User Guide For Travel Agency Tracker

1. Introduction

The Travel Agency Tracker is a Zoho Creator CRM built to run a travel agency's day-to-day operations from a single place. It follows a traveller's entire journey through the business — from the first enquiry, through quotation and booking, to payment collection and after-sales follow-up.

This guide explains the navigation, the Dashboard, and every module in the application, along with the fields you'll fill in and the recommended way to use each one.

Who this guide is for

•     Sales and booking staff who log leads, prepare quotations and confirm bookings.

•     Accounts staff who track payments and balances due.

•     Managers and admins who monitor the Dashboard and assign work across the team.

2. Getting Around the App

The left-hand sidebar is your main menu. It gives access to every module in the system:

•     Dashboard — a live snapshot of the whole business.

•     Leads — new enquiries not yet linked to a customer.

•     Customers — the master record for every traveller.

•     Trip Inquiries — detailed requests for a specific package.

•     Quotations — priced proposals sent to customers.

•     Bookings — confirmed trips.

•     Payments — money received and balances due.

•     Follow-Ups — the team's shared task list.

•     Staff — the employee directory.

Within any module, use the search icon to find a record, the “+” icon to add a new one, and the ‹› arrows below a table to page through results.

3. Dashboard Overview

The Dashboard is the first screen you see and gives an at-a-glance summary of the business. It updates automatically as records are added or changed elsewhere in the app.

Figure 1 — Dashboard: top summary cards and Booking Pipeline.

Summary cards

•     Total Bookings — count of all Booking records in the system.

•     Monthly Revenue — revenue recognised for the current month.

•     New Inquiries — Trip Inquiries currently at “New” status.

•     Pending Follow-Ups — Follow-Up tasks that are still Open or In Progress.

Booking Pipeline

Shows how many bookings currently sit in each stage — Pending, Confirmed, Completed, Cancelled — plus the Total Billed, Collected, and Balance Due figures pulled from the Payments module.

Charts

•     Monthly Revenue — bar chart of billed amount by month.

•     Payment Methods — donut chart of how customers are paying (Bank, Card, Cash, UPI, etc.).

•     Trip Inquiries — bar chart of inquiries by status.

•     Package Types — donut chart of Domestic vs International vs other package types.

Recent Bookings and Follow-Ups Report

Two live tables at the bottom of the Dashboard show the latest bookings and the full list of open follow-up tasks, so staff can jump straight into action without opening each module.

4. How a Trip Flows Through the System

The modules are designed to be used in sequence, with each stage linking back to the one before it. A typical trip moves through the CRM like this:

1.   Leads — a new enquiry comes in and is logged with contact details and interest.

2.   Trip Inquiries — once the requirement is clearer, it's captured as a specific inquiry (destination, dates, budget, package type).

3.   Quotations — a priced proposal is prepared against the inquiry and sent to the customer.

4.   Customers — when the person is ready to book, a Customer record is created (or already exists) to hold their full profile.

5.   Bookings — an accepted quotation is converted into a confirmed booking with travel dates and details.

6.   Payments — advance and balance payments are tracked against the booking.

7.   Follow-Ups — used throughout every stage above to make sure nothing is missed — replying to a lead, chasing a quotation, reminding a customer to pay, or checking in after travel.

Tip: You don't have to fill in every linked field immediately. Start a record with what you know, and link it to the Lead, Customer, Quotation or Booking as those pieces are created.

5. Module Reference

Each module below lists what it's for, its fields, the typical status flow, and practical tips for using it well.

1. Leads Captures every fresh travel enquiry before it becomes a qualified trip request.

 

Field	Type	What it's for
Lead ID	Auto-number	Unique reference generated automatically for every new lead.
Full Name	Text	Name of the prospective traveller.
Mobile	Phone	Primary contact number.
Email	Email	Contact email address.
Destination	Text	Place the person is interested in visiting.
Travel Date	Date	Tentative date of travel.
Budget	Currency (INR)	Approximate budget shared by the prospect.
Adults / Children	Number	Number of travellers in each category.
Lead Source	Picklist	Where the enquiry came from — Website, WhatsApp, Facebook, Instagram, Referral, Walk-in, Call.
Assigned Staff	Lookup — Staff	Team member responsible for working the lead.
Status	Picklist	New, Contacted, Qualified, Converted, Lost.
Notes	Text area	Free-form notes from calls or chats.
Created Date	Date & time	Set automatically when the record is saved.

 

Status values: New → Contacted → Qualified → Converted (or Lost).

Tips

•     Log a lead the moment an enquiry comes in, even with partial details — you can fill in the rest later.

•     Once a Lead is genuinely interested in a package, move it forward by creating a linked Trip Inquiry or Customer record rather than leaving it stuck in “New.”

•     Use Lead Source consistently so the team can see which channels bring in the best business.

 

2. Trip Inquiries Records a more concrete travel request once a Lead (or existing Customer) wants specific package details.

