All primary modules in TourTools have a List View. In this view, you can filter and sort and analyze in numerous ways to get a collective view of data relating to multiple records at once.
All List Views in Primary Modules have a QuickFind Filter at the top that allows you to quickly filter the list based on one or more criteria; enter what you are looking for, then click on the magnifying glass button at the far right (or hit the ENTER key on your keyboard) to filter the list. Click on the Show All button in the green Feature Button Bar to once again show all records. Click on “Clear Filters” to quickly remove any previously entered criteria from the filter fields.
Deleting Client Records
Although there is a trash can button (available to owners and managers only) to delete a Client record – it most often makes better sense to instead deactivate (uncheck the Active checkbox) rather than delete the record in order that you can maintain the history associated with the person or entity. If you do decide to delete it, you will be “second guessed” as to whether you really want to delete the record and once having answered “yes”, the record will be PERMANENTLY deleted, in other words, there is no “undo”, so be careful when you use this function.
Sorting
If you want to view the records in a particular order, you can sort them by clicking on the sort button at the top of any column. Clicking on the sort button again will sort them by that field again, in reverse order.
If you have a higher-level login, you can also click on the “Records” menu at the top of the screen and then on “Sort Records”. Doing so will open a window listing the fields in use on the layout you are on. Select the one(s) you want to use (such as Last Name), by double clicking on the field name to move it to the right, then click on “sort” and the records will sort in the manner you selected. If you want to re-order the fields on the right, clicking and dragging on the double-arrow symbols to the left of the field name will accomplish that task.
Printing
All primary modules have a printer button at the top right of both List View screens and Detail View screens. Click this button to print the data you are currently viewing on the screen.
Feature Buttons
In the thin green/gray button bar we call the Feature Bar (just below the Module Navigation bar) at the top of this screen, you will find access to various scripted functionality related to the list.
Export Clients
Use this button to export the records in your “found set” to an Excel spreadsheet. Note that only the fields of data shown on the “List View” layout will be included in the export.
+ Client
Use this button to add a new Client record to your CRM (process described in more detail below).
Dupe Merge
TourTools v5 has a new “Dupe Merge” feature that automatically isolates potential duplicate records (based on criteria that we can customize) and presents them for analysis. The user can then select which records to keep, ignore, and merge so no data is lost in the process of cleaning up duplicate Client records.
From the Client List, click the “Dupe Merg” button.
Sets of duplicated Clients will be shown, one set at a time. A Client is considered a duplicate if the Last Name, Street Address and Zip code match another client.
Clicking the Arrow icons at the top left will move through the sets. The set currently being viewed and total number of sets are displayed next to the arrow buttons.
Pressing the Keep button will mark that client to be kept. If you decide to keep a different client in the set, click Keep on that record and it will be marked to keep, but the other Client records in the set will no longer be marked to keep. Only one record can be kept from each set. However, you can use the ignore button so that the client record is no longer treated as a duplicate, and will not be merged or deleted.
Pressing Ignore Set button at the bottom of the screen will set all client records in the set to be ignored, meaning none are marked to be deleted or merged.
Pressing the Merge button will Merge all the sets that have a record marked to Keep. Any Client records that are marked as ignore, will not perform any action and will not show up as a duplicate again. Any Client records that are marked Keep, will keep the details of that Client, delete any duplicate clients (that aren’t marked as ignore), and move any records related to the kept client (bookings/proposals/payments). User will be returned to the Client list.
The Close button, at the top right of your screen, can be pressed at any time to exit the Duplicate Merging screen. No records will be merged or deleted when pressing the Close button, but any ignored records will take effect. The screen will be closed and any kept selections will be reset.
Clicking the Print button will save a PDF of all the possible duplicate clients to your desktop. The print size is letter, landscape. The file will be named “DuplicateClients.pdf”. After a dialog box, the user will be returned to the List Client layout.
Sync MailChimp
If you have the MailChimp sync feature, this button will sync your TourTools CRM with your MailChimp account (if a new contact and email address is added to MailChimp it will be added in TourTools and vice versa). Contact us if you use MailChimp and are interested in this add-on, optional functionality.
eBlast
This button is the gateway to creating an eBlast or marketing campaign to a target set of Clients. A few things to do first – create an eBlast Template, in the Business Setting area of the system, to use in your campaign. Create a found set of Client records based on your campaign criteria. We recommend limiting eBlasts to no more than 250 Clients at a time to avoid issues with your email provider and having your emails flagged as spam. For complete details on using the Client eBlast (and other email functionality in TourTools) see Chapter 11.
GL Masters
This button will bring your GL Master records, only, into the List View. Once you’ve done this, you can click the Show All button to bring all active Client records back into the List View.
Inactives
This button will bring your inactive records, only, into the List View. Once you’ve done this, the button name will change to “Actives” and you can click it again to toggle back to viewing only your active Client records.
Show All
Eliminates any filters you have on your list and shows all Clients. This button only shows when you are in a found set and NOT viewing all records.
Find
You can search for one or a group of record(s) by clicking on the “Find” button. Having clicked the button, you will be asked if you want to stay on the current screen or if you want to us the “Find” screen. This second option allows you to search using fields that are actually resident in another part of the system.
Once you have entered your search criteria, you can simply hit the ENTER key to begin the Find/Search.
By example, if you want to assemble the Client records for all passengers confirmed on a specific tour, you would search on the Tour Name and Res Status “Active”. Similarly, you could locate the records of anyone having traveled on a tour that has already been archived by using some of the fields in the “Pax History Fields” section. Lastly, when you “find” on the Last Name field on this layout, TourTools will search for that name on both the first and second name fields in Client.
When you are ready to initiate the process, click on the Submit button. Click the Stop button to abort the find process and return to your previous found set.
Reports
Clicking this button will bring you to the Client Reports tab.
New Window
Clicking on the New Window allows you to open other modules within a new window so you can view 2 or 3 at the same time – this is especially helpful if you have more than one display.
If you have any questions that are not answered here Contact TourTools Support for assistance.
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