entry of a given type is marked as the
Contact's Primary (Primary box checked). Subsequent communication entries of that type default to unchecked.
By using the radio button on the top of the results screen, users can filter to view only one communications type at a time.
Profile-level communication entries are displayed first, followed by the communications that are assigned to contacts.
Contact communications are in the order that the contacts are listed in the Contacts tab. Profile level communications can
be sorted using the blue arrows on the right side of the screen. These arrows are disabled when a Contact communication
entry is selected.
Add, Modify, or Delete a communication entry. Deleting a communication entry works the same as before, unless the
Contact is linked to more than one profile. In that case, the user is warned, This traveler is associated with multiple
profiles. Deleting this communication will remove entry from those profiles also. Delete?
ADDING A COMMUNICATION ENTRY
Click Add to start:
Contact: Select the name of the contact from the drop-down. When adding a communication entry from the Contact level,
there is no option to change the contact name by drop-down.
Type: From the drop-down select the communication type - Phone, Fax, E-mail, Web Site, Facebook, Twitter, LinkedIn, or
Google+. (The standardized format for telephone, fax, e-mail and website entries in ClientBase provides a platform upon
which these numbers can be quickly moved among toolbar icons such as merging to e-mail, or merge to PNR.)
Each phone entry has a forced canonical country code and area code for the benefits of standardization described above.
The prefix and suffix fields of the phone number field remain free-flow to accommodate foreign numbers. Maintain a
default country code and area code in Global Defaults|Profile Defaults |Communication Defaults. When entering new
phone entries, if the country code and area code is not completed, the system defaults to the country code and area code
in the Global Defaults.
Example Formats for capturing user's social media information:
Facebook: For a profile - facebook.com/username (facebook.com/JohnSmith); For a page - facebook.com/page name
(facebook.com/SabreTravel)
Twitter: Twitter.com/username (Twitter.com/JohnSmith)
Linked In: linkedin.com/pub/8/b8a/205
(Numerical string in the URL is the Linked In ID)
Google Plus: plus.google.com/117474227900375467167
(Numerical string in the URL is the Google+ ID)
Just like all other communication types, social media communication types have a Marketing Permission checkbox.
Marketing Permission is checked by default.
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The social media Communication Types are in the Level 2 and Level 3 queries.
Primary: One entry for each of these types can be designated as primary. Though an unlimited number of entries can be
stored and viewed, the primary entries are marked with an asterisk on the main screen and included in export routines
and used for merge to e-mail.
Marketing Permission: All current e-mail addresses within the database default to this field being checked if setup by the
database administrator in Global Defaults|Profile Defaults|Communication Defaults. On an e-mail entry by e-mail
entry basis, choose to leave it checked or unchecked. This marketing permission checkbox is accessible through the
global modify feature. So if you want the existing e-mail entries to have this permission marketing field unchecked, use
global modify.
Invalid: This area is for use by a marketing organization or marketing person within the agency that has received
something back as undeliverable. Rather than deleting the address or e-mail entirely from the database without the proper
research, the marketing person can check the Invalid box signaling the fact that the agent should look into this further, but
leaves it to the agent to determine how to update. Level 2 and Level 3 Profile Manager Queries have been updated to
include the ability to filter profiles based on this address or e-mail Invalid status. Agencies should use these queries
periodically to see if they have any Invalid addresses or e-mails that need updating. In the meantime, any addresses and
e-mails with this Invalid setting will still be included in all Merge To features and reports.
Need to copy a communication’s entry? Right-click on the entry and select Copy Phone, Copy E-Mail, or Copy Fax. Then
paste the entry into other applications as needed.
Remarks Tab
The remarks folder provides a full-page view of the unlimited remarks and enables tremendous flexibility for entering
comments into each vendor/service provider profile. The only limitation in the Remarks folder is the amount of available
disk space.
