ClientBase Online Manual

xxx 

ClientBase Online 

Manual 

March, 2013

Table of Contents 

Set Up to Use ClientBase Online .......................................................... 17 

Introduction .................................................................................................17 

My Computer Can Do More............................................................................ 17 

What is ClientBase Online .............................................................................. 17 

It’s About Building and Maintaining Relationships ......................................... 18 

What Can ClientBase Do................................................................................. 18 

How Do I Learn the Benefits of this Valuable Tool ....................................... 18 

Log Into ClientBase & Run Diagnostics ....................................................19 

Create a Shortcut for CBO on Your Desktop.................................................... 20 

Forgot My User Name/Password ................................................................20 

Set Up to Use ClientBase Online ................................................................21 

Set Up Agency Branch Settings .................................................................22 

Branch Settings ................................................................................................. 22 

Create User Logins and Permissions ..........................................................27 

Import Profile Data From an ASCII (.txt) File ...........................................38 

Using the ClientBase Import Wizard ................................................................ 39 

Set Up Settings (Global Defaults) ..............................................................42 

Default Field Values for New Profiles.............................................................. 44 

Profile More Field Categories........................................................................... 45 

Marketing Categories and Marketing Codes..................................................... 46 

User Defined Fields........................................................................................... 46 

Communication Defaults................................................................................... 47 

Group Lists........................................................................................................ 47 

Membership ID Fields....................................................................................... 48 

Merge to PNR Settings...................................................................................... 48 

Merge to PNR Rules ......................................................................................... 51 

Set Up a New PNR Rule ................................................................................... 51 

Auto-Case Converter Settings........................................................................... 52 

Document Templates......................................................................................... 53 

Reminder Alarm Settings.................................................................................. 55 

Client Survey Settings....................................................................................... 55 

Default Field Values for Res Cards................................................................... 55 

Res Card More Fields Categories...................................................................... 57 

Res Card Insurance Prompting.......................................................................... 58 

Res Card Tax and Commission Defaults .......................................................... 59 

Default Field Values for New Invoices............................................................. 59 

Batch Reminder Settings................................................................................... 60 

Host Codes ........................................................................................................ 62 

Travel Types...................................................................................................... 62 

Live Connect Providers..................................................................................... 63 

Live Connect Logins ......................................................................................... 63 

Header and Footer - Invoices or Trip Proposals ............................................... 63 

How to Set Up User Level Logos in Headers/Footers...................................... 65 

ClientBase 3/25/13 3

Required/Optional Fields................................................................................... 67 

Getting to Know ClientBase.................................................................. 69 

Introduction ................................................................................................ 69 

ClientBase Main Screen ........................................................................... 69 

Meet the Browser Items ............................................................................. 70 

Meet the File Managers, Tools, Help, Log Out ......................................... 70 

Profiles File Manager ........................................................................................ 70 

Activities File Manager ..................................................................................... 71 

Res Cards File Manager .................................................................................... 72 

Help ................................................................................................................... 76 

Meet the Menu Items ................................................................................. 76 

Merge Options ................................................................................................... 76 

Res Card ........................................................................................................... 77 

Note, Mailer, Reminder..................................................................................... 77 

Reports............................................................................................................... 78 

Meet the Search Filters .............................................................................. 79 

Simple Search.................................................................................................... 79 

Advanced Search ............................................................................................... 80 

Meet the Navigation Bar ............................................................................ 80 

Select Columns.................................................................................................. 81 

Sort by Columns ................................................................................................ 81 

Saved Searches .................................................................................................. 81 

Meet the Search Results ............................................................................. 81 

An In-Depth Look at Client Profiles .................................................... 83 

Introduction ................................................................................................ 83 

Types of Client Profiles ............................................................................. 83 

Create a New Client Profile ....................................................................... 83 

Anatomy of a Profile .................................................................................. 86 

Menu Bar ........................................................................................................... 87 

Header Information............................................................................................ 88 

Profile Indicators ............................................................................................... 89 

Date Fields......................................................................................................... 89 

Detailed Review of Information Links............................................................. 89 

General Info Link .............................................................................................. 90 

Remarks Link .................................................................................................... 96 

Marketing Codes Link....................................................................................... 97 

Family Members/Employees Link .................................................................... 98 

Activities Link .................................................................................................101 

Credit Cards Link ............................................................................................102 

Loyalty Programs Link....................................................................................103 

Res Card Link..................................................................................................103 

Travel History Link .........................................................................................104 


Groups Link..................................................................................................... 105 

Attachments Link ............................................................................................ 105 

PNR Entries Link ............................................................................................ 106 

More Fields Link............................................................................................. 106 

Using the Profile Manager to Manage Your Profiles ....................... 109 

Introduction ...............................................................................................109 

Search Profiles................................................................................................. 109 

Date Fields....................................................................................................... 109 

Simple Search Filters ...................................................................................... 110 

Advanced Search............................................................................................. 110 

Search Results Screen ..................................................................................... 111 

Navigation Bar ................................................................................................ 112 

Select Columns................................................................................................ 113 

Sort by Columns.............................................................................................. 113 

Query Results Count ....................................................................................... 113 

Save Searches for Easy Access .................................................................113 

Using Date Formulas in Your Saved Searches ............................................... 114 

Adding New Profiles ................................................................................115 

Case Converter ..........................................................................................116 

Global Modify ..........................................................................................118 

Putting Profiles to Work for You ....................................................... 121 

Introduction ...............................................................................................121 

Merge to Document ..................................................................................121 

Using to Merge Document .............................................................................. 121 

Create a Mailer................................................................................................ 123 

Merge to Email ........................................................................................123 

Set Up ClientBase with Mail Server’s SMTP Settings................................... 123 

Using Merge to E-Mail ................................................................................... 126 

Sending Text Messages from Any Email Program ..................................129 

Merge to File .............................................................................................129 

Using Merge to File........................................................................................ 129 

Merge to Printer ........................................................................................131 

Merge to Label ..........................................................................................132 

Merge to PNR ...........................................................................................133 

Using the Merge to PNR Feature .................................................................... 133 

GDS Selection Link ........................................................................................ 136 

Additional Entries Link................................................................................... 136 

An In-Depth Look at Activities........................................................... 137 

Introduction ...............................................................................................137 

Overview of Activities Types ...................................................................137 

Notes................................................................................................................ 137 


Reminders........................................................................................................139 

Mailers.............................................................................................................143 

Mailer Entry Screen.........................................................................................144 

Using the Activity Manager to Manage Your Activities................... 147 

Introduction .............................................................................................. 147 

Search for Your Activities ....................................................................... 147 

Simple Activity Search....................................................................................148 

Advanced Activity Searches............................................................................149 

Activities Results Screen.................................................................................150 

Navigation Bar.................................................................................................151 

Select Columns................................................................................................151 

Sort by Columns ..............................................................................................151 

Saving Searches for Easy Access ....................................................................151 

Using Date Formulas in Your Saved Searches................................................152 

Working with Search Results ................................................................... 153 

Adding New Activities ............................................................................ 154 

An In-Depth Look at Res Cards ......................................................... 155 

Introduction .............................................................................................. 155 

Ways to Create a New Res Card .....................................................................156 

Res Card General Info .....................................................................................157 

Res Card Menu Items ......................................................................................159 

Res Card Links ................................................................................................160 

Basic Steps to Input & Create a Res Card/Invoice in ClientBase ............ 160 

Passengers Link ...............................................................................................160 

Reservations Link............................................................................................161 

Generate an Invoice.........................................................................................167 

Refund Invoices...............................................................................................173 

Setting Up to Refund Invoices.........................................................................173 

Using Generate Refund ...................................................................................173 

Refund Examples.............................................................................................174 

Invoices Link ...................................................................................................175 

Itinerary Report Link.......................................................................................176 


Attachments Link ............................................................................................178 

More Fields Link .............................................................................................179 


An In-Depth Look at Live Connect.................................................... 181 

Introduction ...............................................................................................181 

AFCNET ...................................................................................................181 

Set Up AFCNET Live Connect....................................................................... 181 

Live Connect Features Supported by AFCNET.............................................. 183 

Create New AFCNET Reservation in Live Connect ...................................... 183 

Import Existing AFCNET Reservation Made Outside of ClientBase............. 185 

Retrieve an Existing AFCNET Reservation for Editing or Cancelling .......... 185 

All About Travel .......................................................................................185 

Set Up All About Travel ................................................................................. 185 

All About Travel Live Connect Features ........................................................ 186 

Create New All About Travel Reservation in Live Connect .......................... 186 

Import Existing All About Travel Res Made Outside of CB.......................... 188 

Retrieve an Existing All About Travel Res to Edit/Cancel............................. 188 

Allianz Travel Insurance - Website (formerly Access America) .............188 

Set Up Allianz Travel Insurance Live Connect .............................................. 188 

Live Connect Features Supported by Allianz Travel Insurance ..................... 190 

Create New Allianz Travel Insurance Reservation in Live Connect .............. 190 

Amadeus AgentNet VAX (Not Available in CBO Stand Alone) .............192 

Set Up Amadeus AgentNet VAX.................................................................... 193 

Amadeus Agentnet VAX Dynamic Participating Vendors & Codes.............. 194 

Create New Reservation in Live Connect....................................................... 194 

Import Existing Reservation Made Outside of ClientBase ............................. 196 

Retrieve an Existing Reservation for Editing or Cancelling........................... 196 

Amadeus Cruise (Not Available in CBO Stand Alone) ...........................196 

Set Up Amadeus Cruise .................................................................................. 197 

Amadeus Cruise Participating Vendors & Vendor Codes .............................. 198 

Amadeus Cruise Live Connect Features ......................................................... 198 

Create Amadeus Cruise New Reservation in Live Connect ........................... 198 

Import Existing Amadeus Cruise Res Made Outside of CB........................... 200 

Retrieve an Existing Amadeus Cruise Res to Edit/Cancel.............................. 200 

American Express Vacations ...................................................................200 

Set Up American Express Vacations .............................................................. 200 

American Express Vacations Features........................................................... 201 

Create New American Express Vacations Reservation ................................. 201 



Apple Vacations ........................................................................................204 

Set Up Apple Vacations .................................................................................. 204 

Apple Vacations Live Connect Features......................................................... 205 

Create New Apple Reservation in Live Connect ............................................ 205 

Import Existing Apple Res Made Outside of ClientBase ............................... 207 

Retrieve an Existing Apple Res to Edit/Cancel .............................................. 207 

Auto Europe ..............................................................................................207 

Set Up Auto Europe ........................................................................................ 207 


Auto Europe Features ......................................................................................209 

Create New Auto Europe Reservation.............................................................209 

Brendan Vacations ................................................................................... 210 

Set Up Brendan Vacations Live Connect........................................................211 

Live Connect Features Supported by Brendan Vacations...............................212 

Create New Brendan Vacations Reservation in Live Connect........................212 

Casa Travel .............................................................................................. 214 

Set Up Casa Travel Live Connect ...................................................................214 

Live Connect Features Supported by Casa Travel ..........................................215 

Create New Casa Reservation in Live Connect...............................................215 

Import Existing Casa Reservation Made Outside of ClientBase.....................216 

Retrieve an Existing Casa Reservation for Editing or Cancelling...................217 

CCRATravel Hotel Booking Portal ......................................................... 219 

Set Up CCRATravel Hotel Booking Portal.....................................................219 

CCRA Travel Hotel Booking Portal Features .................................................220 

Create New CCRA Travel Hotel Booking Portal Reservation........................220 

Retrieve an Existing Reservation for Editing or Cancelling ...........................222 

Centrav ..................................................................................................... 222 

Set Up Centrav Live Connect..........................................................................222 

Live Connect Features Supported by Centrav.................................................224 

Create New Centrav Reservation in Live Connect..........................................224 

Import Existing Centrav Res Made Outside of ClientBase.............................225 

Retrieve an Existing Centrav Res to Edit/Cancel............................................226 

Classic Vacations ..................................................................................... 226 

Set Up Classic Vacations.................................................................................226 

Classic Vacations Live Connect Features .......................................................228 

Import Previously Made Classic Vacations Reservation Details ....................228 

Contiki Vacations ..................................................................................... 229 

Set Up Contiki Vacations Live Connect..........................................................229 

Live Connect Features Supported by Contiki Vacations.................................230 

Create New Contiki Vacations Reservation in Live Connect .........................230 

eZforex ..................................................................................................... 233 

Set Up eZforex.................................................................................................233 

eZforex Features..............................................................................................234 

Create New eZforex Reservation ....................................................................234 


Globus and Cosmos Family ......................................................................235 

Set Up Globus and Cosmos Family ................................................................ 236 

Globus and Cosmos Family Features.............................................................. 237 

Create New Globus and Cosmos Reservation................................................. 237 

Import Existing Globus/Cosmos Res Made Outside of CB............................ 238 

Retrieve an Existing Globus/Cosmos Res to Edit/Cancel............................... 239 

Globus Family Agent Lingo (Canada) .....................................................239 

Set Up Globus Family Agent Lingo................................................................ 239 

Globus Family Agent Lingo Features ............................................................. 240 

Create Globus Family Agent Lingo Reservation ............................................ 240 



GOGO Worldwide Vacations ...................................................................242 

Set Up GOGO Worldwide Vacations Live Connect....................................... 243 

Live Connect Features Supported by GOGO Worldwide Vacations.............. 244 

Create New GOGO Reservation in Live Connect .......................................... 244 

Insight Vacations ......................................................................................246 

Set Up Insight Vacations Live Connect .......................................................... 246 

Live Connect Features Supported by Insight Vacations ................................. 247 

Create New Insight Vacations Reservation in Live Connect.......................... 247 

iTravelinsured ...........................................................................................249 

Set Up iTravelInsured ..................................................................................... 249 

Travelinsured Live Connect Features ............................................................. 250 

Create New iTravelinsured Reservation in Live Connect............................... 250 

Manulife Global Travel Insurance ............................................................252 

Set Up Manulife Global Travel Insurance ...................................................... 252 

Manulife Global Travel Insurance Features.................................................... 254 

Create New Manual Global Travel Insurance Reservation............................. 254 

MHRoss.com ............................................................................................256 

Set Up MHRoss.com....................................................................................... 256 

MHRoss.com Features .................................................................................... 257 

Create New Global Alert Reservation............................................................. 257 

MLT WorldAgent Direct ..........................................................................259 

Set Up MLT WorldAgent Direct .................................................................... 259 

MLT WorldAgent Direct Live Connect Features ........................................... 261 

Create New MLT WorldAgent Reservation in Live Connect......................... 261 

Import Existing WorldAgent Res Made Outside of CB ................................. 262 

Pleasant Holidays ......................................................................................265 

Set Up Pleasant Holidays ................................................................................ 265 

Pleasant Holidays Live Connect Features....................................................... 266 

Create New Pleasant Reservation in Live Connect......................................... 266 

Import Existing Pleasant Reservation Made Outside of CB........................... 268 

Retrieve an Existing Pleasant Res to Edit/Cancel........................................... 268 

Hawaii World Bookings.................................................................................. 268 

Polar Online ..............................................................................................269 


Set Up POLAR Online ....................................................................................269 

Polar Online Live Connect ..............................................................................270 

Create New Polar Reservation in Live Connect..............................................270 

Import Existing Polar Reservation Made Outside of ClientBase....................271 

Retrieve an Existing Polar Reservation for Editing or Cancelling..................272 

PrimeSport ............................................................................................... 272 

Set Up PrimeSport...........................................................................................272 

PrimeSport Live Connect Features..................................................................273 

Create New PrimeSport Reservation in Live Connect ....................................273 

RBC Insurance ......................................................................................... 275 

Set Up RBC Insurance.....................................................................................275 

RBC Insurance Features ..................................................................................276 

Create New RBC Insurance Reservation.........................................................276 

Regent Seven Seas - Partner Access ........................................................ 278 

Set Up Regent Seven Seas - Partner Access Live Connect.............................278 

Regent Seven Seas - Partner Access Features.................................................279 

Create New Regent Seven Seas - Partner Access Reservation .......................279 

Retrieve an Existing Reservation for Editing or Cancelling ...........................281 

Sabre Cruises ........................................................................................... 283 

Set Up Sabre Cruises Live Connect in ClientBase..........................................283 

Sabre Cruises Participating Vendors and Vendor Codes ................................284 

Live Connect Features Supported by Sabre Cruises .......................................285 

Create New Sabre Cruises Reservation in Live Connect ................................285 

Import Existing Sabre Cruises Res Made Outside of ClientBase ...................286 

Retrieve an Existing Reservation Sabre Cruises to Edit/Cancel .....................287 

Sabre Vacations - Canada (Sirev/Revnet) ................................................ 287 

Additional ClientBase Set Up for Sabre Vacations - Canada .........................288 

Sabre Vacations - Canada Participating Vendors and Vendor Codes............290 

Live Connect Features Supported by Sabre Vacations-Canada ......................290 

Create New Sabre Vacations-Canada Res in Live Connect............................291 

Sabre Vacations - US ............................................................................... 292 

Set Up Sabre Vacations ...................................................................................293 

Sabre Vacations - Dynamic Participating Vendors and Vendor Codes ..........294 

Sabre Vacations Live Connect Features..........................................................294 

Create New Sabre Vacations Reservation in Live Connect ............................294 

Import Existing Sabre Vacations Reservation Made Outside of ClientBase ..296 


Retrieve an Existing Sabre Vacations Reservation for Editing or Cancelling 296 

Signature CruiseConnection .....................................................................296 

Set Up Signature CruiseConnection Live Connect in ClientBase .................. 297 

Signature CruiseConnection Participating Vendors and Vendor Codes......... 298 

Signature CruiseConnection Features ............................................................. 298 

Create New Signature CruiseConnection Reservation.................................... 298 

Import Existing CruiseConnection Reservation Made Outside of ClientBase 300 


Signature HotelConnection .......................................................................301 

Set Up Signature HotelConnection ................................................................. 301 

Signature HotelConnection Features............................................................... 302 

Create New Signature HotelConnection Reservation ..................................... 302 



Squaremouth Travel Insurance .................................................................305 

Set Up Squaremouth Travel Insurance............................................................ 305 

Squaremouth Travel Insurance Features ......................................................... 306 

Create New Squaremouth Travel Insurance Reservation ............................... 306 

Tandem from Passport Online ..................................................................307 

Set Up Tandem from Passport Online Live Connect...................................... 308 

Tandem from Passport Online Participating Vendors and Vendor Codes...... 308 

Live Connect Features Supported by Tandem from Passport Online............. 310 

Create New Trafalgar Reservation in Live Connect ....................................... 310 



Trafalgar ...................................................................................................313 

Set Up Trafalgar Live Connect ....................................................................... 313 

Live Connect Features Supported by Trafalgar .............................................. 314 

Create New Trafalgar Reservation in Live Connect ....................................... 314 

Transat Travel Insurance ..........................................................................315 

Set Up Transat Travel Insurance..................................................................... 316 

Transat Travel Insurance Features .................................................................. 317 

Create New Transat Reservation..................................................................... 317 

Travel Bound ............................................................................................320 

Set Up Travel Bound....................................................................................... 320 

Travel Bound Features .................................................................................... 321 

Create New Travel Bound Reservation........................................................... 321 

Import Existing Travel Bound Res Made Outside of CB ............................... 323 

Retrieve an Existing Travel Bound Res to Edit/Cancel .................................. 323 

Travel Bound - Canada .............................................................................323 

Set Up Travel Bound - Canada ....................................................................... 323 

Travel Bound Features .................................................................................... 325 

Create New Travel Bound Canada Reservation.............................................. 325 

Import Existing Travel Bound Canada Res Made Outside of CB .................. 327 

Retrieve an Existing Travel Bound Canada Res to Edit/Cancel ..................... 327 


Travelex Insurance Services .................................................................... 327 

Set Up Travelex Insurance Services................................................................327 

Travelex Insurance Services Live Connect Features.......................................329 

Create New Travelex Reservation in Live Connect ........................................329 

Travel Guard ............................................................................................ 331 

Set Up Travel Guard........................................................................................331 

Travel Guard Features .....................................................................................332 

Create New Travel Guard Reservation............................................................332 

Travel Guard ezTips ................................................................................ 334 

Travel Impressions ................................................................................... 334 

Set Up Travel Impressions ..............................................................................335 

Travel Impressions Live Connect Features .....................................................336 

Create New Travel Impressions Reservation in Live Connect........................336 

Import Existing Travel Impressions Res Made Outside of CB.......................338 

Retrieve an Existing Travel Impressions Res to Edit/Cancel..........................338 

Travel Insured .......................................................................................... 339 

Set Up Travel Insured......................................................................................339 

Travel Insured Live Connect Features.............................................................340 

Create New Travel Insured Reservation in Live Connect...............................340 

Travelport Cruise and Tour ...................................................................... 342 

Set Up Travelport Cruise and Tour Live Connect in ClientBase....................342 

Travelport Participating Vendors and Vendor Codes for Galileo Users.........345 

Travelport Participating Vendors and Vendor Codes for Worldspan Users ...345 

Live Connect Features Supported by Travelport Cruise and Tour..................346 

Create New Travelport Reservation in Live Connect .....................................346 

TravelSafe Vacation Insurance ................................................................ 349 

Set Up TravelSafe Vacation Insurance............................................................349 

TravelSafe Live Connect Features ..................................................................350 

Create New TravelSafe Reservation in Live Connect.....................................350 

TravTech CruiseBase ............................................................................... 352 

Set Up TravTech CruiseBase ..........................................................................352 

TravTech CruiseBase Vendors and Vendor Codes .........................................354 

TravTech CruiseBase Live Connect Features .................................................354 

Create New CruiseBase Reservation in Live Connect ....................................354 

Import Existing CruiseBaseReservation Made Outside of ClientBase ...........356 

Retrieve an Existing CruiseBase Res to Edit/Cancel ......................................356 


Tripology ..................................................................................................356 

Set Up Tripology Live Connect ...................................................................... 357 

Live Connect Features Supported by Tripology ............................................. 358 

Import a Lead from Tripology ........................................................................ 358 

VacationSelect ..........................................................................................359 

Set Up VacationSelect..................................................................................... 359 

VacationSelect - Dynamic Participating Vendors and Vendor Codes............ 361 

VacationSelect Live Connect Features ........................................................... 361 

Create New VacationSelect Reservation in Live Connect.............................. 361 

Import Existing VacationSelect Res Made Outside of ClientBase................. 363 

Retrieve an Existing VacationSelect Res to Edit/Cancel................................ 363 

VAX VacationAccess Vacations ..............................................................363 

Set Up VAX Vacation Access Vacations ....................................................... 364 

VAX Tour - Dynamic Participating Vendors and Vendor Codes................... 365 

VAX VacationAccess Vacations Live Connect Features ............................... 365 

Create New VAX Reservation in Live Connect ............................................. 365 

Import Existing VAX Reservation Made Outside of ClientBase ................... 367 

Retrieve an Existing VAX Reservation for Editing or Cancelling ................. 367 

Walt Disney Parks and Resorts .................................................................367 

Set Up Walt Disney Parks and Resorts ........................................................... 368 

Walt Disney Parks and Resorts Features......................................................... 369 

Create New Walt Disney Reservation in Live Connect.................................. 369 

Using Inventory.................................................................................... 371 

Introduction ...............................................................................................371 

Selling Inventory ......................................................................................371 

Searching for Inventory................................................................................... 372 

Pulling From Inventory ................................................................................... 372 

Allocating Inventory Across Sync Primary and Sync Copy Databases ...373 

Using the Res Card Manager to Manage Your Res Cards .............. 377 

Introduction ...............................................................................................377 

Search for Your Res Cards .......................................................................377 

Simple Res Card Search.................................................................................. 378 

Advanced Res Card Search............................................................................. 379 

Results Screen ................................................................................................. 380 

Navigation Bar ................................................................................................ 381 

Select Columns................................................................................................ 381 

Sort by Columns.............................................................................................. 381 

Saving Searches for Easy Access .............................................................381 

Using Date Formulas in Your Saved Searches ............................................... 382 

Working with Search Results ...................................................................383 

Creating New Res Cards ...........................................................................383 


An In-Depth Look at Vendor and Service Provider Profiles........... 385 

Introduction .............................................................................................. 385 

Create a New Vendor/Service Provider Profile ....................................... 386 

Anatomy of a Vendor|Service Provider Profile ....................................... 386 

Menu Bar .........................................................................................................387 

Header Information..........................................................................................387 

Profile Indicators .............................................................................................388 

Detailed Review of Links ........................................................................ 388 

General Info Link ............................................................................................388 

Remarks Link ..................................................................................................393 

Agency Remarks Link.....................................................................................393 

Marketing Codes Link.....................................................................................393 

Employees Link...............................................................................................394 



Groups Link.....................................................................................................397 

Attachments Link ............................................................................................397 

An In-Depth Look at Agent Profiles................................................... 399 

Introduction .............................................................................................. 399 

Create a New Agent Profile ..................................................................... 400 

Anatomy of an Agent Profile ................................................................... 400 

Menu Bar .........................................................................................................401 


Profile Indicators .............................................................................................401 

Detailed Review of Links................................................................................401 

General Info Link ............................................................................................402 

Remarks Link ..................................................................................................407 

Family Members Link .....................................................................................407 



Groups Link.....................................................................................................411 

Attachment Link..............................................................................................411 

PNR Entries Link.............................................................................................412 

More Fields Link .............................................................................................412 

An In-Depth Look at Other Profiles................................................... 415 

Introduction .............................................................................................. 415 

Create a New Other Profile ...................................................................... 416 

Anatomy of an Other Profile .................................................................... 416 


Menu Bar .........................................................................................................417 


Profile Indicator...............................................................................................417 


Detailed Review of Links ........................................................................417 

General Info Link............................................................................................ 418 

Remarks Link .................................................................................................. 423 

Employees Link............................................................................................... 424 

Activities Link................................................................................................. 426 

Groups Link..................................................................................................... 426 

Attachments Link ............................................................................................ 426 

An In-Depth Look at PNR Import ..................................................... 429 

PNR Import For Amadeus ........................................................................429 

Setup Instructions............................................................................................ 429 

Steps To Import a PNR from Amadeus .......................................................... 429 

PNR Import For Apollo/Galileo ...............................................................431 


Steps to Import an Apollo/Galileo PNR ...................................................431 

Trams Back Office Users and the Apollo PNR Import................................... 433 

PNR Import For Sabre ..............................................................................433 


Steps to Import a Sabre PNR ....................................................................433 

Trams Back Office Users and the Sabre PNR Import..................................... 435 

Set Up PNR Import For Worldspan ..........................................................436 


Steps to Import a Worldspan PNR ............................................................436 

Synchronize the Primary Database with a Trams Hosted Copy..... 439 

What Is ClientBase Synchronization ......................................................439 

What is Trams Sync Web Service ..........................................................439 

How It Works ...........................................................................................439 

Synchronization Frequently Asked Questions ..........................................440 

What Can I Do in the Primary database That I Can’t Do in the Sync Copies440 

Where Can I Find Information in My Program Concerning Sync ................ 440 

What If I Change the Same Profile in Each Database Between Synchronizations440 

What Happens If I Delete a Record in One Database and Before Synchronizing, 

Change the Record in the Other Database................................................... 440 

What Does NOT Synchronize ....................................................................... 441 

Do Invoices Generated from the Res Card in the Sync Copy Database 

Synchronize to the Primary Database.......................................................... 441 

What If I Do an End of Period in My Primary database, and Before I Sync Out 

to My Branch Database, Someone in the Branch Office Generates an Invoice 

from the Res Card Within That Same Closed Period................................... 441 

Can I Log into Trams Back Office From Any DB Other Than the Primary Database441 

How Do I Allocate Inventory Across Sync Primary and Sync Copy Databases441 



Chapter 

1 

Set Up to Use ClientBase Online 

This section provides a general overview of ClientBase Online, how it fits into 

agency operations, what it is, and what it can do for your agency and front-line 

agents. It also outline the steps you need to successfully implement your new 

program. 

Introduction 

Look around your desk. What do you see Pictures of family, a phone, a calendar from one of the 

cruise lines, facial tissue. But wait! What’s that behind all those Post-it notes It’s a computer! In 

most cases, it was put there as a terminal for a Computer Reservation System (CRS), or as it’s called 

now days, Global Distribution System (GDS). If you are like many agents, you use it to book travel 

for clients and to find information on airfares, seats, hotel rooms, car rentals, etc. You may even use 

it to handle e-mail and browse the web, but not much more. 

My Computer Can Do More 

That brings us to the point we want to make. The computer is a powerful tool that may not be being 

used to its full potential. That’s where software comes in. Software programs are the different “hats” 

that your computer can wear to help you do things. 

ClientBase turns your computer into a customer relationship management tool. Other software 

programs allow you to design illustrations, navigate the internet, manage your accounting 

information, write books or even print information on worldwide destinations. The list of things that 

software programs can do continues to grow and grow. Many of them can be running along with 

your GDS simultaneously, and with a simple click of the mouse on your task bar, you can move 

among them. All of this can be a great benefit to you at work, but it starts with you being open to a 

new way of working and to new tools that may help you do your job better -- even make your job 

easier. 

What is ClientBase Online 

ClientBase is a tool for selling travel. It’s an easy-to-use marketing database system developed 

specifically for travel agents. The program gives you flexibility in maintaining the marketing and 

travel demographic components of your clientele. Not just another software program, ClientBase 

represents an evolving solution to your customer relationship management (CRM) needs an 

automated reservation card feature. 

17

ClientBase Online Introduction & Setup 

It’s About Building and Maintaining Relationships 

ClientBase organizes all the client information you decide is relevant for marketing, and gives you an 

easy way to access that information quickly. From the outside, ClientBase is a powerful tool 

designed to help you sell travel to people. Inside, you will find key features that assist you in building 

and maintaining lasting relationships with your clients, while providing contact management and an 

automated Res Card system. 

You know how important it is to maintain a good relationship with your clients, especially if you are 

a travel professional specializing in leisure travel. You succeed by creating a bond, building trust and 

by matching the right travel products and services with your customers. However, keeping track of 

the increasing quantity of leisure travelers and complexity of travel packages is a difficult task. You 

need an easy-to-use tool that allows you to access the pertinent information you have stored for 

every client. ClientBase is that tool. 

What Can ClientBase Do 

ClientBase helps your agency build, organize and utilize information about your clients so you can 

sell more travel. It helps your agents qualify customers, work more efficiently and organize 

schedules. Below are just a few of the things that can be done with ClientBase: 

- Agents share valuable client profile data because ClientBase is running on a network. 

- Shares the Trams Back Office database (if you have this accounting program) and provides Agents 

live access to Travel & Payment History. 

- Controls Agent Access with Built-In Security. 

- Streamlines marketing with Point-and-Click Codes 

- Generates targeted client lists with flexible queries. 

- Prints Custom Letters or sends E-mails quickly and easily with Document Templates. 

- Saves time and duplication with Merge to PNR. 

- Communicates quickly with targeted clients using e-mail blast. 

- Organizes agent activities with Activity Manager. 

- Accesses automated Res Cards that generate invoices directly in Trams Back Office (without any 

data entry in CRS). 

How Do I Learn the Benefits of this Valuable Tool 

This documentation has been designed for both the front-line agents and the agency management 

and marketing teams. It is accessible electronically via our website (www.trams.com), and within 

your ClientBase Online program Help Files. 

On the Trams website at www.sabretravelnetwork.com/trams under the Training|ClientBase 

Online|Documentation link, access the ClientBase Browser QuickStart Training Program (same 

look, just a different product), an all-inclusive training package for owners/managers to quickly 

implement ClientBase in your agency and maximize its many CRM benefits. Trams also offers a 

series of on-line training sessions on our Training WebEx ClientBase link on our website. These 

courses break the program down into digestible bites and provide live hands-on instruction within a 

small group. Recorded WebEx classes on ClientBase Online features are also available. You can 

actually learn the whole program by listening to these recordings in the order they are posted. Look 

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under the Training link for all training options. 

If you have purchased support, we offer unlimited technical support e-mailing support@trams.com 

or calling 310-641-8726. If not, attend the daily live WebEx ClientBase Q&A to get your questions 

answered. 

Let’s face it, everyone learns in different ways and at different paces. Here at Trams, we provide 

you with a multitude of ways to learn ClientBase because the sooner you begin reaping the benefits 

of ClientBase, the sooner you’ll be SELLING MORE TRAVEL. We’re sure of it. 

Log Into ClientBase & Run Diagnostics 

ClientBase requires Microsoft Internet Explorer version 6.0 or greater. Do not use any other 

browser. For this reason, the first time you log into the program you must run the ClientBase 

Diagnostics to make sure it passes all areas. Take these steps to set up ClientBase in IE 7.0 or 

above: 

1) When the Internet Explorer window displays more than the IE toolbar, such as the Google toolbar, 

both toolbars must disable pop-ups in order to generate invoices within the ClientBase product. 

2) Also, depending upon your Internet Explorer settings, you may be prompted for User Login 

Authentication information. 

3) You are prompted for User Login Authentication information. To remove this prompt: Go to 

Tools|Security and Trusted sites. Check the green check mark to make this a trusted site and click 

Sites and add your CB URL to the Intranet zone (e.g. https://www.clientbaseonline.com). 

4) Next click on Default Level and make sure the Security Level for this Zone is set to Low. 

5) Please contact our support department at support@Trams.com if any of these items fail as 

certain features in ClientBase may not work as designed and you have signed up for full support. If 

you do not have support, attend our daily live WebEx Q&A session to get help with this. 

If you have support, please contact our support department at support@Trams.com if any of these 

items fail as certain features in ClientBase may not work as designed. If you do not have support, 

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attend our daily live WebEx Q&A session to get help with this. 

Create a Shortcut for CBO on Your Desktop 

Here is a good little tip for agencies that are launching CBO from outside of Sabre. Create a shortcut 

on the desktop for the purpose of launching CBO (rather than going to www.clientbaseonline.com 

each time). Right-mouse click on the desktop and click Create New|Shortcut and add the URL below 

(replace xxxx below with the PCC for your agency). Save. 

http://www.clientbaseonline.com/login/ 

Launch CBO now with the desktop shortcut! 

Note: There is enhanced password login security for ClientBase Online so that if a user fails to enter 

the correct password after three attempts, the user is locked out for 30 minutes. After three failed 

attempts the user is prompted with the message: Your account has been locked for 30 minutes due 

to too many unsuccessful login attempts. If logged out and the user needs access before the 30 

minute timeframe is complete, an administrative user can change the password to clear the lock. 

Note: There is a warning message alerting users that the session is about to end. After being idle 

in ClientBase for thirty minutes you will receive the message, Your ClientBase session will time out 

in 10 minutes and return to the home page if there is no additional activity. If you are still working in 

your session click OK to continue. If the OK to continue is not clicked the session will end and take 

you back to the home page. 

Forgot My User Name/Password 

The login page for ClientBase has a linked called Forgot my User Name/Password. If an agent has 

forgotten either their ClientBase Login or Password, they can click this link and ClientBase will 

generate a new, unique CB password and email to the agent accordingly. For this feature to work 

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as designed, the each User Login must be configured with proper email settings and each User 

Login record must have a unique email address captured so that ClientBase can verify what email 

address this login information can be sent to. 

Setup: 

1) Log into ClientBase version as SYSDBA and setup User Logins for each user, following the 

directions below. Make sure the default email client is set to SMTP and enter SMTP email settings. 

These settings are needed in order for CB to send an email with login information automatically. 

2) Verify that each User Login record has a valid email address within the User Settings link. This is 

the email that a forgotten login or password can be sent to. 

Using this Feature: 

When a user logs into ClientBase Online, if the system detects that the user's e-mail address was 

not completed in the user profile, the user is prompted to add it. In order for all user logins to have 

an e-mail address when the Forgot my Login Name/Password feature is used, upon login if e-mail 

address is missing from the user profile a screen appears with the message: E-mail address was not 

entered in this user's login settings. Please enter e-mail address. Below the message is a box to 

enter the e-mail address, then click Save. 

If an agent has forgotten the login or password, they can click Forgot my User Name/Password on 

the ClientBase login page. As an added layer of security a PCC in also required when a using the 

forgot password feature. When the Forgot my Login Name/Password link is clicked, the forgot 

password screen is displayed with the message ClientBase Online will locate your User Login based 

on e-mail address and PCC, then reset your password and e-mail it to you. The e-mail and PCC 

fields are also displayed. Enter the e-mail address and PCC and click Send. The message is then 

displayed, Your password has been reset and an email with your User Name and new password has 

been sent to the email address provided. Next, check your e-mail and login in using the new 

password sent. After logging in with the new password immediately you will be prompted to change 

it for security purposes. 

If an invalid e-mail and/or PCC for your user login is entered, upon clicking send you are prompted, 

The e-mail address and PCC you entered does not match to any existing User Login. Please contact 

your database administrator. 

Set Up to Use ClientBase Online 

Before agents can use ClientBase Online, some setup needs to be completed by the database 

administrator in ClientBase Online or in ClientBase Windows if you are using that version of 

ClientBase with ClientBase Online. All setup except entering invoice numbers and password 

resets need to be done in ClientBase Windows if you are using that program together with 

ClientBase Online. If you are not using ClientBase Windows together with CBO, all setup is done 

within the ClientBase Online program. 

Suggested setup order: 

1) Agency Branch Settings 

2) Create Agent Logins/Permissions for Users (after you create Agent Profiles for each user and 

link them to the correct Branch). 

