Cloud based contact management software for Travel Industry

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hey guys and welcome back to my channel so I know it's been like a week or so I haven't had time to upload a video um it's been really busy with working my full time and then running my travel business so it's been a struggle but I'm back now and I've listened to you guys you guys have asked me and asked me to show you my CRM that I use so today I am going to show you what that CRM is and I'm going to walk you through it and give you I'm like an introductory into my CRM and what system I use so hopefully you guys enjoyed this video um I'm gonna not waste too much of your time but just to let you know guys there's something that I created I actually created today and it is a walkthrough of how to Niche down and pick your target market for selling travel um I know one of my previous videos uh kind of like a vlog style I mentioned the importance of niching down in order to really like launch your business forward so I took the time to create a walk-through training so that you can see like what that means and how to break it down and then how to do that for your business so I'm going to include that link below in the description so all you have to do is click it but watch this video first because you guys asked for it so I'm gonna deliver on it and show you my CRM but then after that click the link in the description so that you can watch the training that I created for niching down your Market it's free doesn't cost you anything um I just created for you guys so you can have that as a tool as well so let's just jump right into my CRM that I use okay so now that I'm on the computer I'm going to go ahead and share my screen so as I said if I hadn't mentioned it the name of the CRM that I use is called travel Joy and I really like this CRM I'm sharing my screen right now um it's just a great CRM that that I think is really good for beginners and it's what I've been using um in my business and I really like it now there are other options that are more advanced um once you really start getting your business off the ground and you're making um good money there are there are some other options when it comes to automating like your marketing and email and all these other things um that may be better than travel joint but for starting out with focusing on um selling travel and then like having a place for your clients contact information being able to email them and um you know it's not the best as some of the other um like Milling campaigns um some of those like different softwares that you can use but it does get the job done especially when you're starting out it's a game changer so for beginners um and even if you keep it as long like a few years in your business I think it can still benefit you excuse me so this is travel Joy guys and I'm going to leave a link um to my uh travel Joy or to my I guess like promotion of travel Joy because it's going to give you 50 off for three months if you sign up with the link that I leave in the description so use it it'll help me out too for making this video um and then it's going to help you out because you'll be able to pay only 15 compared to the thirty dollars that it comes that it costs for up to three months so I'll leave that link in the description now this is what travel look uh travel Joy looks like in the beginning So like um the very front page once you've signed up so it's just going to ask you some basic information like your name your email that type of thing and then you're gonna have to confirm your email address it's not going to ask you to pay for anything up front um as well so this is what it looks like when you're just now getting started I'm gonna give you today it's just going to be like a introduction into travel Joy What It Is What It offers so that you can kind of get an idea of what the system does and then I will continue if you guys want to make trainings about travel Joy like how to set up a client inquiry form how to um send an automated email how to make a task list different things that travel Joy allows you to do I can break those up into videos because that would be too much for one video so let's go and let's just get started okay so what it's going to walk you through is this and this isn't my travel Joy account this is just a um dummy account that I've created so that I could show you um what it looks like when you're walking through this setup and then also I wanted to protect my clients personal information too so in my business stuff so this is just a brand new dummy account now it's going to ask you um which parts of travel joint are most excited or is most excited about um for me I would probably say running my business from one platform even though I still use multiple platforms um I would say invoices group management probably just click them all how about that and then hit continue and that doesn't really matter what you click that's just feedback for travel Choice and then um which host agency are you affiliated with um as you all know I am a agent under um outside agents and I don't think that didn't give me a discount either when I did it so I that was saying that they partnered with certain agencies which you think that outside agent would be one because they're a big company but anyway and they'll give you a discount but I don't think I get a discount I have to check that I'm just going to ask you some questions about your business you're really just giving um travel Joy feedback they're not going to deny your account by the whatever you select on here uh okay and then it says what are you making annually uh but we're just gonna say let's do here and then we're gonna hit continue how many uh trips per month do you typically plan okay we're gonna be here okay so last questions do you have a project that you want to use children sweet I'm just gonna click Maybe okay so once you've set up when you went through that process then this is what the dashboard of travel Joy looks like okay so here I'm gonna give you a just a rundown of everything so this is a lot to take in so