View any miscellaneous comments from this screen. This area includes a mini-word processor with which an agent may
customize free-flowing remarks:
Agency Remarks Tab
Here is another area where unlimited, free-flowing agency remarks can be entered. Whenever agents use this profile,
they can access what other agents have written about this vendor or service provider. Such information is valuable so that
each agent benefits from the collective experience gained by all customers and agents.
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Marketing Tab
The Marketing Tab provides a way to track vendors by adding data about the supplier in a manner that agents can Query.
For example, in the A & K profile, check off destinations that can be booked for this vendor, or a budget category this
vendor falls in, or the type of travel this vendor sells. Then when searching for a vendor that meets the client's
requirements, an agent can Query on these specific Marketing Codes.
When first installing ClientBase, default marketing tables and codes are located in the marketing tab. These default
tables/codes can be modified, enhanced, or deleted. The default tables are included to give users basic ideas about what
information might be effective. For instructions on tailoring user-definable Marketing Tables and Marketing Codes, please
refer to the chapter of this manual entitled, Setting Up ClientBase for Your Agency.
To select and insert marketing codes into a Vendor/Service Provider profile, use the up and down arrows to scroll
between tables. Select the codes which apply by clicking in the box on the left hand of each category. A summary of
Marketing Tables and Codes applicable to this Vendor/Service Provider is displayed on the left hand side of the screen.
To de-select Marketing Codes, simply uncheck each box.
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Contacts Tab
The Contact folder is designed for detailed information on specific individuals who are key contacts with a vendor/service
provider. The blue up-and-down arrows allow re-ordering the list of contacts. Vendor profiles have a "Reset Sorting"
button which returns the list to alphabetical order. By highlighting a particular contact, you’ll be able to see any remarks
entered in the contact record.
Add a new traveler/contact by clicking Add. When a user adds a new contact record, the database is first automatically
searched for any existing travelers/contacts that match. If a match is found, the user can select the existing contact from
the list presented and click Link to link the existing traveler/contact. They may also click Cancel to return to their new
traveler/contact.
When clicking OK again, the new traveler/contact is created. Any data that was entered while creating the new
traveler/contact that did not exist in the linked traveler/contact record will be transferred.
Example: An agent enters a passport number when entering a new traveler/contact. The agent clicks OK, and search
finds an existing traveler/contact record, but the existing record does not have a passport number. When the agent selects
the matching traveler/contact record, and data from the traveler/contact record is populated on the screen, the passport
information that was missing is now completed also.
Conversely: If data was entered and the existing traveler/contact record contains information in that field, the existing
traveler/contact data is retained. Example: Agent enters First Name, Last Name, and a birthdate of July 1, 1960, and then
clicks OK. The traveler/contact Search results screen appears, and the agent decides to select one of the existing
traveler/contact records. The existing traveler has a birthdate of April 12, 1965. The existing birthdate information
overwrites the one the agent entered. (Users can always go back and edit if the original information was incorrect.)
To modify or enhance a contact, click Modify while the name is highlighted. If Unlink is clicked for a traveler/contact that is
not linked to any other profiles, then a prompt is presented warning that the traveler/contact will be deleted completely. If
Unlink is clicked for a traveler/contact that is linked to more than one profile, then a confirmation prompt is presented,
advising that the traveler/contact will continue to exist in the other linked profiles.
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By click the Search button, you can search for a contact that is located in another profile and attach the contact to this
profile as well.
TRAVELER/CONTACT RECORD
There are 8 tabs of information in a traveler/contact record - General, Communications, Addresses, Advanced Contact
Info, Cards, Travel Preferences, PNR Entries, and Associated Profiles. Let’s take a look at how to organize information for
each traveler/contact by going through each field of the add/modify screen.
Notice the header in the Traveler/Contact record, similar to the header of a profile. It displays Contact Name, Address,
Communications, Salutation/Nickname, Relationship/Position, Department, Age, Primary Traveler indicator, Associated
Profiles, and Birthday and Expired Credit Card/Passport notification icons.