3) Import Data 

4) Other Settings 

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Set Up Agency Branch Settings 

In ClientBase, click Tools on the main menu bar and select Settings to view a complete listing of all 

Agency level settings. Click on Branch Settings and double-click on the branch. 

Branch Settings 

Access and update Branch settings including General Info, Branch PNR Entries, Invoice Remarks 

and Invoice Settings directly in ClientBase. 

ClientBase has a centralized database which means that all branches associated with the agency 

are included within one database. The program comes with an unlimited number of branch records 

and for reporting purposes, this feature makes it extremely convenient to analyze the database by 

branch entries. Each client and agent profile has a field where the branch number can be entered. 

This entry is not a mandatory field in the client and agent profile, but we do suggest it be linked to the 

agent profile if possible. 

GENERAL: Trams considers the 0 Branch as the main branch and 1, 2, 3, etc. as Branch 1, 2, etc. 

Click on branch entry to Add/Modify branch information. ClientBase has its own separate sequence 

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of invoice/refund numbers for use when generating invoices/refunds in the Res Card. If your agency 

starts generating invoices/refunds from the ClientBase Res Card, enter the starting invoice and 

refund number here and the system automatically assigns the next sequential invoice/refund 

number each time an invoice/refund is generated. 

Note to Trams Back Office Users. Since Trams Back Office does not allow duplicate invoice or 

refund numbers, be sure to start a series of numbers not currently in use in Trams Back Office (the 

system allows up to 9 digits). All the fields in this screen are shared with Trams Back Office except 

for Next Sales Invoice Number and Refund Number. 

BRANCH PNR ENTRIES: Click Branch PNR Entries to add/modify/delete PNR entries at the 

branch level. These tables allow you to capture any PNR entries or remarks you would like included 

when sending data to a PNR. The branch level entries tab is where information can be included in 

a PNR regardless of the agent, client or traveler selected. Examples are the communication 

information for the branch or an appreciation message for the client’s business. 

CRS: Choose CRS (GDS) system from the drop-down menu. 

Description of Entry: Enter a free-flow description. 

Always Move this Entry: By checking this box, the entry always moves (is check off automatically) 

when you do a move to PNR. If this box is not checked, moving the entry is optional (and you'll need 

to check it off). 

Display on Selection Screen: Within each PNR entry or PNR rule that is set as Always Move This 

Rule, an option is included called Display on Selection Screen. The PNR selection screen appears 

when you use the Merge to PNR feature, and allows you to select the specific profile data to be 

included and sent to the current PNR. For PNR entries that should always move regardless of the 

profile or PNR, this Display on Selection Screen can be unchecked so that the selection screen is 

less complicated for the agent to review. 

PNR Entry: Enter the PNR entry exactly as you would in your reservation system, using text and 

special characters and press Save. 

INVOICE/TRIP PROPOSAL REMARKS: For your invoices or trip proposals, add unlimited remarks 

for this branch in the form of a table list that agents can pick and choose from depending on the type 

of reservation. Enter any remarks you want to appear on invoices or trip proposals by clicking Add. 

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(Click entry to Modify/Delete.) 

Description: Create a description for agents that accurately describes this particular remark. 

Always Print: If you want this to always print on an invoice, check here. If you want the agent to 

choose whether it prints or not, leave blank. 

Remark: Enter the remark you want printed on the invoice or trip proposal. Highlight the remark 

and click Modify to edit a remark, or click Delete to remove a remark. 

INVOICE SETTINGS: Set Branch invoice defaults: 

Default Invoice Format: Set the Res Card invoice default as Invoice Only which is a shorter invoice 

format that does not included all itinerary level information; or Itin/Invoice which is a longer invoice 

format that does include all the itinerary level information. 

Language: From the drop-down, select the language used for invoice. 

Include Summary of All Reservations: Set the Res Card invoice default by checking if you want 

reservation details including balance due date to appear on the invoice. 

Preview Invoice Before Printing: Set the Res Card invoice default by checking if you always want 

a preview invoice (highly recommended) to be printed before actually generating the invoice. 

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Include Service Provider Graphics: Set the Res Card invoice defaults by checking here if you want 

service provider graphics included when an invoice is printed. 

Hide Reservation Vendor Name: Gives you greater flexibility in customizing the print out of an 

invoice. If this setting is checked, then the Vendor Name for each individual reservation within the 

Res Card being invoice will not be printed, only the Service Provider Names. 

Hide Reservation Totals (Include Only Invoice Totals): Gives you greater flexibility in 

customizing the print out of an invoice. If this setting is checked, then each individual reservation 

amount will not be printed, only the sum of all reservations being invoiced. 

Print Service Fee as Invoice Total Line Item: Clicking here gives you greater flexibility in 

customizing the print out Service Fees on an invoice. If checked, this setting adds any reservations 

with a Travel Category of Service Fee and prints them as a single total amount listed within the 

Invoice Totals just underneath Reservation Totals, rather than listing as a separate reservation 

within the body of the invoice. 

Service Fee Label: This is a free-flow field that allows for up to 25 characters and provides you with 

the ability to customize how agency service fees are labeled on the invoice. 

Display Zero Balance when Invoice reservations are not paid in full: This setting pertains to 

options for handling the balance as it appears on an Invoice when all Reservations have been 

invoiced in full but not paid in full. If checked, then regardless of payment status, once all 

Reservations have been invoiced in full then Balance $0 will appear on the Invoice in the grey 

payment box. If unchecked (which is the default) then when all Reservations have been invoiced in 

full, but not paid in full, then we do not display Balance: $ 0.00 in the grey payment box. 

Print Reservation in Condensed Format: The following Print Reservation in Condensed Format 

are broken down by Travel Category: 

Print Air Reservation in Condensed Format, Print Hotel Reservation in Condensed Format, Print Car 

Reservation in Condensed Format, Print Cruise Reservation in Condensed Format, Print Insurance 

Reservation in Condensed Format, Print Miscellaneous Reservation in Condensed Format, Print 

Rail Reservation in Condensed Format, Print Tour Reservation in Condensed Format, and Print 

Transportation Reservation in Condensed Format. 

If checked, upon invoicing a reservation for that Travel Category, a summary of basic Reservation 

information is included, rather than a detailed listing of all Reservation and Service Provider level 

information. This setting may be desired for reservations that you would like to place less emphasis 

on when printing invoices for your client. For example, if you are invoicing a cruise vacation, you 

may choose to place a greater emphasis on the cruise reservation and less emphasis on the 

Insurance, Airport, Hotel, etc. 

Here is a listing of the reservation details included if Print Reservation in Condensed Format is 

checked. All other Reservation and Service Provider level data is omitted from the printed version of 

the invoice. 

- Vendor Name, Passenger Name/s, Start Date, End Date 

If Supplier, ARC or Comm Track Show as Paid: Res Amount, This Invoice, Prior Invoice and Balance 

If Comm Track Not Show as Paid: Amount Details 

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TRIP PROPOSAL SETTINGS: Set Branch invoice defaults: 

Include Itinerary Remarks: Check here for a longer trip proposal format that does include all the 

itinerary level information. 

Include Service Provider Graphics: Check here if you want service provider graphics included 

when a trip proposal is printed. 

Hide Reservation Vendor Name: Gives you greater flexibility in customizing the print out of a trip 

proposal. If this setting is checked, then the Vendor Name for each individual reservation within the 

Res Card being printed will not be printed, only the Service Provider Names. 


customizing the print out of a trip proposal. If this setting is checked, then each individual reservation 


Print Service Fee as Invoice Total Line Item: Gives you greater flexibility in customizing the print 

out Service Fees. If checked, this setting adds any reservations with a Travel Category of Service 

Fee and prints them as a single total amount listed within the Invoice Totals just underneath 

Reservation Totals, rather than listing as a separate reservation within the body of the invoice. 


the ability to customize how agency service fees are labeled. 








If checked, upon running a trip proposal, a reservation for that Travel Category, a summary of basic 

Reservation information is included, rather than a detailed listing of all Reservation and Service 

Provider level information. This setting may be desired for reservations that you would like to place 

26


less emphasis on when printing for your client. For example, if you are invoicing a cruise vacation, 

you may choose to place a greater emphasis on the cruise reservation and less emphasis on the 



checked. All other Reservation and Service Provider level data is omitted from the printed version 

of the trip proposal: Vendor Name, Passenger Name/s, Start Date, End Date; if Supplier, ARC or 

Comm Track Show as Paid: Res Amount, This Invoice, Prior Invoice and Balance; and if Comm 

Track Not Show as Paid: Amount Details. 

Create User Logins and Permissions 

The ClientBase administrator has complete ability to Add, Modify and Delete all User Logins (with 

the exception of SYSDBA and SYNCUSER). Each User Login record includes both default settings 

and Advanced Permissions. IMPORTANT: Before you begin setting User Logins, make sure to 

create an Agent Profile from the main ClientBase screen for each agent that is going to log in and 

make sure to associate the profile with a branch. Do this by going to Profiles and click on the profile 

icon and Agent: 

The only information you need to enter into the Agent Profile is the full agent name in the Name field. 

By default the agent profile defaults to 0 Branch, but if this is not the correct branch, make sure to 

modify that entry as well. If you use Trams Back Office, put the agent sine in the Interface ID field. 

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Now go to Tools|Settings|User Logins and Add to setup user logins and permissions. 

USER SETTINGS - Click Add to add a new User Login for each ClientBase user within your agency. 

Login name: Name that is used to log into ClientBase. This should not include any spaces in the user 

name and should be fairly short in length. This field is NOT case sensitive. 

Sabre PCC (for Sabre Red Workspace users only: Be sure to include each 

agent's proper Sabre "PCC" and "Agent ID" and check the box called "Enable 

SSO". By entering this Sabre login data into the ClientBase Online User Login 

record, each user will get auto logged into ClientBase Online upon successfully 

logging into Sabre Red Workspace. 

Upon creating a new user record the Sabre PCC defaults to the agency's 

primary PCC but can be changed if multiple locations use different PCC's. 

Upon entering a Sabre PCC the system validates that the PCC entered is not 

already in use by any other agency. Upon creating a new User Login and 

saving, the system does not allow you to leave the Sabre PCC field blank. 

Sabre PCC field is 4 characters, alphanumeric (non case-sensitive). 

Enable SSO (for Sabre Red Workspace users only): ClientBase Online is 

currently accessible within the Sabre Red Workspace. In order to access the 

ClientBase Online tab you must first launch Sabre Red Workspace and log in 

using a Sabre assigned PCC, Agent ID, and Password. ClientBase Online also 

has its own login screen, but the login screen can be bypassed, allowing 

automatic logging into ClientBase Online, if the ClientBase Online User Login 

record is properly setup. 

Once logged into Sabre Red Workspace the ClientBase Online tab is 

accessed by selecting Tools|Customer Management|ClientBase Online. 

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The ClientBase Online application will launch and an attempt to log into 


ClientBase Online will occur. In order for the auto login to occur, you must 

have an individual ClientBase Online User Login created and that login must 

be SSO enabled and contain your Sabre PCC and Agent Sign. 

Once the ClientBase Online User Login is configured for Single Sign On, after 

successfully logging into Sabre Red Workspace, CBO will then verify that the 

log in is SSO enabled and attempt to match the PCC and Sabre Agent ID. 

Once verification is complete the user is automatically logged into ClientBase 

Online. 

If the user logs into Sabre Red Workspace, but the ClientBase Online User 

login is not SSO enabled, user will receive the message, "The Agent ID you 

have entered is not Single Sign On enabled. Please click here to sign in using 

the ClientBase Online login page." Clicking the link will take the user to the 

ClientBase Online login page where user can login using their ClientBase 

Online user Login Name and password. 

If the user logs into Sabre Red Workspace but the Sabre Agent ID or PCC do 

not match what was entered in the ClientBase Online User Login record, user 

will receive the message, "ClientBase Online cannot find a match to the Agent 

ID and PCC you are using. Please click here to sign in using the ClientBase 

Online login page." Clicking the link will take the user to the ClientBase Online 

login page where user can login using their ClientBase Online user Login 

Name and password. 

Add ClientBase Online to the Favorites menu in Sabre Red Workspace: 

Make ClientBase Online part of your favorite SRW applications by selecting 

the Favorites menu option and clicking the Add button. Up to 15 frequently 

used applications can be added to the Favorites menu. Click the checkbox 

next to ClientBase Online and then apply the changes. The application is now 

saved under the Favorites group. 

29


CBO Enabled: This field is used to identify which users are allowed to log into CBO. Check the box 

for this field for each user that is allowed to log into CBO. All user logins created in CBO will have 

this field checked by default. User logins created in ClientBase Windows or Trams Back Office and 

synced will not have this field checked by default. A user with an authorization of Manager will need 

to log into CBO and update this setting for each user that will log into CBO. 

Upon logging into CBO if the user login is not "CBO Enabled," the user is prompted, "This User Login 

exists but has not been enabled for use with CBO. This User is allowed to log in until 07/28/xx. After 

this date this user will no longer be allowed to log in to CBO. Please contact your CBO system 

administrator to enable your login." 

A three week time period is being given to CBO enable user logins. After 07/28/xx, any user that is 

not CBO enabled will receive the following prompt when trying to log in: "This User Login exists but 

has not been enabled for use with CBO. Please contact your CBO system administrator to enable 

your login." 

Your serial number and access code determine the number of user licenses that you have available, 

based on your sales agreement. The SYSDBA user will always be CBO enabled and does not count 

as a license. If you attempt to CBO enable a user but have used all of your user licenses, CBO 

Enabling will not be granted and the prompt will appear, "Sorry, you cannot give permission to CBO 

Enabled to next user, your current number of CBO Enabled users is XX and your limit is XX." 

If you would like to increase your number of licenses, please contact your sales rep. 

Sabre Agent ID: If you or your agent has a Sabre Agent ID when logging into Sabre Red Workspace, 

enter it here. 

Password: CBO passwords are independent from ClientBase Windows passwords (if you are using 

that program). In other words, a password change in one system will NOT change the other and vice 

versa. Remember however that CBO password must meet the stronger requirements: 

Medium Strength - Passwords must contain: 

- A minimum of 7 characters 

- A maximum of 8 characters 

- At least one alpha character (a-z, A-Z) 

- At least one numeric character (0-9) 

- Cannot be a repeat of last 4 passwords 

High Strength - Passwords must contain: 

- A minimum of 7 characters 

- A maximum of 8 characters 

- At least one lower case alpha character (a-z) 

- At least one upper case alpha character (A-Z) 

- At least one numeric character (0-9) 

- At least one special character (!,@,#,$,%,^,&,*,_,-,+,= etc.) 

- No character may be used more than once, regardless of case 

- Cannot be a repeat of last 4 passwords 

ClientBase Windows Users: If you are setting up CBO users in ClientBase Windows, the password 

you insert will need to be changed in CBO by the user. Upon logging into CBO, the user will be 

30


prompted to enter the old password (the one you set up in CBW) and change it. This will not sync 

over to ClientBase Windows and needs to follow the format listed above. 

User Name: User's full name. This field, the User Title, and the Email fields can be used in document 

templates. 

Title: Job title of the new user. 

Email: Email of the new users. 

Automatically Update Email Calendar for Uncompleted Reminders: Select a setting for the field. 

Never - Reminders are never sent to the Outlook calendar 

All Reminders - All Open Reminders are sent to the Outlook calendar 

Only Reminders set for a Time - Only Open Reminders with a selected Start Time are sent 

to the Outlook calendar 

Only Reminders set with an Alarm - Only Open Reminders with the Set Alarm Box 

checked are sent to the Outlook calendar 

The user’s e-mail address is used for sending Reminders to the Outlook Calendar. If the user does 

not have an e-mail address entered in the User Settings, Never is the only setting that can be 

entered for this field. 

Usage: When creating or Editing Reminders a checkbox, Update E-mail Calendar after Saving 

Changes” is visible. When checked, updates are sent to user’s e-mail address. This box is checked 

by default when the setting from User Settings here is All Reminders or Only for Reminders when 

time is set. 

Upon saving the Reminder, an email is sent to the user. The e-mail appears as a meeting request 

and includes a link to the Activity. Click the Accept button to save the Reminder to the Outlook 

calendar. 

Agent Profile: IMPORTANT! Associate the user with a specific agent profile from the drop-down 

menu. This stamps transactions with the agent's information, thus eliminating the need to manually 

add agent information each time. An audit trail of the agent's activity is available as a result. Make 

sure there is an agent profile created and associated for this login. All that's required is the agent 

name in the Name field and the correct branch selected within. 

Authorization: This field defaults to User but includes an option of Manager. Logins with the 

authorization of Manager are able to edit existing User Login permissions; use the Profile Import; 

Global Modify and Case Converter features. 

Security Level: Select the desired security level from the pull-down menu where default permissions 

have been already established. Click Advanced to customize the settings for each particular user. 

Disable Account: Placing a checkmark in the box denies the agent access to the program. The signin 

is no longer valid. This box is checked when the agent name cannot be deleted because there 

are entries pointing to that name in the database. 

Advanced Security Level 

Be aware that the functionality presently available in the security area of ClientBase includes: 

Advanced|Profile Rights - Read/Write/Delete 

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Advanced|Activity Rights - Read/Write/Delete 

Advanced|Res Card Rights - Read/Write/Delete 

Advanced|Branch Rights - Check any branch/s you want the user to access. 

Profile Tabs: Uncheck any area you don’t want the user to access. 

32

Advanced|Other Restrictions: Check off any feature to restrict user access. 


Notes: 

1) View Activities for Own Profiles: This setting has two options: 

View Own Activities Using - Activity Login Name: Use this setting to allow users to only view 

activities where they are listed as the Login Name on the activity. 

View Own Activities Using - Profile Primary Agent: Use this setting to allow users to view 

activities of profiles where they are the Primary Agent of the profile the activity is attached to, 

regardless of who is listed in the activity for the Login Name. For example, an activity has user Mary 

Smith as the Login Name, however Susan Jones in the primary agent of the profile the activity is 

attached to. Using this setting Susan is allowed to view the activity. 

2) View Own Activities Only: This setting has two options: 

View Own Activities Using - Activity Login Name: Use this setting to allow users to only view 

activities where they are listed as the Login Name on the activity. 

View Own Activities Using - Profile Primary Agent: Use this setting to allow users to view 

activities of profiles where they are the Primary Agent of the profile the activity is attached to, 

regardless of who is listed in the activity for the Login Name. For example, an activity has user Mary 

Smith as the Login Name, however Susan Jones in the primary agent of the profile the activity is 

attached to. Using this setting Susan is allowed to view the activity. 

3) Disable ability to view full Credit Card Numbers for all Profiles: To further reduce the display of full 

credit card numbers while working within the system, when this user setting is checked, only the 

masked version of the credit card number is shown in the following locations in the system: 

Profiles - Cards Tab 

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Res Card - Reservations|Payment Due Date Tab 

Invoicing Screen - Invoice Payment Section 

Merge to PNR Selection Screen 

Merge to PNR Preview Screen 

Live Connect Screen 

As a reminder that the credit card number will not be passed when using Merge to PNR or Live 

Connect, when this setting is checked the program prompts with message, By checking "Disable 

ability to view full Credit Card Numbers for all Profiles for this User, Credit Card entries will not be 

included in Merge to PNR and Live Connect, since the full Credit Number must result at the end of 

these features." 

When Disable ability to view full Credit Card Numbers is unchecked, a masked version of the credit 

card number is shown in all areas above with the following exceptions: 

Profile - Cards Tab: A masked version of the credit card number is shown with a lock icon next 

to it. User must click the lock to view the full credit card number. When lock is clicked user is 

prompted, "Do you really need to see customer Credit Card number To keep customer data safe 

you should minimize the number of moments when sensitive data are visible. Keep in mind that 

your access will be logged." Click Yes if you wish to continue and view the full number. This will 

also create an Edit Log documenting the User who viewed the number, the Date and Time the 

number was viewed and a Description (noting that credit card number was viewed). Click No to 

remain on the screen with the masked version. 

Merge to PNR data sent (whether clipboard or API) will send the full credit card number 

Live Connect data sent will send the full credit card number 

By disabling the ability to view full credit card numbers for all User Profiles, that credit card entries 

will not be included in Merge to PNR and Live Connect. Full credit card numbers must display at the 

end of these features. 

SAVED SEARCH DEFAULTS 

Each file manager (Profile, Activity, and Res Card) comes with a default set of folders, which 

represent a stored set of query or search filters. In addition to the default folders, your agency and 

agents can create their own custom folders. This area of the user login allows you to identify which 

folder should be opened by default (within each manager) when first signing into ClientBase. 

Choose from the drop-down menu folders you want to see when first entering ClientBase with this 

login. 

34


PROFILE DEFAULTS 

Each profile type is made up of several links of information. Under Profile Defaults, select which link 

first appears when viewing each type of profile. For example, you may want your agents to see 

marketing information first thing every time they retrieve a leisure client profile. If so, click the down 

arrow next to Leisure and select Marketing to select any link for a profile type. 

COMMUNICATION DEFAULTS 

The agency is no longer confined to its four walls. With so many outside agents and employees 

working from distant locations, customers come with many different area codes and even from 

different countries. Agent users have the opportunity to save default phone information as part of 

their log in. Note: If this screen is left blank, then information that is listed under Settings is used. 

LIVE CONNECT 

This set-up area is for agencies who want to use Live Connect in the Res Card. 

Set up for some Live Connect agent logins can be done in two ways - globally under Settings (if all 

agents share the same user name, password or account number), or individually. When Live 

35


Connect is launched, the system first looks to see if there is login information at the User Login level, 

and if not, then looks for the login information at the Settings (global defaults) level. Set up Live 

Connect individual logins here or have each agent enter his own logins under Tools|My Login. 

Live Connect Provider: Select from the drop-down list. 

User Name, Password and Account Number: Enter the necessary fields based upon the login 

information provided to you by the Live Connect provider. 

Setting up Individual Login Information: To set up Live Connect for each user login, click on the Live 

Connect tab in the User Setting. Click Add to add a Live Connect Provider User. 

(For a complete overview of use Live Connect, please refer to the chapter An In-Depth Look at Live 

Connect.) 

PNR IMPORT 

You may be instructed to enter information here for PNR Import to work with your login. See section, 

An In-Depth Look at PNR Import. 

E-MAIL SETTINGS 

ClientBase uses the SMTP (Simple Messaging Text Protocol) to send emails. Complete the User 

Login SMTP Settings obtained from the entity responsible for maintaining your mail server (ISP). 

From E-Mail Address: Enter the email address for the user login you are setting up. The address 

entered here appears as the from address for all emails sent from this user. If you wish to change 

this address frequently, do so at the email level when you are sending it out. 

In the From E-Mail field, if you type joyce@Trams.com and a message is sent, you see the From 

field saying joyce@Trams.com. Some people prefer it to look like this instead, Joyce Smith. To 

have it appear like this, type Joyce Smith instead of just joyce@Trams.com. 

You can also use your company name or department name; for example, Travel With the 

Stars or Star Travel Marketing. 

Outgoing Mail Server (SMTP): Enter the outgoing mail server name determined in your steps above. 

Examples: mail.domainname.com, smtp.domainname.com, or gomail.wspan.com). 

Port: This setting defines the TCP/IP port which your email application listens on for incoming mail. 

If left blank, this setting uses port 25 by default, which is the Internet standard for receiving SMTP 

mail. In some situations, you may have chosen to move the SMTP service to another port. Perhaps 

36


you already have a service on port 25, and you do not want the services to conflict over the port 

assignment. In such a case, enter the port ClientBase should use. 

The default port for encrypted connections is 465 and unencrypted is 25. ClientBase will 

automatically set the port to these defaults when choosing a Secure Connection setting. 

Authentication Type: Set to Default, a setting used to authenticate your connection to the SMTP mail 

server by forcing a USER name and password. 

None: If your agency is hosting your own email server and the network login has been configured 

to handle the authentication to the SMTP Server automatically, set this field to None. 

E-Mail Account Login and Password: Use when Login Type is set to Default. Enter your E-Mail 

account login and password here. 

Secure Connection: ClientBase Merge to Email feature supports SSL/TLS secure connections. A 

drop-down enables you to select from four options: None, TLS (if available), TLS, and SSL. 

The type of connection you select is determined by the type of security supported by your email 

provider or Internet Service Provider (ISP). Please contact your ISP to find out which setting is 

correct for your email account. 

SSL: Use SSL for encrypting email sent via SMTP. 

TLS: Use TLS for encrypting email sent via SMTP. 

TLS, if available: Attempt to use TLS for encrypting email sent via SMTP. If the server does not 

support TLS, SSL will be attempted instead. 

None: You do not wish encrypt your email(s) or your SMTP server does not support SSL/TLS. 

TLS (Transport Layer Security) is quickly becoming the common standard for encrypting emails. 

SSL (Secure Sockets Layer) is the predecessor to TLS. There are very few differences between SSL 

and TLS. TLS's encryption is a little stronger, however, both types are almost identical, with only 

minor technical differences in the way the email is encrypted and transmitted. 


automatically set the port to these defaults when choosing a Secure Connection setting. Here are 

some settings for common ISP’s: 

AOL 

Authentication Type: Default 

Outgoing Mail Server: smtp.aol.com 

Port: 465 or 587 

Secure Connection: SSL 

AT&T Yahoo 


Outgoing Mail Server: smtp.att.yahoo.com 

Port: 465 or 587 

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GMail (Also works for Google Apps) 


Outgoing Mail Server: smtp.gmail.com 

Port: 587 (may also be 465) 

Account Login: Full e-mail address (e.g., name@gmail.com) 

Password: Your Gmail password 

Secure Connection: TLS, if available 

GoDaddy 


Outgoing Mail Server: smtpout.secureserver.com 

Port: 80 


Password: Your GoDaddy e-mail password 


Hotmail 


Outgoing Mail Server: smtp.live.com 

Port: 465 or 587 


Yahoo 


Outgoing Mail Server: smtp.mail.yahoo.com 

Port: 465 or 587 


Note that the free version of Yahoo mail does not support SMTP. You must subscribe to Yahoo Mail 

Plus or Business. 

Import Profile Data From an ASCII (.txt) File 

Agencies may use many different software programs to maintain customer data such as names, 

addresses, phone numbers and marketing information. Ideally, most agencies implementing 

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ClientBase prefer to electronically "import" customer information to the ClientBase profiles rather 

than manually re-entering it. Later, when the ClientBase database is up and running, agencies may 

want to import other miscellaneous electronic files as well, such as a purchased mailing list. 

Although ClientBase can't anticipate every possible program used, if your agency has a database of 

customer information in a program that can put that information into an ASCII (American Standard 

Code for Information Interchange) file (.txt), chances are an electronic "import" is possible...and 

easy! 

Only the Manager Authorization has permission to do a Profile Import. 

Using the ClientBase Import Wizard 

The ClientBase import utility can only import tab or comma delimited ASCII text files. This means 

that the file you are importing must be saved in .txt format and use a carriage return between each 

profile record, and either a tab or comma between each field within each record. If the file you would 

like to import is not in this format, use a program like Excel to open the file and then save in .txt 

format. 

Step 1: Start the Import Wizard. Agencies that obtain profile data in a tab or comma delimited 

ASCII file (.txt file) can import these profiles directly into ClientBase as a user with administrative 

permissions and clicking Tools|Import. 

A wizard steps the user through the following steps making it very simple to map the fields included 

in the ASCII file to the profile fields included in a ClientBase profile. All profiles imported via the 

Import feature are appended to any existing profiles within your current database. (The import 

feature does not currently update existing profiles.) 

Step 2: Retrieve the .txt file that you would like to import by clicking Browse. 

First Line is Header: If the first line is a table header, check in this box to read the headers for the 

file. 

Delimiter: The default is set to Tab. From the drop-down menu, indicate whether the file to import 

is comma delimited. 

Click Upload File to continue. 

39


Step 3: Map Profile General Information 

Interface ID Filter: From the drop-down menu, select Import as is (DO NOT FILTER) which brings 

over all special characters such as dashes, parentheses, etc.; or Only Grab Alpha-Numeric 

Characters which strips all special characters from Interface ID. by dropping dashes, brackets, etc. 

(In order to easily and consistently identify an existing customer or vendor within different 

applications used within the agency (your GDS, your Back Office etc.), a unique ID should be 

assigned to each profile. This ID is called the "Interface ID". As an example, this field is associated 

with the interfacing of records generated from the GDS (Front Office) to the agency accounting 

system (Back Office). If your agency works with client or vendor data within multiple systems then 

we strongly suggest creating a unique Interface ID for each profile.) 

Click on each ClientBase Field to assign a field in your ASCII file. Upon clicking a specific field for 

importing to, notice two buttons that are used to describe how that data can be imported. 

Update Rule: Options are Insert All Profiles, Update if Interface ID Matches, or Update if Profile No 

matches. If Update if Interface ID Matches or Update if Profile No is the option selected, these fields 

must be mapped. Clicking Next to advance forward is not allowed until a mapping is set. 

Map: Mapping is used when a data field exists and is populated in the file while importing. You want 

to bring the data in "as is" to a field in the database. Select the name of the field that exists in the 

source file from the drop-down. 

Constant: Use this feature when using the same value for every profile being imported. If all the 

files being imported are Leisure profiles, set the Profile Type field as a constant with a value of 

Leisure. 

Reset: Click to reset any mapping or constant value for that field. 

Make sure to save each mapping or constant value. Repeat this process for each ClientBase field 

you want to populate. After mapping or setting your constant for each field click Next to continue. 

Step 4: Map Communication Entries 

Default Country Code/Area Code: Enter a default country and area code. 




40



source file from the drop-down, 

Constant: Use this feature when using the same value for every profile being imported. 




Step 5: Map Address Entries 










Step 6: Map Marketing Entries 

If you have Marketing Entries to map or for which to set a constant, click Add Marketing Code. 

Choose the marketing table you want to use. Notice two buttons that are used to describe how that 

data can be imported. 








Step 7: Map Profile Remarks 

If you have remarks of additional fields that you have not found a place for, click Add Remark. By 

41


default the ClientBase remarks field is selected. Notice two buttons that are used to describe how 

that data can be imported. 








Step 8: Review Summary and Import your records. Upon completing the wizard's 7 steps above, 

click the Finish button and the summary page will display a message "Importing profiles. Please 

wait." When this message disappears, the import is complete and you can scroll to the bottom of the 

summary page to view the number of profiles successfully imported. 

Set Up Settings (Global Defaults) 

Now that you have set up Branch Entries, User Logins/Permissions, and have imported any ASCII 

files, you are ready to set up additional Settings. Most of these are global (meaning that when you 

set them up, they apply to all who use ClientBase), unless otherwise specified. Go to Tools|Settings 

to customize these features. 

42


43


Default Field Values for New Profiles 

When creating new profiles in ClientBase you have the ability to default a value into the following 

fields: Courtesy Title, City, State, Zip, Country, Salutation, Interface ID. Use the settings within this 

area to identify the defaults for your agency. 

Courtesy Title/Zip Code/City/State/Country/Salutation: A default value can be assigned by 

selecting from the drop-down for these areas. 

InterfaceID: In the InterfaceID area, choose from the drop-down menu a format for generating the 

default Interface ID. 

or 

or 

or 

with starting number set by agency, therefore allowing for sequential Interface ID 

numbering to go as high as 9,999,999,999, or 

: The Interface ID you are generating in ClientBase can be based on the Full Name field, 

First Name field, Last Name field, the Residential Phone field, or a combination of the all those fields 

(from 1-10 alpha-numeric characters). N uses a character from the name field, F uses a character 

from the first name field, L uses a character from the last name field, and a digit uses that position 

from the residential phone field (0 signifies the 10th digit of the phone number). Select a sample mask 

from the drop-down menu or create any mask that you desire. We recommend using the Interface 

ID mask of NNN4567890 which uses the first 3 letters of the client's last name, and the last 7 digits 

of the client's phone number. (If no phone number exists, an Interface ID is generated with just the 

44


first 3 characters of the client's last name.) 

Sample Masks: 

Mask Name field Phone field InterfaceID 

NNN4567890 MEYER/SHARON +1 (310) 641-8726 MEY6418726 

NNNNNNNNNN ROSEN/LEE +1 (310) 641-8726 ROSENLEE 

N6N7N8N9N0 PALLEY/DAN +1 (310) 641-8726 P1A8L7L2E6 

FFFF-LLLLL SMITH/JANE +1 (310) 555-1234 JANE-SMITH 

NN-4567890 SMITH/JOHN +1 (310) 987-6543 SM-9876543 

Note: Characters from the name, first name, and last name fields are taken from left to right. Slashes 

and spaces are skipped. Any characters that is not an "N", not an "F", not an "L", and not a digit from 

"0" to "9" are treated as a constant. See last two samples above where "-" is in the mask. 

Require Unique, Non Blank I/F ID On New Profiles: If this box is checked, you will NOT be able 

to create a "new" profile if the Interface ID field of the profile being created is an Interface ID that has 

already been used for an existing profile in the system. 

Profile More Field Categories 

More Fields are available for further customizing ClientBase to your agency’s needs. If you can’t 

find a place in ClientBase to store information, create a field, and its drop-down menu items yourself. 

Perhaps you want to create a pull-down menu for special services such as “meet and greet” or 

“wheelchair assist.” Social security numbers or driver’s license numbers can be stored here or any 

other information that does not fit into one of the other pre-designed fields. 

Fields stored in the More Fields tab include a field name and an optional drop-down list of defaults 

entries. More field categories is where to assign a field name. Go to Tool|Settings|User-Defined 

Fields|More Field Items to create the drop-down list of defaults. (Hint: Consider using a marketing 

code or group name instead of a more field to track temporary information because More Fields are 

difficult to remove and the Windows user can use the Global Modify feature to remove Group names 

and Marketing Codes.) 

A Format Type is available in the Profile More Fields default settings to allow you to specify what 

characters are entered into the field. 

Enter number of characters allowed 

in the Max Length field. 

Format Type displays a drop selection of options which are: 

o None (More Fields will continue to work as it does currently) 

o Letters Only 

o Numbers Only 

o Letters and Numbers Only. 

A different format option can be selected for each Profile More Field. A field length can also be set 

for a More Field by entering the number of characters allowed in the Max Length field. Maximum 

45


number of characters for a More Field is 80 characters. These formatting options can only be used 

when adding new Profile More Field categories. Existing Profile More Field categories cannot be 

formatted. 

When a Profile More field is formatted, when entering a value for the More Field, the value can only 

be entered using the format designated for that category. If an incorrect value is entered a message 

is displayed informing you of the proper format. So if the More Field was formatted to accept numbers 

only and an alpha character is entered into the field, the message would appear, Invalid Entry. 

Format Type is Numbers Only. 

Note: The Format Options menu is read only for sync copies. 

Marketing Categories and Marketing Codes 

Marketing categories and codes are used to capture clients' travel preferences and demographics in 

the client profile. Use Add, Modify (after clicking and editing entry), and Delete to customize 

Marketing Categories. You will not be able to delete a Marketing Category if Marketing Codes are 

connected to it. To customize Marketing Codes, choose the Category from the drop-down and add 

a Marketing Item. The Marketing Partner ID is left blank unless you have been instructed to enter 

this item. To modify an entry, click it to select, edit and Modify. Click Delete after clicking on entry 

to remove. 

User Defined Fields 

Many of the drop-down menus in ClientBase can be customized for your agency in an area called 

User-Defined Fields. From the drop-down menu click on the Field to modify. Add a new drop-down 

menu item, or modify/delete an existing one by clicking once on the entry. Check if you want to allow 

Free Flow into the field. Click Save to save entry. 

Click on the Field to 

modify. 

Fields that can be customized are: Aircraft Type; Bedding; Booking Method; Car Pref. Special 

Options; Cards; City Codes; City State Zip; Class of Service; Communication Description; Courtesy 

Title; Cruise Pref. Dinning Preference; Cruise Pref. Ship Size; Employee Position; Family/Tvlr. 

Relationship; Fly Pref; Special Option; Hotel Pref. Bedding Type; Hotel Pref. Room Locations; Hotel 

Pref. Special Needs; Issuing City; Issuing Country/Citizenship; Mailer Type; Marketing Source; Meal 

Service; Profile More Field Items; Rail Provider; Referred By; Reminder Type; Res Card More Field 

Items; Res Cards: Destination; Res Card: Itemize Amt Description; Reservation Cycle; Reservation 

Status; Seat Type; Segment Passenger Status; Special Date Type; Subject for Mailer; Subject for 

Note; Subject for Reminder, and Train Type. 

46

Communication Defaults 


All profiles in ClientBase contain a communications table in the general information tab. Each 

communication entry includes a type which can be Phone, Fax, Email or Web Site. Each type allows 

for an unlimited number of entries, but only one “primary” entry for each. Phone and fax type entries 

include a country code, area code, prefix and suffix. (Note: Country code, area code, and 

communication descriptions can be overwritten in the User Settings Communication Default tab 

under Tools|My Login, or by the SYSDBA in Tools|Settings|User Logins.) 

Enter the desired default country code and area code here in the communications default. Once 

completed, if a phone or fax number is entered without a country code or area code, these defaults 

are filled in automatically. In addition, each communication entry includes a description field, and a 

default entry can be captured here for each communication type. 