 

Field	Type	What it's for
Inquiry ID	Auto-number	Unique reference for the enquiry.
Leads	Lookup — Leads	The originating lead, if this inquiry came from one.
Customer	Lookup — Customers	Linked customer, if the person is already a customer.
Assigned Staff	Lookup — Staff	Consultant handling the enquiry.
Destination	Text	Destination requested.
Package Type	Picklist	Domestic, International, Umrah, Visa, Hotel, or Flight.
Travel Date / Return Date	Date	Planned departure and return.
Adults / Children	Number	Traveller counts.
Budget	Currency (INR)	Budget indicated by the customer.
Source	Picklist	WhatsApp, Facebook, Instagram, Walk-In, Referral, Website.
Status	Picklist	New, Contacted, Quoted, Confirmed, Lost.
Notes	Text area	Additional requirements or context.
Created Date	Date & time	Set automatically.

 

Status values: New → Contacted → Quoted → Confirmed (or Lost).

Tips

•     Move the Status to “Quoted” as soon as a Quotation record is created for this inquiry, so the pipeline stays accurate.

•     Link both the Lead and the Customer where possible — it keeps the full history connected end to end.

 

3. Quotations Turns a Trip Inquiry into a priced proposal that can be sent to the customer.

 

Field	Type	What it's for
Quote ID	Auto-number	Unique quotation reference.
Inquiry	Lookup — Trip Inquiries	The inquiry this quotation answers.
Customer	Lookup — Customers	Customer receiving the quotation.
Assigned Staff	Lookup — Staff	Consultant who prepared the quote.
Destination	Text	Destination being quoted.
Travel Date / Return Date	Date	Proposed trip dates.
Adults / Children	Number	Traveller counts used for pricing.
Package Type	Picklist	Domestic, International, Umrah, Visa.
Package Amount	Currency (INR)	Base price of the package.
Discount	Currency (INR)	Any discount offered.
Final Amount	Formula	Calculated automatically as Package Amount minus Discount.
Valid Until	Date	Expiry date of the quotation.
Quote Status	Picklist	Draft, Sent, Accepted, Rejected, Expired.
Quote PDF	File upload	Attach the formatted quotation document sent to the customer.
Notes	Text area	Inclusions, exclusions, or special terms.
Created Date	Date & time	Set automatically.

 

Status values: Draft → Sent → Accepted (or Rejected / Expired).

Tips

•     Final Amount is calculated for you — you only need to enter the Package Amount and Discount.

•     When a quote is Accepted, create the matching Booking straight away so nothing is lost in follow-up.

•     Set a realistic Valid Until date and use Follow-Ups to remind the customer before it expires.

 

4. Customers The master profile for every traveller the agency has converted — used across Bookings, Payments and Follow-Ups.

 

Field	Type	What it's for
Customer ID	Auto-number	Unique customer reference.
Lead	Lookup — Leads	The lead this customer originated from, if any.
Full Name	Text	Customer's full name.
Mobile	Phone	Contact number.
Email	Email	Contact email.
Gender	Picklist	Male, Female, Other.
DOB	Date	Date of birth.
Address / City / State / Country	Text / Picklist	Residential details, useful for visa and travel documentation.
Passport Number	Text	Passport ID for international travel.
Passport Expiry	Date	Used to flag renewals before international trips.
Assigned Staff	Lookup — Staff	Relationship owner for this customer.
Customer Type	Picklist	New, Returning, VIP, Corporate.
Status	Picklist	Active, Inactive, Blocked.
Notes	Text area	Preferences, history, or special instructions.
Created Date	Date & time	Set automatically.

 

Status values: Active / Inactive / Blocked.

Tips

•     Always check Passport Expiry before confirming an international Booking — an expiring passport can block travel.

•     Tag frequent travellers as VIP or Returning so staff can prioritise service.

 

5. Bookings Confirms and tracks an actual trip once a customer commits — the operational heart of the CRM.

 

Field	Type	What it's for
Booking ID	Auto-number	Unique booking reference, starting at 7001.
Quotation	Lookup — Quotations	The accepted quotation this booking is based on.
Customer	Lookup — Customers	Traveller for this booking.
Assigned Staff / Handled By	Lookup — Staff	Consultant who owns the booking and the person actively managing it.
Destination	Text	Destination booked.
Departure Date / Return Date	Date	Confirmed travel dates.
Total Amount	Currency (INR)	Total value of the booking.
Adults / Children	Number	Confirmed traveller counts.
Trip Type	Picklist	Domestic or International.
Hotel Name / Airline	Text	Key travel arrangement details.
Booking Status	Picklist	Draft, Confirmed, Pending, Ticket Issued, Travel Completed, Closed, Cancelled.
Notes	Text area	Special requests or arrangements.
Created Date	Date & time	Set automatically.

