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1. Discover & Understand
1. Discover & Understand
In this step, the advisor is asking questions, listening, engaging, and getting to know the client. Understanding what the traveler truly desires from their vacation is the key.
Discover & Understand: Steps
Discover & Understand: Steps
Build Tres Profile
Gather Preliminary Information
Set up 15-minute consultation
Prepare for the meeting
Meet with client & gather information
Send follow-up email with Planning Fee Authorization with terms & conditions
Process planning fee
Set up a file & email folder for client
Tres Email Templates Available
Tres Email Templates Available
New Client Engagement Form
Planning Fee/Thank you
Consult Call Wrap Up & CC Auth with terms & conditions
Prefill Credit Card Authorization Email
Planning Fee & Description of Services
Helpful Tools
2. Collaborate
2. Collaborate
In this step, the advisor wants to be certain that they understand what the client truly desires and let them know they have been heard. It is important that the advisor is clear on how they will interact with the traveler and the process and services they will provide. Additionally, this may be the perfect time to include your supplier partner in the sales process.
Collaborate: Steps
Collaborate: Steps
Review information collected thus far
Educate yourself in preparation for the planning meeting
Set up a trip planning call or Zoom, and consider including the supplier in a 3-way call
Immediately follow up with an email to the client reconfirming the details & send client profile form
Update marketing codes and additional client info in Tres
Tres Email Templates Available
Tres Email Templates Available
Welcome to the Agency Letter *containing the Leisure Traveler Profile link
Send Tres Traveler Profile Link
Helpful Tools
3. Design & Reserve
3. Design & Reserve
This step involves designing the travel experience. This is a collaborative effort, may take several iterations, and may require the advice of colleagues & suppliers.
Design & Reserve: Steps
Design & Reserve: Steps
Determine the best supplier to use
Check the Group Departure List for any group blocks that might fit your client
Provide a professional quote using Axus, Travefy, or the suppliers confirmation *be sure all necessary cancellation policies are spelled out on the quote
When the itinerary is finalized, send a credit card authorization form for the payments
Send a Travelex 3rd party insurance quote
Review passport, visa, & health requirements in writing
Create/Track any payments processed
Set up Tres Actions & Activities
Keep client engaged using Approach Guides or by sending articles
Consider Flytographer or Luggage Free Services
Tres Email Templates Available
Tres Email Templates Available
Travelex Insurance Info
Declined Insurance Waiver
Planning Fee CC Auth with Terms & Conditions
Trip CC Authorization (no terms & conditions)
Other Things to Check
Other Things to Check
Airline seat assignments
Upgrades/transfer miles
Authorization letter for minors - AIR
All reservations created/tracked
Arrange transfers/home & away
Offer private shore excursions
Check for special dates
Helpful Tools
4. Experience
4. Experience
This step involves making the reservations with preferred suppliers, confirming amenities, special requests, and determining the WOW factor for the traveler.
Experience: Steps
Experience: Steps
Share your contact info with your client for while they are traveling
Make sure your client has their travel confirmations and knows how to find them on Axus
Send pre-arrival notes to the various hotels
Consider sending a client gift
Consider different ways to WOW your client
If you will be traveling during the same time as the client, be sure to advise Client Relations in advance, and provide the After Hours process & phone number to the client.
Helpful Tools
5. Share
5. Share
This step involves double-checking details, connecting with the suppliers prior to & during travel, and organizing little surprises for the traveler while they're away.
Share: Steps
Share: Steps
Contact client upon return & set up a call for feedback
Print the Debrief Worksheet & be ready to take notes
Remind client of Virtuoso Review & Recommendation email
Add any additional information or notes to Tres
Send a handwritten welcome home note / thank you card for the business
Ask if they have any other destinations/trips in mind
Advise the client that referrals are the greatest form of thanks for a job well done
Tres Email Templates Available
Tres Email Templates Available
Welcome Home Letter
Welcome Home / Virtuoso Reviews Email
Helpful Tools
General: Helpful Tools
General: Helpful Tools
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