You can also default for each setting whether you want the Include Marketing Permission Setting to 

be visible for each communication type, and set a default of checked or uncheck for this type (except 

for Website).This area can be customized directly from ClientBase, including your Phone, Fax, Email 

and Web site default settings. From this area you can setup default Country Code and Area Code, 

as well as your default communication descriptions and marketing permission settings. Upon 

completing your default settings click Save. 

Group Lists 

ClientBase has the ability to add group names to Client, Vendor, Agent and Other profiles, and to 

Invoices, Payments, Res Cards, and Inventory. Since this is a table shared by Trams Back Office 

users, a change in here changes the TBO group table as well. Click Add to add a new group name, 

and check off the areas you want this group to appear on so you can tag entries. Use Add, Modify 

and Delete to customize group lists. 

47


Membership ID Fields 

If the agency needs Membership ID fields for use in the client profile, this is where these are setup. 

Display Membership ID/Associate ID: Check here to make these fields visible for entry in the client 

profile. 

Format Type: From the drop-down, determine how the ID should be entered - None, Letters Only, 

Numbers Only or Letters and Numbers Only. 

Max Length: Determine the maximum length of the entry by putting a number in this area. 

Merge to PNR Settings 

Merge to PNR Settings can be customized directly from ClientBase. Merge to PNR Settings allows 

you to store custom settings for each GDS which is then applied when using the Merge to PNR 

feature. From the Merge to PNR Settings area, first select the desired Reservation System 

(Amadeus, Apollo, Galileo, Sabre or Worldspan). Once selected, you can customize Special Keys, 

48


Fonts, Email Symbols, method of sending data, order of PNR Entries and Passenger Name formats. 

Special Keys: Find the characters especially designed for the CRS system. Since these special 

characters may be used when formatting your data in ClientBase, it's important to include any you 

want to use in the special keys field. If any are missing, click Special Keys and find the special 

character to bring into ClientBase. An easier way to do this is to use the Windows copy command 

to copy the character from your CRS; then use the Windows paste command to 

paste into the special keys field. Any special keys captured here are made available on a toolbar 

when creating PNR rules or entering PNR entries into any of the PNR entry tables. 

Font and Size: Select the desired font and size on entries (we suggest leaving the default). 

E-Mail@Symbol: Enter the GDS email symbol. 

Order of Entries: A listing of all possible PNR rules and entry tables appears here for you to 

designate the order in which they should be listed when merging a profile to a PNR. A default order 

is included, but can be modified. 

Clipboard: How ClientBase works with each GDS varies. Here's some hints on setting up for each. 

Amadeus: Leave the "Use Clipboard" unchecked if you are using the APS or Vista platforms of 

Amadeus. Amadeus has 3 platforms - APS (which stands for Amadeus Pro Software), Vista, and 

ProWeb. The Amadeus tool we use for Merge to PNR and PNR Import is called Amadeus +Script 

and is available with both APS and Vista platforms. (If the agency's APS or Vista platform did not 

come with this +Script tool activated, then contact the Amadeus support desk to turn it on. Amadeus 

has agreed to waive an fees associated with +Scripts for all Trams customers, so there is no cost, 

just a phone call to the support desk.) Note: ProWeb can only be used with a clipboard for Merge 

to PNR. 

You do need to download the following files to get the Amadeus Merge to PNR feature to work 

properly: 

1) For all users, download and unzip the following cbbcomps utility 

ftp.Trams.com/pub/updates/utilities/CBBComps.zip 

49


2) Run on each workstation to install and register the necessary Amadeus files for Merge to PNR 

and PNR Import features to work. 

3) Verify your APS or Vista +Script tool is activated. 

Apollo/Galileo: Leave Use Clipboard unchecked. 

Sabre Agencies: 

1) For all users, download and unzip the following cbbcomps utility: 


2) Run on each workstation to install and register the necessary Sabre files for Merge to PNR and 

PNR Import features to work. 

Sabre Red Workspace Users: An API is the tool ClientBase uses to connect to the Sabre Host. In 

order for PNR Import (and Merge to PNR) to work, you must enable the MySabre API within Sabre 

Red. Select Tools|Options|Sabre System|Advanced and check Sabre Emulator API: 

Worldspan: Leave Use Clipboard checked.: The Windows clipboard method is used to copy/paste 

data to a PNR if ClientBase does not have a way to transmit data directly to the GDS PNR, (see 

Merge to PNR directions in section Putting Profiles to Use for You for more details. 

Send as one transmission: If you check this setting, ClientBase strings together as many entries 

as it can into one transmission with the use of end items at the end of each line. This reduces the 

number of hits and potentially the delay created by transmitting each line separately. Please note 

that Sabre only allows 30 entries strung together in one transmission, so depending on the number 

of entries included in a given merge to PNR, the entries may be broken into multiple transmissions. 

Passenger Name Format: Customize the default name format to add a middle initial, middle name, 

or remove the courtesy title etc. In addition to being able to use any of these merge fields, Courtesy 

Title, First Name, Last Name, Middle Initial, Middle Name, No. of Passengers, and Find the 

character, there is also a checkbox called Combine same Last Name entries which allows you to set 

whether common name entries appear as one or many name entries. 

To modify this default PNR Custom Rule, start with the same format you would type into your GDS, 

and select any Merge Field to include by clicking the field and Insert. You may choose to include 

merge fields that aren’t always completed in every profile. An example of this is Courtesy Title. If 

the field is completed, you want it included; but if it’s not, you don’t want to include the formatting with 

a blank space. To handle this, PNR rules uses left and right brackets [ ] to surround a set of 

characters within a rule, and designate that if the merge field within those brackets is blank, then 

50


don’t include any of the characters between the brackets. 

Merge to PNR Rules 

Merge to PNR Rules allow you to customize how data stored within your ClientBase profiles gets 

formatted for each GDS upon using the Merge to PNR feature. From the Merge to PNR Rules area, 

first select the desired Reservation System (Amadeus, Apollo, Galileo, Sabre or Worldspan). Once 

selected, a listing of all current PNR Rules is displayed. Click on any of the existing rules to modify 

the rule and use Add to add a new rule. 

ClientBase comes with default entries for all the main PNR entries for each CRS. There is no limit 

to the information that can be entered into a PNR as long as it is formatted correctly for your CRS. 

If you do not find the desired entry in the set of default entries, follow the directions under PNR rules 

to add the desired entry to the selection, or modify any existing entries. 

A rule is simply a way of designating how certain fields of information captured in a profile should be 

formatted when sent to a PNR. ClientBase comes defaulted with standard rules for each CRS, 

formatted for sending the following fields of profile data: Bill To Address; Ship To Address; Interface 

ID; Phone Numbers; Credit Cards; Frequent Flyer Numbers; and Email. 

To retrieve the details for any of the default rules, click the rule to Modify. The contents of each rule 

is captured in the area called PNR Custom Rule and is made up of free-flow text, special characters 

and merge fields. Review each rule and verify that the formats used in the defaults match the formats 

used within your agency when building PNR's. To modify any text, simply type over it. To add an 

additional merge field, place your cursor where you would like it to land within the rule, then highlight 

the merge field in the Available Fields area and click Insert. 

Set Up a New PNR Rule 

1. Description of Rule: Enter a brief description of the type of information you want included in this 

rule. This description appears on the PNR selection screen when using the merge to PNR feature. 

2. Field Groups: Select the type of profile data you want to format for your CRS PNR’s. Click the 

arrow located to the right of this field to select from a drop-down list of choices. Each field group 

includes a designated list of profile fields available for use within a PNR rule. These profile fields 

appear in the Available Fields area when the field group is selected. Available field groups include 

51


Primary Address, Bill to Address, Ship to Address, Secondary Address, Alternate Address, Phone, 

Fax, Email, Passenger Miscellaneous, Credit Card, Frequent Flier, Hotel Program, Other Cards, Car 

Program, Miscellaneous, User Login, Primary Agent, Profile Mixed Fields (create a rule with 

combination of merge fields), Branch and Res Card Invoice. 

3. Always Move This Rule: When checked, this field sets the rule to always move this entry into a 

PNR; left unchecked, the entry is optional. 

4. Display on Selection Screen: Within each PNR entry or PNR rule that is set as Always Move 

This Rule, an option is included called display on selection screen. The PNR selection screen is the 

first screen that appears when you merge to PNR, and allows you to select the specific profile data 

to be included and sent to the current PNR. For PNR entries that should always move regardless of 

the profile or PNR, this Display on Selection Screen can be unchecked so that the first selection 

screen is less complicated for the agent to review. These unchecked rules now appear on the 

second Additional Entries screen in the merge to PNR, and are automatically moved into the PNR. 

5. PNR Custom Rules: Enter the exact format to be entered in the PNR when this rule is selected 

using the combination of free-flow text, special characters, and merge fields from the list of available 

fields. Refer to your current scripts, GDS format guide and back office format documentation to 

create the custom rule. 

Handling Blank Merge Fields 

When setting up rules, you may choose to include merge fields that aren’t always completed in every 

profile. Such fields include Courtesy Title, Apt/Suite, or Company Name. If the field is completed, 

you want it included; but if it’s not, you don’t want to include the formatting with a blank space. To 

handle this, the PNR rules uses left and right brackets [ ] to surround a set of characters within a 

rule, and designate that if the merge field within those brackets is blank, then don’t include any of the 

characters between the brackets. Here’s an example: 

The brackets around [5/§] suggest that if this is an leisure profile so the 

Company Name Merge Field is blank, then don’t include the 5/ or end item formatting either. 

Auto-Case Converter Settings 

Within this area a listing of the following profile fields is available for automatic case handling: Name, 

First Name, Last Name, Courtesy Title, Address 1, Address 2, Apt/Suite, City, Country, Passenger 

First Name, Passenger Last Name, Passenger Courtesy Title, and Passenger Relationship/Title. By 

placing a check into any of these fields, as you are working within your ClientBase Browser profiles, 

the first letter of each word entered will be automatically capitalized and the remaining letters will be 

automatically set to lower case. If you would like the auto-case converter turned off for any of these 

52


fields, remove the check from the box preceding the field. 

To override the system's automatic case handling for entries such as McLeod or NE (where the auto 

case handling reverts to Mcleod and Ne), tab past the field then move back into it (by using 

), as the automatic case handling is turned off for a field once entries exist within it. 

Another option is to enter McLeod as Mc Leod and NE as N.E., since spaces and punctuation allow 

for capitalization. 

Tip: If you have many profiles that have already been created by solid caps or all lower case letters, 

use the Case Converter in Tools to convert these first before setting this up. 

Document Templates 

To modify an existing template, click on the template from the listing. The template contents appear 

in the screen below the listing for editing. 

Use New to create a new template and Delete to remove an existing template. Insert Merge fields 

into your template by first putting your cursor within the template body where the merge field is 

desired, then clicking on the merge field from the listing to the right. Use Save to overwrite an 

existing template and Save As to save as a new template name. 

53


If you have selected the Document Format of HTML, a new screen appears. 

A formatting toolbar is included that makes formatting your text, inserting links, pictures and tables 

very easy. Please note this HTML formatting is only included when the template is launched via 

Merge to Email. All Templates launched through the Merge to Doc Template feature are converted 

to Plain Text upon converting to MS Word. 

Note to ClientBase Window Users: Document Templates are shared across ClientBase Online 

(and ClientBase Browser), and ClientBase Windows and changes made in either are reflected and 

can be launched in both. Please note one very important difference between Document Templates 

created/modified in ClientBase Windows and Document Templates created/modified in ClientBase 

Online (or Browser). The Windows version saves Document Templates as rtf (Rich Text Format), 

which means the text can be formatted with different fonts and color etc. and that graphics can be 

inserted. Since web applications do not utilize rtf (HTML editing will be coming soon), ClientBase 

has to open any existing Document Template and convert to txt (Plain Text). Therefore if a 

Document Template is created or modified in the Windows version and then modified in the Browser 

version, the Browser version will convert it to plain text (stripping all formatting and graphics) and 

save it as plain text. 

To avoid losing formatting features within Document Templates created in the Windows version, we 

prompt with a warning message before overwriting an rtf Document Template with plain text. If you 

utilize formatting within your Document Templates then we recommend you make all changes to 

existing Templates through the Windows version and only add new Templates via the Browser 

version. 

54


Reminder Alarm Settings 

By default the alarms are activated globally. To disable alarms, check Disabled. 

Client Survey Settings 

Check the box next to any of the marketing tables that you want to include in when printing a Client 

Survey. There is also an option of Print only codes selected for profile, which when selected, does 

not print all marketing codes available, but just the codes that have already been checked off. These 

defaults can be overwritten each time a client survey is printed. 

Default Field Values for Res Cards 

In this area you can further customize your Res Cards and how they default upon creating new Res 

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Cards and Reservations. 

RES CARD DEFAULTS 

Reservation Cycle: Set to default to any of User Definable drop-down options. 

Default All Family Members for Leisure Profiles: Check here if you want all Family Members to 

automatically be displayed as passengers when you create a new Res Card. 

Default Tab Displayed: Select the tab you want to default when entering the Res Card, Reservations, 

Invoices, Activities, Agent Remarks, Client Feedback, Attachments, More Fields, or Edit History. 

RESERVATION DEFAULTS 

Booking Status: Select Confirmed, Quoted, or Canceled from the drop-down menu. 

Host Code: If you are using the IC/Host Utility to export invoices to a Host agency, set a default Host 

Code that automatically populates whenever adding a new Reservation. The Host Code currently 

defaults blank, but click the drop-down and select a default Host Code from the list. (Host Codes are 

created under Settings|Host Codes.) 

Filter Vendor Profiles for Travel Category Selected: If you have associated Vendor profiles with a 

Travel Category in the General Information tab of the Vendor profiles, check here to display only 

those vendor profiles of that particular Travel Category for selection off the drop-down menu. 

Filter Service Provider Profiles for Travel Category Selected: If you have associated Service Provider 

profiles with a Travel Category in the General Information tab of the Service Provider profiles, check 

here to display only those Service Provider profiles of that particular Travel Category for selection off 

the drop-down menu. 

Default Service Provider Name to Vendor Name: If you do not want the Vendor name to 

automatically drop into the Service Provider name field in a reservation, uncheck this option. 

Reservations Imported from PNR Default to Invoiced Outside of CB: If you do not want the Invoiced 

Outside of CB to be automatically checked off when you do a PNR import, uncheck this option. 

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Automatically Launch Live Connect for Live Connect Vendors: If you do not want Live Connect 

vendors to be automatically launched when creating a reservation, uncheck this area. 

Print Address on Itin/Invoice for Hotel/Car/Insurance/Miscellaneous/Tour/Transportation: Check or 

uncheck options for printing addresses on the itinerary/invoice for Hotel, Car, Insurance, 

Miscellaneous, Tour, or, Transportation. 

Print Cruise Itin Option: Select the default Cruise Itinerary Option from drop-down, Sort by Date/List 

Arrive then Depart or Do Not Sort by Date/List Arrive then Depart. 

Print Itemization Option: Choose the following from the drop-down for printing itemization details, 

Print All Itemization Details, Summarize by Passenger, Summarize by Category/Passenger, 

Summarize by Description/Passenger, or Do not Print Itemization. 

Res Card More Fields Categories 

Res Card More Fields are used for capturing any type of trip data that the Res Card currently is not 

prompting for, giving you the ultimate flexibility in tracking trip information. Res Card More Fields can 

be linked to a Trams Back Office UDID (User Defined Interface Data) field too, so upon invoicing in 

ClientBase, the more field entry automatically populates the appropriate TBO UDID field. When 

setting up the Res Card More Fields, you have the ability to link a Profile More Field to a Res Card 

More Field which means upon creating a new Res Card, the Res Card More Field automatically is 

completed with the entry in the profile more field. 

This means if certain client data is being captured in a profile more field and being merged into a 

PNR via the PNR rules for the purpose of completing a TBO UDID, you can invoice from ClientBase 

and automatically complete that data into any new Res Cards, and upon invoicing complete the TBO 

UDID with no extra steps. 

Setup Res Card More Fields categories and items by following these steps: 

1) Go to More Field Categories to assign a field name by going to Settings|Res Card More Field 

Categories, and complete the following fields: 

No. The system will assign a number. 

After entering field name, field format, put maximum field length 

and if using UDID’s in TBO, associate the entry with a UDID. 

Category Name: Enter a descriptive name. 

Format Type/Max Length: Allows you to specify what characters are entered into the field. 

Selection of options are: 

**None (Res Card More Fields will continue to work as it does currently) 

**Letters Only 

**Numbers Only 

**Letters and Numbers Only 

A different format option can be selected for each Res Card More Field. 

A field length can also be set for a Res Card More Field by entering the number of characters allowed 

in the Max Length field. Maximum number of characters for a More Field is 80 characters. The new 

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formatting options can only be used when adding new Res Card More Field categories. 

When a Res Card More field is formatted, when entering a value for the More Field, the value can 

only be entered using the format designated for that category. If an incorrect value is entered a 

message is displayed informing you of the proper format. So if the More Field was formatted to 

accept numbers only and an alpha character is entered into the field, the message would appear, 

Invalid Entry. Format Type is Numbers Only. 

Notes: Existing Res Card More Field categories cannot be formatted. 

The new Format Options menu is read only for sync copies. 

UDID No.: To link a specific UDID (User Defined Interface Data) from Trams Back Office to a Res 

Card More Field so that upon invoicing, a Res Card the value in the Res Card More Field 

automatically populates the value in the TBO UDID, select from the drop-down menu. When the 

reservation is invoiced, the UDID fields in TBO are populated and appear on TBO invoices/reports, 

although they do not appear on invoices generated in ClientBase. This field can be left blank. 

2. Go to Settings|User Defined Fields|Res Card More Field Items and use Add, Modify, and 

Delete to setup the drop-down list of defaults by completing the following fields: 

Category: Select the desired Res Card More Field category name by selecting from the drop-down 

menu. This listing was created when you created the more field categories above. 

Code: Type in the desired code. Click OK. 

3. Repeat these steps for each Res Card More Field code that you would like to include for each Res 

Card More Field category. 

To learn how to use the Res Card More Fields, please refer to chapter, An In-Depth Look at Res 

Cards. 

Res Card Insurance Prompting 

From this area you have the ability to Turn on Insurance Waiver Prompts for both invoices and 

itineraries. When these settings are checked, upon issuing an invoice or itinerary, agents are 

prompted if no insurance exists within the Res Card's reservations (including itemization and Service 

Provider records). From this area you can set a default insurance vendor for when your agents 

choose to accept the insurance prompt. This simply defaults a new insurance reservation with that 

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vendor. Capture an Insurance Waiver Message (up to 512 characters). This message prints on 

each invoice or itinerary when no insurance exists and the agent declines insurance for this Res 

Card. 

Res Card Tax and Commission Defaults 

ClientBase Res Card reservations have the ability to capture up to 4 different Tax Rates/Codes and 

a Commission. These settings establish the default rates when a new reservation is first created. 

These defaults can be overridden on a reservation-by-reservation basis. If you are not a TBO user, 

designate which taxes go to which tax fields when invoicing from ClientBase. The commission rate 

for vendors used in reservations is defaulting to the vendor commission field in the vendor profile. If 

the vendor default commission is blank, then the commission defaults to the amount entered in the 

field called Comm Rate. Note: Canadian users find additional fields to accommodate the GST/HST/ 

VAT rate. The GST/HST/VAT Tax codes are used for PNR Import. 

Hint: Want to fill in taxes and commissions on an reservation-by-reservation basis, leave blank. 

Default Field Values for New Invoices 

These Settings provide you the ability to set defaults for each invoicing field when invoicing from the 

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ClientBase Res Card. The following defaults can be set. 

Form of Payment can be set to default to either Cash, Check, Credit Card, CC Merchant or No 

Default. Please Note that if the default Form of Payment is set to Credit Card or CC Merchant, the 

system automatically defaults the credit card number to the first credit card entry within the profile 

being invoiced. 

Trip Balance Due Date can be set to default to either the Earliest Reservation Final Payment Due 

Date or No Default. 

Save All Invoices To Branch X allows an agency to setup multiple branches with different headers/ 

footers, default remarks and format settings within ClientBase but still save all invoices to a single 

branch in Trams Back Office. This setting works well for agencies with IC's that want different invoice 

defaults in ClientBase but still need all accounting data to land in one branch. 

Travel Category Defaults allows you to set a default Travel Type for each reservation Travel 

Category. 

Travel Type/Submit To Defaults allows you to set a default Submit To setting for each Travel Type 

as well as a default setting for printing within Invoice Totals when that Travel Type is set to Comm 

Track. 

Batch Reminder Settings 

Since many times an agent creates multiple reminders at one time after booking a reservation to help 

remember common tasks such as collecting deposit, final payment, checking for documents, 

sending welcome home letters, etc., you can create a global set of Batched Reminders that can be 

launched from within a Res Card to create multiple reminders all at one time. 

Although you can add unlimited batches to this area, a default cruise/tour batch has been created for 

you which contains the reminders, Deposit Due, Final Payment Due, Validate Int’l Security 

Information, Send Gift, Check for Documents, and Welcome Home. To create a batch reminder: 

1) Go to Tools|Settings|Batch Reminder. 

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2) Highlight the default Cruise/Tour Batched Reminder and click Edit on its right. 


Click here to add a new 

batch. 

Click Edit for each Reminder included within this batch and review and update accordingly. Upon 

customizing each Reminder and adding any additional Reminders, click Save Changes. 

3) Click Add New Batch to create a new set of Batched Reminders if desired. 

4) Name the Batch and Enter a Description (i.e., Cruise Booking Reminders, Default Reminders for 

a Cruise Reservation). 

5) A Batch of Reminders can include any number of Reminders from 1 to 100. Click Add to create 

the first reminder for the batch and the following fields appear: 

Reminder Date: These Global Reminder settings need to use date entries as Merge fields so that 

upon launching the Batched Reminders from within a Res Card the appropriate Reminder Date can 

be defaulted. This defaulted date for the Reminder can be overwritten at the time of launching the 

Batched Reminders, just before Creating and Saving them to the Res Card Activities tab. 

Default Date Using: Select Current Date, Res Card Create Date, Res Card Start Date, or Res Card 

Return Date. 

Plus/Minus: Select plus or minus from the drop-down. 

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Number of Days: Enter a number from 1 to 2000 

Create Reminder: Select Always or Optional. Upon launching a Batch of Reminders from a Res 

Card, a listing of the default Reminders appears. In order to be created, each Reminder within the 

listing must be selected. If this field is set to Always, then the selection box for this Reminder will be 

checked by default. If this field is set to Optional, then the selection box for this Reminder will not be 

checked by default. 

The remaining fields are identical to those fields included in a single Reminder Record. Complete 

each field and the Reminder defaults accordingly upon launching the Batched Reminders from within 

a Res Card. Enter default entries for: Timeless, Start Time, Duration, Login Name, Priority, Private, 

Reminder Type, Subject, Set Alarm, Completed and Remarks. Click OK to save your first Reminder 

within this Batch. 

6) Continue to add as many default Reminders as you would like included within this Batch of 

Reminders by repeating Step 5 above. 

7) After each default Reminder is created for this batch, click Save Changes to save the Batch. 

Create more than one Batch of Reminders if desired. For example, if you would like different default 

Reminders for a Tour booking then for a Cruise booking, or for a particular Group booking, then add 

another Batch of Reminders accordingly. 

Host Codes 

If you are sending invoices to a Host agency and need to track reservations booked through the Host, 

you need to set Host Codes. To ensure continuity across reservations, this field is not free flow, but 

is populated by selecting from a drop-down list created in Tools|Settings|Host Codes. Use Add, 

Modify and Delete to customize your list of possible Host Codes. Go to Tools|Settings|Default 

Field Values for Res Cards and set a default Host Code for new Reservations if desired. 

Once your Host Codes have been established, upon creating new Res Card Reservations, track the 

Host Code as desired. Upon generating an invoice for each reservation, the Host Code is saved 

within the invoice booking record accordingly. Agencies using the IC/Host utility to export invoices 

for their Host agency can now include invoices issues from ClientBase Browser. 

Travel Types 

Customize the Invoice Travel Types to correspond to those in your own accounting system if you do 

not have Trams Back Office. ClientBase comes with 25 default Travel Types. Note: For agencies 

using Trams Back Office, we recommend all Travel Types be edited from TBO, rather than 

ClientBase as links to General Ledger accounts exist. 

To edit those defaults: 

1) Go to Tools|Settings|Travel Types. Here, you can modify each of the default types. 

2) Select the travel type edit and click Modify. Travel types are user-defined and used upon invoicing 

to designate the type of travel the invoice is being generated for. Travel type is a merge field available 

for use when setting up your PNR Rules. 

3) Under travel category from the drop-down menu, link this travel type to the appropriate travel 

category. Travel categories are pre-defined (Air, Hotel, Car, Cruise, Tour, Rail, Transportation, 

Insurance, Service Fee & Miscellaneous) and used to categorize each reservation captured in 

ClientBase. 

3) Type the name of the new travel type. 

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5) Click Save. 

Live Connect Providers 

Access and update your listing of Live Connect Providers directly in ClientBase. You may want to 

add a new one between ClientBase releases, or be notified of a change to the provider’s URL. Click 

Add to add a new provider, add the Name, URL, Travel Category and Import XML source. The 

Include Authentication area is only checked if the Live Connect Provider setup instructions specifies 

so. (When implemented, it allows for ClientBase to first authenticate the User Login and Password 

via the booking engine's authentication security layer, obtain an authentication code, and then repost 

to the booking engine URL with the authentication code in addition to the login and client data. This 

setting is required by Sabre Cruise Live Connect.) 

Click on entry to Modify an existing Live Connect Provider or Make Inactive. 

Live Connect Logins 

Access and update agency level Live Connect Login information directly from ClientBase. 

Keep in mind that any Live Connect Login and Password information captured at this level applies 

to all ClientBase User Logins. To capture unique Live Connect Login information per user, use the 

Live Connect tab within the ClientBase User Login record (Tools|Settings|User Logins|Live 

Connect tab or in Tools|My Login). 

Header and Footer - Invoices or Trip Proposals 

Add or update global level Headers and Footers for Invoices and Trip Proposals directly from 

ClientBase. These Headers and Footers can be used to set your page margins, recreate your 

agency letterhead and standardize your Invoices and Trip Proposals through the use of 

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customizable Text, Graphics and Merge Fields. Agencies with multiple branches have the option of 

setting up just one global header/footer and use the branch merge fields for customization by branch. 

Go to Tools|Settings|Headers and Footers to update or create your agency level Headers and 

Footers. (Invoices and Trip Proposal Headers and Footers must be set up separately.) 

HEADER/FOOTER TABS 

Click the desired tab to setup the headers and footers. The report header is the header on the first 

page of the report; the report footer is the footer on the last page in the report. The page header is 

for each page of the report, and the page footer is for each page of the report. If you have a Report 

Header/Footer and Page Header/Footer all setup, each prints on each of the pages you designate. 

Add Text: Use Add Text to insert text into the header or footer. A text box appears in the upper left 

corner. Size it and move it by using the 2-directional and 4-directional arrows. To type and format 

text, double-click the text box. A screen appears to enter your desired text, align the text, add merge 

fields (see below), and set the font. Click OK to go back to the main screen. 

Add Picture: Use Add Picture File to insert a graphic file. Use the browse feature to locate the 

graphic file on any drive/directory and click Open once located. (Use *.jpg, *.jpeg, *.bmp, *.ico, and 

*.emf type graphic files within headers and footers.) Double-click the graphic to access dialog box to 

set size and page alignment, or highlight the graphic to click and drag, size, and position it properly. 

Tip: Make sure the graphic is properly sized before importing it. 

Add RTF: An rtf box provides slightly more formatting than a text box. Notice the formatting toolbar 

and merge fields. 

HEADER/FOOTER MERGE FIELDS 

Use the Add Text or Add RTF button to create any text box. Size it and move it by using the 2- 

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directional and 4-directional arrows. Double-click within the box to enter text and click the Insert 

Merge Field to obtain a listing of all the merge fields available. 

Note: Res Card Bill To and Res Card Ship To merge fields appear in the text box as one line, but 

when merged can take up to 5 lines of address information, so be sure provide a large enough text 

box when using these merge fields. 

PAGE HEADERS/FOOTERS, PRINT OPTION 

On All Pages: Appears on all pages regardless of the number of pages. If Report Headers/Footers 

exist, the Page Header appears just below the Report Header, and the Page Footer appears just 

above the Report Footer. 

On First Page Only: Appears on just the first page, or if a single page document appears on that 

single page. If Report Headers/Footers exist, the Page Header appears just below the Report 

Header and the Page Footer appears just above the Report Footer on Page 1. 

Skip First Page: Appears only starting with Page 2 of the document. If it's a single page document, 

then it does not appear. 

MERGE FIELDS WITHIN HEADERS/FOOTERS - INVOICES/TRIP PROPOSALS 

Invoices Only Merge Fields: Invoice Agent, Invoice Agent Address, Invoice Agent City, State Zip, 

Invoice Agent Primary Phone, Invoice Agent Primary Fax, Invoice Agent Primary Email, and Invoice 

Agent Primary WebSite. 

Invoices and Trip Proposals Merge Fields: Login Agent, Login Agent Address, Login Agent City, 

State, Zip, Login Agent Primary Phone, Login Agent Primary Fax, Login Agent Primary Email, Login 

Agent Primary WebSite, Res Card Agent, Res Card Agent Address, Res Card Agent City, State, Zip, 

Res Card Agent Primary Phone, Res Card Agent Primary Fax, Res Card Agent Primary Email, Res 

Card Agent Primary WebSite, and Res Card No. 

Page Margins: Set the left, right, top, and bottom margins for Invoice. 

How to Set Up User Level Logos in Headers/Footers 

Logos can be added to Headers and Footers at the user level for use on Invoices, Itineraries, Trip 

Proposals, Trip Statements and Receipts. Some agencies have the need for an agent to have his or 

her own unique branding to appear on Invoice, Statements, etc. (such as agents that are 

Independent Contractors). To use the agent logo feature, it is necessary to add the agent's logo to 

the Agent's profile and to add the Primary Agent Logo merge field to Headers and Footers. 

The agent's user login must be associated with an agent profile. Verify that the Agent Profile field is 

completed in the user login settings. If Agent Profile is missing from the user profile, the SYSDBA 

user must login and complete it. (Tools|Settings|User Logins.) 

Next, query and select the agent profile, click the Attachments tab and Add. There are two 

Attachment Types of Logo and General (for attachments other than logos). Select Logo, then 

Browse for Attachment and select the agent's logo image. Agent's logo image must be a *.jpg, *.jpeg, 

*.bmp, *.ico, or *.emf type graphic file. Make sure it's the correct size before you import it. Complete 

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the Description field and click OK to save. 

After saving the agent logo, select the desired Header and Footer (Invoice, Trip Proposal, Receipt, 

etc.). Double-click on the global logo image to open the Picture Designer. Do not change the current 

logo image. Click the down arrow on the Merge Field, select Primary Agent Logo from the drop down 

and click OK to save. 

Repeat these steps to add the Primary Agent Logo merge field to each Header and Footer (Invoice, 

Trip Proposal, Receipt, etc.). 

If a logo exists in the Agent Profile, that logo is merged on to the document as long as the Primary 

Agent Logo merge field is in the Header and Footer. If no logo exists in the Agent Profile, or if the 

agent's user login does not have an assigned Agent Profile, the agency's usual Header and Footer 

is used (Branch level or the Global level). 

In addition to the setup needed in CBB/CBO to use this feature, it may also be necessary to increase 

the Tomcat configuration to allow larger POST request processing. Changing the Tomcat 

configuration should be handled by your IT administrator only. Click here for configuration 

instructions to for the administrator. 

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Required/Optional Fields 

Database administrators can designate certain fields within a Profile, Activity or Res Card record as 

a mandatory field that must be completed for the record to be saved. By default no fields in a Profile, 

Activity or Res Card are set as mandatory, but by going into and selecting the record type, set any 

field as either Required, which means you cannot save the record without completing this field; or 

as Optional which means you get a prompt when saving the record and if this field is left blank, the 

system still saves the record. 

After choosing the Required/Optional Fields setting, click on the blue Profile, Activity, Res Card, or 

All links to navigate around the screen. Clicking these links expands the screen to provide the 

individual selections for each category. Click on an icon to change the given property for each 

selection. Click Save upon completion of selections. 

Note: The Family Members/Employee tab in Profile Required Fields helps track passenger 

information for TSA Requirements. Information needed to meet TSA Requirements such as Gender, 

Middle Name, and Birth Date (day, month and year) are located under a new Family Members/ 

Employee section under Tools|Settings|Required/Optional Fields. Other fields which can be set to 

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Required or Optional are Relationship, Courtesy Title, First Name, Last Name, Citizenship, Primary 

Passport Number, Primary Passport Issue Date, Primary Passport Issue City and Primary Passport 

Expiration. After adding or editing a passenger record and saving it, prompting will occur if any of the 

required/optional fields are missing information. 

When using Required fields for Birthday Month, Birthday Day and Birthday Year: 

**If Birthday Day is required or optional, the Birthday Month is set to Required. 

**If Birthday Year is required or optional, the Birthday Month and Birthday Day will be set to Required. 

**If Birthday Month is not Required, then both Birthday Day and Birthday Year will be cleared. 

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Chapter 

2 

Getting to Know ClientBase 

This section provides a general overview of ClientBase. The features of the program 

are broadly discussed in this chapter with an in-depth look at each of the features 

and its application within your agency in succeeding sections. 

Introduction 

At the heart of ClientBase is the ability to locate, modify and use the information held within an 

agency’s database. Your database contains a wealth of knowledge on past and present customer 

and vendor relationships. Being able to easily access and use this valuable information to maintain 

existing relationships and build new ones may very well establish the future success of your agency. 

ClientBase is the tool of choice to easily access, manage, update and use this valuable database 

information. We’ll show you how! 

ClientBase Main Screen 

The first screen to appear after logging on is the main screen. To become better acquainted with 

the ClientBase features, it may be helpful to think of the screen as being divided into six sections: 

1. Browser Items 

2. File Managers, Tools, Help, Log off 

3. Menu Items 

4. Search (Query) Filters 

5. Navigation Bar 

6. Search (Query) Results 

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Getting To Know ClientBase 

Meet the Browser Items 

Meet the File Managers, Tools, Help, Log Out 

The File Managers consists of Profiles, Activities, and Res Cards. Profiles provide quick access to 

vital information about your clients (Leisure or Corporate), Service Provider, Vendor, Agent and 

Other profiles (non-travel related entities, such as the electric company or landlord). From this area 

locate, add, or modify profile records. 

Activities allow you to easily manage activity data (Notes, Reminders and Mailers) and provides 

query filters and results listed by Activity. Res Cards Manager allow you to easily manage Res Card 

data, and provides query filters and results listed by Res Cards. 

Profiles File Manager 

When clicking Profiles, search (or query) filters appear or select a link which contains a stored set of 

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query filters (Global or Personal Saved Searches) from the drop-down menus. You can also use a 

simple or advanced search to enter a custom search. (To view all profiles, click Find.) 

When querying a profile, enter the first few letters and the system automatically displays all names 

that are possible matches. For example, if you are searching for the client, Janet Sharp, type Sharp 

in the Profile Name/Company field and the system automatically displays any profile with the last 

name of Sharp. If you type Sharp/J, ClientBase further filters the names showing only those with 

Sharp as the last name and the first names that start with a "J". This works for all Profile Types and 

all Profile name fields. 

Global and Personal Saved Searches 

The Global Saved Searches represent a set of search filters and column arrangements that have 

been saved and named. With a single click of the mouse from these drop-down menus, these links 

automatically complete search filters and display results after clicking Find. The Personal Saved 

Searches represent folders that have been saved by you and can only be seen and utilized on your 

own login. 

To retrieve a specific profile, click View next to the entry or the action menu icon (gear). This icon is 

displayed to the right of View and is listed for each record in the query. It has been designed to allow 

you to perform a variety of actions for that one record without having to open the record first - saving 

you a few extra clicks of the mouse. 

Activities File Manager 

When opening Activities, search filters are entered by default or you may select a link which contains 

a stored set of search fields (Global or Personal Saved Searches) from the drop-down menus. You 

can also use the simple or advanced filters to enter a custom search. (Clicking Find displays all 

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activities.) 

The Global Saved Searches represent a set of search filters and column arrangements that have 

been saved and named. With a single click of the mouse from these drop-down menus, these links 

automatically complete search filters and display results after clicking Find. The Personal Saved 

Searches represent folders that have been saved by you and can only be seen and utilized on your 

own login. 

To retrieve a specific activity, click View next to the entry or the action menu icon (gear). 

Edit takes you directly into the activity, or Go to Profile takes you directly into the profile for which the 

activity was created. A new activity can be created at any time in Profiles, Activities, or Res Cards 

by clicking the Note, Mailer or Reminder menu item on the menu bar. 

Res Cards File Manager 

Res Cards replace the paper index Res Card and file folders that have for years cluttered agencies. 

In the past, agents entered details of many leisure type reservations (client information, confirmation 

numbers, itineraries, vendor information, remarks, etc.) on cards or yellow paper pads. Agents kept 

these cards somewhere on their desk or somewhere in the file. That “somewhere” translated into 

precious time spent searching for Res Cards, especially when the booking agent was not available 

and another agent had to locate the card. 