These two icons in the header are visual alerts of important dates:
.A birthday present icon appears during the traveler's birthday month and disappears once the birthday month has
passed. A red exclamation point icon appears if the traveler has an expired passport or credit card. Clicking on the
exclamation point icon takes the user to Card record if it's an expired credit card, or to the Advanced Traveler Info tab if
it's an expired passport. The icon disappears when the expiration date is updated.
GENERAL TAB IN CONTACT RECORD
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Position: By choosing from a drop-down menu, these user-definable items can be inserted.
Courtesy Title: Mr., Mrs., Mr. & Mrs., Ms., Dr. are all examples of courtesy titles.
First Name: Enter the legal first name of the contact in this field. This provides correct information for booking purposes.
Middle Name*: Enter the legal middle name (for international traveling purposes).
Last Name: Enter the legal last name of contact.
Gender*: Select contact gender from the drop-down menu.
Citizenship*: Enter contact’s citizenship from the user-definable drop-down menu.
Birthdate*: Enter contact’s birthdate including month, day and year, or any combination of those date fields. (If agent
knows only month, enter it - you can query the database by month and send out birthday cards!)
Age: The Age field is auto-calculated based on the entries in the Birthdate fields. To auto-calculate the age, a year must
be captured within the Birthdate and calculates based on the current date and the following logic:
- If a year but no month and day is captured, the Age is calculated based on Jan 1st of the birth year.
- If a month and year but no day is captured, the Age is calculated based on the 1st of the birth month and year.
- If a day and year but no month is captured, the Age is calculated based on Jan as the birth month.
Salutation/Nickname: This field allows a salutation or nickname to be entered for each contact. The Salutation/Nickname
can be viewed in the Profile Manager results by adding the column to the Query screen.
Department: In profiles, there is a field to enter the contact’s department.
Primary Contact: Click here if this is the primary contact for this profile. By default, the box is checked for the contact
added to the profile, designating them as Primary. For subsequent contacts added, the box is unchecked by default. If a
user checks the box when adding a new contact, making them Primary, the box automatically will be unchecked for the
original primary contact. There can be only one Primary Contact per profile.
Remarks: Enter unlimited free-flowing information pertaining to this contact.
COMMUNICATION TAB IN CONTACT RECORD
By using the radio button on the top of the results screen, filter to view only one communications type at a time. Sort
communications using the blue arrows on the right side of the screen. Add, Modify, or Delete a communication entry.
Deleting a communication entry works the same as before, unless the contact is linked to more than one profile. In that
case, the user is warned, This contact is associated with multiple profiles. Deleting this communication will remove entry
from those profiles also. Delete?
ADDING A COMMUNICATION ENTRY
Click Add to start:
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Type: From the drop-down select the communication type - Phone, Fax, E-mail, Web Site, Facebook, Twitter, LinkedIn, or
Google+. (The standardized format for telephone, fax, e-mail and website entries in ClientBase provides a platform upon
which these numbers can be quickly moved among toolbar icons such as merging to e-mail, or merge to PNR.)
Each phone entry has a forced canonical country code and area code for the benefits of standardization described above.
The prefix and suffix fields of the phone number field remain free-flow to accommodate foreign numbers. Maintain a
default country code and area code in Global Defaults|Profile Defaults |Communication Defaults. When entering new
phone entries, if the country code and area code is not completed, the system defaults to the country code and area code
in the Global Defaults.
Example Formats for capturing user's social media information:
Facebook: For a profile - facebook.com/username (facebook.com/JohnSmith); For a page - facebook.com/page name
(facebook.com/SabreTravel)
Twitter: Twitter.com/username (Twitter.com/JohnSmith)
Linked In: linkedin.com/pub/8/b8a/205
(Numerical string in the URL is the Linked In ID)
Google Plus: plus.google.com/117474227900375467167
(Numerical string in the URL is the Google+ ID)
Just like all other communication types, social media communication types have a Marketing Permission checkbox.
