Track client interactions to build stronger relationships. By recording details like preferences and special requests, you can offer more personalised experiences. For example, remember a client's favourite coffee or dietary needs for future interactions.
Accessing this feature
From your main dashboard, look for the Clients option in the left-hand menu. Click on it. You'll then see a list of all your clients. Find the client you'd like to view or add an activity for and click on their name. This will take you to their individual client profile page. Once you're on their profile page, you'll see several tabs across the top. Look for the tab labelled Activities and click on it. Here, you'll see a timeline of all the recorded interactions for that particular client.
How to use it
Adding a new activity
Make sure you're on the Activities tab of the client you want to update.
Click the + Add New Activity button.
A form will appear. Record the details of your interaction:
Date & Time: This will usually pre-fill with the current date and time, but you can adjust it if you're logging an activity that happened earlier.
Activity Type: Click on the drop-down menu and choose the type of interaction it was – for example, 'Phone Call', 'Email', 'In-Person Meeting', 'Social Media Message', or 'Internal Note'.
Subject: Give your activity a short, clear title. Something like "Tour Enquiry follow-up" or "Dietary requirements for July booking".
Notes: Write down all the important details from your interaction. What was discussed? Did they mention any special requests, preferences, or concerns? Did you make a promise or agree on a next step? The more detail, the better!
Next Steps (Optional): If there's something you or your team needs to do next, add a note here. For example, "Send brochure for Blue Mountains tour" or "Follow up in 3 days".
Once you've filled everything in, verify it to make sure it's all correct.
Finally, click the Save Activity button.
Your new activity will now appear in the client's activity timeline, keeping their history nice and organised.
Tips
Log immediately: The best time to log an activity is right after it happens! Details are fresh in your mind, and you're less likely to forget anything important.
Be specific: Instead of "Called client about booking," try "Called client – confirmed dietary needs (vegetarian, no nuts) for 2 adults, 1 child. Discussed early check-in possibility (will confirm by email tomorrow)." More detail means more value!
Use it for personal touches: Before you call or email a client, quickly glance at their activity history. You might find a note about their last visit, a special request, or even a personal anecdote they shared. This helps you start conversations with a personalised touch, like "Welcome back, [Client Name]! How was your trip to [Previous Destination] last year?"
Train Your Team: If you have staff, make sure everyone understands the importance of logging activities and knows how to use the guide consistently. A shared, up-to-date record benefits everyone.
Spot Trends: Over time, reviewing activities can help you spot common questions, feedback, or issues. This can be very useful for improving your services or updating your FAQs!
Plan Ahead: Use the 'Next Steps' area to set reminders for yourself or your team. This ensures important follow-ups don't get missed and clients always feel cared for.
Need help?
For further assistance, contact us at [email protected]