With Res Cards, you now have a tool to organize and maintain reservation information in a central 

database. If agents get in the habit when talking with clients or vendor/service providers of entering 

the details directly into the Res Card rather than jotting the notes on paper when a customer calls, 

any agent is able to answer questions or update information by accessing the customer’s Res Card. 

(This data provides valuable reports for management as well.) 

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Clicking Res Cards allows you to search and manage the database for Res Cards. Stored searches 

Global and Personal Saved Searches 

for the Res Card Manager are available for selection from the drop-down Global Saved Searches 

and Personal Saved Searches as well as the simple and advanced search areas to enter a custom 

search. From this area, locate, add, modify or delete Res Cards. Upon entering Res Cards and 

clicking Find, by default the system displays active Res Cards. 

To retrieve a specific Res Card, click View next to the entry or the action menu icon (gear). 

Edit takes you directly into the Res Card, Invoice takes you directly into the generate invoice area of 

the Res Card, and Go to Profile takes you directly into the profile for which the Res Card was created. 

Res Cards automate your manual reservation data and provide the means to generate itineraries 

and invoices for customers and track client balances. 

Tools 

Page History: The page history area "remembers" the last places you have navigated to in the 

program. To quickly hop back into a recently visited area, simple click on that link. 

Settings: Access the ability to customize Settings, Branch Settings, and User Logins. 

Mask Credit Card Number: Remove (purge) credit card information for Payments, Booking 

CommTrack CC Numbers and Reservation Deposit CC Numbers no longer of use. Masking a credit 

card number removes the full encrypted credit card number and replaces it with a masked version 

of the number. To use this feature the database must be credit card encrypted. The feature can be 

disabled for any user by selecting the user login settings under Advanced|Other Restrictions and 

checking the box Disable Ability to Mask Credit Card Number. Select Tools|Mask Credit Card 

Number. In the Records to Mask field, choose the type of record to remove from the drop down. 

Options for removal are: 

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*Payments (EFT, CC, CC Merchant) 

*Booking CommTrack CC Numbers 

*Reservation Deposit CC Numbers (This option appears in CBB only.) 

In the Purge As Of field, enter the Purge Date. For example, if you want to remove records prior to 

01/01/2011, the Purge Date is 12/31/2010. Records are removed by date as follows: 

*Payments (by Payment Date) 

*Booking CommTrack CC Numbers (by Depart Date) 

*Reservation Deposit CC Numbers (by Deposit Due Date) 

After entering the purge date click the Mask Credit Card Number button. A message appears 

indicating what type of records will be masked and as of what date. Click Yes to continue or No to 

return to the selection criteria. 

Trams Back Office Users: If your database is also used with Trams Back Office, do not purge using 

the options of Payments or Booking CommTrack CC Numbers, as these affect accounting data and 

therefore removal must occur in Trams Back Office. If either option is chosen, upon clicking the mask 

button to precede you will receive the warning, "Permanent masking of payment entries will affect 

accounting history and should be managed in Trams Back Office." Please note that if you continue, 

you risk ruining your accounting data. 

Sync Users: The feature can only be used from the Primary database. 

Import Profile: Import data into ClientBase in the form of an ASCII (.txt) file. Directions are in 

section entitled, Set Up to Use ClientBase. 

Case Converter: ClientBase has the ability to convert cases of some of the fields in the program. 

For complete directions on this feature, go to section, Using the Profile Manager to Manager Your 

Profiles. 

Global Modify: ClientBase has the ability to globally modify some of the fields in the program. For 

complete directions on this feature, go to section, Using the Profile Manager to Manager Your 

Profiles. 

My Login: By going to Tools|My Login, each user has the ability to update their own default 

settings including Query Folder Defaults, Profile Defaults, Communication Defaults, Live Connect 

settings, PNR Import Settings, Email Settings, as well as User Name, Title, Email and Login 

Password. 

User Settings: Only the User Name, Title, Email and Password can be changed from this area. 

Saved Search Defaults: Each file manager (Profile, Activity, and Res Card) comes with a default 

set of folders, which represent a stored set of search filters. In addition to the default folders, your 

agency and agents can create their own custom folders. This area of the user login allows you to 

identify which folder should be opened by default (within each manager) when first signing into 

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ClientBase. Choose from the drop-down menu the types of transactions you want to see when first 

entering ClientBase with this login. 

Profile Defaults: Each profile type is made up of several links information. Under Profile Defaults, 

select which link fist appears when viewing each type of profile. For example, you may to see 

marketing information first thing, every time they retrieve a leisure client profile. If so, click the down 

arrow next to Leisure and select Marketing. You can select any link for any profile type. 

Communication Defaults: The agency is no longer confined to its four walls. With so many outside 

agents and employees working from distant locations, customers come with many different area 

codes and even from different countries. Agent users have the opportunity to save default phone 

information as part of their log in. Note: If this screen is left blank, then information that is listed 

under Settings (Global Defaults) is used. 

Live Connect: This set-up setting area is for agencies who want to use Live Connect in the Res 

Card. Set up for Live Connect agent logins can be done in two ways - globally (if all agents share 

the same user name, password or account number), or individually. When Live Connect is 

launched, the system first looks to see if there is login information at the User Login level, and if not, 

then looks for the login information at the Settings (Global Defaults) level. 

Live Connect Provider: Select from the drop-down list. 


information provided to you by the Live Connect provider. 

Setting up Individual Login Information: To set up Live Connect for each user login, click on the Live 

Connect tab in the User Setting. Click Add to add a Live Connect Provider User. 

(For a complete overview of use Live Connect, please refer to the chapter An In-Depth Look at Live 

Connect.) 

PNR Import - If you are using PNR Import, you may be asked to use this area. See An In-Depth 

Look at PNR Import for more details. 

Email Settings 


Login SMTP Settings obtained from the entity responsible for maintaining your mail server (ISP). For 

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complete directions on setting this up, see section, Putting Your Profiles to Work for You or Setup to 

Use ClientBase. 

ABOUT - Clicking About provides you with further details on the ClientBase configuration including 

Application Version, Database Type (IB or Oracle) and version, Agency Serial #, Expiration Date and 

Max # of Simultaneous Users, and Private Label Version. 

Help 

Provides on-line program topics that explain different areas of the program with directions on usage. 

Log Out 

Returns user to the Sign In area. 

Meet the Menu Items 

Merge Options 

In any of the File Managers, after searching for a Profile, Activity, or a Res Card, a Merge Items 

feature shows up: 

Merge To Document: Launch a Document Template (setup by default) from the results of a search 

into Wordpad, MS Word, Open Office, etc. to view, edit and print the document with all fields merged. 

You can also Merge to Doc inside a client profile. Please see section on Putting Your Profiles to Work 

for You for exact directions on how this is done. 

Merge To Email: Launch an Email from the results of a search. Please see section Putting Your 

Profiles to Work for You for exact directions on how this is done. 

Merge To File: Export the results of a search for use in other applications such as MS Word, Excel, 

etc. to run labels or reports, and print from your local workstation. Arrange and sort columns as 

desired before printing. 

Merge To Printer: Print the results of a search from the Profile, Activity, or Res Card Manager. 

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Merge To Label: From the results of a search from the Profile, Activity or Res Card Manager, merge 

to labels. 

Create Profile 

After clicking Create Profile, you can create a new profile. Most important to capture in the beginning 

is Name, Address, Phone, and Email and then Save. Complete directions on entering new profiles 

and the anatomy of a profile are found in the section, An In-Depth Look at a Client Profile. 

Want a quick way to create a profile Use the following hot keys: 

Alt shift L = New Leisure 

Alt shift C = New Corporate 

Alt shift S = New Service Provider 

Alt shift V = New Vendor 

Alt shift A = New Agent 

Alt shift O = New Other 

Res Card 

Create a Res Card for any profile by clicking on this menu option. Associate the Res Card with a 

profile by clicking on the three dots to the right of the Prepared For field. Learn more about Res 

Cards in the section entitled, An In-Depth Look at Res Cards. 

Note, Mailer, Reminder 

Create a note, mailer, reminder from the results of a search. Please see section An In-Depth Look 

at Activities for exact directions on how this is done. 

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Reports 

Currently only the Client Survey and the Profile Statistics Reports are available for use in ClientBase, 

but check back soon for additional reports. 

CLIENT SURVEY 

The Client Survey report shows contact and marketing information an agency currently has on record 

for a client in ClientBase. The survey is given to clients to verify and/or update their information. The 

survey can be printed or e-mailed right from ClientBase. Users may define what marketing tables 

and codes are included on the client survey printout. 

Set up the client survey defaults in under Tools|Settings|Client Survey Report Settings. Check 

the box next to any of the marketing tables that you want to include in Client Survey. There is also 

an option of Print only codes selected for profile, which when selected, does not print all marketing 

codes available, but just the codes that have already been checked off. These defaults can be 

overwritten each time a client survey is printed. 

STATISTICS REPORTS 

Statistics reports provide a bird's eye view of the marketing and demographic data captured in the 

database, including summaries with totals and percentages. To run Statistics Reports, from the 

Profiles Manager, query the desired records, and then select Reports|Profile|Statistics from the 

menu bar and select the desired report. Reports are run from the Current Results in Profile Manager. 

Marketing Code Statistics - For each Marketing Category Item, view Profile Count, Profile Matches, 

and % (Profile Count/Profile Matches). 

Profile Statistics - Report provides a breakdown of the number of profiles created and the number 

of profiles modified for each user, broken out by profile type. Report is run from the current results in 

the profile manager, with the option to "Include Only Users That Have Stats". 

Referred by Statistics - For each Referred By Item, view Profile Count, Profile Matches, and % 

(Profile Count/Profile Matches). 

Geographic Statistics - For each Zip Code, City and State, view Profile Count, Profile Matches, and 

% (Profile Count/Profile Matches). 

Birthday Statistics - For each Month/Date, view Profile Count, Profile Matches, and % (Profile 

Count/Profile Matches). 

Special Date Statistics - For each Special Date Type, view Profile Count, Profile Matches, and % 

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(Profile Count/Profile Matches). 

Completed Fields Statistics - For primary fields captured with the General Information folder, view 

a Profile Count, Matches and % (Profile Count/Profile Match) for those fields. 

Meet the Search Filters 

Your database holds a wealth of information on your customers - marketing activities, 

communication and address information, family/employee preferences, and more. This information 

is of little value unless you can quickly and easily access the data you need. The search (query) 

feature provides filters to quickly sift through your data to match your required search criteria. 

Simple Search 

You have the ability to do simple or complex searches based on the selected search filters in the 

Profile, Activity or Res Card Managers. 

Simple Search 

Quickly locate a profile or a group of profiles by completing one or two search filters in the simple 

search area. The drop-down field to the left identifies what you want to search by, and the blank field 

to the right provides an area to type in search data. If you choose to use both fields, then the criteria 

is strung together with an "and", not an "or", and only those profiles that meet both query fields are 

displayed as a match. 

When querying a profile, enter the first few letters and the system automatically displays all names 

that are possible matches. For example, if you are searching for the client, Jane Smith, type Smith 

in the Last Name field and the system automatically displays any profile with the last name of Smith. 

If you type Smith/J, ClientBase further filters the names showing only those with Smith as the last 

name and the first names that start with a "J". This works for all Profile Types and all Profile name 

fields. 

All leisure clients with the last name starting with "smith" appear in the results area. Select the client 

name you want and click Find. 

Simple Search 

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Advanced Search 

Advanced Search provides additional filters that allow you to more narrowly define what you are 

looking for. Search filters are selected by clicking Go to Advanced Search, then Enter Data to Search 

by, and completing as many of the search fields as desired in the General Info, Marketing, Activities, 

Family/Employee, Res Cards or More Field links. Each field selected is strung together with an “and” 

that more narrowly defines the search. For example, you have just received a hot cruise special to 

Europe and want to get a number of all past and potential cruise clients interested in Europe and 

living in the 90045 zip code to see if you should do a mailing. Select Leisure under Profile Type; 

“90045” in the Zip Code field; “Europe” and "Cruise" under Marketing categories and click OK. You 

have selected the filters to search your database for all leisure clients who expressed an interest in 

cruising and want to go to Europe and live in the 90045 zip code area. When you click OK, all clients 

in the database meeting the search criteria are displayed on the results screen . 

Use any of these links 

to search in Advanced Search 

Be sure to Reset 

to refresh criteria 

Meet the Navigation Bar 

The Navigation Bar provides a means to jump to various profiles in the search results screen by using 

First, Previous, Next and Last. To obtain a number of entries in the results of a search, click Count. 

The program only displays so many results at one time, so use First, Previous, Next, Last to navigate. 

Also on this bar are Select Columns, Sort by Columns, and Saved Searches. 

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Select Columns 

Click Select Columns to choose columns displayed in the search results screen. 


To change a column, move the highlighted column over to the other side by using the > or < arrow. 

By using the shift key and mouse, select as many consecutive entries as you want to move; by using 

the control key and your mouse, select non-consecutive entries to move. Use the >> or


menu icon (gear) to activate the following items for this profile only: View, Delete, View Activities, 

Merge to PNR, Merge to Document, Merge to Email, Launch Live Connect, New Res Card, create a 

Note, Mailer or Reminder. 

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Chapter 

3 

An In-Depth Look at Client 

Profiles 

This chapter familiarizes you with setting up, maintaining and using client profiles. 

Introduction 

In today's marketplace travel agencies are finding a need to shift their focus away from being order 

takers and processing transactions. To survive and profit, it has become imperative for an agency 

to practice CRM or Customer Relationship Management. An agency services clients and strengthen 

these relationships in order to build and retain client loyalty. The information collected within the 

leisure and corporate profiles provide an important tool to achieve this goal. 

Types of Client Profiles 

There are two types of client profiles in ClientBase - Leisure and Corporate. A Leisure profile is 

created for each leisure client’s household. A client profile holds any number of family members. 

For example, an agency created an leisure profile for Mr. & Mrs. John Smith. The family members 

are John, the primary contact; Karen, his wife; James, his son; and Jesse, his daughter, and are 

included as part of the Smith profile under the link, Family Members. Whenever anyone in the 

household calls the agency to travel, John’s profile is accessed and used to confirm or add vital 

information for any family member. 

Corporate profiles are created for each of your commercial clients. Each profile may contain any 

number of employees who are company travelers. These are listed in the client profile under the 

Employee link. Many times a traveler listed under a corporate profile also has an leisure profile in 

your database as well, since customer needs are different for leisure and corporate travel. 

Create a New Client Profile 

New client profiles can be created by clicking on Create Profile on the menu bar and selecting 

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An In-Depth Look at a Client Profile 

Leisure or Corporate. 








After clicking Create Profile, you can enter information on a new leisure client. There is one profile 

per paying party. Most important to capture in the beginning is Name, Additional Name (if applicable, 

see below) Address, Phone, and Email and then Save. 

Additional Name: This field is for capturing another name within a single household when creating 

a new profile. For example, John Smith has a wife Mary but Mary still uses her maiden name of 

Jones. All correspondence should be addressed to both John and Mary. Enter John's name in the 

Last/First fields and enter Mary Jones in the new additional name field. Mailing label would appear 

as: 

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An In-depth Look at a Client Profile 

John Smith 

Mary Jones 

Address 

City, State Zip 

The additional name field is a one line field and can contain up to 80 characters. This field can be 

merged to Documents, Labels and E-mails. It is also now a part of Level 2 Profile queries and level 

2 Res Card queries. When creating a new profile the additional name entry is also added to the 

Family Members tab by default. 

OPEN WIZARD: The Profile Wizard to create new Leisure and Corporate profiles gives agents a 

more efficient way to enter the most common profile data, as well as all data the agency has flagged 

as required data for a customer. (The goal is to minimize the data entry fields for faster initial entry. 

Complete data entry can be done by editing the profile after the wizard is complete.) The wizard 

accesses four areas: 

Profile Info 

Family Member Info 

Credit Card Info 

Loyalty Programs 

1) Click the create profile icon, and select Leisure or Corporate to launch the create profile screen. 

2) Click Open Wizard. The wizard profile screen was modified to display the fields of the basic profile 

information to be captured such as General Info, Address, Communications and Additional 

Information. As always, the user is prompted of any Required Fields that must be completed. The 

Special Dates, Web ID, Web Password and Website fields are only displayed on the profile screen 

if they are flagged as Required Fields. Complete the profile information and click the Open Wizard 

button to advance to the next screen. Note: If using the wizard, the user must click Open Wizard 

AND NOT the Save button. Clicking Save does not take the user through the profile wizard, but 

instead saves the current profile data entered and takes you to the profile view screen. 

3) Next, the More Fields data entry screen is the displayed if and only if there are any More Field 

categories that are flagged as required. Complete the required information and click Next to 

advance the wizard to the next screen. 

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4) The Marketing Categories data entry screen is display next if and only if there are any Marketing 

Codes that are flagged as required. Complete the required information and click Back to go back to 

the previous data entry screen, Finish if there isn’t any further profile data required, or click Next to 

advance the wizard to the next screen. 

5) Enter the Family Member/Employee information. The wizard will allow entry of data for up to five 

family members/employees. After the data for Family Member/Employee #1 is entered, to display 

the data entry screen for Family Member/Employee #2, click the magnifying glass icon on the 

header. Repeat the step for each family member/employee. When all Family Member/Employee 

data is completed, click Back to go back to the previous data entry screen, Finish if there isn’t any 

further profile data required or click Next to advance the wizard to the next screen. 

6) Enter the Credit Card information for the profile. The wizard allows entry of data for up to three 

credit cards. When all credit card information is completed, click Back to go back to the previous 

data entry screen, Finish if there isn’t any further profile data required or click Next to advance the 

wizard to the next screen. 

7) Next, enter the Loyalty program information for the profile. The wizard allows entry of data for up 

to three Loyalty programs. When all Loyalty program information is completed, click Back to go back 

to the previous data entry screen or Finish. Profile is now complete. 

Anatomy of a Profile 

A client profile in ClientBase stores an unlimited amount of information about your customers. To 

organize all this information and make it easily accessible to all users, each profile is made up of 

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these key areas, Menu Items, Header Info, Indicator Icons, and Information Links. 

Menu Bar 

Profile Header 

Info Links 

Let’s explore each of these key areas: 

Menu Bar 

The menu bar contains links to features - Merge Options 

Merge To Document enables you to launch a Document Template from the results of a query into 

Wordpad, MS Word, Open Office, etc. to view, edit and print the document with all fields merged. 

Merge To Email launches an email message for the profile you are in. Merge To Label enables you 

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to create a label for this profile. 

PNR (Merge to PNR) enables you to pass client data to your reservation system's PNR. 

Res Card (Create a New Res Card) activates the Res Card feature to enter trip data. 

Live Connect (Merge to Live Connect) activates a Live Connect screen to enter your Vendor and 

Live Connect Provider and launches you into the Live Connect booking site without having to create 

a new Res Card first. Upon importing the reservation, a brand new Res Card with all the imported 

data therein is created. 

You can also create a Note, Mailer, or Reminder from the menu bar for the profile you are in, or link 

to another profile by using the three dots next to Profile field. 

At very top of screen, notice the menu bar that contains Tools, Help and Log Out. Under Tools, 

Page History shows a trail of the past areas in ClientBase that have been navigated to in the 

program, as well as a link to each manager. To jump to any previous area in this history, simply click 

on its hyperlink. Click Help to access useful information about program features. 

Click Log Out to leave the program or log in as a different user. 

For complete instructions on Merge to Document, Merge to Email, Merge to Label, and Merge to 

PNR, please see chapter, Putting Profiles to Work for You. 

For complete instructions on creating a new Res Card and PNR Import, please see chapters, An In- 

Depth Look at Res Cards and An In-Depth Look at Live Connect. 

Creation of Note/Mailer/Reminder is found in chapter, An In-Depth Look at Activities. 

Header Information 

The header conveniently displays pertinent information including the current mailing address, 

communication entries captured for this profile, Email and Website addresses, Interface ID, Primary 

Agent assigned to this profile and the date it was created. By confirming the accuracy of this 

information and adding any new details each time a customer calls, the user ensures that the client 

data (and agency marketing data) is always up-to-date. 

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Profile Indicators 

Profile indicator icons to the right of the arrows appear if the customer has an active Res Card 

indicating travel arrangements are in the works (that’s the top, yellow icon). The middle icon alerts 

you that this client has previously purchased travel. The third icon (a finger with a red string) alerts 

you if there are any open reminders for this client. None of the above icons appear in the profile if 

the client has no active Res Card, open reminder or past travel history with your agency. Click on 

any of these icons to immediately move into that profile area, i.e. by clicking on the Res Card icon, 

you’ll get into the Res Card link. 

Date Fields 

Complete a date field using any one of the following formats or double-click on calendar date on 

drop-down: 

1) mmddyy or mmddyyyy (separators are not required) 

2) ddmmmyy or ddmmmyyyy 

3) 0 (for current month, day and year date) 

4) mm (defaults to current day and year) 

5) mmdd (defaults to current year) 

6) mm-dd-yy, mm/dd/yy, mm.dd.yy (-, / and . are valid separators) 

7) m-d-yy, m/d/yy, m.d.yy 

You can also select a date from the drop-down calendar. 

Detailed Review of Information Links 

Each client profile contains the following information links: General Info, Remarks, Marketing 

Codes, Family Members/Employees, Activities, Credit Cards, Loyalty Programs, Res Cards, Travel 

History, Groups, Attachments, PNR Entries, and More Fields. 

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General Info Link 

The General Information link displays the primary client data for this household or business. 

The following fields are in the General Information link: 

ADDRESS RECORDS 

A client profile can include unlimited addresses which may be designated as: Primary, Bill To, Ship 

To, Secondary Address and Alternate Address. Only one address though may be designated as 

Primary, one as Bill To, and one as Ship To. When creating a new address, click Add Address, fill 

in correct address details and choose the address type(s). 

This area contains the following fields: 

ADDRESS 

Address Line 1: Enter first line of address. 

Address Line 2: Enter second line of address. 

Apt/Suite: Enter apartment or suite number. 

Zip/City/State/Country: Enter the zip code, city, state, and country of the address. (If the Database 

Administrator has set up the Zip Code field in the Windows version of ClientBase, when you enter a 

Zip Code, the default City, State and Country populates automatically. On the Edit screen of an 

address record, the Zip Code field is now positioned in front of the City and State to facilitate this 

feature.) 

Description: Enter description if desired. 

Address Type 

Primary/Bill To/Ship To/Alternate: One address record can represent multiple Address Types. Click 

to select. 

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Secondary: The Secondary Address choice also offers a date option. This is particularly useful 

because it allows entry of a specific time frame your client may be residing at the Secondary 

Address. After clicking Secondary Address, select the From and Through months from the dropdown 

menu. 

Save/Cancel: Click Save to accept new information or Cancel. 

To modify an entry, click Edit next to the address you wish to alter, make changes, and click Save. 

To remove an entry, click Edit next to the address you wish to remove, and click Delete. 

COMMUNICATIONS 

The standardized format for unlimited communication entries in ClientBase provides a platform upon 

which this information can be easily accessed. When creating a communication, click on Add 

Communication, fill in correct communication details, and click Save. 


Passenger: From the drop-down menu choose what passenger this communication entry is 

connected with (if applicable). 

Type: Options include Email, Fax, Phone, Web, Facebook, Twitter, Linked In, Google Plus. 

Communication Type options include Social Media. This begins the first phase of social media 

integration. Fields are now available to begin capturing social media information in order to connect 

to social media profiles/page(s) in a future release.) 

Begin capturing information by clicking Additional Communications and click Add. Select a 

passenger and click the drop down to choose a Type from the list. The new types for social media 

use are: 

Facebook 

Twitter 

Linked In 

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Google Plus 

After choosing the Type, enter the User ID (example: facebook.com/JohnSmith). User ID format will 

vary depending upon the social media type. Next, select a Description. User defined descriptions 

can be created for specific use with social media. For example, customer John Smith may have a 

personal profile in Facebook, along with a business page for his company. A description of "Profile" 

and another of "Page" could be added to differentiate between whether the User ID entered is for 

the customer's profile or his business page. 

Example Formats for capturing user's social media information: 

Facebook: For a profile - facebook.com/username (facebook.com/JohnSmith); For a page - 

facebook.com/page name (facebook.com/SabreTravel) 

Twitter: Twitter.com/username (Twitter.com/JohnSmith) 

Linked In: linkedin.com/pub/8/b8a/205 

(Numerical string in the URL is the Linked In ID) 

Google Plus: plus.google.com/117474227900375467167 

(Numerical string in the URL is the Google+ ID) 

Just like all other communication types, social media communication types have a Marketing 

Permission checkbox. Marketing Permission is checked by default. 

Note: For emails, a green check appears if the entry has been granted marketing permission. 

Profile’s Primary: Indicate if this is the primary phone number, fax, Email, or Web address, since 

only one entry per communication type may be designated as Primary. 

Value: You need only type the 7 digits of the Fax number or Phone number if in your area code, as 

ClientBase version adds a default country code and area code to the number when saved. For 

numbers outside your area code, type in the 10 digit area code and number (no other typing is 

necessary). For Email and Web entries, type these exactly as you want it to appear. 

Description: Choose a description if desired from drop-down menu. These options were setup by 

the database administrator in the Windows version of ClientBase. 


As alternative methods of communicating with customers continue to expand (e.g. cell phones, 

beepers, additional Emails, etc.), you may find your phone tables growing increasingly lengthy for 

customer profiles. You have the ability to maintain an unlimited number of communication entries. 

To modify an entry, click Edit next to the communication you wish to alter, make changes, and click 

Save. To remove an entry, click Edit next to the communication you wish to remove, and click 

Delete. 

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SPECIAL DATES 

These fields are particularly useful to record unique dates for each specific customer. Imagine the 

marketing possibilities, when several months before an anniversary, birthday or vacation time, your 

agency suggests as a gift, a trip reflecting the client’s preferences. To add unlimited special dates 

click on Add Special Date, fill in special date details, and click Save. 

Date: Select month from drop-down menu, type day and year. 

Comment: Type a comment if desired. 


You have the ability to maintain an unlimited number of Special Dates. To modify an entry, click Edit 

next to the special date you wish to alter, make changes, and click Save. To remove an entry, click 

Edit next to the special date you wish to remove, and click Delete. 

Note: A change was made within the internal workings of the program in a previous version that 

removed the Special Date Type "Birthday" from Special Dates under the hood and moved it into a 

dedicated field. This change was to keep birthdates at the passenger level where they needed to 

be and not at a profile level. Although you will not see any visual changes from this, certain birthday 

queries may take extra time to process. This could happen in instances where the dates searched 

for in the query cross months or years. Example, if the query is to find all birthdays between 

December 27, 2011 and January 3, 2012, this query could run slower than it did in previous versions. 

Attention Report Writers: 

Any reports written that use ClientBase data (Crystal Reports for example) that involve birthdates 

will need adjustments, as the internal change made will affect your reports.A new passenger table 

was created. Birthdate was then removed from the special date table and moved into the new 

passenger table. The passenger table contains three BIRTHDATE integer fields. All existing records 

were migrated to these fields. 

o BIRTHMDYMONTH 

o BIRTHMDYDAY 

o BIRTHMDYYEAR 

Here are some example SQL statements that show how special dates were queried in previous 

versions as compared to version 3.7. 

SAMPLE 1: PASSENGER Birthdays in the month of June 

OLD version: 

SELECT P.* FROM SPECIALDATE S JOIN PASSENGER P ON 

S.PASSENGER_LINKNO=P.PASSENGERNO WHERE S.MONTHDAY STARTS WITH '06'; 

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NEW version: 

SELECT * FROM PASSENGER WHERE BIRTHMDYMONTH=6; 

SAMPLE 2: PASSENGER Birthdays between June 1 June 14 

OLD version: 


S.PASSENGER_LINKNO=P.PASSENGERNO WHERE S.MONTHDAY between '0601' and '0614'; 

NEW version: 

SELECT * FROM PASSENGER WHERE BIRTHMDYMONTH=6 AND BIRTHMDYDAY BETWEEN 

1 AND 14; 

SAMPLE 3: PASSENGER Birthdays in 1963 

OLD version: 


S.PASSENGER_LINKNO=P.PASSENGERNO WHERE S.YEARMONTHDAY starts with '1963'; 

NEW version: 

SELECT * FROM PASSENGER WHERE BIRTHMDYYEAR=1963; 

SAMPLE 4: PASSENGER Birthdays in 14-FEB-1963 

OLD version: 


S.PASSENGER_LINKNO=P.PASSENGERNO WHERE S.YEARMONTHDAY='19630214'; 

NEW version: 

SELECT * FROM PASSENGER WHERE BIRTHMDYYEAR=1963 and BIRTHMDYMONTH=2 and 

BIRTHMDYDAY=14; 

ADDITIONAL INFO 

These fields provide general information about the profile. To edit fields in this area, click Edit, make 

changes, and click Save. 

General Information 

Company: In a Corporate Profile, enter the name. Any printed reports or labels can include the 

Company name entered in the General Info link. 

Last Name: Enter the last name of primary contact in household or business. Any printed reports 

or labels can include the First and Last Name entered in the General Info link. 

First Name: Enter the first name of the primary contact in this field. 

M.I.: Enter the middle initial of the primary contact in the field. 

Courtesy Title: Mr., Mrs., Mr. & Mrs., Ms., Dr. are all examples of courtesy titles. The drop-down 

menu allows you to select from a lengthy standardized list. This courtesy title is printed on mailing 

labels or on letters in the Document Templates (currently only now in the Windows version of 

ClientBase. This field is customized by the database administrator. 

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Additional Info 

Interface ID: Important! This field allows the interfacing of records generated from the CRS (Front 

Office) to the agency accounting system (Back Office). If your agency's system requires that this 

field exist (for example, Trams Back Office does) then create an Interface ID as directed by the 

agency and complete this box. 

Primary Agent: This field defaults to the login agent at the time the profile is created. It can be 

modified to represent the appropriate agent considered primary to the customer (by clicking on the 

drop-down menu), or left blank. 

Salutation: The name used to greet the customer. For example, if Mr. Henry Wilkenson likes to be 

called “Hank,” enter Hank in this field. If Mrs. Emily Anderson likes to be called “Mrs. Anderson,” 

enter Mrs. Anderson in this field. Or, if you have a couple and want to include both names when 

addressing letters, enter Hank and Emily, or Mr. & Mrs. Anderson. 

Branch No.: For agencies with multiple branches, select from a drop-down menu the branch where 

this profile is created, or with which you want the profile associated. Branches are setup by the 

database administrator in the Windows version of ClientBase. 

Referred By: By using the drop-down menu, select how this client was referred to your agency. 

Statistic reporting can be obtained from ClientBase to get a bird’s eye view of how new customers 

are learning of your agency. What a great way to evaluate the effectiveness of your advertising. 

This field is user-definable by the database administrator in the Windows version of ClientBase. 

Web ID/Web Password: If your agency is interested in using your website to collect and update 

customer information, these fields may become important, as most systems require a Web ID and 

Password to provide access to this type of customer information. 

Profile Status 

Create User/Create Date: These fields default to the system date and the user logged in at the time 

the profile is created. Both of these fields can be modified. Agencies use the Create Date field to 

query for new customers so that “Welcome to the Agency Letters” and travel surveys can be mailed. 

These fields are also used to query for management reports reflecting user productivity in creating 

new client profiles. 

Profile Status: Indicate whether a customer profile is Inactive from the drop-down menu. By default 

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all profiles start with an Active status. An Inactive status is included so that you can flag a customer 

as inactive without having to delete the profile. When querying the ClientBase database, only 

profiles marked as Active are included in the search. Locate Inactive Profiles by using Level 2 

Query. 


Remarks Link 

The Remarks link provides a full-page view of the unlimited remarks and provides tremendous 

flexibility for entering comments in each customer profile. To add or edit a remark, click Edit Text, 

add text or make edits, and click Save or Cancel. The great thing about remarks is that the first few 

lines can be viewed from anywhere in the profile. 

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Marketing Codes Link 

The Marketing Codes link provides the means of tracking client interests and travel preferences, 

while arming agents with key information to use during the qualifying process of selling leisure travel. 

Marketing tables are powerful links to clients with common travel interests when planning a direct 

mail campaign or planning group travel. Reports showing the travel preferences of your customers 

are extremely valuable in matching up customers and their interests with travel specials. 

To add or modify the client’s marketing preferences, click Edit. Check or uncheck any marketing 

codes, and click Save or Cancel. These Marketing tables and codes are “global,” meaning the same 

codes are available for use in every profile for every user. Remember that customer’s needs often 

change. Removing, or editing marketing information when no longer valid is as important as 

entering new information. 

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Family Members/Employees Link 

It’s one profile per paying party. All 

members of the profile are listed here. 

The Family/Employee Members link is designed for entering detailed information on specific 

individuals who are part of a particular household or business. The link is called Family Members 

when working with an Leisure profile, and Employees when working with a Corporate profile. 

Add a new family member/employee by clicking Add Family Member. Let’s take a look at how to 

organize information for each family member/employee by going through each field of the Add/ 

Modify screen. 

Passenger/Employee 

Relationship: By choosing from a drop-down menu, these user-definable items setup by the 

database administrator in the Windows version of ClientBase can be inserted. By identifying the 

traveler as a daughter or son in Leisure Profiles; Sales Rep or V.P. in Corporate Profiles, agents 

have an advantage when talking to a customer and can personalize their service. 

Last Name: Enter the legal last name of family member/employee. 

First Name: Enter the legal first name of the Family Member/Employee in this field. This provides 

you with the correct information for booking purposes. 

M. I.: Enter a middle initial. 


menu allows you to select from a customized list (setup by System database administrator). This 

courtesy title can printed on mail labels and letters. 

Birthdate 

Date (mm dd, yyyy): Enter traveler’s birthdate including Month, Day and Year, or any combination 

of those date fields. (If agent knows only month, enter it, then query the database by month, and 

send out your birthday cards!) 

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Notice the read only field to the Family/Employee record called Age. This field is auto calculated 

base on the entries in the birthdate fields. This field requires at least a year be entered into the 

birthdate entry and calculates based on the following logic: 

- If Year but no Month and Day, Jan 1st of year is used to calculate Age. 

- If Month and Year but no Day, 1st of the month is used to calculate Age. 

- If Day and Year but no Month, Jan and day is used to calculate Age. 

- If no year then the Age field is left blank. 

Passports 

Passport Number #1 & #2: For up to 2 passports, enter traveler’s passport number. 

Expiration: Enter traveler’s passport expiration date in date format listed below; or double-click on 

the date from the drop-down calendar. This is the field to query on to send out letters alerting 

customers that passports are about to expire. 

Date Fields Formats 

Complete a date field using any one of the following formats or double-click on calendar date: 

1) mmddyy or mmddyyyy (separators are not required); i.e., 021410 







Country of Origin: Enter the passport Country of Origin from the drop-down menu. 

Remarks: Enter unlimited free-flowing information pertaining to this traveller. 

Preferred Airlines/Preferred Car Rentals/Preferred Cruise Lines/Preferred Hotels/Preferred 

Tours: Passenger Travel Preferences are captured at the vendor level as well as by Travel 

Category. In the past when a travel preference was created for a passenger it applied to the travel 

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category, not a vendor. For example, if a passenger had an air preference of business class but liked 

first class for one of his/her preferred airlines, there wasn't a way to capture both. Now the business 

class air preference can be captured as the global preference for the travel category as well as 

capturing first class as the preference for the specific preferred vendor. Even though preferences 

are now captured at the vendor level, it is not mandatory to select preferred preferences for a vendor. 

It is also not mandatory to select preferred vendors for a passenger. 

To set up/modify preferences, on the Family Member/Employee screen, select a passenger and 

click Edit. Scroll down to the desired Travel Category. Each Travel Category shows a "Preferred" 

section that lists the vendors, with a "Preference" section underneath it. When a vendor is 

highlighted, the Preference section will change accordingly, displaying the preferences for that 

vendor. 

Search for vendor and click Find. 

Then move the vendor to right, but using 

the blue arrow. 

A General Preference is available to each Travel Category under Preferred. Highlight the General 

Preference and enter the global preferences for the category in the Preference section below it. 

When a preferred vendor is later added to a Travel Category, the preference settings from General 

Preference are defaulted as the preferences for the new vendor. Next, make adjustments to the new 

vendor's preferences as needed. A field, Desirability can be used as a rating for a vendor. For 

example, United Airlines may be a preferred airline for a corporate account but the employee 

traveling for the company may Dislike that airline. By entering the Desirability, if you see that the 

employee dislikes United, he/she could be booked on another preferred airline the corporate 

account uses. The Desirability field is displayed when adding or viewing a preferred vendor. 

Desirability options appear as a drop down to select from. Selections are: Do Not Use; Dislikes; No 

Preference; Favorable; or Very Favorable. 

All Travel Categories now use the user-defined field Special Options. Under Air Preferences, Meal 

Preferences was renamed to Meal Type which links to a Meal Code field that was also added. Air 

Craft Type was also added as a preference. For Cruise Preferences, Ship Name and Departure Port 

were added as user defined fields and are displayed as preference options. When using passenger 

columns for preferences in queries, the default global preferences are displayed in the query. 

Save/Cancel: Click Save to accept new information or Cancel to leave area without saving 

changes. 