Marketing Permission is checked by default.
The social media Communication Types are in the Level 2 and Level 3 queries, as well as the Client Survey report.
Primary: One entry for each of these types can be designated as primary. Though an unlimited number of entries can be
stored and viewed, the primary entries are marked with an asterisk on the main screen and included in export routines
and used for merge to e-mail.
Marketing Permission: All current e-mail addresses within the database default to this field being checked if setup by the
database administrator in Global Defaults|Profile Defaults|Communication Defaults. On an e-mail entry by e-mail
entry basis, choose to leave it checked or unchecked. This marketing permission checkbox is accessible through the
global modify feature. So if you want the existing e-mail entries to have this permission marketing field unchecked, use
global modify.
Invalid: This area is for use by a marketing organization or marketing person within the agency that has received
something back as undeliverable. Rather than deleting the address or e-mail entirely from the database without the proper
research, the marketing person can check the Invalid box signaling the fact that the agent should look into this further, but
leaves it to the agent to determine how to update. Level 2 and Level 3 Profile Manager Queries have been updated to
include the ability to filter profiles based on this address or e-mail Invalid status. Agencies should use these queries
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periodically to see if they have any Invalid addresses or e-mails that need updating. In the meantime, any addresses and
e-mails with this Invalid setting will still be included in all Merge To features and reports.
ADDRESS TAB IN CONTACT RECORD
Contacts can only have one address. Contact Address fields were also added to Select Columns and Sort By Columns in
Profile Manager query results screens.
Address Line 1: Enter an address line for this contact.
Address Line 2: Enter an additional address line if applicable for this contact.
Apt/Suite: Enter the apartment of suite number.
Zip Code: Enter zip code. This Zip Code entry auto-populates the City and State fields if this is set up in User Defined
Fields, as it does in Profile-level addresses.
City: Enter city.
State: Enter state.
Description: Free-flow a description for this address.
Marketing Permission: Contact addresses have their own marketing permission checkbox, which defaults to checked.
ADVANCED CONTACT INFO TAB IN CONTACT RECORD
Passport Number: For up to 2 passports, enter traveler’s passport number.
Expiration: Enter contact’s passport expiration date. This is a great field to Query on to send out letters alerting
customers that passports are about to expire.
Issue Date*: Enter contact’s passport issue date.
Issuing City*: Enter contact’s passport issuing of origin from the user-definable drop-down menu).
Issuing Country*: Enter contact’s passport issuing country of origin from the user-definable drop-down menu.
* Heightened security has increased the amount of traveler information agencies need to collect for international travel
bookings:
Redress Number/Known Traveler Number: Use this area for TSA numbers assigned to contact.
Emergency Contact: Emergency Contact information includes Name, Phone Number and a Miscellaneous text field to
capture any additional information about the emergency contact such as the relationship to the Contact.
CARDS TAB IN CONTACT RECORD
Enter frequent flyer, credit card, cruise program, and miscellaneous card information pertaining to this contact. All cards
entered at the contact level also appear within the listing of cards at the profile level. Click Add to enter a new card:
Card Type/Card Code/Card Description: Card types are Credit Card, Frequent Flyer, Hotel Program, Car Program, Car
Program, Cruise Program, Other and Discount Card.
The Discount Card in the drop-down list of cards that can be selected in the Cards tab for use with discount programs
such as AAA Memberships, AARP, etc. This card type is formatted exactly like all other card types (name, card type, card
code, card description, number, expiration, etc.). By entering the Card Code, the Card Description is auto-filled.
Merge to PNR: By default any new credit card entries default to Use Global PNR Rule. With this setting credit cards
continue to merge as they have in the past based on the global credit card PNR Rule. If this Merge to PNR setting is
changed to Always, then regardless of the global PNR Rule for credit cards, the credit card defaults to being selected on
the Merge to PNR Selection Screen. If this Merge to PNR setting is changed to Optional, then regardless of the global
PNR Rule for credit cards, the credit card defaults to not being selected on the Merge to PNR Selection Screen. This
feature gives you the ability to set the Always/Optional setting at the credit card entry level as well as the Global Defaults
level.
