Contacts & traveller details

Contactsis your client book. Each contact keeps their details, every deal and trip, and the traveller information you’d otherwise dig out of old emails before each booking.

Contacts · Mark Anderson01 / 04

01All your clients in one list

Search, saved views and tags, with each contact's trips and last activity.

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1. All your clients in one list: Search, saved views and tags, with each contact's trips and last activity.
2. Their history at a glance: Opportunities, proposals, bookings and losses — plus booked revenue and the next trip.
3. Traveller details, kept for next time: Date of birth, nationality, passport expiry, dietary needs, preferences and an emergency contact — on the client, not in an old email.
4. Log what happened: Notes, calls, emails and tasks from the contact page land on their timeline and on the deal.

Add and organise contacts

Click New Contact and fill in the name, email, phone, company, address, Source, Owner, tags and notes. Selling through other agencies? Tick Partner agency (sells our trips) and set their Commission % — it pre-fills the partner commission on their trips. If the email already exists, Deer Track warns you about a Possible duplicate contact. The list has views — All Contacts, Mine, Has Trips, With Wins, Recently Contacted, No Activity — and you can save your own. Managers can also Import, Export, find Duplicates and work in bulk (set owner, add or remove tags, merge two contacts).

Importing a client list? See Importing your data.

The contact page

At the top: their opportunities, proposals, bookings and losses, then booked revenue, trips taken, their next trip and when their last trip ended. Tabs list their Opportunities, Trips and Activity, and Log activity adds a note, call, email or task.

Traveller details

The Traveler details card holds date of birth, nationality, passport number (stored encrypted and masked), passport expiry, dietary requirements, mobility needs, travel preferences and an emergency contact. Deer Track warns you when a passport has expired or expires within six months of travel.

Who they travel with, and dates that matter

Travels with links a spouse, children or regular companions to the contact. Occasions keeps birthdays (from the date of birth) and anniversaries — they show on your dashboard up to a month ahead, a good reason to get in touch.

Travellers & rooms on a trip

For the people on a specific trip, use Travellers & rooms on the deal (or Names & rooms in the Builder): full name as in the passport, date of birth, nationality, room and dietary notes. Give travellers the same room label to share a room. Once hotels are booked, Logistics turns this into a rooming list per hotel.

Privacy requests

Managers can Export their data for a client who asks for it. The owner can Erase personal data (GDPR): the contact’s personal details are removed, while invoices, trips and the audit trail are kept without them.