Copy Family Member/Employee Record to Another Profile 

In ClientBase, you have the ability to copy a family member or employee record from one profile and 

paste it into another profile. All data captured within the family member/employee record is pasted 

including: Relationship, Title, First Name, Middle Initial, Last Name, Birth Date, Communication 

Entries, Passport Entries, Remarks, Cards, Air-Car-Cruise-Hotel-Tour-General Preferences and all 

PNR Entries. This feature allows a user to take all passenger related entries and copy them into 

another profile without having to re-enter (e.g. copying a corporate traveler into a leisure profile or 

visa versa). 

To Copy a Family Member/Employee Record: 

1) Retrieve the desired profile containing the family member/employee record to copy. 

2) Click the Family/Employee link and from the passenger listing, click the action gear next to the 

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appropriate family/employee record. 

3) Click Copy, to copy the employee details to the Windows clipboard. 

4) Close the profile, before copying anything else to the Windows clipboard, and retrieve or create 

the profile to copy to. 

5) Click the Family/Employee link. (Delete the blank default Family/Employee that has been created 

if applicable.) Click Switch to Detail View. 

6) Click Paste. 

Activities Link 

This link displays a complete history of all contacts associated with this specific client. Included are 

Notes (record of interaction with client), Reminders (record of scheduled past and future activities) 

and Mailers (record detailing mailings sent to this client). 

To add a new Note, Reminder or Mailer, click on the drop-down menu item Create Activity. To 

modify or enhance a Note, Reminder or Mailer click Edit next to the item. Click Edit|Delete to 

remove any item. 

Notice the filter buttons located directly above the Activities results screen. This allows for quick 

sorting of the results appearing in this link. By default ALL Activities are displayed, but options for 

viewing just Mailers, Notes, Reminders, or Open Reminders are available. Also, there is a Summary 

View and Detail View of activities in the listing. 

For more information on Activities including how to create them, refer to the chapters entitled, An In- 

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depth Look at Activities and Using the Activity Manager to Manage Your Activities. 

Credit Cards Link 

Keep track of customer’s credit cards, expiration dates, and more in your customer profile. This area 

summarizes every credit card for every passenger. (Actually a good tip is to enter or modify cards 

here rather than in the Family Member/Employee link as it is quicker.) To add a new card, click Add 

Card. To modify or enhance an existing card, click Edit next to the item. Click Edit|Delete to remove 

a card. Also, there is a Summary View and Detail View of Cards in the listing. 

DIRECTIONS FOR ENTERING/EDITING CREDIT CARDS: 

Name: From the drop-down menu, enter the passenger for whom this card is associated. If the card 

is associated with all profile travelers, leave blank. 

Card: From the drop-down, select the card type; i.e., AX or American Express. 

Card Number: Enter the card number. 

Expiration: Free flow date of expiration in date format listed below, or click on the 3 dots to access 

calendar from which to double-click on an expiration date. 


Complete a date field using any one of the following formats or double-click date on the drop-down 

calendar: 








Name on Card: Enter the name on the card. 

Issued By: Free flow card issued by information. 

Remarks: Enter free flow remarks for this card here for reference. 

More Details 

Approx. Miles: Enter free flow approximate miles here for reference. 

Card Limit: Enter free flow card limit information here for reference. 

Save/Delete/Cancel: Click Save to accept new information, Delete to remove this card entirely if in 

edit mode, or Cancel leave area without saving changes. 

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Loyalty Programs Link 

Keep track of Frequent Flyer, Car, Cruise, Hotel and Other frequent traveler type loyalty account 

information and more in your customer profile. This area summarizes every card for every 

passenger. (Actually a good tip is to enter or modify cards here rather than in the Family Member/ 

Employee link as it is quicker.) To add a new card, click Add Card. To modify or enhance an existing 

card, click Edit next to the item. Click Edit|Delete to remove a card. Also, there is a Summary View 

and Detail View of Cards in the listing. 

Directions for Entering/Editing Loyalty Program Cards: 

Frequent Flyer, Car, Cruise, Air, Hotel, etc. 

Name: From the drop-down menu, enter the passenger for whom this card is associated. If the card 

is associated with all profile travelers, leave blank. 

Card Type: From the drop-down menu, choose the type of card, Car Program, Frequent Flyer, Hotel 

Program, or Other. 

Card: From the drop-down, select the card; i.e., AA-American Airlines Frequent Flyer. 

Card Number: Enter the card number. 

Expiration: Free flow date of expiration or click on the 3 dots to access calendar from which to 

double-click on an expiration date if applicable. 

Name on Card: Enter the name on the card. 

Issued By: Free flow card issued by information. 

Remarks: Enter free flow remarks for this card here for reference. 

More Details 

Approx. Miles: Enter free flow approximate miles here for reference. 

Card Limit: Enter free flow card limit information here for reference. 

Save/Delete/Cancel: Click Save to accept new information, Delete to remove this card entirely if in 

edit mode, or Cancel leave area without saving changes. 

Res Card Link 

This link contains all the Res Cards that were created for this customer. A Res Card allows you to 

automate your manual reservation data (bookings made outside of your CRS), generate itineraries, 

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tracks reservation totals, invoiced totals and uninvoiced balances. 

To add a new Res Card, click on the drop-down menu item Create Res Card or Create Res Card 

with Live Connect. To modify or enhance a Res Card click View next to the line item. 

Notice the filter buttons located directly above the Res Card results screen. This allows for quick 

sorting of the results appearing in this link. By default ALL Res Cards are displayed, but options for 

viewing just Active, Departed, or Canceled Res Cards are available. Also, there is a Summary View 

and Detail View of Res Cards in the listing. 

For more information on Res Cards including directions on how to create or edit them, refer to the 

chapters entitled, An In-depth Look at Res Cards, and Using the Res Card Manager to Manage Your 

Res Cards. 

Travel History Link 

The Travel History link is a read-only screen which displays a list of issued invoices for this client 

providing easy access to the client's past travel history, number of invoices issued, sum total of 

bookings, average booking amount and the total commission. 

Filters 

Sort: Select the way you want data sorted by using the drop-down menu to select Issue Date, Depart 

Date, Travel Category, Passenger Name, First Inside Agent, Invoice #, Invoice Type, Invoice Status, 

Ticket#, or Ticket Confirm #. 

Issue Date: Enter the from and to Issue Date by clicking on the drop-down menu to access a 

calendar and double-clicking on the desired date, or free flowing the date using date format listed 

below. 

Tvl Cat.: Filter the results per travel category by checking/unchecking the travel category buttons, 

Air, Hotel, Car, Cruise, Tour, Rail, Transport, Insurance, Service Fee, or Other. 

Click Search to display desired query, and notice a Summary View or Detail View of the listing is 

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available for your convenience. 

Groups Link 

Profiles may be associated with a specific Group that has been created by the agency. There is no 

limit to how many groups one profile may be associated with. This group table is shared with Trams 

Back Office. To add a new group to the client’s profile, click Add Group to select group name from 

the drop-down menu. To modify or enhance a group, click on Edit next to the group entry. Click Edit 

next to the group entry, and then Delete to remove a group name from a profile. 

Note: If you enter into the free flow area and there is a partial match within the drop-down choices, 

if you click the drop-down list, you are taken to that match first. Also, if you make a partial entry into 

the free flow area and it matches one of the items in the drop-down list, upon tabbing out, the field 

is completed automatically. 

Attachments Link 

To enhance the amount and type of information accessible in a ClientBase profile, a feature is 

included in all profile types allowing you to point to other files available on your local or network drive. 

These files are referred to as Attachments. 

To access an attachment at the client level, click the Attachment link. 

In Attachments, click on Add. Any file type can 

be added. 

To add a new Attachment click Add Attachment, and Browse for Attachment to identity the File Path 

of the file. The File Path includes the drive where the file is located, any directories or subdirectories, 

and the name of the file. Choose to compress the file by clicking in the Compression 

box. Enter a brief description of the attachment, if desired. Click Save. 

To view a saved Attachment, highlight the attachment, and click Open next to the attachment. 

ClientBase uses Windows Associations to view the file type, load the appropriate software, and 

retrieve the specified file. Every file has an extension (e.g., .doc, .jpg, .bmp, .html, etc.) must be 

associated with a specific Windows software program such as Word, Paint Shop Pro, Internet 

Explorer, etc. to be viewed. Although this association is created automatically by Windows when 

various software programs are installed, if a workstation does not have a software program 

associated with the type of file an Attachment is pointing to, then the file cannot be viewed from the 

Attachment created in ClientBase. 

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Since a copy of the file has been stored within the ClientBase database when it is opened at a 

workstation, it is loaded temporarily into a temp directory. If any changes are made to the original 

file or the temporary file, the attachment in ClientBase must be re-directed to the new file, or the old 

file will still be displayed. This is done by using Edit and browsing for the updated file. Once this is 

done, the copy of the file saved in the ClientBase database will be updated. 

Click Edit, then Delete, next to the attachment to remove it. 

PNR Entries Link 

ClientBase PNR entry tables are included at the Branch, Profile, Agent, and Passenger/Employee. 

As a ClientBase user, you may presently create these entries at the profile and agent level only. 

PNR entries setup at the branch level, as well as any number of PNR Rules (simply a way of 

designating how certain fields of information captured in a profile should be formatted when sent to 

a PNR) are setup by the administrator in the Windows version of ClientBase. 

Store any number of miscellaneous PNR Entries to include when using the Merge to PNR feature 

for this client. Any PNR entries captured here at the profile level is included regardless of which 

family member/employee is travelling. 

CRS: Choose your CRS system from the drop-down menu. 

Description of Entry: Enter a free-flow “Description” field. 

Always Move: By checking Always Move, the entry always moves when you do a merge to CRS. If 

not selected, moving the entry is optional. 

Display on Screen: When selected, the entry automatically displays on the front screen when 

Merging to the PNR. If not selected, the entry is displayed on the Additional Entries link. Within each 

PNR Entry or PNR Rule that is set to Always Move, an option is included called "Display on Screen". 

The PNR Selection Screen is the screen that appears when you use the Merge to PNR feature and 

allows you to select the specific profile data to be included and sent to the current PNR. For PNR 

entries that should always move regardless of the profile or PNR, this "Display on Screen" can be 

set to False, so that the Selection Screen is less complicated for the agent to review. Any of these 

entries that have not been designated to display on the selection screen can be viewed, if desired, 

by clicking the "Additional Entries Link" in the Merge to PNR feature. 

PNR Entry: Enter the PNR entry the way you would in your reservation system and then Save. 

For more information on moving data from ClientBase to your GDS PNR, please refer to chapter 

entitled, Putting Profiles to Work for you. 

More Fields Link 

If you want to track it, and ClientBase doesn’t ask for it, here is where your database administrator 

created customized fields of information. Items like Social Security Numbers, client UDID’s and 

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other miscellaneous information that you want to track, can be captured in these fields. 

To tag a profile with a More Field, click Edit, and from the drop-down menus next to the More Field 

Categories, select the More Field item you want to use. Then click Save. To untag a More Field 

Item, simply highlight the item and click Delete on the keyboard. 

Note: If you enter into the free flow area and there is a partial match within the drop-down choices, 

if you click the drop-down list, you are taken to that match first. Also, if you make a partial entry into 

the free flow area and it matches one of the items in the drop-down list, upon tabbing out, the field 

is completed automatically. 

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Chapter 

4 

Using the Profile Manager to 

Manage Your Profiles 

This chapter demonstrates how to use the Profiles feature in ClientBase. 

Introduction 

Located on the main screen of ClientBase are Profile, Activities, and Res Cards links. Clicking on 

Profiles allows you to search and manage your database of profiles. Stored links and searches for 

Profiles appear, as well as your search results displayed by profile. 

Profiles provide a user with quick access to vital information about clients, vendors, agents and other 

profiles. From this area, not only can you go into the profile to access every detail of the record, you 

can also locate, add, or modify profile records; as well as Merge to Doc, Merge to File, or Print. 

Search Profiles 

When Profiles is first opened, either select a link which contains a stored set of search fields (Global 

or Personal Saved Searches) from the drop-down menus, or use the simple search or advanced 

search area to enter a custom search. (Clicking Find produces a list of all profiles.) 

The Global Saved Searches or Personal Saved Searches are accessible to anyone for general 

viewing. They include Leisure Clients, Corporate Clients, Vendors, Agents, Other, All Profiles, 

Service Providers, and any links with a customized set of query filters that were setup and saved. 

By clicking on any of these links, you see the completed filters used for this stored search, and a 

listing on the results screen of all profiles meeting the criteria of the selected searches. You can also 

locate profiles by using the simple search area or the advanced search area. 

Date Fields 

Complete a date field using any one of the following formats or choose a date from drop-down 

calendar: 





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Using the Profile Manager to Manage Your Profiles 




Simple Search Filters 

The simple search area allows you to quickly locate a profile or a group of profiles by completing one 

or two filters. 

The drop-down menu fields identify what you want to search by and are completed by selecting from 

the following: Profile Type, Profile Name, Company, Last Name, Family/Traveler Name, Phone, 

FAX, Email, Web, Family/Traveler Phone, Interface ID, City, State, and Zip Code. 

The blank fields allow you to type in what you want to search for and are completed by choosing 

from the drop-down, or typing in free-flow information. To prevent spelling errors, it is suggested 

that you type no more than 3 or 4 characters in the free-flowing fields. 

If both fields are used in this search, then the results match both criteria, not either/or. This means 

the search filters are strung together with an “and” not an “or”. After completing or changing data in 

the filters, click Find. The system automatically sifts through the database and displays the matching 

profiles in the results screen. 

For example, you are looking for a leisure client, John Smith. Set the first field to Profile Type and 

pick Leisure from the drop-down menu in the field to the right. (Additional Profile Types are 

Corporate, Service Provider, Agent, Vendor and Other.) Then set the second field to Profile Name, 

type in “smith” and click Find. John’s profile appears in the results screen, and can be entered by 

clicking View. If any other profiles start with "smith", these would appear in the results screen as 

well. 

Or much easier, when querying a name, enter the first few letters and the system automatically 

displays all names that are possible matches. For example, searching for the client John Smith, type 

Smith in the Last Name field and the system will automatically display any profile with the last name 

of Smith. If you type Smith/J, it will further filter the names showing only those with Smith as the last 

name and the first names that start with a "J". This works for all Profile Types and all Profile name 

fields. 

Advanced Search 

The Advanced Search provides additional filters that allow you to more narrowly define your search. 

Search filters are selected by clicking Go To Advanced Search, then Enter Data to Search by, and 

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completing as many of the search criteria fields as desired: 


Use any of these links 

to seach in Advanced Search 

Be sure to Reset 

to refresh criteria 

Since this area “remembers” the last search, click Reset to clear an old search. Always do this first 

when doing an advanced search, as there may be data remaining in other search links that you can’t 

see. 

Presently the General Info, Marketing Codes, Activities, Family/Employee, Res Card, and More 

Field and Travel History profile links are available at this time for selection criteria entry. Search 

across all fields of information. Like the simple search area, the selection criteria entered within a 

link or across links are strung together with “ands”, so the resulting profiles must match all criteria. 

By clicking OK, the query is completed and a list of profiles matching the search appears on the 

Results Screen. 

Example: You want to see how many new client profiles were created this month. By using the 

Advanced Search area, fill in the Profile Create Date fields with the month parameters and click OK 

to run the query. 

When using Marketing Codes as selection criteria in the advanced search area, you use multiple 

marketing tables and even multiple marketing codes within your search criteria. Any codes entered 

are “anded” together across the tables, but “or’d” together within a table. For example, if you place 

a check in the Cruise code within the What Type table, and a check in the Deluxe code within the 

What Budget table, you only get clients that are coded for both codes, or, in other words, Deluxe 

Cruisers. If you place a check in the Cruise code and a check in the Tour code within the same What 

Type table, you get clients that are coded with either Cruise or Tour. The results include any clients 

that are either interested in Cruises or Tours and are deluxe budgeted. 

You see a summary of the search in the gray area directly above the Results Screen by scrolling 

down. 

Search Results Screen 

After you have completed a search, the Results Screen not only provides a count and list of search 

results, but also easy access to a specific profile. To receive a count of the query results, click Count. 

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To retrieve a specific profile, click View next to the entry or the action menu icon (gear). 

This icon is displayed to the right of View and is listed for each record in the query. It has been 

designed to allow you to perform a variety of actions for that one record without having to open the 

record first - saving you a few extra clicks of the mouse. 

Click the icon and the following options appear: 

From the Profile Search Results: 

View (Leisure, Corporate, Vendor, Agent or Other): Takes you directly to the Edit Additional Info 

section of the selected profile for modifying without having to first view the profile and selecting Edit 

Additional Info. 

Delete: Delete a profile. The system first prompts with the message, Delete this Profile Yes or No. 

If Yes is selected, then the system checks to see if any Invoices, Payments, Res Cards, Activities 

or Inventory exist for the profile. If not, then the profile is deleted. If Invoices, Payments, Res Cards, 

Activities or Inventory exist for the profile, the system prompts that these records must be deleted 

before the profile can be deleted. Note: Profiles can be set to Inactive as an alternative to deleting. 

View Activities: Take you directly to the activities tab for the selected profile without having to open 

the profile first. 

Merge to PNR: Activates Merge to PNR for the selected profile without having to open the profile 

first. 

Merge to Document: Activates Merge to Document Template for the selected profile. 

Merge to Email: Activates Merge to Email for the selected profile. 

Live Connect: Activates a Live Connect screen to enter your Vendor and Live Connect Provider 

and launches you into the Live Connect booking site without having to create a new Res Card first. 

Upon importing the reservation, a brand new Res Card with all the imported data therein is created. 

New Res Card: Activates Res Card creation for the selected profile without having to enter a profile 

first. 

New Note: Activates Note creation screen for the selected profile. 

New Mailer: Activates Mailer creation screen for the selected profile. 

New Reminder: Activates Reminder creation screen for the selected profile. 

Navigation Bar 

The Navigation Bar provides a means to jump to various profiles in the results screen by using First, 

Previous, Next and Last. Click Count to get a number of results in the query. Also on this bar are 

Select Columns, Sort by Columns, and Saved Searches. 

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Click Select Columns to choose columns to display in the query results screen. 





1) Using an easy or advanced search, enter search filters and run your search. 

2) Customize and sort the columns used in the search, by following the directions above. 

3) When satisfied with the search results and the look of the results screen, click Saved Searches. 

This screen appears: 

4) From the drop-down Level menu, choose whether you want the search to be Personal (for your 

own use only), or Global (for the use of everyone in the agency). 

5) Name the search. 

6) Click OK. The new search folder is located in the list for Global Saved Searches or Personal 

Saved Searches in the Saved Searches screen, or from the drop-downs at top of the program 

screen. 

To replace an existing saved search folder with a new one, first perform the new search, adjusting 

the columns/sorts to your specifications, and then click Replace. This area also contains the ability 

to Open a Search (View), Rename a Search (Rename), or Delete a Search (Delete). 

Note: ClientBase saves the filters and results layout, not the search results. The next time you use 

the saved search, any new data that has been added since it was created, is included in the new 

search. 

Using Date Formulas in Your Saved Searches 

Since searches can be saved and retrieved for frequent use, the date fields in all searches allow for 

date formulas. This means any field that has a date, can also contain a formula for that date. The 

date formula function allows you to create a search and then save it without identifying a specific 

month, day and year in the From and To date fields. Instead, the search is processed with a formula 

for the month, day, day of the week, and year based upon the date the report is processed. 

Remember: Make sure the system date and time are correct. 

Benefit: When entering a date formula, your system converts it to the intended time period allowing 

you to run searches and/or save them for future use without the need to modify dates. 

Example: The following tables contain sample formulas for specifying dates. Mix and match the 

absolute and relative parameters in the function. All date formulas start with an = sign. The first 

number specifies the day of the month, the second number specifies the month, and the third 

number specifies the year. So if you only have the first number filled in, this means you want this 

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report to reoccur on this day every month, in every year. 

DATE FORMULAS 

If You Want This 

Enter This 

1 st day of this month: =1,0,0 

Last day of this month: =31,0,0 

1 st day of this year: =1,1,0 

Last day of this year: =31,12,0 

Seven days from now: =+7,0,0 

Last Monday (will show today 

if today is Monday) 

A week from last Monday 

Next Monday 

=Mon 

=Mon-1 

=Mon+1 

Three months from now =0,+3,0 

Six months ago: =0,-6,0 

One year from now =0,0,+1 

Adding New Profiles 

When a customer contacts the agency, the first thing an agent does is check the Profile Manager 

(by clicking the Profiles tab) to determine if that customer is in the database. Do this by searching 

in the Profile Manager as detailed above. Avoid creating duplicate profiles! If a client is not in the 

agency’s ClientBase database, the agent creates a new customer profile. This can be done by 

clicking Create Profile on the menu bar, and selecting the appropriate profile type - Leisure, 

Corporate, Service Provider, Vendor, Agent, or Other. 

When you have entered a brand-new profile screen, fill out the profile details, and click Save or 

Cancel which aborts the process. 

Entering information for anyone who contacts the agency is essential, particularly the address and 

communication methods such as phone, cell phone, Email, etc. At the very least, the agent should 

complete the address and communication information, and if your agency has Trams Back Office, it 

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is very important to complete the Interface ID field as well. 

Helpful tip: Want a quick way to create a profile Use the following hot keys: 







Please refer to the chapter An In-Depth Look at Client Profiles for directions on completing profile 

fields. 

Case Converter 

The Case Converter uses the results of a current search and automatically converts the case for 

selected fields. Use Profile Manager searches to find the profiles you would like to run the case 

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converter on and then click Case Converter under Tools. 

Conversion Type: This determines how you would like the case converter utility to change the case 

of the selected fields. Select either Upper Case First Letter of Each Word, Upper Case all Letters, 

or Lower Case all Letters. 

Fields to Convert: Place a check into each field you would like the system to convert, including 

Profile, Address and Passenger fields. 

Include Records: Allows you to determine what profiles should be converted. Select either All 

Results in Current Manager or Select Results in Current Manager. (You must search for the profiles 

you would like case converted before running this.) 

Global Convert Now: Run the case conversion. Records Modified will display the number of 

records affected by the conversion. 

Special Note: There is a Auto-Case Converter setting in Tools|Settings. Within this area a listing 

of the following profile fields is available for automatic case handling: Name, First Name, Last Name, 

Courtesy Title, Address 1, Address 2, Apt/Suite, City, Country, Passenger First Name, Passenger 

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Last Name, Passenger Courtesy Title, and Passenger Relationship/Title. 

By placing a check into any of these fields, as you are working within your ClientBase Browser 

profiles, the first letter of each word entered will be automatically capitalized and the remaining 

letters will be automatically set to lower case. If you would like the auto-case converter turned off 

for any of these fields, remove the check from the box preceding the field. 

Global Modify 

By clicking the Global Modify under Tools, you have the ability change multiple profiles 

simultaneously without having to enter each profile to make the desired change, i.e., adding a 

Marketing Code. 

Step 1: Use the Profile Manager Simple or Advanced Search to query the desired profiles you would 

like to modify. 

Step 2: To modify all query results select Global Modify under the Tools menu. To modify just select 

results, first click on the profiles you would like to modify to highlight in blue (to deselect click the 

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profile again to remove the blue highlighting), then select Global Modify under the Tools menu. 

Step 3: Click the desired tab depending on whether you want to modify Activity Fields, Profile Fields, 

Marketing Fields, or Profile Groups. 

First select area you want to modify using 

the tabs. Then using the drop-down, pick 

the field to modify. Do you want to do it 

for all results in results screen or selected 

results 

Step 4: Select the field you would like to modify from the drop down listing, and then enter the new 

value you would like all profiles to be updated with. 

Step 5: Identify whether you want All Results or just Selected Results in the Profile Manager to be 

modified. (By holding down the control key and clicking entries on the results screen, you can select 

just some of the entries to be modified.) 

Step 6: Click Global Modify Now once you are sure you have the proper profiles identified and once 

you are sure you have the proper changes selected. You will be prompted that there is no un-do 

feature before continuing. 

Important Note: Global Modify is a powerful feature that makes mass updating a simple process. 

Improper use of Global Modify could cause permanent loss of valuable profile data that cannot be 

undone. Only Users with the Authorization setting of "Manager" will have access to Global Modify. 

Be sure to only authorize this for Users that should have this type of functionality and have been 

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properly trained on it. 

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Chapter 

5 

Putting Profiles to Work for You 

This section demonstrates how to use the powerful ClientBase features, Merge to 

Document, Merge to Email, Merge to File, Merge to Print, Merge to Label, and 

Merge to PNR. 

Introduction 

Your agency has built a valuable database by consistently collecting and recording client data. Now 

it is time to put that data to work for you. Save valuable time by merging client profile data into 

PNR’s, document templates, labels, and files. Print out the results of queries for telemarketing or 

reference. By using the stored data in the profiles instead of manually typing client information each 

time, you not only cut work time, but also reduce the chances of typing errors. 

Also learn how to use the Case Converter feature to clean up names and addresses that may be in 

different cases. Need to globally change many profiles at one time Learn how to use Global 

Modify. 

Merge to Document 

Sending personalized letters frequently helps build stronger relationships with clients. That's one of 

the things that ClientBase does best. A library of documents customized by the database 

administrator makes it easy to print personalized letters for your customers from Wordpad, Microsoft 

Word, Open Office, etc. The speed and ease of this feature gives agents reason to be more proactive 

in their communication with customers, thus building customer loyalty. 

Using to Merge Document 

The first step in using the Merge to Doc feature is to use the Profile Manager to find the profile(s) to 

merge with the document. When merging information into a document template, you have several 

choices. Merge the information to a document from the search results screen by: 

1) Selecting the desired profile and clicking the action gear in the Profile Manager, and Merge to 

Document. 

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Putting Your Profiles to Work for You 

2) From within a client profile, clicking the Merge Options|Merge To Document drop-down on the 

menu bar. 

3) Searching for a group of profiles in the Profile Manager and clicking the Merge Options|Merge 

To Document on menu bar. 

When you click Merge To Document or the action menu icon (gear in profile entry in Profile Results 

Screen) and Merge to Document, a merge to document dialog box appears. 

Browse for different document templates set up by the database administrator by using the dropdown 

menu. After selecting the document template, click Create Word Document. Based on the 

selected template, a letter or a set of letters is merged with information from each client's profile into 

the Microsoft Word, Wordpad, Open Office, etc. application while you are still in the browser. View 

the document with all fields merged. From here the document can be edited, if desired, and printed. 

The program you have associated with .doc type files within your Windows settings determines the 

program used upon clicking Create Word Document. To change the program associated with .doc 

type files, browse for a .doc file from My Computer, right click on the file and select properties. From 

the General tab click Change next to Opens with and select from the drop-down list of choices. 

If Merge to Document is launched from the results of a search, then one large document is created 

with page breaks separating the results for each profile included in the search. 

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ClientBase Windows Users: Users need to be granted permission to print document templates by 

the database administrator. Make changes in a Primary-Sync database or a Non-Sync activated 

database. Also, depending upon your Internet Explorer settings, you may be prompted for User 

Login Authentication information before launching the merged document. This only happens on a 

very specific setup. To remove this prompt, take the following steps within the Internet Explorer 

settings: 

1) Go to Tools|Internet Options|Security. 

2) Click Local Intranet. 

3) Click Sites. 

4) Click Advanced. 

5) Add your ClientBase URL to the Intranet zone (e.g. http://www.xxxxxxx). 

Create a Mailer 

Create Mailers: 

Whether printing a single letter from within a profile, or a large group of letters from the results of a 

query, ClientBase makes it easy to track mailings to your clients. This icon automatically creates a 

mailer record for every customer included in the query results. Whether it’s one result or 500 results, 

a unique mailer record is attached to each profile for historical purposes. The mailers can be viewed 

from within the client profile by clicking the activities tab, and can also be queried and printed from 

the Activities Manager by date or subject. 

Merge to Email 

Before you can use Merge to Email in ClientBase, some setup is required. SMTP is a standard 

protocol (language) used for sending email on the Internet. Every mail server is capable of handling 

SMTP email. Your agency can utilize this SMTP feature providing it has the proper mail server 

configuration. A User Login stores the details necessary to send email via SMTP and you can setup 

with these settings either through the email settings link in ClientBase, by going to Tools|My Login, 

or by the database administrator in your User Login record in the Windows version of ClientBase. 

Set Up ClientBase with Mail Server’s SMTP Settings 

Click Merge to Email from within any profile to launch the email composition screen. From this email 

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screen click the Settings link or go to Tools|My Login on menu bar. 


Login SMTP Settings obtained from the entity responsible for maintaining your mail server (ISP). 

From E-Mail Address: Enter the email address for the user login you are setting up. The address 

entered here appears as the from address for all emails sent from this user. If you wish to change 

this address frequently, do so at the email level when you are sending it out. 

In the From E-Mail field, if you type joyce@Trams.com and a message is sent, you see the From 

field saying joyce@Trams.com. Some people prefer it to look like this instead, Joyce Smith. To 

have it appear like this, type Joyce Smith instead of just 

joyce@Trams.com. You can also use your company name or department name; for example, 

Travel With the Stars or Star Travel Marketing. 

Outgoing Mail Server (SMTP): Enter the outgoing mail server name determined in your steps 

above. Examples: mail.domainname.com, smtp.domainname.com, or gomail.wspan.com). 

Port: This setting defines the TCP/IP port which your email application listens on for incoming mail. 

If left blank, this setting uses port 25 by default, which is the Internet standard for receiving SMTP 

mail. In some situations, you may have chosen to move the SMTP service to another port. Perhaps 

you already have a service on port 25, and you do not want the services to conflict over the port 

assignment. In such a case, enter the port ClientBase should use. 


automatically set the port to these defaults when choosing a Secure Connection setting. 

Authentication Type: Set to Default, a setting used to authenticate your connection to the 

SMTP mail server by forcing a USER name and password. 

None: If your agency is hosting your own email server and the network login has been configured 

to handle the authentication to the SMTP Server automatically, set this field to None. 

E-Mail Account Login and Password: Use when Login Type is set to Default. Enter your E-Mail 

account login and password here. 

Secure Connection: ClientBase Merge to Email feature supports SSL/TLS secure connections. A 

drop-down enables you to select from four options: None, TLS (if available), TLS, and SSL. 

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The type of connection you select is determined by the type of security supported by your email 

provider or Internet Service Provider (ISP). Please contact your ISP to find out which setting is 

correct for your email account. 

SSL: Use SSL for encrypting email sent via SMTP. 

TLS: Use TLS for encrypting email sent via SMTP. 

TLS, if available: Attempt to use TLS for encrypting email sent via SMTP. If the server does not 

support TLS, SSL will be attempted instead. 

None: You do not wish encrypt your email(s) or your SMTP server does not support SSL/TLS. 

TLS (Transport Layer Security) is quickly becoming the common standard for encrypting emails. 

SSL (Secure Sockets Layer) is the predecessor to TLS. There are very few differences between SSL 

and TLS. TLS's encryption is a little stronger, however, both types are almost identical, with only 

minor technical differences in the way the email is encrypted and transmitted. 


automatically set the port to these defaults when choosing a Secure Connection setting. Here are 

some settings for common ISP’s: 

AOL 


Outgoing Mail Server: smtp.aol.com 

Port: 465 or 587 


AT&T Yahoo 


Outgoing Mail Server: smtp.att.yahoo.com 

Port: 465 or 587 


GMail (Also works for Google Apps) 


Outgoing Mail Server: smtp.gmail.com 

Port: 587 (may also be 465) 


Password: Your Gmail password 

Secure Connection: TLS, if available 

GoDaddy 

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Outgoing Mail Server: smtpout.secureserver.com 

Port: 80 


Password: Your GoDaddy e-mail password 


Hotmail 


Outgoing Mail Server: smtp.live.com 

Port: 465 or 587 


Yahoo 


Outgoing Mail Server: smtp.mail.yahoo.com 

Port: 465 or 587 


Note that the free version of Yahoo mail does not support SMTP. You must subscribe to Yahoo Mail 

Plus or Business. 

Using Merge to E-Mail 

Merge to Email can be launched 1) From the results of a search for multiple profiles using Simple 

Search or Advanced Search; or 2) From within a single profile by clicking the action gear next to the 

client’s name in the Profile Manager or within a client profile by clicking Merge to Email on the 

toolbar. 

E-Mail addresses are kept in the communication entry area found in the general information link of 

all types of profiles. 

1) Using Merge to E-Mail from the results of a search: When merging information into an email, 

merge the information to multiple emails from the search results area by clicking Merge To Labels 

on the Menu Options drop-down. A dialog box appears. Select how emails are to be sorted by 

selecting Name, First Name, Last Name, and Email (default). Choose Primary E-Mail Only or All E- 

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Mails in Profile. By default only emails with marketing permission is checked off. 


2) Using Merge to E-Mail for a single profile: Click the menu bar Merge Options|Merge To E- 

mail inside the client’s profile, 

or directly from the profile search results screen, by clicking the Action Gear located beside the 

selected profile entry. If more than one email exists within the profile, a grid appears allowing you 

to select the desired emails you would like to send to. 

3) Preparing Emails to Send: 

For each email being sent, notice the Profile Name, Address, Phone and Fax Numbers. To get to 

other emails in the series, use the navigation buttons, First, Previous, Next, and Last. Any data 

entered into the first email entry screen appears automatically in the other emails in the series. 

To: Includes each individual email address matching your criteria. 

Subject: Type the subject of the email. Any email sent MUST have a subject. 

CC: Enter any email that you want to receive a copy of this email. (Remember, this appears 

automatically in the other emails in the series.) 

Priority: Select a priority label from the drop-down menu of Highest, High, Normal, Low and Lowest. 

Mode: From the drop-down, select, Plain Text or HTML. If you select HTML, two tabs appear, one 

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labeled Compose and one labeled HTML. 

Use the Compose tab to type and format your HTML without knowing how to code HTML. A 

formatting toolbar is included that makes formatting your text, inserting links, pictures and tables 

very easy. Use the HTML tab if you have Raw HTML that you would like to paste into the email. 

Anything entered into the Compose tab will then be formatted in raw HTML upon clicking the HTML 

tab. Anything entered into the HTML tab will then be formatted upon clicking the Compose tab. 

Use the Preview button to preview the email message prior to sending. Use the Load Template 

button to select and load a Document Template set up in Tools|Settings|Document Templates. 

Please note that Document Templates have been enhanced to allow formatting in HTML as well, 

but this formatting is only included when the template is launched via Merge to Email. All Templates 

launched through the Merge to Doc Template feature are converted to Plain Text upon converting 

to MS Word. 

Insert Field/Load Template: Complete your message by using any of the global document 

templates setup by the database administrator in the Windows version of ClientBase. Use Load 

Doc Template to select from a listing of global templates or use the Insert Fields to insert merge 

fields in combination with free-flow text. 

Tip: If you select Salutation|Courtesy Title Last Name, or Salutation|First Name, or 

Salutation|Name as a merge field, the | character included in the Salutation means that if the 

Salutation field is not completed within one of the resulting profiles, then for just that profile, you want 

it to use the merge field following the |. For any of the name field merge fields, if the email is linked 

to a passenger, then the passenger’s name fields will be merged. If the email is not linked to a 

passenger, then the profile name fields will be merged. 

Preview: This option allows you to preview message in its formatted state before sending. 

Attachments: Add an attachment to email by clicking Browse to locate the attachment, and then 

Attach. 

Mailer: To keep a history of any emails sent, be sure to create a Mailer record by clicking on the 

Mailer link. These mailers then create a history within each profile whenever an email is sent. 

Mail Date/Time: By default, the date and time are auto-filled. These can be changed manually by 

using the drop-downs. 

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Subject: Choose a subject for the mailer from the drop-down menu with items setup by the 

database administrator in the Windows version of ClientBase. By choosing from the drop-downs, 

consistency is assured for reporting and querying purposes. 

Body: By default, the mailer retains a copy of the body of the email. 

Click OK to save. 

4) Sent Emails 

All emails sent from ClientBase create an email job at your SMTP server which can be monitored by 

clicking the All Email Jobs link. This link allows you to monitor jobs that have not yet been completed 

to view the status. If you want to cancel an email job before it is finished, you can do so by clicking 

the Cancel link next to the job. Purge Inactive then deletes any jobs from the listing once they have 

been cancelled. All email jobs that have completed successfully are automatically be purged from 

the listing. To return to your email upon viewing this log, click Done. 

Sending Text Messages from Any Email Program 

You can input a person’s cell phone number followed by the @ sign and a proper domain depending 

on the carrier (AT&T, Verizon, Sprint, etc.) as an email address, and this indeed will send it as text 

message to them. To do this: 

1. Enter it as an email address entry. 

2. Ask for the cell carrier. 

3. Enter a description of SMS (or something like that) to help locate it. 

Example: If my cell is 310-293-4444 and my carrier is AT&T, then email me a text at 

3102934444@txt.att.net. 

Merge to File 

Use the results of a profile, activity, or Res Card query to Merge to File. This enables you to create 

an ASCII delimited or text (.txt) file which can be used in other applications such as MS Word, Excel, 

etc. to run labels or reports, and print from your local workstation. 

Using Merge to File 

1) The first step in using the Merge to File feature is to search in the Profile, Activity, or Res Card 

Manager to find the list of records to be included in the ASCII export. 

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2) Designate the fields to include within the file for each record in your results. The fields to include 

are based upon the current columns displayed within your query results. To change the fields to 

include, use Select Columns to add or remove the fields within columns as desired. 

