Task Management Software

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Step 3. Setting up travel agency workflow  

Step 3. Setting up travel agency workflow

How to improve travel agency productivity
in 3 minutes
How to improve travel agency productivity with VIP Task Manager Professional

Most task and process management systems usually offer solutions based on best practices in the industry. Such systems make it possible to initiate and control workflow processes in accordance with the industry standards and measures. Unlike these systems, VIP Task Manager allows to manage processes and define workflow in accordance with particular needs and business experience of travel agency. The software offers solution which enables travel agency to determine and customize workflow in order to increase competitiveness and get advantages over rivals.

With VIP Task Manager you can create task hierarchical structure and group tasks according to each department. For example, the task hierarchic structure for travel agency can be represented as follows:

  • - Travel Agency
    • - CLIENTS
      • - Client name 1
      • - Client name 2
      • - Client name 3

In such a structure the task group "CLIENTS" contains all the clients of travel agency and shows the total status of the orders.

Customizing task workflow

Customization of workflow allows to make task fulfilment more flexible and efficient. VIP Task Manager enables travel agency management to customize workflow. In workflow editor, you can create a new workflow and add/delete task statuses. The default workflow has six statuses: "Draft", "Created", "In Progress", "Completed", "Cancelled", and "Verified". If you feel you need more task statuses to describe the workflow of travel agency, you can edit the default workflow or add new one. The procedure of customizing workflow is simple though can be done only by user with administrative rights.

Using templates

Templates help automate and propel the workflow of travel agency. To use templates in travel agency solution, you need to go to Task Tree view and create a new task group "TEMPLATES". This task group will contain task list with regular tasks that should be done to process a client's order. Create in the folder "TEMPLATES" a new task group "Client" and add task list as follows:

  • Find out the client favors and preferences
  • Check and sort out available tours
  • Prepare photos, advertising materials for the tours
  • Think over details for the presentation
  • Make appointment
  • Conduct appointment
  • Inform Supervisor about the result of the appointment
  • Create and assign task to Accountant in the folder "ORDERS"
  • Build report

This is an example template of task list which initiates a new order, process and completes it. You may create your own template task list which perfectly satisfies the requirements of your workflow. Use the function "Duplicate" to copy the task template and paste it into a new client's task group.

Processing orders

In travel agency, accountant can be responsible for processing orders and informing the managers about orders status. To organize the work of Accountant, you can create the task group "ORDERS" where Accountant gets new tasks and orders. For example, after Travel Agent discussed conditions and terms of travel with client Mr. James Stuart, he creates a new task "James Stuart" in the task group "ORDERS" and assigns it to Accountant. Accountant gets notification and starts to process the order.



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