Card Number/Expiration: Enter the Card Number without dashes and use the last day of the month it expires
(Expiration) in the correct year.
Issued by/Remarks: These are optional fields to put additional data.
Name on Card: The name on the card should default to the traveler’s name. If someone else’s name is on the card,
change it here.
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Upon saving or editing Credit Card numbers, ClientBase validates the card number. Note: Upon saving or edit a
credit card number, ClientBase now validates the card number. If the number is invalid, a prompt occur: The credit card
number entered appears to have a typographical error or it is not a valid credit card. Do you want to continue saving this
record? This prompt serves as a warning that there may have been a data entry error (typo).
Selecting YES saves the card As Is.
Selecting NO returns user to the card number field.
When editing an existing card number, validation does not occur unless the card number field is modified. Validation
occurs in Profile Cards Tab, Invoice Form of Payment Credit Card and CC Merchant, Invoice Booking Payment Credit
Card and CC Merchant, Reservation Payment Due Date tab, Receipt Form of Payment CC Merchant FOP.
***Valid credit card numbers with spaces do not prompt
***Valid credit card numbers with letters (VI1234123412341234) do not prompt
***Valid credit card numbers with expiration date after a slash (CA5458004519231383 /1109) will not prompt (although we
do not recommend entering the expiration date in the CardNumber field.)
TRAVEL PREFERENCES TAB IN CONTACT RECORD
Under this tab each travel category appears in a new tree view. Travel Categories are listed in the tree on the left side and
Travel Preferences for each are on the right. This gives the ability to capture travel preferences globally by Travel
Category, but also the ability to capture travel preferences for each preferred Vendor. It is not mandatory to have
preferred preferences for a preferred vendor. It is also not mandatory to select preferred vendors for a client.
Click the Travel Category name to view and/or set up global travel preferences for the category. Preferences set up for
the travel category will automatically default as the preferred preference for each preferred vendor selected for that
category, however, the vendor preferences can be modified.
To add a preferred vendor, click the Add button at the bottom of the Travel Category tree. A Find Vendor screen is
displayed. Select the Travel Category and the Vendor and click OK. Preferences are shown for the vendor based on the
default preferences for the Travel Category. Make adjustments to the preferences as needed.
A new field, Desirability is available in preferences for future use with Sabre Graphical Profiles. The Desirability field is
displayed when adding or viewing a preferred vendor. Desirability options appear as a drop down to select from.
Selections are: Do Not Use, Dislikes, No Preference, Favorable, and Very Favorable.
All Travel Categories now use the user defined field Special Options. For Air Preferences, Meal Preferences is named
Meal Type which links to a Meal Code field that was also added. Air Craft Type is available as a preference. For Cruise
Preferences, Ship Name and Departure Port are available as User Defined fields and are displayed as preference
options. When using contact columns in queries, the default global preferences are displayed in the query.
PNR ENTRIES TAB IN CONTACT RECORD
In order to capture contact-related PNR entries (such as general remarks, special meal requests, air/car/hotel preference,
UDID’s, etc.), a tab is included in the contact record for leisure and corporate client profiles.
ASSOCIATED PROFILES TAB Contact Record
This tab allows the user to view all the profiles that a given contact is linked to. By clicking Open, user has the ability to
hop into another profile.
Linking a Contact Record to Another Profile
In ClientBase, you have the ability to link a traveler/contact record to multiple profiles. All data captured within the
traveler/contact record is linked to the new profile.
Linking a Traveler/Contact Record:
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1) Retrieve the desired profile to which you want to link a traveler/contact record. For example, you may want to link a
leisure traveler/contact to a Corporate profile.
2) Click the profile Traveler/Contact tab and Search.
3) Type in at least 2 pieces of data in the search fields and Search.