3) Designate the sort order to include within the file for each record. This sorting within the ASCII 

export is determined by the current sorting of the current query results. To change the sorting, use 

Sort by Columns to setup to three levels of sorting criteria. 

4) Click Merge To Labels on the Menu Options drop-down to run the export. A dialog box appears 

prompting you for the following information: 

File Name: Enter the name to assign the file. (No need to enter the drive, directory or file extension 

as you are prompted for that information later.) 

Include Field Name: This is checked by default and determines whether field headers describing 

the fields of data in each record are included in the file. 

ASCII File Type: Select either Comma delimited or Tab delimited. This character separates each 

field included within each record in the file. 

Results to Merge: If you want to include all entries in the result screen, click All Results in Current 

Manager. If you want to pick specific entries to include in the file and have clicked on these entries 

in the result screen before you merged to file, click Selected Results in Current Manager and 

Generate Labels. 

5) Click Create Mailer to include a record in clients’ profile automatically that their names were 

included in the file. We suggest you always create a mailer so you can track what was sent to a 

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client or on behalf of a client. 

Select a subject and type a description of mailing in remarks area if desired. 

6) Click Export to begin the export process. You are prompted with the option of opening the file or 

saving it to your computer. If you choose to save it to your computer, a window appears giving you 

the ability to set the file extension, and select the drive and directory where you would like to save 

the file. If you choose to open the file, you are prompted with a listing of program choices to view the 

data. 

Note: In order to use this feature, permission must be granted by the database administrator. 

Merge to Printer 

Need to print out the results of a Profile, Activity, or Res Card search for marketing, management or 

reference purposes Simply search your database to obtain the desired search results, arrange and 

sort your columns as desired by clicking Select Columns, and Sort Columns, and click Merge To 

Labels on the Menu Options drop-down to print the list. Upon clicking Merge to Printer, a dialog box 

appears with the following options: 

Include Field Name: Defaults with this option checked and determines whether the field names 

appear as a heading at the top of the report. 

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Resize/Enter Size: Defaults to 10 point font, but can be changed to the font size desired. 

Refresh/Print/Close: Refresh refreshes your preview based upon the current settings. Print 

prompts with your default printer settings. Close closes the window without printing. 

Note: Users need to be granted permission to print by the system database administrator 

(SYSDBA). 

Merge to Label 

By using the Merge to Labels feature in ClientBase, create labels that can be printed out for specific 

client searches. 

1) First search for the clients you want to print labels for by using Global Saved Queries, Personal 

Saved Queries, or using the Simple Search or Advanced Search. 

2) Click Merge To Labels on the Menu Options drop-down. 

From the Label drop-down, select your labels; from the Sort by drop-down, select how you want 

your labels sorted - by Name, First Name, Last Name, City, State, Zip Code, Country, Fam/Emp First 

Name or Fam/Emp Last Name. If you want to print labels for all entries in the result screen, click All 

Results in Current Manager and Generate Labels. 

If you want to pick specific entries to print labels for and have clicked on these entries in the result 

screen before you merged to labels , click Selected Results in Current Manager and Generate 

Labels. 

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4) Print. 

Merge to PNR 

No more multiple entries or databases! ClientBase provides you with the ability to move customer 

information (maintained in ClientBase profiles) to your reservation system's PNR. Watch your 

marketing database grow as you become more efficient in collecting and using the database 

information to build PNR’s. You'll be surprised at how quickly existing customer information gets 

updated, and how quickly new customer information gets added when you use ClientBase as the 

source for building PNR’s. Also, watch your customer loyalty grow as you quickly access customer 

information instead of asking for the same information over and over again. 

Any field captured in a client profile can be formatted for your CRS PNR. This is done via a PNR 

Rule. PNR Rules are maintained through the Settings menu. In addition to client profile fields, the 

Merge to PNR feature also includes any entries captured within PNR Entry tables. PNR Entry tables 

are stored at four levels - the Branch level, the Agent level, the Client Profile level and the Client 

Passenger level. 

This means you have complete flexibility on the amount of information you would like automatically 

formatted for a PNR while working in a ClientBase profile. Although all PNR Entries captured at any 

level are included within the Merge to PNR feature, at this time you can only update these PNR 

Entries within ClientBase at the Agent and Profile levels. 

Using the Merge to PNR Feature 

Before you use the Merge to PNR feature there is a one-time file download (GDS API Files) that 

must be done on the user’s workstation. Note: The user must have administrative rights on the 

computer to download and run this file. Click here for complete instructions for each GDS. 

http://www.trams.com/home/support/misc_downloads/#cbbcbogdsapifiles 

Using Merge to PNR 

1) Open a PNR on your computer. You may start checking availability and actually have a 

reservation ready in the PNR, but when it is time to add client name and address information, toggle 

into ClientBase. (Some agencies like to start in ClientBase, Merge to PNR, and then toggle into the 

PNR to check availability, and create reservation.) 

2) Search to find the client’s profile. To Merge to PNR from the Results Screen, click the action menu 

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icon (gear) in Profile Manager, and Merge to PNR. 

(If the client’s profile is not in the system, create one.) If you are inside the profile, update any 

address, phone and Email information, and click PNR in the menu bar. 

3) First time users select the platform to use to send profile information to the GDS, and download 

the platform applet. The very first time you use the Merge to the PNR feature, you are presented 

with a screen from which to pick this platform one time only: 

Unless you are using Worldspan, you are using an API (Application Protocol Interface). Select the 

appropriate platform and click Next. For users selecting an API platform, an applet is downloaded 

on your computer so that PNR data can integrate with your workstation: 

Important Note: Make sure to check off Always trust content from Trams Products and Services. 

That way you won’t see this dialog every time you do a Merge to PNR. In the future whenever you 

delete cookies or files from your Internet Explorer, you will be asked again to download this applet. 

4) After you have downloaded the applet (for API platform users only), you are prompted with a 

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series of checkboxes in the PNR Builder Selection Screen. Scroll down to select everything you 

need including passengers and credit card/frequent flyer information. The gray area recaps 

(previews) entries which have been setup by the database administrator to always move into the 

PNR. Select the information you want to move to a PNR by scrolling down and checking or 

unchecking any optional entries. Click Cancel to abort the Merge to PNR process, Refresh to see 

an edited version of the gray recap screen at the top of the selection screen, or Preview. 

5) Clicking Preview takes you to a PNR screen where you can edit and get a full-page preview of 

any entries you have approved. The screen displays all information in the exact format that it will 

land into your current PNR. Information on this screen can be modified, but does not permanently 

update your ClientBase profile. 

6) Pressing Send to PNR does the following depending on your CRS: 

Sabre Red Workspace, APS, Vista, and Apollo/Galileo Users: When clicking Finish, the 

previewed information is pasted into your current PNR. If this occurs successfully, a confirming 

message appears. Use your normal Windows command () to toggle into your CRS, hit 

Display All and view the updated PNR. 

Amadeus Users: Amadeus has 3 platforms - APS (which stands for Amadeus Pro Software), Vista, 

and ProWeb. The Amadeus tool we use for Merge to PNR and PNR Import is called Amadeus 

+Script and is available with both APS and Vista platforms. (If the agency's APS or Vista platform 

did not come with this +Script tool activated, then contact the Amadeus support desk to turn it on. 

Amadeus has agreed to waive an fees associated with +Scripts for all Trams customers, so there is 

no cost, just a phone call to the support desk.) Since +Scripts is unavailable with ProWeb, the Merge 

to PNR via API, but does work via clipboard (as well as PNR Import function via API) DOES NOT 

work with it. 


order for PNR Import (and Merge to PNR) to work, you must enable the Sabre Emulator API 

emulator within Sabre Red. Select Tools|Options|Sabre System|Advanced and check Sabre 

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Emulator API: 

Worldspan Users: If characters to be pasted exceed 1000 characters, then copy to clipboard is 

broken into multiple packets. Upon clicking Send to PNR, the system prompts with a message, 1 of 

X of the PNR information is ready for pasting. At this point the user must toggle to Worldspan and 

paste the first packet of information. If there are more packets, than the user must toggle back to 

ClientBase, click OK, and paste the remaining packets. 

Nexion Users: Nexion offers an InternetView connection to the GDS's. Since it is Internet based, 

Merge to PNR via clipboard is the only GDS related function of ClientBase that works with it. 

GDS Selection Link 

If you need to change the GDS platform with which you are working, click the GDS Selection link. 

You are prompted to download a new applet if applicable. 

Additional Entries Link 

Within each PNR Entry or PNR Rule that is set to Always Move, an option is included called "Display 

on Selection Screen". The PNR Selection Screen is the screen that appears when you use the 

Merge to PNR feature and allows you to select the specific profile data to be included and sent to 

the current PNR. For PNR entries that should always move regardless of the profile or PNR, this 

Display on Selection Screen can be unchecked so that the Selection Screen is less complicated for 

the agent to review. Any of these entries that have not been designated to display on the selection 

screen can be viewed, if desired, by clicking Additional Entries. 

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Chapter 

6 

An In-Depth Look at Activities 

This chapter demonstrates how to use Reminders, Notes, and Mailers to increase 

agent productivity and enhance customer relationships. 

Introduction 

One of the most difficult challenges today's travel agency faces is how to keep current clients loyal 

and develop long-time relationships with new customers. ClientBase is designed to help agencies 

achieve these goals by tracking all types of client contacts in a well-organized manner by creating 

an electronic history. In addition, users can easily setup follow up reminders, note specific 

interactions - such as a phone call or Email received from a client, and track all correspondence 

associated with a specific profile. This chapter shows you how easy this is to do. 

Overview of Activities Types 

Notes 

Each time a contact is made by the agency with your customer, valuable information is received. 

These contacts should be documented in the form of a Note. A Note in ClientBase is contained 

within a client profile and is similar to a “post-it note,” complete with date of contact, User Login and 

remarks. 

A profile can have any number of Notes attached to it. This allows any agent interacting with the 

customer to view all past contacts. For example, Clara Adam’s calls the agency saying she’ll be a 

day or two late with her final deposit. Sharon creates a note, documenting the call. Not only is 

Clara’s Note “filed” in her profile in the Activities link, but it can be used, along with other Notes, to 

run reports. 

Notes can be created from different areas in ClientBase: 

- Create a Note in the Profile Manager by clicking the action gear next to the selected profile. 

- Create a Note by clicking on Note menu bar everywhere in the program. Make sure to associate 

the Note with a profile by clicking the 3 dots next to that field if it is not already associated with the 

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An In-depth Look at Activities 

correct profile. 

- Create a Note in a profile, by using the icon on the menu bar or by clicking on the Activities link, 

and Create Activity. 

NOTE ENTRY SCREEN 

Note General Info 

Date of Note: Defaults to today’s date. Enter a different date by typing into field in any of the date 

formats listed below or click on the three dots next to the date field and double-click a date from the 

calendar. 

Date Fields 

Complete a date field using any one of the following formats or selecting a date from the drop-down 

calendar: 







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Profile: Defaults to selected profile or if not defaulted, associate this note with a profile by clicking 

on the three dots next to the entry. Query for a specific profile by entering a few letters of the profile’s 

name, or last name and clicking Search. Click the radio button next to the name you want to use, 

and OK. 

Start Time: Defaults to the current time. 

Login Name: Defaults to the user logged in at the time of creating the Note. Choose a different 

User by clicking on the drop-down menu. 

Reservation: Defaults to selected Res Card (if inside a Res Card). Enter a Res Card to associate 

this note with or a different Res Card by clicking on the three dots next to the entry. Query for a 

specific Res Card by entering a few letters of the Res Card No. or Res Card Trip Name and clicking 

Search. Click the radio button next to the Res Card you want to use, and OK. 

Create Date: Date defaults to current date and is "hard-coded" so cannot be changed. 

NOTE 

Subject: Enter the subject of the Note by selecting from the drop-down menu. Subjects are setup 

in Global Defaults by the database administrator in the Windows version of ClientBase. Consistent 

subjects across all Users’ Notes allow for valuable reporting. 

Private: Check this box if you want the note to be private (not suggested). Only the sign-in agent 

and database administrator can access the Note. 

Remarks: Enter any additional free-flow remarks or instructions in the text box at the bottom of the 

Note entry screen. 

Save/Cancel: Click Save to accept new information, or Cancel leave area without saving changes. 

Reminders 

Sharon, an agent, creates a Reminder to call Ken Able next week to do a trip inquiry follow-up. Jean, 

another agent, creates a Reminder to check on documents for Hank Adams. Mary, yet another 

agent, creates a Reminder to welcome the Andersons home from their Hawaii honeymoon. 

Reminders allow you to schedule future tasks. As with Notes, Reminders are created and attached 

to a Client Profile. Any profile can have any number of Reminders attached to it. All Reminders 

created appear on a daily To-Do list located in the Activity Manager. 

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Reminders can be created from different areas in ClientBase: 

- Create a Reminder in the Profile Manager by clicking the action gear next to the selected profile. 

Create a Reminder by clicking Reminder the menu bar everywhere in the program. Make sure to 

associate the Reminder with a profile (if not associated with correct profile) by clicking the 3 dots 

next to that field. 

- Create a Reminder in a profile, by clicking Reminder menu bar or by clicking on Activities link, and 

Create Activity. 

REMINDER ENTRY SCREEN 

Reminder General Info 

Date of Reminder: Defaults to today’s date. Enter a different date by keying in a different date in 

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format as listed below, or click on the three dots next to the date field and double-click on a date from 

the calendar. 


Complete a date field using any one of the following formats or select date from drop-down calendar: 








To Do (Timeless): Check here for this Reminder to appear on your To-Do list with no specific time 

for completion indicated. 

Profile: Defaults to selected profile (if inside the Profile Activity link). Enter a different profile or 

associate this reminder with a profile by clicking on the three dots next to the entry. Query for a 

specific profile by entering a few letters of the profile’s name, or last name and clicking Search. Click 

the radio button next to the name you want to use, and OK. 

Start Time: Enter time if you want to setup an alarm. Defaults to current time if Timeless To-Do is 

not checked. The time you enter here appears on your To-Do List in the Activity Manager. 

Duration: Enter duration of the Reminder to appear on your To-Do List in the Activity Manager with 

the duration you specify or . 

Res Card: Associate this reminder with a Res Card by clicking on the three dots next to the entry. 

Query for a specific Res Card by entering a few numbers of the Res Card number, or a few letters 

of the Res Card Trip Title and clicking Search. Click the radio button next to the name you want to 

use, and OK. 

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Login Name: Defaults to the user currently logged into the system. Choose a different user by 

clicking on the drop-down menu. 

Create Date: Date Reminder is created. Date is "hard-coded" and cannot be changed. 

Completed: Check here when Reminder is completed, and fill in correct Completed Date. Entering 

a Complete Date takes this Reminder off the To-Do list. 

Set Alarm: To further assist with remembering important tasks, reminders include an optional 

alarm. This alarm, like the alarm which awakens you each morning, activates at the time designated 

within the reminder (regardless of where you are in the ClientBase program, or any other program) 

as long as ClientBase is running on your PC. 

Click Yes and a list of active alarms appears. Choose the desired Reminder and click Edit to view 

the details. Alarms can be set for Reminders only when To Do (Timeless) is not checked. This 

alarm activates at the time designated within the reminder as long as ClientBase is running. When 

an alarm is activated, user is prompted, “You have active alarms. Select Yes to view, or No to 

ignore.” When Yes is selected, there are three options to choose from: 

1) Off: Turns off the alarm but keeps the reminder open and on to-do list. 

2) Snooze: Reschedules the alarm for a future time. 

3) View: Allows you to work the reminder as you would from the Activity Manager. 

Alarms can be set for single Reminders as well as Batched Reminders. When creating a single 

reminder enter the Start Time of the Reminder, click the “Set Alarm” checkbox and then select the 

time the alarm should activate prior to the Start Time. To create alarms for Batched Reminders, 

select Tools|Settings|Batched Reminders. When adding a new batch or editing an existing batch, 

once the Batched Reminder setup screen is displayed, enter the Start Time of the Reminder, click 

the “Set Alarm” checkbox and in the Duration select the time the alarm should activate prior to the 

Start Time. 

Update E-mail Calendar after Saving Changes: When checked updates are sent to user’s e-mail 

address. This box is checked by default when the setting from User Settings is "All Reminders" or 

"Only for Reminders when time is set" (see below.) 

Upon saving the Reminder, an email is sent to the user. The e-mail appears as a meeting request 

and includes a link to the Activity. Click the Accept button to save the Reminder to the Outlook 

calendar. 

Setup this Option: Automatically Update Email Calendar for Uncompleted Reminders, was added 

to Tools|Settings|User Logins under the User Settings tab for each user. Select a setting for the 

field. 

 

 

Never - Reminders are never sent to the Outlook calendar 

All Reminders - All Open Reminders are sent to the Outlook calendar 

Only Reminders set for a Time - Only Open Reminders with a selected Start Time are sent 

to the Outlook calendar 

Only Reminders set with an Alarm - Only Open Reminders with the Set Alarm Box 

checked are sent to the Outlook calendar 

The user’s e-mail address is used for sending Reminders to the Outlook Calendar. If the user does 

not have an e-mail address entered in the User Settings, Never is the only setting that can be 

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entered for this field. 

Reminder 

Reminder Type: Enter the type of follow-up for the Reminder by clicking on the drop-down menu 

and picking from a customized list. Such types may include phone call, Email, letter, etc. Reminder 

types are customized and setup in Global Defaults by the database administrator in the Windows 

version of ClientBase. 

Priority: Click on the drop-down menu to mark this Reminder with a priority level: High, Medium, 

or Low. Priority level can be used as search criteria in both Level 2 Queries of the Activity Manager. 

All contact results viewed in both the Activity Manager are listed in order by date, then time, then 

priority level, starting from High to Medium to Low. 

Private: Click here if you want the note to be private (not suggested). Only the sign-in agent and 

database administrator can access the Reminder. 

Subject: Enter the subject of the Reminder by clicking the drop-down menu and picking from a 

customized list. 

Remarks: Enter any additional remarks or instructions in the text box at the bottom of the Reminder 

entry screen. This is a very important section - this area will contain a history for everyone of what 

happened with this particular reminder. 


Note: Reminder and Alarm times throughout the program display times based on the local time and 

stored in the database in GMT (Greenwich Mean Time). This allows users that are in different time 

zones but using the same database to always see the Reminder Activities and Alarms in their own 

local time. For example, if a user in Los Angeles creates a Reminder for 11 am, a user in Dallas will 

see it as 1 pm. Your Windows regional settings are used to display Reminders in your local time 

zone. 

Mailers 

Agent Sharon wants to handle her trip inquiries by mailing out brochures. She then creates a Mailer 

which keeps a record of this item within the client’s profile. Mailers provide tracking capability for 

every printed communication your agency sends to clients using documents, labels or Email. As 

with Notes and Reminders, Mailers are created and attached to a Client Profile. Any profile can have 

any number of Mailers attached to it. 

Mailers can be created from many areas in ClientBase: 

- Create a Mailer in the Profile Manager by clicking the action gear next to the selected entry. 

- Create a Mailer by clicking Mailer on the menu bar anywhere. Make sure to associate the Mailer 

with a profile by clicking the 3 dots next to that field. 

- Create a mailer in a profile, by clicking Mailer on the menu bar or by clicking on Activities link, and 

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Create Activity. 

Mailer Entry Screen 

Mailer General Info 

Date of Mailer: Defaults to today’s date. Enter a different date by keying in a different date in date 

format listed below, or click on the three dots next to the date field and double-click a date from the 

calendar. 


Complete a date field using any one of the following formats or click date from drop-down calendar: 






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Profile: Defaults to selected profile. Enter a different profile or associate this mailer with a profile 

by clicking on the three dots next to the entry. Query for a specific profile by entering a few letters 

of the profile’s name, or last name and clicking Search. Click the radio button next to the name you 

want to use, and OK. 

Start Time: Defaults to the current time. 

Reservation: Defaults to selected Res Card (if inside the Res Card). Enter a different Res Card 

or associate this mailer with a Res Card by clicking on the three dots next to the entry. Query for a 

specific Res Card by entering a few letters/numbers of the Res Card No. or Res Card Trip Title and 

clicking Search. Click the radio button next to the Res Card you want to use, and OK. 

Login Name: Defaults to the user logged in at the time of creating the Mailer. Choose a different 

User by clicking on the drop-down menu. 

Create Date: Date defaults to current date and is "hard-coded" so cannot be changed. 

Response Date: Check here when client response to the mailer, and fill in correct Response Date. 

Mailer 

Mailer Type: This field is 25 characters (alphanumeric) and allows for selecting from a user-defined 

drop down list, and comes defaulting with the following: 

- Promotion (Email) 

- Promotion (Print Mail) 

- Trip Correspondence 

- General Correspondence 

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Mailer ID: This field is 30 characters (alphanumeric) and is indexed for maximum performance 

when used for querying purposes. 

Subject: Enter the subject of the Mailer by selecting from the drop-down menu. Subjects are setup 

in Global Defaults by the database administrator in the Windows version of ClientBase. Consistent 

subjects across all Users’ Mailers allow for valuable reporting. 

Link to Details: Allows for capturing a URL as a method for providing more details on the mailing 

that was sent to this client. Upon creating Mailers this Link to Details can be populated so that as 

users view a particular Mailer they can click the Go To button next to this new field and the system 

automatically launches IE and navigates to that URL. 

Remarks: Enter any additional free-flow remarks or instructions in the text box at the bottom of the 

Mailer entry screen. 


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Chapter 

7 

Using the Activity Manager to 

Manage Your Activities 

This chapter demonstrates how to use the Activity Manager to manage key customer 

contacts and keep organized. 

Introduction 

Agent productivity is a requirement for agency success. To be productive, an agent must manage 

relationships with agency customers, record key contacts with customers, follow up on leads, and 

administer agent tasks and To-Do lists. Wow, that sounds like a lot for an agent to do! 

Fortunately, the ClientBase Activity Manager provides the tools to achieve these goals in the form of 

Notes, Reminders and Mailers. Agents learn how to use these powerful tools to develop habits 

which ensure their own increased productivity. An agent who is well-organized and productive is 

likely to have a following of happy customers. Your agency’s marketing and management team 

benefit as well. 

Search for Your Activities 

After users begin using Notes, Reminders and Mailers (as detailed in chapter, An In-Depth Look at 

Activities) to document vital customer contacts, they will want to start each work day by signing into 

ClientBase and clicking on the Activities Manager in the ClientBase header. 

Click Find and ClientBase searches the database for the User Login’s open reminders and the 

search results screen immediately displays a list of the Reminders (or tasks) the agent needs to 

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Using the Activity Manager to Manage Your Activities 

complete each day. The agent can also click on any of the saved Global or Personal Searches as 

well. 

To retrieve a specific activity, click View next to the entry or the action menu icon (gear). This gear 

is displayed to the right of View and is listed for each record in the query. It has been designed to 

allow you to perform a variety of actions for that one record without having to open the record first - 

saving you a few extra clicks of the mouse. Click the gear and the following options appear: 

Edit: Takes you directly to the edit activity screen without having to open the activity first and then 

clicking Edit. 

Go To Profile: Takes you directly to the profile the selected Activity is attached to. 

On top of the results screen, notice the search areas. A user can use simple or advanced search 

filters to find activities. These searches can be quite valuable as productivity and management tools. 

Simple Activity Search 

A simple activity search contains four fields which are strung together with an “and”. In the example 

below, the query is setup for Sharon and All Notes with From Date 01/01/2012 and To Date 01/31/ 

12. After setting up the selection criteria, and clicking Find, the results appear in the search results 

screen. 

Simple Search 

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The following are simple search filters: 

Login Name: Defaults to the sign-in user. Choose a different user by clicking on the drop-down 

menu. This is particularly useful if someone is absent, and you want to help them with To-Do items. 

Select: Choose from the drop-down menu. Choices are: Notes and Open Reminders, Notes and 

Closed Reminders, All Notes and All Reminders, All Notes, Open Reminders Only, Open 

Reminders with Alarms, All Reminders, Mailers w/o Responses, Mailers w/Responses, All Mailers, 

and All Notes, Reminders, and Mailers. 

From Date/To Date: To select a specific date range for the query, enter the from date here. Use a 

date format listed below, or double-click on the date from the calendar on the drop-down menu. 


Complete a date field using any one of the following formats or click on date from drop-down: 








Find: After you have setup the search, click Find to run. 

Advanced Activity Searches 

The Go to Advanced Search area of the Activity Manager gives you the ability to search your 

database of Notes, Reminders and Mailers by virtually any field captured in these records, and 

includes the ability to search by a particular client as well. This allows you to track the type of 

marketing tasks scheduled, when and if they have been completed, which agents are completing 

them, the mailings that are being sent and the response to those mailings. The options are endless. 

Go to Advanced Search, and enter selection criteria into the following screen. Since this area 

Enter Profile 

data to search 

by as well. 

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“remembers” the last search run, click Reset to clear. Like the simple search area, the fields are 

strung together with “ands” across the fields, but within the field you can use “or” to narrow down 

your search even further. After setting up the search, click OK to activate the specialized list. 

The advanced search area contains the following filters to select Activities under the Activities link. 

ACTIVITY TYPE 

Reminders/Mailers/Notes: Check which type of Activity you want to include. 

Completed: From the drop-down menu, select Completed/Responded, or Not Completed/Not 

Responded. 

Completed From/Through: Choose a range for the Activity date by entering in date format listed 

below, or double-click on date from drop-down calendar. 

ACTIVITY DATE 

From/Through: Choose a range for the Activity creation date by entering in date format as listed 

above, or double-click on the date from the drop-down calendar. 

To Do: Check here to query To-Do’s. 

Duration From/To: Choose the Activities by time duration by clicking on the drop-down menu. 

ACTIVITY DETAIL 

Login Name: The login name defaults to the sign-in agent, or choose from the drop-down menu. 

Priority: Choose the priority type from the drop-down menu. 

Private: Choose those Activities which were marked private by checking here. 

Reminder Type: Select from the drop-down menu the customized Reminder types. 

Create From/Through: Select a range for those Activities created within a certain time frame by 

typing in date in date format listed below or double-click on the date from the drop-down menu 

calendar. 

Subject: Choose Activities by subject from the drop-down menu. 

Alarmset: To select activities with alarms, check here. 

Click OK to process or Cancel. 

You can also use general profile data as filters by clicking the Profile link. 

Activities Results Screen 

After you have completed your search, the results screen not only provides a count and list of query 

results, but also easy access to a specific activity. Click Count to obtain a number of total results. 

150



The Navigation Bar provides a means to jump to various activities in the query results screen by 

using First, Previous, Next, Last, Select Columns, Sort by Columns and Saved Searches. 


Click Select Columns to choose which columns you want displayed in your query results screen. 






screen. 

To replace an existing saved folder with a new one, first perform the new search, adjusting the 

columns/sorts to your specifications, and then click Replace. This area also contains the ability to 

open a search (View), Replace or Rename a search, or Delete a search folder. 


the saved search, any new data that has been added since it was created, is included in the new 

search. 















DATE FORMULAS 


Enter This 









Next Monday 

=Mon 

=Mon-1 

=Mon+1 




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Working with Search Results 

As mentioned previously, at the beginning of each day, users click on the Activity Manager to 

access their To-Do lists. By clicking on the desired saved search or using the simple search, 

ClientBase searches the database for the login user’s open reminders and the results screen 

immediately displays an organized list of the Reminders (or tasks) that the user needs to complete 

that day: 

A user views the Reminder and its details by clicking View next to the desired entry. Once inside 

the Reminder, click Edit in the entry to modify or enhance a Reminder (perhaps change the To-Do 

date). Click Edit, then Delete to remove a Reminder. 

Check the Completed box located within the Reminder record to indicate when a Reminder has 

been completed. This brings up a date field to enter a date. Click Find to remove it from your “to 

do” list. The completed record "lives" within the profile’s Activity link for future reference. 

Contact info is located 

in Reminder header. 

Add a remark and change date if you 

cannot contact client. 

Add any remarks to reminder and click Completed when done. 

You may not remember what you have done without remark. 

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Note: When creating or Editing Reminders a checkbox, Update E-mail Calendar after Saving 

Changes” is visible. When checked, updates are sent to user’s e-mail address. This box is checked 

by default when the setting from User Settings in Tools|My Login is All Reminders or Only for 

Reminders when time is set. 

Once you've developed the habit of following up on travel inquires, begin using Reminders to 

organize other marketing and administrative tasks, such as payment deadlines, checking for 

documents, and welcome home calls. Reminders are also used to jog your memory of personal 

obligations such as dentist appointments, picking up dry cleaning, etc. Since all Reminders need to 

be attached to some type of profile, use your Agent profile in ClientBase to create these type of 

personal Reminders. 

Retrieve the profiles of your most loyal customers and schedule at least 4 or 5 occasions each year 

to reach out and touch them. Remind them often of how valuable they are. Use things like birthdays, 

anniversaries, annual vacation times and holidays as a reason to communicate with your customers. 

Every time you put your agency in front of your customers, you re-enforce your relationship, 

reminding them you are their travel professional. 

Adding New Activities 

Please refer to the chapter entitled An In-Depth Look at Activities to learn how to create Notes, 

Reminders, and Mailers in ClientBase. Remember anywhere in the program these functions are 

located on the menu bar. Just click on icon and associate the activity with the appropriate profile to 

create. 

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Chapter 

8 

An In-Depth Look at 

Res Cards 

This chapter provides a detailed overview of the Res Card feature in 


Introduction 

As your agency implements ClientBase and begins reaping the rewards of improved customer 

relationships and effective marketing programs, your leisure travel sales should start increasing. To 

help you better manage this increasing volume of business and track the leads generated by your 

marketing programs, the Res Card has been created. Think of the ClientBase Res Card as a home 

for the many details involved in planning each and every trip for your customers and as a tool that 

helps you manage the entire trip planning process. 

Regardless of the technology agents use or don’t use, regardless of your niche or type of business, 

regardless of how long agents have been in the business, there are certain fundamental 

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An In-Depth Look at Res Cards 

components involved in the trip planning process. The ClientBase Res Card has been designed to 

help agents through each process with the objective of making agents more efficient and effective. 

In the past, agents may have concentrated more of their attention on just the booking process, but 

with the advent of airline commission caps, there has been a new emphasis on leisure bookings and 

a greater need to manage these leisure sales. 

The Res Card feature in ClientBase provides a perfect tool to integrate all processes in trip planning. 

By setting up a Res Card, an agent can document the client’s first call by creating a Res Card and 

scheduling a follow-up call (listed on the daily To-Do list) with a Reminder. Once the customer is 

considering the trip, the agent captures details of reservations and prints out trip proposals, 

itineraries, and invoices while tracking invoiced and uninvoiced balances. By using the Live Connect 

feature in ClientBase, agents have the ability to book reservations via on-line booking engines and 

then pull all that reservation detail back into the Res Card. Additional notes and reminders can be 

created to remind an agent of a final payment date or a document confirmation. When the customer 

returns home, the agent documents his remarks and suggestions. 

Since each Res Card represents one trip, customers are likely to have multiple Res Cards in their 

profiles at any one time in the Res Card profile link. Depending on your agency’s needs, you can 

enter as much or as little trip information on each Res Card as desired. When talking with your 

clients and vendors, get in the habit of entering the information directly into the Res Card rather than 

jotting the notes on paper and then transferring the information into the computer. What a time saver 

this is, and everyone has access to this information. 

Click the Res Card link in the client profile to find a summary of the Res Cards created for this client. 

Each Res Card represents a different trip for the customer. 

Ways to Create a New Res Card 

To create a new Res Card in ClientBase: 

1) Create a Res Card by clicking on Res Card on the menu bar anywhere in the program. Make 

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An In-depth Look at Res Cards 

sure the Prepared For field is correct. Click the three dots next to the field to associate the Res Card 

with a profile. 

2) Create a Res Card by clicking on the action gear next to the profile in the results screen, then 

New Res Card: 

3) Create a Res Card after booking a Live Connect reservation by clicking on the action gear by the 

selected profile in the Profile Manager and Live Connect. No need to create a Res Card first. 

4) Create a Res Card after booking a Live Connect reservation by clicking on Live Connect on the 

menu bar inside a client profile. No need to create a Res Card first. 

Res Card General Info 

When you first create a Res Card, you are presented with a screen for general information input and 

cannot access the other links until you Save (** stands for required fields): 

Header: At the top of the screen is a header which can be seen in any of the Res Card links. This 

includes Agent, Status, Reservation Cycle, Trip Name, Trip Start Date, Trip End Date, and in a 

stand-out color Res Card Number, Reservation Total, Invoiced Total, and Balance. 

**Agent: Defaults to log-in agent or enter another agent name from the drop-down menu. This field 

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represents the agent primarily responsible for managing this trip. 

**Create Date: Defaults to today’s date or enter another date. By clicking on the down arrow, 

double-click on the desired day from the calendar, or enter date use date format listed below. 

**Branch: Defaults to the branch entered into the log-in agent’s profile or enter branch from the 

drop-down menu. 

**Status: Enter the status of the trip from the drop-down menu. Choices are Active, Departed, or 

Cancelled. 

Reservation Cycle: Enter where the trip is in the reservation cycle from the drop-down menu. 

Default choices are Lead, Booked, Under Deposit, Paid-In-Full, Returned From Trip, or are 

customized by the database administrator in the Windows version of ClientBase. 

Marketing Source: Enter the marketing source for the trip from the drop-down menu setup by the 

database administrator. 

Group: Enter the group name for trip from the drop-down menu setup by the database 

administrator. 

Region/Destination: The Region field includes a hard-coded set of Regions and is populated by 

selecting from a drop-down listing. (See below for the list of Regions). The Destination field is a User- 

Defined field and includes a set of default values which can be customized by the agency under 

Settings|User Defined Fields|Res Card: Destinations. The user-definable Destinations also 

include the ability to be linked to one of the hard-coded Regions. Upon creating a Res Card, if the 

Region field is completed first then upon selecting a Destination the drop-down listing will only 

include a subset of those Destinations linked to that Region. If "Allow Freeflow" is not checked 

(forcing the Users to select from the drop down listing) then multiple Destinations can selected and 

inserted into one Res Card. These new Region and Destination fields have been added to the Level 

2 Searches and the Inventory query. 

Hard Code Regions include: Africa, Asia, Australia & New Zealand, Bermuda & Caribbean, 

Canada, Egypt & Middle East, Europe, Mexico & Central America, South America & Antarctica, 

South Pacific, and United States. 

**Prepared For: Click on the three dots next to this field to query for the customer for which this 

Res Card is being created. Enter data into the search field, click Search. Then select the correct 

profile and click OK. 

Go to Profile: Once the Res Card general information is saved, whenever you reenter this link, see 

a Go to Profile button. This allows you to toggle into the customer profile from this area of the Res 

Card. To jump back into the Res Card from the customer profile, use the Record History Res Card 

hyperlink. 

Trip Name: Enter the name of the trip. Highly suggested so you can find the card in profile and 

in the Res Card Manager. 

Locator No.: Enter a record locator number if available. 

Trip Start Date/Trip End Date: For reference, these dates appear on the General Info summary 

screen and are pulled from the Reservation (Service Provider) area of the Res Card. 

Ship To/Bill To Addresses: The Client Ship to and Bill to Addresses default to addresses setup in 

the client profile. These fields can be modified. 

Agent Remarks: Enter free-flowing Agent Remarks for personal agent reference in this area. 

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Client Feedback About Trip: After the customer returns from the trip, enter unlimited, free-flowing 

client feedback comments in the Client Feedback About Trip area. 

** Represents only mandatory fields within a Res Card. 

After filling in the General Info area, and clicking Save, a new view appears: 

Res Card Menu Items 

Header 

Res Card 

Links 

This view includes Res Card Menu Items, a header, and Res Card links to input more data on this 

trip. 

Res Card Menu Items 

Generate Invoice: After trip data has been entered, click here to generate an invoice. See details 

in section below, Generate Invoice. 

Trip Proposal: After trip data has been entered, click here to generate a trip proposal. This client 

report uses the same format settings as the Generate Invoice feature below, but simply prints a client 

quote and does not generate an invoice or update trip balances in any way. This is the perfect way 

to provide a format-friendly printout of reservations you have made, but does not have to coincide 

with receiving payment from your client. Currently, this format can only be printed. 

Headers and Footers are created for Trip Proposals by going to Tools|Settings|Headers and 

Footers - Trip Proposals. Format customization and default Remarks are created under 

Tools|Branch Settings|Trip Proposal Settings and Invoice/Trip Proposal Remarks. (See 

section entitled ClientBase Intro and Setup for complete setup instructions.) 

PNR: Import PNR data from your GDS into a trip. See details in section An In-Depth Look at PNR. 

Live Connect: Use Live Connect to book or bring in reservations for selected Live Connect 

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Providers. See details in section An In-Depth Look at Live Connect. 

Note: Create a note on this trip for reference that is saved in the Res Card Activities link (and client 

profile). See details in section below, Activities Link. 

Mailer: Create a mailer on this trip for reference that is saved in the Res Card Activities link (and 

client profile). See details in section below, Activities Link. 

Reminders: From the drop-down, create a single reminder or Batched Reminders that are saved 

in the Res Card Activities link (and client profile). See details in section below, Activities Link. 

Res Card Links 

Res Card links include the following: General Info, Passengers, Reservations, Invoices, 

Itinerary Report, Activities, Attachments, and More Files. Complete details on these links are 

outlined below. 