like I said um I will make more videos about each particular thing if you guys want me to so right here this is showing you um the number of inquiries or inquiries that you've received so far it says one because they create this um test trip just for you to practice with so you can see what things look like um but so whoever's filling out your inquiry form um this is where that's going to land so you'll be able to track every day how many new inquiries that you have for that day this is going to show the follow-ups the proposals that you've sent out the proposals that have been approved by the client actor you've already sent it out and then the trips that you already have booked the clients who are departed so they're out right now on their vacation and then the class who have returned from a vacation okay so and then you can set this up to display whatever you want um and when it comes to your business you can customize that to your dashboard to look however you want it to look and then so to give you uh Insight on what it means under each little square here so with the inquiry the follow-up proposal saying all of that travel joint traps where your client is in their process so excuse me in this test strip right here it says inquiry right because they filled out inquiry form and then it says waiting on me so in the event that after I open this up I sent uh this person a proposal um already this would change to client so it'll be waiting on the client and the system will automatically do that but you can also go in there and do it yourself um if childhood didn't pick up um you know some type of communication that y'all did and now you're waiting on the client that way every time you're looking at your dashboard you can you can just glance through all of your trips and see and see who who's waiting on who so if the client's waiting on you or if you're waiting on the client so that you know where you are in that process and then here this is going to change automatically too or you can go in and do it yourself so if you know you need to follow up with somebody you can change that to follow up and change it to your waiting on the client if you send a proposal a troubles where it's going to automatically updated that update that but if uh you send it like it may be interested email or something like that you can go in and put uh both the scent and you can change these too so I do like uh the tracking aspect of that now I'm going to go ahead and click on this trip to see what it's showing you here okay so when you've created a trip for a particular booking this is what that trips um dashboard would look like or its home page for home base for that particular trip right so here where it says type messages this is an email that will send directly to this client so I don't have to go um to my Google email and type an email there I can do it right from here and it's going to send it all the same right so the messages is basically just sending emails to your client and it's keeping it under one platform so I'm under one place okay and then supplier messages pretty self-explanatory supplier messages you're going to be contacting them and then the files are where the so under here what you're going to find is once you start to create invoices um or you still have to create different forms that they have to fill out different things like that is going to file um it's going to be found under the files and then tasks same thing any tasks that you create for this particular trip when you start to set up automation it's this is where you're going to find it any notes that you want to like you're talking to the client or they're telling you um little things here and there that you need to know you can add it here to their trip notes and then you don't even have to you know keep up with a bunch of stuff I like it because everything is in one central location I can go to this person's trip and everything I need for this trip their contact whatever it may be um credit card information all that is going to be under their particular trip so that is the general base of what a trip looks like um if you go here on these three dots it just tells you here you can edit the trip you can archive it you can merge two trips together um if maybe two people um inquire it separately but now they're going to travel together you can do that you can delete it and then under create is where you're going to go when you need to start making forms when you need to start making invoices supplier invoices or just getting the uh or getting a direct invoice I'll tell you the difference into those when we do a invoice video uh sending a proposal and then smart proposal is a new thing that travel travel Joy has launched and it's similar to um travel five so I used to use travel 5 for creating my proposals but I canceled it um just be like cutting expenses because it wasn't you know like a necessity to me I feel like I could get rid of it but now um travel Joy has actually Incorporated a smart proposal in their system so now I send my quotes through this smart proposal and it makes it nice it makes it looks professional and then the client's able to approve that proposal all through this one system so I really like that about it okay so that's just a overview of what it looks like when it comes to your front dash page and then dashboard and then what the trips look like once you start to create trips um and then here this little pink button to the side and I am running through this pretty quick because I'm just giving you an overview of what travel Joy looks like and I'm actually using Zoom right now and so the free version only lets me do 40 minutes so I'm trying to run through it as fast as I can so this little pink button here says create you click on it this is what you'll use if you want to create a new trip if you want to create a group trip or if you just want to add a new client so that's pretty self-explanatory there and then the task list is where you're going to find everything um that you have either automatically scheduled or things that you schedule and then you need to go manually do those things