4) When the traveler/contact result comes up, click Link.
5) All the traveler/contact data is now in the new profile.
TIPS: Search by phone or e-mail address alone, or in combination with any of the name fields. If searching by name only,
users must enter something in at least two of the three name fields.
Examples:
**User enters First Name of Ken and an e-mail address of [email protected] Ken Able, who has that address, is
returned; Ken Jones, who does not have that e-mail address, is not.
**User knows the last name, but isn't sure exactly how the first name is spelled. He enters First Name A and last name
Smith. All Travelers whose first name starts with A (Alice, Anne, Alex,) and last name starts with Smith (Smith, SmithJones) are returned.
**User knows that Mary Anne Jones has married, but doesn't remember the Traveler's new last name. She enters First
Name Mary and Middle Name Anne. All Travelers with that first and middle name are returned.
**User knows the traveler's phone number and enters (650) 555-1212. All travelers with that phone number are returned.
Activities Tab
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Any agent can see the history of contacts made with a specific vendor/service provider by clicking the Activities Tab.
This tab displays a complete history of all contacts associated with this specific vendor. Included are Notes (record of
interaction with vendor), Reminders (record of scheduled past and future activities) and Mailers (record detailing mailings
sent to this vendor). To add a new Note, Reminder or Mailer, click Add; to modify or enhance a Note, Reminder or Mailer;
click Modify; or click Delete to remove it.
Notice the radio buttons located directly above the activities results screen. This allows for quick filtering of the results
appearing in this tab. By default ALL Activities are displayed, but options for viewing just Mailers, Notes, Reminders, or
Open Reminders are available. Notice any remarks for the activity displayed to the right for each highlighted entry.
Travel History Tab
From this window, agents can easily review past travel purchases. Since invoices in Trams Back Office only point to a
vendor and not service providers, this tab only appears in the vendor type profiles. The Travel History folder lists invoices
generated either in TBO or ClientBase. Performs customized queries to display invoice/travel history. Imagine each agent
being able to see what vendor sales were made by the agency in the past, including the sum total of those sales, the
average booking amount, and the total commission earned by the agency as a result of those sales — fast!
Fill in the following fields to obtain specialized queries:
Sort: Enter how data is sorted by using the drop-down menu to select Issue Date, Depart Date, Travel Category, Traveler
Name, Agent, Invoice #, Invoice Type, Invoice Status.
Trvl Cat.: Enter the travel category from drop-down menu.
Issue Date: Enter the from and to issue date by clicking the drop-down menu. Click Run Query to display desired query.
By clicking Custom Query, a more detailed Query can be setup. Fields to Query on include the Booking Fields: Vendor,
Travel Category, Total Fare Range, Agent Name, Ticket/Confirmation #, Traveler/Contact Name and Depart Date Range.
Invoice Fields to Query on include: Client, Invoice No., Invoice Type, Invoice Status, and Issue Sales Date Range.
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Hide Commission Totals: By default, this box is unchecked. Once checked, the red Commission numbers in the header
are hidden. The checkbox setting is "sticky" - once checked, it remains checked for all profiles until it is unchecked. The
Commission column is not hidden; customers who are using this setting may wish to drag that column off to the right in
order to conceal it.
Quick Tips: Want to see the payment for a particular invoice quickly? Right-mouse click on the invoice line, and View
Payments for this Invoice number. Or access the Res Card for the invoice you have selected by clicking the Go to button.
Payments Tab
View actual payment information Trams Back Office program including receipts and disbursements. Fields include dates
paid, amounts, check numbers. Agents can now easily find out if a payment has gone out to a vendor or if a commission
check has come in from a vendor. (Since payments in TBO only point to vendor profiles, not service providers, this tab is
only available in vendor type profiles.) To limit access to this information for users in your office, use User Logins to
disable this, or any profile tab.
When this tab is opened, it automatically reveals payments made to or received from the vendor. To sort the list, click
Custom Query, fill in specific criteria and click Run Query to have specific payment info displayed. Fields include
Check/CC No; Amount; Date Range; Payment Type and Payment Method.
