There's no reason for you to waste time with the details of client management. Get the sale, explain that your team will assist with the details, then get back out there and snag the next big deal!!
Once you get a client booked, your coordinator will create a full invoice with your company branding explaining each and every inclusion in the package as well as the final payment date. This will be sent to you for review prior to going to the client.
Stop sending the vendor itineraries with someone else's branding and contact information. Your coordinator will create one simple itinerary that includes all of the confirmation numbers, reservation details, and contact information, complete with your company branding. You will be sent everything to double check it before sending it to the client.
Your coordinator will work with your clients to obtain photos of their passports and input the information into your systems, of course taking the time to double check the expiration dates. They will help clients obtain a passport if they do not already have one and they will run a report every month to check on passport expirations. They will also reach out to those clients who need a new passport and offer to help facilitate the process.
If you are part of a consortia or any other group that may offer additional amenities at hotels, your coordinator will look up those details and reach out to the hotel to confirm the amenities. Once the hotel has confirmed they are applicable in writing, your coordinator will reach out to you so you can deliver the good news!
Clients expect and deserve full travel packages, but booking dinner reservations and finding the right excursions can be time consuming and it offers little additional income. Your coordinator will work with your clients to make sure their itinerary is as full as they'd like! (Your input is of course, always welcome!)
You never know when something will happen. Give your clients an extra peace of mind by ensuring they have the proper emergency contact information on hand. Your coordinator will obtain this information and ensure it is up to date with every trip they take!
If you've booked a cruise, your coordinator will set-up price alerts. If the price of the cruise drops before final payment, you can call your client and be the hero! Don't forget to charge a change fee for this service to recoup your commission losses. It's still a win/win!
Your coordinator will send out friendly final payment reminders 90, 60, 30 and 14 days in advance of your client's final payment, so your client will always feel well-informed. They will remind you to take the final payment and when complete, they will send out an updated invoice (with you CC-ed, of course!)
Your coordinator will make sure any special requests are fulfilled and that your clients leaves for their trip with a smile on their face! They will also keep track of any reward numbers and confirmed that each vendor has this information.
We've all been there when an activity doesn't take place because they did not reach their minimum numbers. It doesn't look good on our part and leaves us with unhappy clients. You coordinator will reach out to each vendor prior to departure to confirm all of the details including departure times, pickup locations, and contact details if something happens. That way your clients are always guaranteed the best possible experience! (If an activity will not take place, they will find a replacement as well!)
Your coordinator will check all flight details one week prior to departure to ensure flight times, gates and numbers have not changed. They will confirm the client's passport, rewards, KTN or Global Entry numbers are all up to date and they will double check the spelling of each name (while there's still time to correct it!)
It happens to all of us. The vendor doesn't pay and we have to follow-up roughly 3,482,617 times before we get anywhere. Let your coordinator do this for you. We've trained them to ensure your messages won't be ignored. Don't miss out on the money you earned!
All Advisors who are part of our team and on the Rockstar Sales Package will have all these tasks completed for them for free!
You will have access to a fully trained Travel Coordinator that will create itineraries, send invoices, and take care of all of the details for $200/trip.
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