it just keeps you on track of where you are whether it's you need to make a payment for a client um you need to um send out a certain email those type of things are going to be found under the task list and then the calendar is just going to give you a brief overview of where everyone is in their true process just like on a calendar forum so you can see dates and things like that now contact security self-explanatory is just going to be your client contact so once you have um more contacts here then they'll all be listed here you can leave it in this format where they're going to be side by side going down the page I like to do the list view it's easier for me to see all of my contacts that way so you can click between the two to decide which one you want okay and then here you can export your clients and also if you have if you're using a separate system like maybe you have Google Sheets and that's what you're tracking your contacts on I'm hoping I hope you're not but if you are um you can export that and then put it import it here and they'll actually help you transition all of your content um to travel joint as long as you have like the correct um exporting file format you'll be able to just upload it a lot easier so you can do that here and then of course adding your clients you just click add client now the templates are what you're going to use so I'm going to just click on some of them so when somebody is confirming something where they're confirming a proposal you can go in here and edit all of these these are just templates right so you can use it verbatim or you can create your own or you can alter the ones they already have so I'm just going to click on form confirmation and it says thank you I'll be into it shortly so you can change all of this you can type whatever you want um to word however you like and then this is just telling you that it's going to use their name and then your Agency information it's going to be automatically generated on each form um so that's pretty self-explanatory and then clicking this is going to allow them to sign whatever type of form you're using this for okay so let me go back and show you another one so you can make as many of these as you want I typically haven't even been using the confirmation emails um but let me click on this one here so these are some of the things that I like to use um so you can go in here and edit all these or you can add new ones okay so let's say you have some you have people you sell the Caribbean right are you still a particular Resort you can create emails to where you don't have to keep re-typing the same email and remaking the same information so that when you can set up tasks so when a person books a certain trip these emails will automatically be sent out to that person so I'll just click on here and click on one and then you can you can put this however you want you can type whatever you want in the body of the message and that way it'll automatically send to them you can also include pictures um a lot of times I like to create my graphics on canva and then upload it into this system um to make it you know more appealing so it's just not words and pretty boring and then forms is the one that I really use a lot so client inquiry form is a big one and so I'll make a video about how to create a client inquiry form uh and then I'll show you mine in a minute but here you can build this out so you can all this is just these boxes here if you select one and drag it over then it populates it there um if you wanted to add a client address you can slide that over it'll populate it there and then the ones that you see where it's like the blue highlighted spaces that's telling you that it's going to save to the client's profile so you won't have to go and get this uh you won't have to go and type it into their client profile when somebody fills out your inquiry form their name and address and all that stuff it's going to automatically create a contact for them so that you're not having to go in there and then type in their name and add a new client manually so I do like that feature for sure and then when you're making a um inquiry form and of course we can go through this uh like I said I'll make a video about it you're just basically asking all the questions that you need in order to pull quotes in order to get the information that you need um that's basically how you build your own um inquiry form because it depends on what you're selling right I don't sell cruises so mining preform doesn't have anything about cruises on there but if you sell cruises you might want more than one inquiry form right so you have to think about that when you're setting up your processes in your business and how that's going to look so that people can go through your process seamlessly and easy so it's not like you know complicated for them because you don't want things being difficult that's how you lose uh their interest so this is how you make or this is where you will go to make a inquiry form okay remember I'll show you my my every form in another video when I do to increase um the video on how to create it um so what I would say is that so this is just what that looks like okay and then moving on to invoices same thing these are all uh like these are standard invoices I don't even use these I like to create mine from scratch um as I'm building my trips out so I don't really use that um signature this is just like your signature so when you're sending out an email you can format this to have your photo to have your contact information all of that on there your office hours will be in every the bottom of every email that's what your signature is there uh task list these are things that you can create like we talked about the automations things like that and then terms and conditions now you can use these but I do recommend writing your own terms and conditions because you want it to be tailored towards your business right you want um to be covered uh with whatever type of trips you're selling whatever that looks like you need to have your own terms and conditions and this is where you can create that form