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Attachment Tab
To enhance the amount and type of information accessible in a ClientBase profile, a feature is included in all profile types
allowing you to point to other files available on a local or network drive. These files are referred to as Attachments.
Attachments are listed alphabetically by Description, and can be sorted from the drop-down menu by Description, File
Name, Directory Path, Computer Name, Original File Source, Compressed Size, File Date/Time, or Modified Date/Time.
To add a new attachment click Add, and Browse for Attachment to identity the file path of the file. The file path includes
the drive where the file is located, any directories or sub-directories, and the name of the file. Choose to compress the file
by clicking Compression. Enter a brief description of the attachment, if desired. When retrieving a profile and viewing
attachments, the attachments are listed alphabetically by Description.
Note: Although these file paths are created from one workstation, they are saved as part of your ClientBase database and
so accessible from any ClientBase workstation.
To view a saved attachment, highlight the attachment, and click Open Attachment or double-click on attachment to open.
ClientBase uses Windows association to view the file type, load the appropriate software, and retrieve the specified file.
Every file has an extension (e.g., .doc, .jpg, .bmp, .html, etc.) that must be associated with a specific Windows software
program such as MS Word, Paint Shop Pro, Internet Explorer, etc. to be viewed. Although this association is created
automatically by Windows when various software programs are installed, if a workstation does not have a software
program associated with the type of file an attachment is pointing to, then the file cannot be viewed from the attachment
created in ClientBase.
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Modifications to a file launched from ClientBase attachments can be saved automatically back into ClientBase. If an
attachment is opened and then modified and saved, upon closing the attachment you land on the attachment settings
window. Clicking OK from this area saves the newly modified file back to ClientBase. Click Delete, while the name is
highlighted, to remove an attachment. Save As Attachment allows you to save a copy of the attachment into another file
location.
Providers Tab
This tab only appears in vendor type profiles and allows your agency to link any number of service provider profiles to a
vendor profile. For example, if you are working on creating a rich profile for Carnival Cruise Lines and would like to link the
Ecstasy service provider to the vendor profile, this is where to accomplish this. To link a service provider to this vendor,
click Add, and a list of all vendors and service provider profiles appears for selection. Click OK to save. To modify a link to
an existing provider, click Modify and click Delete to remove the link to this vendor. To view the profile details for any
service provider linked to the vendor, highlight the service provider then click Go to Provider Profile.
Groups Tab
Profiles may be associated with a specific group that has been created by the agency. There is no limit to how many
groups one profile may be associated with. Enter a group(s) to which this vendor belongs by clicking the drop-down menu
item after clicking Add. This group table is shared with Trams Back Office. Customize these items by going to Global
Defaults|General Setup|User Defined Fields|Groups: Vendor, or by clicking the group blue field name in the profile. To
add a new group to the vendor’s profile, click Add; to modify or enhance an group, click Modify; and Delete to remove it.
Res Card Remarks Tab
Whenever an invoice, itinerary, trip proposal, or trip statement is printed involving this vendor, enter these profile level Res
Card Remarks to print accordingly. For example, if you would like Carnival's specific cancellation policy to print on any
invoice that involves Carnival, add Carnival's policy here. You can also capture client specific or agent specific Remarks
as well within the Client and Agent profile tab called Res Card Remarks.
Click Add and complete following fields:
Description: Enter a brief 15 character description of the Remark.
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Always Print: Place a check here if you would like these remarks to print by default. Leave this field unchecked if you
would like to force the user to select this remark to print at the time of printing the document.
Include Remarks On: Create different remarks for different documents. Select which document you would like to include
this remark by placing a check within Invoice, Trip Proposal, Itinerary, Trip Statement or Receipt.
Remarks: Enter your free flow remarks here. There is no limit to the number of characters.
