Agent Management/CRM

• 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

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 - 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
   

   

   
   
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. Finally go to brands and make sure Puffing Billy is ticked for the agent. > Hit apply and Close