Basic Steps to Input & Create a Res Card/Invoice in 

ClientBase 

These are just suggestions which can be used as a foundation for your own invoicing process. Click 

this link for another set of ClientBase invoice instructions (they apply to both CBO and CBB users). 

CREATE Res Card/INVOICE STEP ONE: For every invoice interaction, find the client profile using 

Profile simple search and Find. Click View to enter the client profile. Make sure the profile contains 

the following info: Accurate address, phone and email information. 

CREATE Res Card/INVOICE STEP TWO: Click the Family Member link in the profile and make 

sure anyone traveling is entered - you only need to enter the legal First/Last Name to start. Add a 

new Family Member if appropriate. 

CREATE Res Card/INVOICE SETUP THREE: Click the Cards link in the profile and make sure any 

credit card or other card information is entered, with proper expiration dates. Edit or Add card if 

appropriate. 

CREATE Res Card/INVOICE STEP FOUR: Click the Res Card item on menu bar. 

CREATE Res Card/INVOICE STEP FIVE: In new Res Card, choose appropriate Reservation Cycle 

(always use drop-downs if available), enter a meaningful Trip Name (so you can find Res Card in 

Profile or Res Card Manager), and in the Agent Remarks area type in any notes about this trip (these 

don't print anywhere, they are just for your reference). Click Save. 

CREATE Res Card/INVOICE STEP SIX: Click on Passenger link and add passengers who are 

traveling one at a time from drop-down. Make sure you see all passengers listed. Want to add a 

passenger that is not in the profile Click Add, type name and Save. Note: If you are doing a PNR 

Import or importing a Live Connect booking, you can skip this step. 

Passengers Link 

View the current list of passengers by clicking the Passengers link. Identify passengers traveling by 

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clicking Add Passenger. 

Click on the drop-down menu by Passenger to reveal a list of travelers contained in the client profile 

under the Family Members/Employee link. You can also free-flow a passenger name in this area if 

passenger is not part of the client profile. Under Type, signify if the passenger is Adult, Child, or 

Infant. Click in the Primary box, if this traveler is the Primary traveler. Save updates Res Card with 

the new traveler information. To update, edit or delete passengers, click Edit next to the passenger’s 

name in Passengers link, update and Save, or Delete a passenger. 

CREATE Res Card/INVOICE STEP SEVEN) Click the Reservation Link and Add Reservation to 

enter reservation details. Select the Reservation Type from drop-down. Type in a few letters of 

vendor's name, hit the tab key, and choose from drop-down. Enter confirmation #, pricing, and any 

other details and Save. (If you enter a deposit or final payment due date, these will create reminders 

upon saving when you click Create Reminders later on or use the Batched Reminders icon on the 

menu bar to create more than these two types all at once.) After saving, scroll down to bottom of 

webpage until you get to Service Provider area and click View and Edit. Here you can add more info 

to your reservation. A Service Provider is what the vendor sells (i.e., Princess Cruise Lines may sell 

the cruise, insurance, a tour, etc.). These all go in one reservation and are added one at time if you 

want them listed, under the Service Provider Area. Enter the dates of travel, and fill in any other info 

you want to put on invoice. Continue adding Service Providers. Click Save and Close Service 

Provider. Note: If you don’t want to list every service provider separately, type a Remark in the 

reservation stating what the pricing is for; something like Pricing is all inclusive for cruise, taxes, 

insurance, hotel, etc. There is an area too where you can actually break out the cost for each of 

these vendor items in the reservation under Itemize (see below). 

Reservations Link 

The Reservations link is where all the reservation details for the trip are created and stored. Each 

Res Card or trip can have any number of reservation records. To add a new trip reservation, click 

Add Reservation and select what type of reservation you wish to create - Air, Hotel, Car, Cruise 

Insurance, Miscellaneous, Rail, Tour, or Service Fee. To modify or enhance an existing trip 

reservation, click Edit next to the reservation. Click Delete while in the reservation to remove it. 

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To enter a reservation, click the Reservations link and Add. Depending on what type of reservation 

you are creating, the data entry screens vary, so not every field is outlined here for you. A hotel 

Put reservations in the order 

you want them to appear 

on invoice. 

reservation contains hotel data entry fields, a car reservation contains car data entry fields, a cruise 

contains cruise data entry fields, etc. A reservation input screen contains several sections - 

Reservation (to enter reservation details), Passenger (to include or not include passengers in this 

reservation), Charge As (per person, per room, per cabin, per car, per day, etc.), Tax, Payment Due 

Date (to enter Deposit and Final Payment Dates and automatically create Reminders), Itin/Invoice 

Remarks (to enter free-flowing Itinerary/Invoice Remarks), Agent Remarks (to enter free-flowing 

Agent remarks), and Service Provider details. 

Date Reserved: Enter the date this booking is reserved. By clicking on the down arrow, you can 

select a date by double-clicking the desired day from the calendar, or enter date in format as listed 

below. 

Booking Status: A drop down list of Confirmed, Cancelled and Quoted are available choices. The 

Confirmation Status is not free-flow and cannot be left blank, as the entry selected now has an impact 

on the Reservation Total included in the Res Card Balances displayed for the Res Card. 

Reservations with a status of Confirmed increase the Reservation Total and can be invoiced. 

Reservations with a status of Quoted do not increase the Reservation Total, and cannot be invoiced, 

although can be included in all formats of the Trip Itinerary. Reservations with a status of Cancelled 

do not increase the Reservation Totals and cannot be invoiced, and do not appear on Trip Itineraries. 

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Vendor: Click the three dots next to the Vendor field and enter the first two or three letters of the 

vendor’s name into the query area and select desired name from the drop-down menu. Click 

Refresh. If the vendor is not in the menu, you receive a message, No matching profiles. Create a 

new vendor profile by clicking Profiles on the menu bar. Use Tools|Page History to get back to the 

reservation. 

Confirmation #: Enter the confirmation # for this booking. 

Record Locator: Enter a record locator # if available. 

Booking Method: Enter the source of the booking from the drop-down menu which has been 

customized by the database administrator. 

Reservation Status: Enter the status of this booking from the drop-down menu created by the 

database administrator. 

Duration: Enter number of nights of trip. 

No. of Pax/No. of Nights/No. of Rooms/No. of Cars/No. of Policies/No. of Units, etc: 

Depending on the travel type enter the appropriate number. 

Invoiced out of CB: There are certain cases where reservation data captured in ClientBase may 

have been invoiced outside, for example invoiced through the GDS. So that these types of 

reservations are not invoiced twice in error (once in GDS, then again in ClientBase), we have added 

this check box and updated the Res Card balances at the top of a Res Card accordingly. Res Card 

balances at the top of a Res Card remain the same unless a Reservation exists that has been 

designated as "Invoiced out of CB". If a reservation exists with the designation of "Invoiced out of 

CB," then the Res Card balances now reflect Res Total, Invoiced in CB, Invoiced out of CB, and 

Balance. 

Issued Through ARC/BSP: If this reservation was created in Windows version of ClientBase, this 

area may say Yes on the Res Card General Info summary screen. You do not have the ability at 

this time to mark this reservation as Issued through ARC, but the ARC fields are in place at this time 

to input manual data in at the passenger level if you choose to do so. 

Passengers: Indicates passengers that have been selected in the Passenger link. (In Rail or Airline 

transactions, click on the Passengers button to select passengers.) 

Charge As: Select from drop-down menu the Charged As Per Person, Per Night, Per Day, Per Car, 

Per Cabin, Per Policy, Per Room, or Per Unit box (where applicable). You have the ability to Itemize 

per passenger by clicking Add Itemized Amount. 

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You have several different format options that determine how the Itemization is sorted and printed 

on your invoice for your customer including the following: 

- Print all Itemization Details (prints itemization as it has in the past) 

- Summarize by Passenger (lists totals by passenger) 

- Summarize by Category/Passenger (lists each passenger as a column broken down by Tvl 

Category) 

- Summarize by Description/Passenger (lists each passenger as a column broken down by 

Description) 

- Do not Print Itemization (allows you to itemize for your internal records but doesn't print on the 

invoice) 

All existing Reservations with Itemization will default to "Print all Itemization Details", which prints 

itemization as it has to date. To change this default format for new Reservations, go to 

Tools|Settings|Default Field Values for Res Cards and from the Reservation area set the Print 

Itemization Option to the desired format by selecting from the drop-down listing. This setting simply 

sets the default for new Reservation Itemization entries, but can be tailored on a reservation by 

reservation basis to whatever format is desired for that reservation. Use the Edit button next to Print 

Itemization Option within the Itemization Edit screen of a Reservation to change this default. 

Notice the Travel Category drop-down list. This field is not mandatory when entering itemized 

amounts, nor does it print on the invoice. Make sure your itemized amounts equal the total fare 

amounts. 

Base Fare/Tax/Commission: Enter the amount of this booking. The tax and commission fields can 

be either entered with a dollar amount or a percentage. 

Tax: If present these totals are either hard-coded (defaulted by database administrator), or can be 

changed by clicking Edit. 

Deposit Due Date/Final Deposit Due Date: If you have entered the date the deposit is due in the 

General Info link, you can click on Create Reminders, and select the reminders you want to create 

that automatically appear in your daily To-Do list. These reminders also appear in the Res Card’s 

Activities link, as well as in the client’s profile link, Activities. 

Itin/Invoice Remarks: Remarks entered in the General Info link appear here. 

Agent Remarks: Remarks entered in the General Info link appear here. 

**Capture and invoice ARC/BSP type transactions through the CB Res Card using a field called 

Issued through ARC. If set to Yes, then pricing is not captured at the reservation pricing level, but 

instead at the passenger pricing level of the reservation. To enter an ARC type transaction into a 

reservation, first create a new Reservation, enter the Vendor and other reservation fields and set the 

Issued through ARC to Yes. Complete any remaining reservation fields except for pricing, and click 

Save. Upon clicking Save, your reservation will be summarized along with a listing of the 

passengers and a new Edit button next to each passenger record. Click Edit to enter all passenger 

level ticket and pricing details. After capturing all ARC reservation details, and upon invoicing, you 

have the ability to invoice each ARC transaction as a separate invoice booking and the Submit To 

field includes the setting of ARC. Please note that a ticket number must be captured within each 

passenger pricing record in order for you to have the option of invoicing ARC type reservations. 

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Service Provider 


The Service Provider area of a reservation record is where information entered here appears on trip 

proposals, itineraries and invoices generated for this reservation and can be used for reporting 

purposes. One reservation record can have one or more service providers. For example, a Disney 

Cruise reservation record can include just one service provider, Disney Cruise Lines, or perhaps 

more than one, the Disney Magic and the Contemporary Resort. The amount of detail you want to 

capture is up to you. 

To edit a Service Provider, click Edit. To add a new Service Provider, click Add Service Provider, 

and choose what type - Air, Hotel, Car, Cruise, Insurance, Miscellaneous, Rail, Tour, or Service Fee. 

Depending on the selected Travel Type, the general area of the Service Provider contains the 

following entry fields. 

These arrows give you the ability to change the order in which 

multiple Service Providers within one Reservation are displayed. 

Highlight any Service Provider in your listing and click the Up 

arrow to move it up in the listing or click the Down arrow to move 

it down in the listing. These changes are saved permanently 

within the Reservation and are reflected in the order designated 

when printing an Invoice. 

General Info: 

For Air, a separate service provider record may be completed for each segment or leg in the itinerary 

with numerous fields available such as Code, Airline, Flight Number, Depart/Arrival City, Departure/ 

Arrival Terminal, Depart/Arrive Times, Dates, Equipment, Meal Service, Duration, Mileage, etc. 

For Hotel, entry fields include Property, Room Type, Check In and Out Dates, Room Description, 

and Smoking, etc. 

Car entry fields include Car Company, Start Date, End Date, Car Category, Pick-Up Time, Drop-Off 

Time, and Car Description, etc. 

Cruise entry fields include Ship, Start Date, End Date, Category, Deck, Cabin/Room, Dining, and 

Smoking, etc. 

Depending on the other selected categories, appropriate travel type entry fields appear. 

Itin/Invoice Remarks: Enter any free-flowing remarks that you want to appear about this Service 

Provider on the printed Itinerary and/or invoice. 

Service Provider Agent Remarks: Enter any free-flowing agent remarks that you want to appear 

about this Service Provider. 

Service Provider Allocated Pricing: Enter Total Fare, Base, Tax (%), and Commission (%) into 

these fields to keep for your own reference. 

Once all areas of a Service Provider record have been completed, click Save. To enter additional 

Service Provider records, click Add Service Provider, enter details and click Save. To modify a 

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Service Provider click Edit. To delete a Service Provider record, click Edit and then Delete. 

Note: Once the Res Card general information is saved, see a hyperlink on the Prepared for field. 

Clicking on the hyperlink toggles into the customer profile from this area of the Res Card. To jump 

back into the Res Card from the customer profile, use Tools|Page History. 

Copy a Reservation record from one Res Card to another Res Card: When copying a 

Reservation record from one Res Card to another, all data captured within the reservation record, 

except for passenger related fields is copied, and includes vendor level information as well as 

Service Provider Level information. To copy a Reservation Record, retrieve the Res Card to select 

the Reservations link, highlight the Reservation record to copy and click on the action gear icon and 

click Copy. Next, close the Res Card, and retrieve or create the Res Card you would like to copy 

to, select the Reservations link and click Paste Reservation. 

Copy an Entire Res Card from One Profile to Another Profile: When copying an entire Res Card 

from one profile to another, all data captured within the Res Card, except for Date Created, Invoices, 

Activities, Client Feedback about Trip, Profile and Passenger related fields is copied, including all 

General Trip level information, all Reservation Records and Agent Remarks. To copy an entire Res 

Card, retrieve the profile the original Res Card was created for, select the Res Card link, highlight 

the Res Card you would like to copy (do not open the Res Card) and click the action gear Icon and 

click Copy. Next, close the profile, and retrieve or create the profile you would like to copy to, select 

the Res Card link and click Paste Res Card. 

CREATE Res Card/INVOICE STEP EIGHT: Once you have create reservations (remember, it’s 

one new reservation for each new vendor), and you have edited or added your Service Providers 

and you have clicked on Save Service Provider, on next screen click Create Reminders so that the 

deposits/final payments will appear on your To-Do list in the Activity Manager to handle, OR create 

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multiple reminders by clicking the Reminder icon on the menu bar and Create Batched Reminders. 

Click Proceed and Close Reservation. If you need to add another reservation for another vendor, 

follow the instructions above to repeat. 

CREATE Res Card/INVOICE STEP NINE: After all reservations have been created, click the 

Generate Invoice icon on menu bar at top of screen. Select any remarks you want to appear on 

bottom of invoice by clicking Remarks, enter a Trip Balance Due Date if applicable, choose the Form 

of Payment and pick cc# from drop-down, and in the This Invoice area, put amount of this invoice 

(for a deposit just pick the first reservation, for final payment each reservation needs to have correct 

Submit To/Travel Type. If the Submit to is Commission Track, make sure to check off Showed as 

Paid, a little checkbox that appears only with Commission Track Submit To so that totals appear on 

the invoice. (This may have been preset by database administrator.) Preview. If the amounts or 

other information doesn’t look right in preview, return to reservation and correct. Otherwise click 

Generate Invoice to issue the invoice. The invoice will launch into an Adobe Acrobat Reader for 

printing. When you close out of the pdf, you’ll land in the Res Card invoice link where you can print 

invoice, or email it to your client. Invoices now reside permanently in Invoice link for reprinting or 

emailing. 

Generate an Invoice 

To create an invoice for any reservation record or combination of reservation records that have not 

been invoiced in full, click Generate Invoice icon on the menu bar from anywhere in the Res Card. 

Enter the invoice details including payment information, invoice remarks, then invoice totals and 

agent rates for each reservation record to include in the invoice. 

First, check off the reservations you want to include on this invoice. If the reservation has ARC/BSP 

checked, each passenger included in an ARC/BSP reservation is listed as a separate line item within 

the invoice screen, but all need to be invoiced at the same time creating a separate booking for each 

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ARC/BSP document in Trams Back Office. 

*Indicates required fields and fields required for Trams Back Office. 

Issue Date: Defaults to today’s date, but can be changed by clicking on the three dots next to the 

field and double-clicking on any date from the calendar; or free-flow the date in using one of the 

following date formats. 

Remarks: Click Remarks to choose from a table of remarks setup by the database administrator in 

the Windows version of ClientBase. Check the remark/s to use with this particular invoice, and then 

click OK. Note: Free-flow remarks can be added to this area. 

Trip Balance Due Date: Enter a date to appear on the invoice for the trip balance due date. Click 

on the three dots next to the field and double-click on any date from the calendar; or free-flow the 

date in using the date formats listed above. 

Invoice For/Branch/Locator No/Group: This information is pulled from areas of the Res Card and 

is used for reference. 

*Form of Payment: From the drop-down menu, choose Cash, Check, Credit Card, or CCMerchant. 

Note: Use these fields only if you have one form of payment for the invoice reservations. If you 

have different forms of payment for reservations, use the fields contained within the Booking 

Payment, making sure to put the correct Submit to and Travel Type for each FOP. (To reflect a cash 

payment on the ClientBase invoice, your agency must allow Cash Payment from Invoice in Trams 

Back Office. If this option is not checked off in TBO, ClientBase will not print Paid by Cash on the 

invoice.) 

*Check/CC Number: Enter check or credit card number for payment. (If credit card number exists 

in the profile, a drop-down menu appears to choose the card.) 

RESERVATIONS: Each reservation is listed in this area in detail. 

*Indicates required fields and fields required for Trams Back Office. 

Reservation Summary: For each reservation included are: Category, Vendor, Passenger, 

Confirmation No, Depart Date, Return Date, Passenger Name, Start Ticket No, and End Ticket No, 

and Agent. 

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*Invoice Totals: Base/Tax/Comm/Total Fare: Summarizes reservation totals for this invoice. 

Select Submit to, Supplier or Commission Track from drop-down menu, and make sure the Travel 

Type is correct. 

Not Invoiced - Base/Tax/Comm: This area reflects what has not been invoiced for this Res Card. 

This Invoice: This is where to input the totals for your invoice. In the Base Fare field, enter the 

amount of this invoice, and tab to continue. Next, enter any taxes for this invoice, and, finally, enter 

the commission received for this invoice. (If no taxes or commission are being collected for this 

invoice, input 0.) 

*Submit to: From drop-down menu, choose appropriate Submit To. Trams Back Office users want 

to choose the one that corresponds with Trams Back Office Submits To. 

*Travel Type: This defaults from the reservation, but can be changed from drop-down menu. 

Trams Back Office users want to choose the one that corresponds with Trams Back Office travel 

types. 

Agent/Amount/%Rate: The agent is pulled in from the Res Card, but can be changed from the 

drop-down menu. Adjust Amount or %Rate if necessary (this is being pulled from the agent profile). 

The primary agent for the Res Card is defaulted at the time of invoicing as the agent for the invoice. 

Users with their Advanced Permission set to Disable Ability to view Agent Commission when 

invoicing can now add More Agents upon invoicing. Agent Rates and Amounts are still hidden on 

the main invoicing screen as well as in the More Agents screen, but multiple agents can now be 

added to the Invoice record by Users with this limited permission setting. 

This user setting for Disable Ability to view Agent Commission when Invoicing is stored within the 

User Login record and can be updated by the SYSDBA login by going to Tools|Settings|User 

Logins|Advanced Permissions|Other Restrictions. All Agent Commission defaults work the 

same whether Disable Ability to view Agent Commission when Invoicing is checked or not. If it is 

checked these default commission rates/amounts cannot be overwritten at the time of invoicing. 

Here is a brief summary of how Agent Rates and Amounts default: 

Upon generating an invoice the system looks at both the Res Card Agent profile and the Client's 

profile for Agent Rate defaults as they have been established within Trams Back Office (TBO). 

1.) The Res Card Agent Commission Rate defaults based on Commission Rate settings stored 

within the Agent profile. The system first looks for an Inside Rate then an Outside by Travel Type. If 

none exists, it then looks for an Inside Rate then an Outside rate stored within the General tab of the 

Agent profile. 

2.) In addition to defaulting the Res Card Agent and its default commission rates, the system also 

looks for default Agent Commission rates stored within the Client profile that the invoice is being 

issued for. The system automatically checks the client profile for any default Agent rates and 

includes those defaults within the More Agents listing if any exist. 

Booking Payment/Form of Payment/Check/CC Number: Use this area if reservations in this 

invoice have different forms of payment. There is a Booking Payment entry area under each 

reservation. (If the invoice has the same form of payment for reservations, use the Form of Payment 

and Check/CC Number fields above.) From the drop-down menu, select the Form of Payment, and 

enter Check/CC Number - if credit card number exists in the profile, a drop-down menu appears to 

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choose the card. 

Cancel: Click to abort invoicing process. 

* Indicates required fields and required fields for TBO. 

Preview Invoice Before Printing: When you click Preview Invoice, view the invoice totals and 

other details before it is generated to ensure accuracy. Make sure these totals are correct, because 

you may not have the ability to void it or change totals. 

Customize Format: Default invoice format settings are stored at the Branch level 

(Tools|Settings|Branch Settings|Invoice Settings), but these defaults can be overwritten on an 

invoice-by-invoice basis by clicking Customize Format. From this area you can customize the 

following settings for just the current invoice being generated: 

Default Invoice Format: Set the Res Card invoice default as Invoice Only which is a shorter invoice 

format that does not included all itinerary level information; or Itin/Invoice which is a longer invoice 

format that does include all the itinerary level information. 

Language: From the drop-down, select the language used for invoice. 

Include Summary of All Reservations: Set the Res Card invoice default by checking if you want 

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eservation details including balance due date to appear on the invoice. 


Preview Invoice Before Printing: Set the Res Card invoice default by checking if you always want 

a preview invoice (highly recommended) to be printed before actually generating the invoice. 

Include Service Provider Graphics: Set the Res Card invoice defaults by checking here if you 

want service provider graphics included when an invoice is printed. 

Hide Reservation Vendor Name: Gives you greater flexibility in customizing the print out of an 

invoice. If this setting is checked, then the Vendor Name for each individual reservation within the 

Res Card being invoice will not be printed, only the Service Provider Names. 


customizing the print out of an invoice. If this setting is checked, then each individual reservation 


Print Service Fee as Invoice Total Line Item: Gives you greater flexibility in customizing the print 

out Service Fees on an invoice. If checked, this setting adds any reservations with a Travel Category 

of Service Fee and prints them as a single total amount listed within the Invoice Totals just 

underneath Reservation Totals, rather than listing as a separate reservation within the body of the 

invoice. 


the ability to customize how agency service fees are labeled on the invoice. 








If checked, upon invoicing a reservation for that Travel Category, a summary of basic Reservation 

information is included, rather than a detailed listing of all Reservation and Service Provider level 

information. This setting may be desired for reservations that you would like to place less emphasis 

on when printing invoices for your client. For example, if you are invoicing a cruise vacation, you 

may choose to place a greater emphasis on the cruise reservation and less emphasis on the 



checked. All other Reservation and Service Provider level data is omitted from the printed version 

of the invoice. 

- Vendor Name, Passenger Name/s, Start Date, End Date 

If Supplier, ARC or Comm Track Show as Paid: Res Amount, This Invoice, Prior Invoice and Balance 

If Comm Track Not Show as Paid: Amount Details 

Generate Invoice: By clicking Generate Invoice from the preview screen, an invoice in the form of 

a pdf is created in Adobe Acrobat, and can be printed out or saved to your hard drive. By closing 

out of this window, you’ll end up in the Res Card invoice link, where you are able to email the invoice 

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to the customer. (Important: Make sure you have your popup blockers disabled so that you can 

see this invoice. Go to Tools|Popup Blocker in Internet Explorer to disable. If you still cannot view 

your invoice, you may also have a quicklink bar from Yahoo, Google, etc. that also has a popup 

blocker. Make sure this is disabled as well.) Make sure this has been made a trusted site in Internet 

Explorer by going to Tools|Internet Options|Security. Invoicing does not work with any other 

browser than Internet Explorer version 6.0 or above. 

When you close out of the generated pdf, you will land in the Invoice Link where invoices can be 

printed or emailed. Found here as well is a summary of what has been invoiced thus far, as well as 

what has yet to be invoiced. 

Email an Invoice 

Any invoices issued via ClientBase appear in the Res Card Invoice listing and can be emailed to the 

client by clicking the email link next to the desired invoice in the Res Card invoice link. Upon clicking 

the email link within the invoice listing, a Merge to Email screen appears with the following default 

message: 

Thank you for booking with "Res Card Branch Agency Name". Attached please find your invoice with 

your reservations details. Please review and notify us immediately if you have questions or any 

difficulty opening the attachment. 

Thank you, 

"Res Card Primary Agent Name" 

In addition to this default message, the Primary email address entry defaults within the "To" field and 

the pdf version of the invoice is linked as an attachment. Complete the Subject line and any further 

customization within the body of the email and click Send Current to email the invoice. 

When an email is launched from the invoice listing, the following Res Card level merge fields can be 

inserted into body of the message: Res Card Create Date, Res Card Primary Agent, Res Card 

Group, Res Card Branch No, Res Card Branch Agency Name, Res Card Region, Res Card Start 

Date, Res Card End Date, and Res Card Locator. 

If you would like to create your own templates for use when emailing an invoice from ClientBase, 

use the Windows version to create the template and copy and paste any of the Res Card merge 

fields above for further customizing the body of the message. Refer to your on-line Help (within the 

Tools button) for further information on setting up the Merge to Email feature. 

Note: You can only email and invoice directly from ClientBase is you have setup your email to work 

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with SMTP. Please refer to the section, Set Up ClientBase with Mail Server’s SMTP Settings. 

Refund Invoices 

There is a check box, Include Refunds, in the Invoice Screen. By checking this box you have the 

ability to refund any reservations that were invoiced to date. Upon checking the Include Refunds 

check box, a new column of totals appear next the reservation totals allowing you to choose whether 

to invoice any uninvoiced amount, or to refund any amounts that were invoiced to date. 

This feature allows you to include both sales and refunds on one invoice. Therefore, you can refund 

a cancelled reservation and invoice a service fee all at the same time on the same invoice. You can 

also refund one reservation and invoice another that has been booked in its place. If there are more 

refunds than sales, a Refund Invoice is generated. If there are more sales than refunds, a Sales 

Invoice is generated. 

Setting Up to Refund Invoices 

Before generating any refund invoices you must first setup your Refund Invoice Number series. 

Select Tools|Settings|Branch Settings and double-click the branch record you want to generate 

refunds in. In the Next Refund Invoice field, enter your starting number in the refund invoice number 

series. Make sure the number series you select is not already being used in Trams Back Office, or 

does not conflict with a refund number series used by any other invoicing tool such as your GDS. 

Repeat these steps for each branch for which refund invoices are generated. 

All users will have the ability to generate refund invoices by default. To disable this feature for a user 

you need to update their User Login. To do this the System Administrator must log into the database 

as SYSDBA. From Tools|Settings|User Logins, select the user you would like to disable the 

refund invoice setting for and click the Advanced button and then Other Restrictions. Check the box 

next to the setting Disable Refunding an Invoice from Res Card and save. 

Using Generate Refund 

If a refund is a result of a Reservation being cancelled, be sure to retrieve the reservation in the Res 

Card and change the Booking Status to Cancelled. The Res Card Balance is updated accordingly. 

If a refund is a result of a fare change, be sure to retrieve the reservation in the Res Card and change 

the fares accordingly. The Res Card balance is updated accordingly. To generate the refund, click 

on the Generate Invoice button. Check the Include Refunds box on the invoicing screen. Enter your 

invoice details and use the refund column to refund any reservation amount that was invoiced 

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previously. Use the Generate Invoice button to generate the invoice. If you are using Trams Back 

Office, the invoice is saved automatically. As mentioned above, if the invoice has more refunds than 

sales, a Refund Invoice is issued. If the invoice has more sales than refunds, a Sales Invoice is 

issued. 

Refund Examples 

Full Refund - Res Card with only one reservation what is Paid in full and Invoiced in full 

Step 1: Open the Res Card and retrieve the reservation. Change the Reservation's Booking Status 

to Cancelled. The Res Card balance is updated accordingly and shows the full amount as a minus. 

If the trip is completely cancelled, change the Res Card Status to Cancelled. 

Step 2: Generate Invoice. Include Refunds must be checked off. Complete the invoice payment 

fields with the original form of payment. In the Reservation Total, click on the Refund option. This 

field will then populate with the original. Invoice amount. (Matches the amount in the Invoiced to Date 

field.) Review screen for accuracy. Invoice shows the refunded amount. 

Reservation Price Changed - Deposit Invoice Previously Issued 

Step 1: Open the Reservation and modify to the new amount. No Refund Invoice required since the 

correct amount will be shown with the final payment. Res Card totals will be updated accordingly. 

Step 2: If the client want to see the modified cost of the trip, Reprint Invoice from Res Card Invoices 

tab. All changes including the adjusted amount will be reflected. Print or email to customer. 

Partial Refund - Res Card with One Reservation/Paid in Full/Final Invoice Issued 

Step 1: Open reservation and adjust the price to the new lower amount. Do NOT change Booking 

Status - still a valid booking. 

Step 2: Review Res Card totals from main screen - verify accuracy (it will show a minus amount). 

Step 3: Complete Invoice Payment fields with the original form of payment 

Step 4: In the Reservation Total, click on the Sale option. This field will then populate with the 

refunded amount due back to the customer. 

Note: If you select Refund, it will be the full amount of the sale. In this case, it's only the partial refund. 

Refund with Multiple Reservations (Multiple Bookings with a Single Refund) 

Step 1: Open the Res Card and retrieve the reservation. Change the Reservation's Booking Status 

to Cancelled. Leave Res Card as Active since only the one booking is cancelled. 

Step 2: Select the reservation to Refund in the Invoice screen and refund the cancelled reservation. 

At same time, can Invoice active reservation payments as a Sale. 

Refund with Vendor Penalty - Invoicing a Cancelled Booking with Supplier Penalty 

Step 1: Copy the original booking using the Copy and Paste Buttons in the Res Card. Create a copy 

of the original, cancelled booking to use in recording the penalty amount. 

Step 2: Update Copied Booking by adding key data. 

--Add the passengers. The copied booking defaults to no passengers. 

--Change the booking amount to the amount of the penalty. Enter $0.00 as the commission unless 

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the agency gets to keep any of its commission. If so, enter the amount the agency keeps. 

--Delete the individual Service Providers (not applicable for this booking). 

--Add a Service Provider for the Service Fee. 

Step 3: Open the original reservation and change status to 'Cancelled'. Leave the rest of the 

information as originally entered. Review amounts for accuracy. Change the Res Card status to 

Cancelled. 

Step 4: Generate the Refund Invoice and check off Include Refunds. In the Form of Payment 

section, choose the type of payment that will be refunded (cash, check, credit card). Select the 

original booking, and at the payment amount, choose 'Refund', and enter the amount originally 

invoiced. Select the cancellation fee booking, and at the payment amount, choose Sale and invoice 

the full amount. 

Preview the invoice to ensure the net refund is correct, then generate the invoice. The Res Card 

shows a zero dollar balance. 

Reminder: If an invoice has more refunds than sales, a Refund Invoice is issued. If the invoice has 

more sales than refunds, then a Sales Invoice is issued. All invoices issued in ClientBase are 

available in Trams Back Office. 

Invoices Link 

View all existing invoices by clicking on the Res Card Invoices link. Scroll across to view invoice 

details, and to get a copy of the invoice, click Reprint, or click Email to email a copy. 

Void an Invoice: Void an Invoice directly from ClientBase by highlighting the desired invoice from 

the invoice listing and clicking Void. Upon clicking Void, the system prompts with a message Track 

Voided Invoice Yes/No/Cancel: 

Yes: Voids the invoice (and potentially corresponding payments), updates the un-invoiced balance 

for the Res Card and tracks the void with an audit trail. 

No: Voids the invoice (and potentially corresponding payments), updates the un-invoiced balance 

for the Res Card and leaves no audit trail. 

Cancel: Cancels the voiding process and returns you to the invoice listing without any changes.: 

Each User Login can be prohibited from being able to Void an Invoice by updating the Advanced 

Permission settings for that User. The SYSDBA user must be logged in to update Advanced 

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Permission settings and can do so by going to Tools|Settings|User Logins. Select the desired 

User Login, click on Advanced (next to Security Levels) and click on Other Restrictions. Place a 

check next to Disable Ability to Void an Invoice generated through Res Card, to disable this feature. 

*Special Note for Agencies that use Trams Back Office (TBO): If an invoice has any Cash, Check 

or CC Merchant Client FOP or any Vendor FOP applied, then the invoice cannot be voided via CBB 

until the payment has been voided via TBO first. If an invoice has been paid by Credit Card than the 

system will automatically Void the Credit Card payment while Voiding the Invoice. If an End of Period 

exists for the period in which the Invoice was issued, or payment applied than the system will not 

allow the User to void the payment. 

Itinerary Report Link 

To create and print out an itinerary for a client, click the Itinerary Report link. The itinerary is hardcoded 

in ClientBase, and can be edited by copying it into word processing program such as MS 

Word and printed from there. Or, click Remarks to select any canned remarks that were previously 

set up, and you want to include on the Itinerary. Click Print. 


To add a Note, Reminder, or Mailer for a trip, click Create Activity and Note, Reminder, or Mailer. 

After clicking the link, view a summary of all Notes, Reminders, and Mailers created for a customer’s 

trip. A Note documents any contact you had with a client about the trip such as a phone call or Email. 

A Reminder creates an entry, such as a final payment or check for documents. This entry also 

appears on the user’s daily To-Do List in the Activity Manager and in the Activity link in client’s profile. 

Mailers are like entries in a marketing “log.” They are a historical record that is created automatically 

whenever a label, document template, Email or mail merge file is created for a client or group of 

clients. 

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To add a new Note|Reminder|Mailer, click the icon on the menu bar or Create Activity. To modify 

or enhance an existing Note|Reminder|Mailer, click Edit next to the Note|Reminder|Mailer. Click 

Delete while in Edit to remove an Activity. 

Notes, Mailers and Reminders (single or batched) can also be created at any time by clicking the 

Res Card menu bar. 

Once these are created, they "live" in the Activities link in the Res Card AND in the profile. Please 

see the section, An In-Depth Look at Activities for more details. 

Launching a Batch of Reminders from within a Res Card 

Upon entering a Res Card in ClientBase, you can create Reminders to help you track the many 

administrative and/or marketing tasks you need to complete for this trip. In the past, you would add 

a Reminder for each item you wanted to track one at a time. Now, if you have a Batch of Reminders 

that you would like to use as your default template of Reminders for this trip, you can highlight the 

Reminder button on the Res Card menu bar and select Create Batched Reminders to create multiple 

Reminders at one time. 

Step One: From the Res Card that you would like to create your Reminders, highlight the 

Reminders button on the Res Card menu bar and select Create Batched Reminders. A listing of the 

Batched Reminders setup under Tools|Settings appear. 

Step Two: Select the desired batch you would like the system to default for this Res Card by 

highlighting and clicking on the desired name. 

Step Three: A listing of all of the default Reminders included within the selected batch appears with 

the Date of Reminder defaulting based upon the merge field used. If any of the reminders in the 

listing do not have a Date Completed, then the merge field used was left blank within the current Res 

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Card. In order for these reminders to be created, you must Edit the specific reminder within the 

listing and enter the date by hand. 

From this listing you have the ability to Edit, Check and Uncheck, or Add to any of the default 

reminders. Check each of the reminders within the listing to make sure the defaults are all correct. 

If you would like to change any of the defaulting reminders, click Edit for the desired reminder and 

update the fields accordingly. Click the box under the column called Create to place a check or 

remove a check next to each specific reminder. Only those reminders containing a check are 

created. These check defaults are based upon the Always/Optional setting established when the 

Batch was created under Settings. Click Add to add new reminders if you'd like any additional 

reminders to those the batch defaulted for you. 

Step Four: When all of the reminders in the listing meet your needs, click Create Reminders and 

all of the reminders will be created and saved within the Activities link of the Res Card. Upon 

completion, you will land in the Activities link with an updated listing of all activities for this Res Card, 

including the new reminders just created using your batch. 


To enhance the amount and type of information accessible in a Res Card, a feature is included in 

Res Cards allowing you to point to other files available on your local or network drive. These files 

are referred to as Attachments. 

To access an attachment at the Res Card level, click the Attachment link. To add a new Attachment 

click Add Attachment, and Browse for Attachment to identity the File Path of the file. The File Path 

includes the drive where the file is located, any directories or sub-directories, and the name of the 

file. Choose to compress the file by clicking in the Compression box. Enter a brief description of the 

attachment, if desired. Click Save. 



retrieve the specified file. Every file has an extension (e.g., .doc, .jpg, .bmp, .html, etc.) must be 




associated with the type of file an Attachment is pointing to, then the file cannot be viewed from the 

Attachment created in ClientBase. 







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If you want to track it, and the ClientBase Res Card doesn’t have a place for it, here is where you 

can create customized fields of information. More Fields for Res Cards are set up under 

Tools|Settings|Res Card More Field Categories and the drop-downs are set up under 

Tools|Settings|User Defined Fields|Res Card More Field Items. To tag a Res Card with a More 

Field, click Edit, and from the drop-down menus next to the More Field Categories, select the More 

Field item you want to use. Then click Save. To untag a More Field Item, simply highlight the item 

and click Delete on the keyboard. 