 

Status values: Draft → Pending → Confirmed → Ticket Issued → Travel Completed → Closed (or Cancelled).

Tips

•     Create the linked Payment record as soon as a booking moves to “Confirmed” so collections are tracked from day one.

•     Keep Booking Status current — the Dashboard's Booking Pipeline and Total Bookings figures are built directly from this field.

 

6. Payments Tracks money in and out against a Booking, including balances still due.

 

Field	Type	What it's for
Payment ID	Auto-number	Unique payment reference.
Booking	Lookup — Bookings	The booking this payment applies to.
Customer	Lookup — Customers	Customer making the payment.
Total Amount	Currency (INR)	Total amount payable for the booking.
Advance Paid	Currency (INR)	Amount received so far.
Balance Amount	Formula	Calculated automatically as Total Amount minus Advance Paid.
Due Date	Date	When the balance is due.
Payment Method	Picklist	Cash, UPI, Bank, Card, Cheque.
Refund Amount	Currency (INR)	Any amount refunded, if applicable.
Payment Status	Picklist	Pending, Partially Paid, Paid, Cancelled, Refunded.
Transaction ID	Text	Reference number from the bank/gateway.
Payment Date	Date	Date the payment was made.
Notes	Text area	Any additional context.
Created Date	Date & time	Set automatically.

 

Status values: Pending → Partially Paid → Paid (or Cancelled / Refunded).

Tips

•     Balance Amount updates itself — just keep Advance Paid current every time money is received.

•     Create a Follow-Up with reason “Payment Reminder” a few days before the Due Date to avoid last-minute chasing.

 

7. Follow-Ups A single task list that ties together reminders across Leads, Customers, Quotations, Bookings, and Payments.

 

Field	Type	What it's for
Followup ID	Auto-number	Unique reference for the task.
Lead / Customer / Quotations / Booking / Payments	Lookups	Link the follow-up to whichever record it relates to.
Assigned Staff	Lookup — Staff	Person responsible for completing the task.
Reason	Picklist	Lead Followup, Quotation Reminder, Payment Reminder, Travel Reminder, Customer Feedback, General Followup.
FollowUp Date	Date	When the follow-up is due.
Priority	Picklist	Low, Medium, High, Urgent.
Status	Picklist	Open, In Progress, Completed, Closed.
Notes	Text area	What needs to be said or done.
Next Action Date	Date	When to follow up again, if needed.
Created Date	Date & time	Set automatically.

 

Status values: Open → In Progress → Completed (or Closed).

Tips

•     Check the “Pending Follow-Ups” card on the Dashboard every morning — it's your team's daily to-do list.

•     Set Priority honestly; use High/Urgent for anything tied to an imminent departure or overdue payment.

•     Close a follow-up only once the action is genuinely done — leave it Open or In Progress otherwise so it stays visible.

 

8. Staff Directory of team members that every other module assigns work to.

 

Field	Type	What it's for
Staff ID	Auto-number	Unique staff reference.
Full Name	Text	Employee name.
Phone / Email	Phone / Email	Contact details.
Role	Picklist	Admin, Manager, Travel Consultant, Visa Consultant, Sales Executive, Booking Executive, Operations Executive, Accounts Executive, Customer Support, Followup Executive, Marketing Executive.
Department	Picklist	Sales, Operations, Finance, Visa, Support, Management.
Joining Date	Date	Date the employee joined.
Status	Picklist	Active, Inactive, Resigned.
Assigned Customers	Number	Count of customers currently owned by this staff member.
Notes	Text area	Any additional information.
Created Date	Date & time	Set automatically.

 

Status values: Active / Inactive / Resigned.

Tips

•     Keep Status updated when someone leaves — Inactive/Resigned staff should be reassigned their open Leads, Bookings and Follow-Ups first.

 

6. Best Practices

•     Update statuses as you go — the Dashboard is only as accurate as the records behind it.

•     Always link related records (Lead → Inquiry → Quotation → Booking → Payment) instead of creating orphan entries.

•     Use Follow-Ups as your single task list — don't rely on memory or separate notes for reminders.

•     Check passport expiry and travel dates together before confirming international bookings.

•     Review Pending Follow-Ups and Balance Due figures at the start of each day.

7. Quick Reference: Status Values

Field	Type	What it's for
Leads	Status	New, Contacted, Qualified, Converted, Lost
Trip Inquiries	Status	New, Contacted, Quoted, Confirmed, Lost
Quotations	Quote Status	Draft, Sent, Accepted, Rejected, Expired
Customers	Status	Active, Inactive, Blocked
Bookings	Booking Status	Draft, Confirmed, Pending, Ticket Issued, Travel Completed, Closed, Cancelled
Payments	Payment Status	Pending, Partially Paid, Paid, Cancelled, Refunded
Follow-Ups	Status	Open, In Progress, Completed, Closed
Staff	Status	Active, Inactive, Resigned