and then send it out to your clients okay now under reports this is going to track your commissions and your sales I do like this system because they do recognize that a lot of us are under a host agency so when you go in and you're making your um your invoices and things like that it's going to give you the option to put your expected Commission in there um your agency split and then it's going to automatically generate how much you are expected to get and then how much the agent will get and so you're able to come to these reports over a period of time and be able to look at the numbers to see how your business is doing I really do like that as well okay so that's just the money side thing this funds here uh travel joint allows you to collect payments from your clients so that's what the trip funds are um or the um direct invoices that can be used with the funds as well and so this is kind of where you would see all of the funds that you have available in your account okay and then they do offer gift cards so you can provide these to your clients if that's something that you're interested in and then we have settings which is going to give you a few different things so obviously account settings just standard information right and then your agency info so you know the name of your agency all that information contact and your address those type of things automations click that so you can set up how often you want an email to be sent out whether it's um 30 days before a client leaves for a trip maybe you want to send a packing reminder or you know a get there early to the airport reminder things like that you can't set these up and make it automated as well um the only thing I'll say about the emails in trouble Joy is that they're not that aesthetically pleasing so that's why I do uh my website is hosted by Wix and Wix I am really enjoying because of the apps and things that you can add to it and so I'm really allowing a really enjoying the things that which allows you to do and you know of course I'll probably make a video about you know building your own website too because I built my own website I didn't pay anybody uh didn't want to pay anybody because websites are expensive if you haven't looked into that already um and if you're patient and able to just you know maybe watch a video take like a weekend um maybe in two weekends a couple days a few days and set up your own website it can be done especially with the way that website Builders are created now they're created to be user friendly to be like a um drop uh drag and drop process and a lot of the like coding and all that stuff they do in the background so you never have to worry about that um so if you want me to make a video about how to create your own travel website let me know but I would have to do it based off Wix because that's what I use um I did use Squarespace before in the past uh for from a past business that I had but I do and be honest with you and I don't remember much about Squarespace but that is another good one if you wanted to you know watch the videos and learn Squarespace um but back to travel joint um so direct payments you're gonna have to set up your information um so that you can get payments through here um let's see what else what are some other things some of this is very Pizza uh so this is just your personal stuff like how much you're gonna this is the membership that you want to have um so that's kind of like just personal stuff here security same thing just back in personal stuff so team is if you have other people under you like on my um actual travel joint account um you'll see it's me here as the owner and then I have my mom and sister as I mentioned before they were doing cruises for me they're also connected to my account as well so that's nice too because if you have a team you guys can share the forms and the email um simultaneously across each of you um all individual profiles so that's nice and then the head person in that account can actually see the sales and um the things like that of the people that are under them on their team trip photos or photos that you're going to use on your proposals um and things like that so that's something to keep in mind there you can add pictures to your proposal which is really nice and then at the bottom it's just a help button I will tell you when it comes to the help and the support on traveljoy um they are really good um most of it is through email um and they respond you know within like a day or two uh typically and they do have um like if you needed to schedule like a one-on-one session with them they do offer that as well so I do appreciate that they do that um but guys this is travel Joy this is what I use my business it has been a lifesaver for me um just like we're keeping everything organized not having to have Google spreadsheets to track funds like it's made it a lot easier for me and I'm liking that everything can be in like one spot I don't have to have a website for or a platform for creating proposals and sending emails like you can do it all in travel Joy if you really wanted to okay and then one of the big things that's good about travel joint is that it's easier to manage your group so once you start um Planning Group Travel I will show you guys what it looks like to create a group booking page how you can check everybody under one group and it just makes your life so much easier okay so I hope this video was helpful um this is travel Joy this is what I use for my CRM um it can be a lot in the beginning to learn but it's really not that bad once you really get in there and start playing with things and that's why they give you this test strip so test trick so that you can um start to practice and get a hang of how travel doing works so if you guys have any questions leave it in the comment below don't forget I do have that training on how to Niche down where you want to start in the beginning of your business um so you don't have to backtrack and redo all this branding if you don't do this first step so that training is linked Below in the description check it out and I'll see you guys in the next video