Add multiple remarks for each profile and arrange the desired ordered by highlighting a remark from the listing and
clicking the blue arrows to move it up or down in position.
Click OK to Save.
Note to Trams Back Office Users: When an invoice has Vendor Res Card remarks, those remarks are now included on
the TBO booking field Vendor Remarks.
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Chapter 18: An In-Depth Look at Agent Profiles
This chapter familiarizes you with how to setup, maintain and use Agent Profiles.
Introduction
Why would you want to keep an in-depth profile on each of your agents? Personnel and resource information are two
reasons that immediately come to mind. Other examples include emergency contact information, payroll and tax
information, and to track expertise. For example, you just had a hot special interest scuba dive special land on your desk.
You know you have several customers with an interest in scuba diving, but can’t recall if any of your agents have any
expertise with this niche. If you have carefully maintained your agent profiles, you can simply set scuba diving as one of
the marketing filters in your Query and run an agent report. Quickly identify just the right agent to lead your group.
Anatomy of an Agent Profile
Agent profiles in ClientBase store an unlimited amount of information about agent entities. To organize all this information
and make it easily accessible, each profile is made up of seven key areas (Toolbar, Header Info, Scrolling Arrows, Control
Buttons, Information Tabs, and User-Defined Fields).
Let us explore each of these seven key areas:
Toolbar
Create a Reminder: Click the Remind icon to create a reminder for the agent. An agent reminder might be a personal
reminder that appears on her to-do list, such as remembering to attend a CTC meeting. Fill in the date you wish to be
reminded, set the priority, reminder type, set an optional alarm and finally type in some free-flowing remarks for reference.
There is an option to mark this Reminder “Private” so that only the creation agent or SYSDBA can view it. This reminder
appears on queries in the Activity Manager or reports.
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Create a Note: Click the Note icon to create a note documenting any contact you have with an agent. By entering the
date, time, and subject of the contact, a history of contacts is created that appears in the activity manager or on reports.
Create a Mailer: Click the Mailer icon to create a mailer documenting mailings you have sent to an agent. By entering the
date, time, and subject of the mailer, a history of mailers is created that appears in the activity manager or reports.
Print: Click the print icon to print out details of the agent profile.
Merge to Label: Click the label icon to create a label for the agent.
Merge to Document Template: Click the letter icon to merge agent name and address to any letter contained in the
document templates. The letter can be customized by the user to add a personalized touch.
Merge to E-mail: Click the e-mail icon to merge agent’s primary e-mail address into an e-mail screen. Complete the email.
Header Information
The header conveniently displays pertinent information including the current mailing address, the first five communication
entries captured for this profile, number of Marketing Codes, Primary Contact, Groups, Profile Create Date, Salutation,
Interface ID, and Profile No.
The header displays the first five Communication entries, in the order they are listed on the profile's Communications tab.
If there are not five entries at the profile level, then the primary contact's communications are displayed next, in the order
they are listed on the primary contact's communications tab. If there still are not 5 communications to display, then
ClientBase picks up from the other contacts listed on the Contacts tab, in the order they are listed there, until all five slots
are filled.
The items in the header are clickable. When clicked, the user is taken to that section of the profile. For example, when the
Marketing Codes count is clicked, the Marketing tab opens; when the Primary Contact is clicked, that Contact record
opens.
Scrolling Arrows
The four black arrows provide navigation to move among the profiles included within the current Query in the results
screen.
Profile Indicators
Indicators to the right of the arrows appear if:
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There are res cards for this agent
Travel History indicates this agent has invoice history
An open reminder alerts of some future action is scheduled to take place.
If the Agent has no open Reminders or past Travel History, no icons appear.
Control Buttons
Close: Takes you out of the profile and only appears if there are no unsaved changes made to the profile.
O.K.: Saves any information that has been added, modified or deleted and exits the profile.
Apply: Saves any information that has been added, modified or deleted and keeps you in the profile.
Cancel: Appears only if the profile has changes that have not been saved, abandons those changes a