Agent Management/CRM

• Agent Contact Management
• How to: Assign or Remove Contacts/Agent to Contact Group(s)
• How to: Create or Remove a Contact Group
• How to: Add Contact details to a contact (Agent).
• How to: Export a list of emails from a Contact Group
• How to: Create a New Agent in CustomLinc
• Agent Portal

Agent Contact Management

How to: Assign or Remove Contacts/Agent to Contact Group(s)

1. Find the Contact you wish to allocate to a Contact group
   
   
2. Select the  icon
   
   
   
   

3. 
   
   
   

   • This will pop up the list of Contact Groups that can be allocated, double click on the one you wish to add
   • Repeat until you have added all the Contact Groups you wish to.
     

You can add multiple Contacts (agents) to a Contact Group at the same time. However, you cannot add multiple Groups to a Contact, this has to be done one at a time. 

To remove a contact group from a contact

• Right click on the Contact Group you wish to remove
• Select Delete

How to: Create or Remove a Contact Group

1. Go to Settings > General > Contact Groups
   
   

   

   
   
   
2. Select ADD > fill in template > SAVE
   
   

   
   
   

   You can also edit existing templates by selecting - You cannot ad or remove Contacts from the group here. Please refer to How to: Assign or Remo... | BookStack

How to: Add Contact details to a contact (Agent).

1. Contacts screen
2. Search for Contact
3. Double-click on Contact
   
   Organisation 
   
   

4. Select Add to add Postal and Physical addresses

5. Select Add to add Email, Phone, Fax, Facebook, Twitter and website
   
   

   
   
   
   

   Individual

   4. Right-click under Contact Methods and select Add Contact Method... to add Email, Phone, Fax, Facebook, Twitter and website
   5. Select Change to add/edit a Physical Address
   6. Select Change to add/edit a Postal Address
   
   
   
   
   

   Changing existing Contact Methods on a Contact
   
   Existing Contact Methods will appear on the right of the screen when the Contact is selected as at 1 below as an example. 

   1. Double-click on the Contact Method
   2. Change details as required and select OK

   

   
   

How to: Export a list of emails from a Contact Group

1. Go to Contacts
   

   
   
   
   
   

2. Select the Contacts drop down to search for a contact filter. 
   • From here you can click the arrows to expand the filters, the following are examples. 
     • Contact Groups are managed on a per agent basis - an Agent (contact) can have multiple Contact Groups associated. 
     • Commission is managed per Agent under contract an agent will only have one active commission at a time.
        
       

       

       
       
3. Select a filter and click search (Magnifying Glass)
    
   

   
   
   
   

4. Once all agents are loaded, right click any agent on the left side, select Export > CSV file
   

   

   
   
5. It will ask you to select a save locations, then it should automatically open up. 
   
   In the CSV you will find an EmailBusiness header - This is the primary contact for each agent. 

    

6. You can highlight all cells email cells then copy & paste these into the To section in Outlook. 

How to: Create a New Agent in CustomLinc

1.  Go to Contacts > Add Contact (+) > Click Organisation
2. Fill in the Name & any other relevant data on the left side - A code is required but is not used unless they are on account.
   We would recommend doing some sort of Business initials like PBR or PBRB for example. > Hit Apply
   

   You will fill in Business Address and Contact Email in step 5.
   

   
   

   
   
3. Select "Agent" > Click Okay
   
   
4. Select Apply, and close the windows to get back into the contact page
5. You should see the user on the left-hand side - double click and fill in contact details such as address and email contact. 
   
   

   
   

   

   
   
   

6.  

   Apply & close this window > Double Click "Agent" in the contact type tab.
   
   

   
   
   

7.  

   Go to the contracts area> Right click the grey space > Click Add
   
   

   
   
   

8. Fill in details:
   • Booking Between - Usually set day after request to prevent any issues with any bookings made that day;
   • Travelling between Usually set day after request to prevent any issues with any bookings made that day ;
   • Agent type is the payment process the agent uses (Invoice or Prepaid);
   • Price schedule is their commission rate. 
     
     If an end date is put into this field the contract will be removed after that date. 
     
     

     
     
     
     

9. If the Agent is a school, you also need to go to Booking Defaults > Booking Source and set it to School. 
   

   

10. Finally go to brands and make sure Puffing Billy is ticked for the agent. > click Apply then close. 
    
    

    
    
    

     

    
    
    

Agent Portal