Add booking contacts and saved passengers

Goal

Save the people who arrange bookings for a client and the people who travel, so you can pick them instead of retyping their details.

Prerequisites

• The client already exists.
• Your role can edit clients (Owner, Admin, Manager or Ops Manager by default).
• You know the difference between the three lists on the client's people tab:
  • A booking contact receives booking communication. A contact does not get portal access.
  • A saved passenger is someone who travels. Saving a passenger does not set who is contacted.
  • A portal user can sign in to the client portal. That is a separate list with its own invitation.

Steps

1. Open Clients and select the client.
2. Select Contacts & people in the client sections.
3. In the Contacts card, select Add contact.
4. Enter Full name and Email. Add Phone (optional), then select Save contact.
5. In the Saved passengers card, select Add passenger.
6. Enter First name and Last name. Add Passenger email (optional), Passenger phone (optional), Default reference (optional) for a cost center, PO or matter number, and Internal notes (optional).
7. Select Add passenger. A Passenger added message confirms it.
8. When you create or edit a booking or an enquiry for this client, open Booking contact and pick the contact who should receive communication. The default is Use client account contact.

Expected result

The contact and the passenger are listed on the client's people tab. The contact can be chosen as the Booking contact on bookings and enquiries for this client, and the passenger profile is ready to reuse. The client account and the traveller on the booking stay unchanged when you pick a contact.

Troubleshooting

• If the Booking contact field never appears on a booking, the client has not been chosen yet, or your role cannot view clients.
• If a message says the email already belongs to a contact for this client, edit the existing contact instead of adding a second one.
• If a message says the contact changed since you opened it, select Reload latest details. Reloading replaces your unsaved changes.
• If you archive a contact, they are no longer offered for new bookings. Existing bookings keep their records.
• If you archive a passenger, the profile leaves the saved list and booking history does not change.
• If the Add contact or Add passenger buttons are missing, your role cannot edit clients.