Embedded Files
Part of the Tailor-Made post booking process is that we create the final documents to be sent to the customer. Please read below the step by step process.
OVERVIEW
Please refer to wiki HERE for instructions.
You can upload any supplier provided documents as soon as they are received, however you should not update the docs as ‘sent’ until 30 days prior to departure OR when you are certain that all documents are finalised and no further changes will occur (such as hotels, etc). You should also keep any files that you upload on 'internal' in Perseus until you wish to release them to the customer and make them available in the traveller hub, at which point you can update them to 'external'.
Be sure that any changes made post-purchase are sent to MNL to update so that the documents generated from Perseus are correct. TM customers often make changes post-purchase. You can communicate via the tailor-made-clickup slack channel for these changes.
Be sure to remove any pricing from any supplier provided documents before uploading them into Perseus.
If booking Essential Travel Japan, please use this template for Docs letter - Essential Travel Japan Docs
EJT provide digital docs, so instead of uploading docs to Perseus we complete this letter with the link included and upload this to Perseus.
HOW TO PROVIDE TRAVEL DOCUMENTS TO CUSTOMER
Go in to Perseus and search for the booking.
2. On the Edit Order Page, click on Docs Tab.
3. Click Edit Voucher.
4. On the Final Docs Tab, click the plus button to add a section.
5. On the Heading section, type in Emergency Contact Information. Check the final docs provided by the supplier and enter the details on the Content section.
Ensure to always include this clause:
For immediate assistance during your trip, contact the numbers mentioned above. In case of medical emergencies or accidents, prioritize contacting these numbers or local authorities. For tour-related issues, your tour leader is the primary point of contact. Non-urgent inquiries can be directed to Inspiring Vacations via email (support@inspiringvacations.com), website chat (www.inspiringvacations.com), or phone (+61 3 9917 7350).
Prompt communication is crucial for resolving travel issues. If a problem arises, inform your tour leader or local representative immediately to facilitate timely solutions. If the issue remains unresolved, request your leader to escalate it to their manager. Post-trip feedback can be submitted online within 30 days. However, in-trip reporting allows for real-time problem-solving, making it the most effective approach.
6. If applicable, add another section and just fill up the Heading and Content.
Other sections may be Transfer Instructions, Important Information, Welcome Meeting, etc.
Note: Be sure to always check the final documents provided by the supplier.
7. Click on the Itinerary Tab and Click Copy from Product
8. By selecting Copy from Product, the daily activities will be loaded. Kindly ensure that these are verified against the final documents provided by the supplier to confirm the accuracy of each day’s details.
9. Repeat the same process in the Accommodation tab.
9. Once you have verified that all loaded information is accurate, click the blue OK button to save.
Note: Clicking the blue button in any tab will save all loaded information across tabs. It is not necessary to click it in each tab individually.
9. Clicking the OK button will redirect you to the Docs tab.
10. Select the checkbox Clear document cache after changes are saved.
11. Scroll to the top of the page and click Save Changes. Wait for the page to reload.
12. After the page reloads, return to the Docs tab and click View Voucher to review the final document you created.
13. Once you have confirmed that all details are correct, download the file and upload it as External under the Files tab.
Note: In addition to the IV Final Itinerary, ensure that all other documents provided by the supplier (e.g., Welcome Letter, train tickets, vouchers) are also uploaded.
14. After uploading all documents, return to the Docs tab and update the document status to Docs Sent.
FINAL DOCUMENTS for ESSENTIAL JAPAN TRAVEL
Instead of providing the Inspiring Vacations Final Itinerary, please create a copy of the MASTER Essential Japan Travel Docs and upload it on the Traveler Hub. This document will provide a link to the final documents from EJT.
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