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Chapter 

9 

An In-Depth Look at Live Connect 

This chapter provides a detailed overview of using the Live Connect 

feature in ClientBase. 

Introduction 

One of the most innovative features in ClientBase is Live Connect which is found in the Res Card. 

Save time and improve efficiency by transmitting selected client information to a booking engine online. 

Then electronically transmit back reservation details and automatically complete the 

reservation form with what’s been booked to generate invoices. 

Note to ALL ClientBase Users: New Live Connects Providers are added between ClientBase 

releases all the time. View the newest list on the Trams website here: 

http://static.trams.com/tramslibrary/liveconnect/index.html 

Note to Trams Back Office and ClientBase Windows Users: (As ClientBase shares a database 

with Trams Back Office, the invoices generated from the Res Card automatically become part of the 

invoices shared with Trams Back Office.) ClientBase continues to add more on-line booking 

engines to connect to via Live Connect. All Live Connect Provider settings, including login 

information and vendor profile setup can be done in ClientBase Windows, or if a user has been 

granted administrative permission can be done in ClientBase under Tools|Settings (only in a 

Primary-Sync database (ClientBase Windows) or a Non-Sync activated database in 

ClientBase). 

AFCNET 

If you are not currently registered to book AFCNET on-line, go to www.afcnet.com/profile.php to 

enroll. Upon completion of the registration you will receive a User ID and Password and can take 

the following steps to setup ClientBase. 

Set Up AFCNET Live Connect 

Upon receiving User ID and Password, take the following steps to setup ClientBase for Live 

Connect. 

Step 1) Once you have obtained accurate login information, you need to add this Live Connect 

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Provider into ClientBase by going to Tools|Settings|Live Connect Providers and clicking Add. 

Provider Name: Type AFCNET. 

URL: Type http://www.afcnet.com/login.php 

Travel Category: Select Air from the drop-down. 

Import XML from: Select HTML Source. 

Live Connect Provider: Select AFCNET from the drop-down list. 

Step 2) Each user can put in his own login information under Tools|My Login|Live Connect or 

enter one set of login information for a Live Connect provider for all agents by going to 

Tools|Settings|Live Connect Login. Click Add and enter the following information: 

User Name and Password: Enter the necessary fields based upon the login information provided 

to you when you contacted AFCNET. (The Agency Number and Code is not applicable.) 

Step 3) Retrieve the AFCNET vendor profile from the Profile Manager (or create one if not in your 

database). From the General Info link, click the Live Connect Providers button. Click Add, and 

select AFCNET booking engine from the drop-down list. The Vendor Code is 24526036. In the 

Travel Category profile field, select Air from the drop-down menu. 

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Live Connect Features Supported by AFCNET 

AFCNET supports the following Live Connect Features: 

CREATE NEW RESERVATION (Launch, Book & Import New Reservation) 

Automatically logs you in to booking engine with User Login data from ClientBase. 

Populates booking engine with profile data from ClientBase. 

Sends reservation details from booking engine’s confirmation page to ClientBase 

reservation record. 

IMPORT EXISTING RESERVATION (Imports new reservation booked outside of 

ClientBase) 

Uses confirmation number to automatically pass all reservation details from booking 

engine to ClientBase reservation record. 

Allows user to browse for reservation and upon retrieval sends reservation details 

from booking engine’s confirmation page to ClientBase reservation record. 

RETRIEVE RESERVATION - Retrieves existing reservation previously imported via Live 

Connect for viewing or editing. Upon editing, imports updated reservations details. 

Create New AFCNET Reservation in Live Connect 

Step 1) Retrieve the desired client profile, create a new Res Card and after entering basic Res Card 

info, launch Live Connect by clicking Live Connect on the menu bar. (You can also launch Live 

Connect from the Profile action gear.) 

Step 2) Complete the Live Connect settings by identifying the vendor, the Live Connect Provider 

and appropriate Login information. 

Step 3) Click the Create New Reservation button. 

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Step 4) Select any Profile, Passenger, Branch and Res Card information you want to use to book 

the reservation. This data is NOT passed to booking site, but you are able to view it at the top left 

of your booking screen and can highlight it, copy, and paste it into the booking fields to save you time 

during the booking process. Click Connect to launch the on-line booking engine. 

Step 5) Although still in ClientBase, you are now on-line at the AFCNET booking site. Complete 

the reservations using instructions supplied by AFCNET upon registration. When the reservation is 

confirmed, it automatically imports into the ClientBase reservation. All reservation data booked online 

is now located in the reservation fields in ClientBase. 

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Import Existing AFCNET Reservation Made Outside of ClientBase 

Create a new reservation and click Import Existing Reservation. Enter the confirmation number or 

leave blank. If you have entered a confirmation number, the system automatically retrieves and 

imports the reservation. If no confirmation number is entered, when in the website, instead of 

creating a new reservation, go to the retrieve reservation area. Once the reservation details are 

showing, click Import and the details of the reservation are imported into the ClientBase Reservation 

record. 

Retrieve an Existing AFCNET Reservation for Editing or Cancelling 

To edit or cancel an existing reservation using Live Connect, follow these steps: 

Step 1) Launch Live Connect from inside the reservation to edit or cancel in ClientBase. 

Step 2) A dialog box appears. Click Retrieve Reservation. 

Step 3) Live Connect launches the booking engine site. Edit or cancel the reservation using 

instructions supplied by the booking engine, and click Import Reservation. All reservation data 

edited or cancelled online is now located in the reservation fields in ClientBase. 

All About Travel 

Sign up with All About Travel at www.allabouthawaii.com and click the Agent Login tab. Click the 

link for Don't have a password yet. Fill out the forms and fax them back to us, or call us at 1-800- 

274-8687 and Press 9. 

Set Up All About Travel 



Fill in the following fields: 

Name of the Provider: In blank field provided, type the name of the Provider. 

Status: Leave the default of Active. If you ever want to make it Inactive, go back in this area to turn 

off. 

URL: Type https://www.allabouthawaii.com/trams/clientbase.rescard 

Travel Category: Select Tour. 

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Include Authentication: Leave blank. 

Click Save. 




User Name/Password/Account Number: Enter your user name, password and your ARC number 

as the Account Number. 

Step 3) Retrieve the All About Travel vendor profile from the Profile Manager (or create one if not 

in your database). From the General Info link, click the Live Connect Providers button. Click Add, 

and select the All About Travel booking engine from the drop-down list. The Vendor Code is blank. 

In the Travel Category profile field, select Tour from the drop-down menu. 

All About Travel Live Connect Features 


Populates booking engine with User Login data and profile data from 


Sends reservation details from booking engine’s confirmation page to 

ClientBase reservation record. 

IMPORT EXISTING RESERVATION (Imports new reservation booked outside 

of ClientBase) 

Uses confirmation number to automatically pass all reservation details from 

booking engine to ClientBase reservation record. 

Allows user to browse for reservation and upon retrieval sends reservation 

details from booking engine’s confimation page to ClientBase reservation 

record. 

RETRIEVE RESERVATION - Retrieves exisiting reservation previously imported 

via Live Connect for viewing or editing. Upon editing, imports updated reservations 

details. 

Create New All About Travel Reservation in Live Connect 



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the reservation and click Connect to launch the on-line booking engine. 

Step 5) Although you are still in ClientBase, you are now on-line at the Live Connect Provider’s 

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booking site running the on-line booking engine through a ClientBase window. 

Complete the reservation and when the reservation is confirmed, click Import Reservation from the 

confirmation page. All reservation data booked on-line is now located in the reservation fields in 


Import Existing All About Travel Res Made Outside of CB 

Step 1) Create a new Res Card or open an existing one and launch Live Connect by clicking the 

Live Connect icon. 

Step 2) Complete the Live Connect settings by identifying the vendor, the Live Connect Provider and 

appropriate Login information if not auto-populated. 

Step 3) Enter the confirmation number for the reservation you want to import and click Import 

Existing Reservation. 

Step 4) Depending on the Live Connect Provider, the system either locates the reservation using 

the confirmation number and automatically import all reservation details, or takes you to the Live 

Connect Provider's site for you to use its Retrieve Reservation feature to locate the reservation. 

Upon displaying the existing reservation, click Import Reservation and the reservation details are 

imported into the ClientBase Res Card. 

Retrieve an Existing All About Travel Res to Edit/Cancel 


Step 1) Launch Live Connect from inside the Live Connect reservation to edit or cancel. Click Live 

Connect. 

Step 2) Confirm all Live Connect settings including confirmation number, and click Retrieve 

Reservation. 




Allianz Travel Insurance - Website (formerly Access America) 

To use Live Connect to purchase trip insurance with Allianz Global Assistance, you must be licensed 

to sell Allianz Travel Insurance. If you are not currently licensed to sell Allianz Travel Insurance - 

Website, navigate to www.allianztravelinsurance.com and click on the Become a Partner link 

from the home page. 

Set Up Allianz Travel Insurance Live Connect 


Connect. 


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Upon receiving your Account Number and Account Type, take the following steps to setup 

ClientBase for Live Connect. 

Provider Name: Enter Allianz Travel Insurance 

URL: Enter https://www.allianztravelinsurance.com/Trams.aspx 

Travel Category: Select Insurance from the drop-down. 



Step 2) Set up for Live Connect agent logins can be done in two ways - globally (if all agents share 

the same user name, password or account number), or individually. When Live Connect is 

launched, the system first looks to see if there is login information at the User Login level, and if not, 

then looks for the login information at the Global Defaults level. 

Set Up Global Agent Login Information: To enter one set of login information for a Live Connect 

provider for all agents to share, go to Tools|Settings|Live Connect Login. Click Add and enter the 

following information: 

Option 1: Select Allianz Travel as the Live Connect Provider. Enter your Login name as the User 

Name; enter your Password; enter the agency Account Number and you must enter ACCAM as 

the Agency Code. 


Name and enter your Password. 

Option 3: Select Allianz Travel as the Live Connect Provider. Enter your agency Account 

Number and you must enter ACCAM as the Agency Code. 

Set Up Individual Agent Login Information: Users can set up their own logins by going to 

Tools|MyLogin|Live Connect and clicking Add. 


Name; enter your Password; enter the agency Account Number and you must enter ACCAM as 

the Agency Code. 


Name and enter your Password. 

Option 3: Select Allianz Travel as the Live Connect Provider. Enter your agency Account 

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Number and you must enter ACCAM as the Agency Code. 

Step 3) Create a vendor profile in ClientBase for Access America. From the Profile Manager, 

retrieve the Allianz Travel Insurance vendor profile (or create one). From the General Info tab, click 

Live Connect Providers. From here, click Add, and select the desired booking engine (Access 

America) from the drop-down list. The vendor code is left blank. Click OK to save. 

Live Connect Features Supported by Allianz Travel Insurance 

Allianz Travel Insurance supports the following Live Connect Features: 














Create New Allianz Travel Insurance Reservation in Live Connect 



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Step 5) The system prompts with the reservation records included in this Res Card. Click each 

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reservation to insure. Again, this step is designed to save time during the insurance booking 

process, as less fields need to be completed manually. Any missing or incomplete data can be 

updated on the website confirming the insurance booking. Click Connect. 


booking site running the on-line booking engine through a ClientBase window. Complete the 

reservation and when the reservation is confirmed, click Import Reservation from the confirmation 

page. 

Amadeus AgentNet VAX (Not Available in CBO Stand Alone) 

If your agency uses the Amadeus AgentNet site to book VAX (Vacation Access) reservations 

including Agentnet VAX - Dynamic, launch Amadeus AgentNet VAX through the ClientBase Live 

Connect, and benefit from the seamless passing of customer information and importing of 

reservation data to your database AND continue to get your AgentNet booking credits/ incentives 

accordingly. To use AgentNet with Live Connect in ClientBase, use the AgentNet user login and 

password supplied by Vacation.com or Amadeus. If you need one and are a Vacation.com member, 

obtain user login information by contacting Vacation.com Member Services at 800-843-0733. 

Otherwise contact an Amadeus Sales Representative. 

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Set Up Amadeus AgentNet VAX 






off. 

URL: Type https://amadeus.agentnet.com/anet/thirdparty/gotrisept.jsp 




Click Save. 




Live Connect Provider: Select Amadeus AgentNet VAX from the drop-down list. 

User Name, Password: ClientBase only passes the username and password. Enter the necessary 

fields based upon the login information provided to you when you enrolled. 

Step 3) Create vendor profiles in ClientBase if they do not exist for the following vendors. From the 

profile manager, retrieve the vendor profile (or create if it is not in database). In the General Info 

area, click Live Connect Providers. From here, click Add, and select Amadeus AgentNet VAX or 

Amadeus AgentNet Dynamic from the drop-down list and insert the Vendor Code. If you use both 

links, you must make the profile with both. Save. 

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Amadeus Agentnet VAX Dynamic Participating Vendors & Codes 

CODE VENDOR NAME LIVE CONNECT PROVIDER 

BST Blue Sky Tours Amadeus AgentNet VAX - Dynamic 

FJ1 Funjet Vacations Amadeus AgentNet VAX - Dynamic 

GP1 Grand Pineapple Beach Resorts Amadeus AgentNet VAX - Dynamic 

MMT MGM Mirage Vacations - Air/Hotel Amadeus AgentNet VAX - Dynamic 

SAB Sandals and Beaches Resorts Amadeus AgentNet VAX - Dynamic 

STN Showtime Tours of Nevada Amadeus AgentNet VAX - Dynamic 

TPV TNT Vacations powered by Funjet Amadeus AgentNet VAX - Dynamic 

AMW US Airways Vacations Amadeus AgentNet VAX - Dynamic 

VE1 Vacation Express Amadeus Agentnet VAX - Dynamic 

Amadeus AgentNet VAX supports the following Live Connect features: 












record. 



details. 

Create New Reservation in Live Connect 



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Import Existing Reservation Made Outside of ClientBase 












Retrieve an Existing Reservation for Editing or Cancelling 



Connect. 


Reservation. 




Amadeus Cruise (Not Available in CBO Stand Alone) 

Any ClientBase customer, regardless of GDS, is welcome to use Amadeus Cruise free of charge to 

book cruises using Live Connect. If you are not currently registered to book Amadeus Cruise online, 

call 1-888-AMADEUS, or email salesinquires@amadeus.com. (Current Amadeus Cruise users 

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may contact your Amadeus Account Manager.) Upon registering you are provided with Amadeus 

Agent Signs and Duty Codes, and are directed to download one file from the Amadeus Cruise 

website (version must be 3.4 or higher). Since this particular Live Connect provider is half web/half 

client application, this file is required to connect to Amadeus Cruise in a ClientBase Live Connect 

reservation. 

Set Up Amadeus Cruise 

Upon receiving Amadeus Agent Signs and Duty Codes, take the following steps to setup ClientBase 

for Live Connect. 

Step 1) Create a Live Connect Provider for Amadeus Cruise if none exists by going to 

Tools|Settings||Live Connect Providers, and clicking Add. (It’s a good idea to check if the URL is 

correct.) 

Provider Name: Enter Amadeus Cruise. 

URL: Enter http://us.amadeuscruise.com/cruise.asp 

If you experience problems with this URL, use this one instead: 

http://us.amadeuscruise.com/deprecated/cruise.asp 

Travel Category: Enter Cruise from the drop-down menu. 

Import XML from: Enter HTML Source 




Live Connect Provider: Select Amadeus Cruise to connect to the cruise booking engine, then 

complete the remaining fields, and save. 

Agent Sign: Enter the unique Amadeus Cruise assigned agency user name. 

Account Number: Enter the unique assigned agency code (duty code). 

Step 3) Create vendor profiles in ClientBase if they do not exist for the following vendors. From the 

profile manager, retrieve the vendor profile (or create if it is not in database). In the General Info 

area, click Live Connect Providers. From here, click Add, and select Amadeus Cruise from the dropdown 

list and insert the Vendor Code. 

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Amadeus Cruise Participating Vendors & Vendor Codes 

Code Vendor Name Live Connect Provider 

AZA Azamara Amadeus Cruise 

CCL Carnival Cruise Lines Amadeus Cruise 

CEL Celebrity Cruises Amadeus Cruise 

CST Costa Cruise Lines Amadeus Cruise 

CUN Cunard Amadeus Cruise 

FOL Fred Olsen Amadeus Cruise 

HAL Holland America Lines Westours Amadeus Cruise 

MSC MSC Cruises Amadeus Cruise 

NCL Norwegian Cruise Lines Amadeus Cruise 

OCL Oceania Amadeus Cruise 

POC P&O Amadeus Cruise 

PCL Princess Cruises Amadeus Cruise 

RCC Royal Caribbean International Amadeus Cruise 

SBN Seabourne Cruise Lines Amadeus Cruise 

Amadeus Cruise Live Connect Features 

Amadeus Cruise supports the following Live Connect Features: 










Allows user to browse for reservation and upon retrieval sends reservation details from 

booking engine’s confimation page to ClientBase reservation record. 



Create Amadeus Cruise New Reservation in Live Connect 



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booking site running the on-line booking engine through a ClientBase window. Upon completion of 

the reservation, click the yellow end transaction symbol (at least twice) and then Import Reservation, 

and all reservation details are imported back into the ClientBase reservation record. 

Note: If insurance is part of the booking record a separate Service Provider record is created for it 

in ClientBase. 

Import Existing Amadeus Cruise Res Made Outside of CB 












Retrieve an Existing Amadeus Cruise Res to Edit/Cancel 



Connect. 


Reservation. 




American Express Vacations 

You need to be an American Express agency to use American Express Vacations Live Connect. 

Set Up American Express Vacations 

Step 1) American Express Vacations uses the Travel Impressions Live Connect Provider. Create 

a new or check that a Live Connect Provider for Travel Impressions exists by going to 

Tools|Settings|Live Connect Providers and clicking Add. (Make sure the URL is correct if 

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Provider is present.) 

Provider Name: Enter Travel Impressions. 

URL: https://quest.travimp.com/phase1/agents.html 

Travel Category: Select Tour from the drop-down. 


Step 2) User Login Data does not populate in Live Connect so no set up is required, but create a 

vendor profile in ClientBase if one does not exist. From the profile manager, retrieve the American 

Express Vacations vendor profile (or create if it is not in database). From the General Info tab, click 

Live Connect Providers. From there, click Add, and select Travel Impressions from the drop-down 

list. The vendor code is left blank. Save. 

American Express Vacations Features 

American Express Vacations supports the following Live Connect features: 


Populates booking engine with User Login data from ClientBase. 










record. 

RETRIEVE RESERVATION - Retrieves exisiting reservation previously imported via 

Live Connect for viewing or editing. Upon editing, imports updated reservations 

details. 

Create New American Express Vacations Reservation 



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Step 2) Select American Express Vacations from the drop-down menu by Connect To (if not 

defaulted), and then click Create New Reservations. 

Step 3) Select any customer information to use to book the American Express Vacations 

reservation. This data is NOT passed to American Express Vacations, but you are able to view it at 

the top of your booking screen and can highlight it, copy, and paste it into the booking fields to save 

you time during the booking process. Click Connect. 

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Step 4) Although still in ClientBase, you are now on-line at the booking site. A page appears which 

verifies your ARC or CLIA #, User Name, login, and password the first time you sign in (and is prepopulated 

with this data thereafter). 

Enter your ARC or 

CLIA #, your user 

name and password, 

and click Submit to 

continue. 

Create the booking by clicking Make a Reservation with all passenger information (none is passed 

to site through ClientBase, but you can highlight, copy and paste information at top of screen into 

booking fields) and when the reservation is confirmed, click Import Reservation at the top of the 

ClientBase screen. All reservation data booked on-line is now located in the reservation. 


First, create a new reservation and click Import Existing Reservation. Enter the confirmation number 

or leave blank. If you have entered a confirmation number, the system automatically retrieves and 

imports the reservation. If no confirmation number is entered, when in American Express Vacations 

website, instead of creating a new reservation, go to the retrieve reservation area. Once the 

reservation details are showing, click Import and the details of the reservation are imported into 


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Apple Vacations 

If you are not currently registered to book Apple Vacations on-line, go to 

http://qa-bookonline.applevacations.com/ to download the electronic booking contract. Upon 

completion of the registration you will receive a User ID and Password and can take the following 

steps to setup ClientBase. 

Set Up Apple Vacations 






off. 

URL: Type https://abe.applevacations.com/abe/TramsInterface 




Click Save. 

Step 2) Create a vendor profile in ClientBase if one does not exist. From the profile manager, 

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retrieve the Apple Vacations vendor profile (or create if it is not in database). In the General Info 

area, click Live Connect Providers. From here, click Add, and select provider from the drop-down 


Apple Vacations Live Connect Features 


__ Populates booking engine with User Login data and profile data from 










record. 



details. 

Create New Apple Reservation in Live Connect 





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during the booking process. Click Next to launch the on-line booking engine. 


booking site running the on-line booking engine through a ClientBase window. You need to do two 

steps before importing the reservation. 

Depress OK and Go before 

you click Import 

Reservation to bring in. 




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Import Existing Apple Res Made Outside of ClientBase 





and appropriate Login information if not autopopulated. 








Retrieve an Existing Apple Res to Edit/Cancel 



Connect. 


Reservation. 




Auto Europe 

To use Live Connect to sell Auto Europe, you must be an Auto Europe appointed agency and 

establish user logins and passwords for selling Auto Europe on-line. If are not already registered, 

please visit http://www.Auto Europe.com/global-agent-signup.cfm to sign up online, or call your 

Auto Europe sales representative for more assistance. You need to provide your company address 

information and your IATA or CLIA number when completing this form. After you have submitted 

the form, Auto Europe will contact you to provide a Global Agent User Account number and a Global 

Agent Password which you need to set up Live Connect in ClientBase 

Set Up Auto Europe 

Step 1) Create a new or check that a Live Connect Provider for Auto Europe exists by going to 

Tools|Settings|Live Connect Providers and clicking Add. (Make sure the URL is correct if 

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Provider Name: Enter Auto Europe. 

URL: Enter https://www.autoeurope.com/global-agent/Trams.cfm 

Travel Category: Enter TOUR (important) from the drop-down menu. 

Import XML from: Enter HTML Source. 

IMPORTANT: The Travel Category must be set to Tour! 




Live Connect Provider: Select Auto Europe from the drop-down list. 

User Name, Password and Account Number: In the User ID field, enter the User Name and 

Password provided by Auto Europe when you signed up. The Account Number field in ClientBase 

is left blank. Save. 


retrieve the Auto Europe vendor profile (or create if it is not in database). In the General Info area, 

click Live Connect Providers. From here, click Add, and select provider from the drop-down list. The 

vendor code is left blank. Save. 

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Auto Europe Features 

Auto Europe support the following Live Connect Features: 












record. 



details. 

Create New Auto Europe Reservation 






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booking site running the on-line booking engine through a ClientBase window. Upon completion of 

the reservation, click the Import Reservation, and all reservation details are imported back into the 


Brendan Vacations 

If you are not currently registered to book Brendan Vacations as a new agency set-up, please visit: 

http://www.tltc.com/agencyupdates/ or call 1-800-421-8446. Upon completion of the registration 

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you will receive a User ID and Password and can take the following steps to setup ClientBase. 

Set Up Brendan Vacations Live Connect 


Connect. 

Step 1) Once you have obtained accurate login information, you need to make sure this Live 

Connect Provider is in ClientBase by going to Tools|Settings|Live Connect Providers and clicking 

Add if not present (make sure the URL below is correct). 

Provider Name: Type Brendan Vacations. 

URL: Type: https://book.itropics.com/BookingWizard/TramsLiveConnect.aspxsc=BVUSAS 







to you when you contacted Brendan Vacations. (The Agency Number and Code is not applicable.) 

Step 3) Retrieve the Brendan Vacations vendor profile from the Profile Manager (or create one if 

not in your database). From the General Info link, click the Live Connect Providers button. Click 

Add, and select Brendan Vacations booking engine from the drop-down list. There is no Vendor 

Code. In the Travel Category profile field, select Tour from the drop-down menu. 

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Live Connect Features Supported by Brendan Vacations 

Brendan Vacations supports the following Live Connect Features: 











booking engine’s confirmation page to ClientBase reservation record. 



Create New Brendan Vacations Reservation in Live Connect 






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the reservation. Click Connect to launch the on-line booking engine. 

Step 5) Although still in ClientBase, you are now on-line at the Brendan Vacations booking site. 

Complete the reservations using instructions supplied by Brendan Vacations upon registration. 

When the reservation is confirmed, it automatically imports into the ClientBase reservation. All 

reservation data booked on-line is now located in the reservation fields in ClientBase. 

If you need help using the Brendan Vacations booking site, call 1-800-421-8446. 

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Casa Travel 

If you are not currently registered to book Casa Travel on-line, go to www.Casa Travel.com/ 

profile.php to enroll. Upon completion of the registration you will receive a User ID and Password 

and can take the following steps to setup ClientBase. 

Set Up Casa Travel Live Connect 


Connect. 



Provider Name: Type Casa Travel. 

URL: Type http://www.casatravel.com/login.php 







to you when you contacted Casa Travel. (The Agency Number and Code is not applicable.) 

Step 3) Retrieve the Casa Travel vendor profile from the Profile Manager (or create one if not in 

your database). From the General Info link, click the Live Connect Providers button. Click Add, and 

select Casa Travel booking engine from the drop-down list. The Vendor Code is 24512795. In the 


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Live Connect Features Supported by Casa Travel 

Casa Travel supports the following Live Connect Features: 














Create New Casa Reservation in Live Connect 







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the reservation. This data is NOT passed to booking site, but you are able to view it at the top of 

your booking screen and can highlight it, copy, and paste it into the booking fields to save you time 


Step 5) Although still in ClientBase, you are now on-line at the Casa Travel booking site. Complete 

the reservations using instructions supplied by Casa Travel upon registration. When the reservation 

is confirmed, it automatically imports into the ClientBase reservation. All reservation data booked 

on-line is now located in the reservation fields in ClientBase. 

Import Existing Casa Reservation Made Outside of ClientBase 




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record. 

Retrieve an Existing Casa Reservation for Editing or Cancelling 







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CCRATravel Hotel Booking Portal 

If you are not currently registered to use CCRATravel Hotel Booking Portal, go to 

www.ccratravel.com and click the link in the bottom left corner. Upon registering as a new user, 

login credentials are provided. Note: Current users can activate using this feature by updating your 

Agency profile under My Account. Just check Yes on the Enable Trams option. 

Set Up CCRATravel Hotel Booking Portal 



Provider Name: Enter CCRATravel Hotel Booking Portal. 

URL: Enter https://www.ccratravel.com/app/Onelink.Portalaction=LogIn 

Travel Category: Enter Hotel from the drop-down menu. 





Live Connect Provider: Select CCRATravel Hotel Booking Portal from the drop-down list. 

User Name and Password: Enter the User Name and Password provided to you when you 

registered. The account number and agency code are not applicable. 

Step 3) Retrieve the CCRA vendor profile from the Profile Manager (or create one if not in your 


select the CCRA booking engine from the drop-down list. The vendor code is left blank. In the 

Travel Category profile field, select Hotel from the drop-down menu. (If you use individual hotel 

vendors when booking CCRA, you need to query each of these and tag them with the CCRA URL. 

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CCRA Travel Hotel Booking Portal Features 

CCRATravel Hotel Booking Portal supports the following Live Connect Features: 







of ClientBase only for cancelling, no modification once booking has been 

made. 

 





record. 



details. 

Create New CCRA Travel Hotel Booking Portal Reservation 




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Step Two: Select CCRA from the vendor drop-down. Verify the default Login information and select 

Create New Reservation. 

A window appears with your default login information. The Connect To should read CCRATravel 

Hotel Booking Portal. If it does not, click the drop down arrow and select it from the list. Any of the 

login information defaulting in this window can be changed if desired. Use the Create New 

Reservations button to book a new reservation. 

Step Three: Select the desired client information to pass to CCRATravel Hotel Booking Portal. 

Prior to connecting you to the CCRATravel Hotel Booking Portal site, a client selection screen 

appears, allowing you to select the desired client data you would like to automatically pass to 

CCRATravel Hotel Booking Portal. Passing this data helps you save time during the booking 

process, as fewer fields need to be completed by hand. Click Connect to proceed. 

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Step Four: Although still in ClientBase, you are now on-line at the CCRA booking site. 

Finish confirming your Reservation and upon receiving a confirmation number click Import 

Reservation to bring the reservation details into your ClientBase database for managing further. 

Note: If you want to use separate Hotel Vendors, the system will have you search for the hotel 

profile you have booked. If you do not find it in your system after you have queried, you must create 

a hotel profile and click the Live Connect button in the Vendor Profile before you save it to link 

CCRATravel Hotel Booking Portal to it by clicking Add. If you used the CCRATravel Hotel Booking 

Portal Profile at the reservation level to launch Live Connect, the hotel booking will come into 

ClientBase with the hotel name in the Service Provider area of the reservation. 

This reservation information is now available for you to invoice, to create Reminders to track the 

administrative tasks involved in managing the trip and to report on for future marketing purposes. 


To cancel an existing reservation using Live Connect, follow these steps: 

Step 1) Launch Live Connect from inside the reservation to cancel in ClientBase. 


Step 3) Live Connect launches the booking engine site. Cancel the reservation using instructions 

supplied by the booking engine. 

Centrav 

If you are not currently registered to book Centrav on-line, go to www.centrav.com/profile.php 

to enroll. Upon completion of the registration you will receive a User ID and Password and can take 

the following steps to setup ClientBase. 

Set Up Centrav Live Connect 


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Provider Name: Type Centrav. 

URL: Type http://www.centrav.com/login.php 






Live Connect Provider: Select Centrav to connect to the cruise booking engine, then complete the 

remaining fields, and save. 


to you when you contacted Centrav. (The Agency Number and Agency Code is not applicable.) 

Step 3) Retrieve the Centrav vendor profile from the Profile Manager (or create one if not in your 


select Centrav booking engine from the drop-down list. The Vendor Code is 24518550. In the 


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Live Connect Features Supported by Centrav 

Centrav supports the following Live Connect Features: 














Create New Centrav Reservation in Live Connect 






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the reservation. This data is NOT passed to booking site, but you are able to view it at the top of 



Step 5) Although still in ClientBase, you are now on-line at the Centrav booking site. Complete the 

reservations using instructions supplied by Centrav upon registration. When the reservation is 



Import Existing Centrav Res Made Outside of ClientBase 



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record. 

Retrieve an Existing Centrav Res to Edit/Cancel 







Classic Vacations 

As you know, Classic Vacations does not have a website where you can book transactions, but they 

have built a link to their internal booking system, so that you can retrieve reservations after they are 

made via phone and import them into a Res Card. 

You must be registered to use Classic Vacations with Live Connect. 

The only way to enroll your agency is to complete the enrollment form below and once completed, 

fax it to 408.882.8452. 

Classic for Agents Enrollment Form. 

After your request has been received, you will receive a confirmation of receipt. Please allow 2 - 3 

weeks to process and receive an email notification with your User ID and password. 

Notes: Classic Vacations only provides a User ID and Password to Owner/Manager level agents for 

each agency. There are no exceptions to this, as this is a precautionary measure to protect Agency 

Owners and Managers*. 

*Classic for Agents reserves the right to verify all information provided is accurate. 

Set Up Classic Vacations 


Provider if it does not already exist into ClientBase by going to Tools|Settings|Live Connect 

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Providers and clicking Add. 




off. 

URL: Enter https://www.classicvacations.com/DexReservationViewer 




Click Save. 

Step 2) Each agent should make sure to go into MyLogin|Live Connect and delete out any Classic 

login that exists there as there are no longer individual logins. 

Thereafter, the database administrator goes to Tools|Settings|Live Connect Providers to enter 

the User Name and Password and account number which everyone in agency will use. 


retrieve the provider’s vendor profile (or create if it is not in database). In the General Info area, click 

Live Connect Providers. From here, click Add, and select provider from the drop-down list. The 

vendor code is left blank. Save. 

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Classic Vacations Live Connect Features 












record. 



details. 

Import Previously Made Classic Vacations Reservation Details 






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Contiki Vacations 

To register with Contiki Vacations to make bookings as a new agency set-up, please visit: 

http://www.tltc.com/agencyupdates or call Contiki Vacations 1-866-266-8454. Upon completion 

of the registration you will receive a User ID and Password and can take the following steps to setup 


Set Up Contiki Vacations Live Connect 


Connect. 




Provider Name: Type Contiki Vacations. 

URL: Type https://book.contiki.com/BookingWizard/TramsLiveConnect.aspxsc=CHUSAS 

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to you when you contacted Contiki Vacations. (The Agency Number and Code is not applicable.) 

Step 3) Retrieve the Contiki Vacations vendor profile from the Profile Manager (or create one if not 


and select Contiki Vacations booking engine from the drop-down list. There is no Vendor Code. In 

the Travel Category profile field, select Tour from the drop-down menu. 

Live Connect Features Supported by Contiki Vacations 

Contiki Vacations supports the following Live Connect Features: 














Create New Contiki Vacations Reservation in Live Connect 



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Step 5) Although still in ClientBase, you are now on-line at the Contiki Vacations booking site. 

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Complete the reservations using instructions supplied by Contiki Vacations upon registration. When 

the reservation is confirmed, it automatically imports into the ClientBase reservation. All reservation 

data booked on-line is now located in the reservation fields in ClientBase. 

If you need help using the Contiki Vacations booking site, call Contiki Vacations at 1-866-266-8454. 

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eZforex 

To use Live Connect to purchase foreign currency with eZforex.com, you must be registered to sell 

eZforex.com and have a User Name and Password for logging onto its site. To obtain your User 

Name and Password, you can either call 877-ezforex or register online at http://www.ezforex.com/ 

contact.asp, and set up ClientBase: 

Set Up eZforex 



Provider Name: Enter eZforex. 

URL: Enter http://www.ezforex.com/cblogin.asp 

Travel Category: N/A. 

Import XML from: N/A. 




Live Connect Provider: Select eZforex from the drop-down list. 

User Name/Password: Enter your account number and password given to you upon registration. 

Click OK. 

Step 3) Retrieve the eZforex vendor profile from the Profile Manager (or create one if not in your 


select the eZforex booking engine from the drop-down list. The vendor code is left blank. In the 

Travel Category profile field, select Other from the drop-down menu. 

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eZforex Features 

eZforex supports the following Live Connect Features: 












record. 



details. 

Create New eZforex Reservation 






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Step 5) Although still in ClientBase, you are now on-line at the eZforex booking site. Complete the 

reservations using instructions supplied by eZforex upon registration. When the reservation is 



Globus and Cosmos Family 

If you are currently not registered with Globus and Cosmos Family, contact your Inside Sales 

consultant at 1.866.270.9850. They will set you up with your username and password. After you are 

registered, simply logon to www.globusjourneys.com/agents and click the Travel Agent Admin 

link on the left hand navigation. Upon creating a User Name and Password for each agent in your 

office, set up ClientBase for Live Connect. 

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Set Up Globus and Cosmos Family 




Provider Name: Enter Globus and Cosmos. 

URL: Enter https://agents.globusfamily.com/trams-agent/ 

Travel Category: Enter Tour from the drop-down menu. 





Live Connect Provider: Select Globus and Cosmos from the drop-down list. 

User Name, Password: Enter the necessary fields based upon the login information provided to 

you when you contacted Globus and Cosmos Family. 

Account Number: Not applicable 


Step 3) Create a separate vendor profile in ClientBase if one does not exist--one for Globus and one 

for Cosmos, Avalon Waterways, Brennan Vacations, and Monograms. From the profile manager, 

retrieve each vendor profile (or create if it is not in database). From the General Info link, click Live 

Connect Providers. From here, click Add, and select Globus and Cosmos Family from the dropdown 

list. The vendor code is left blank. Click OK. 

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Globus and Cosmos Family Features 

Globus and Cosmos Family supports the following Live Connect features: 












record. 



details. 

Create New Globus and Cosmos Reservation 





and appropriate Login information. (If you have set up your logins in Tools|MyLogin|Live Connect, 

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login information will auto-populate.) 







page. 

Import Existing Globus/Cosmos Res Made Outside of CB 


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imports the reservation. If no confirmation number is entered, when in Globus and Cosmos Family 

website, instead of creating a new reservation, go to the retrieve reservation area. Once the 

reservation details are showing, click Import and the details of the reservation are imported into 


Retrieve an Existing Globus/Cosmos Res to Edit/Cancel 







Globus Family Agent Lingo (Canada) 

If you are currently not registered with the Globus Family Agent Lingo, visit the travel agent section 

of any of the brands at www.agentlingo.ca, or call your regional Inside Sales team member directly, 

or call 800.268.1639. Upon creating a User Name and Password for each agent in your office, set 

up ClientBase for Live Connect. 

Set Up Globus Family Agent Lingo 




Provider Name: Enter Globus Family Agent Lingo 

URL: Enter https://agents.globusfamily.ca/trams-agent/ 






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Live Connect Provider: Select Globus Family Agent Lingo from the drop-down list. 


you when you contacted Globus. 



Step 3) Create a separate vendor profile in ClientBase if one does not exist--one for Globus and one 

for Cosmos, Avalon Waterways, Brennan Vacations, and Monograms. From the profile manager, 

retrieve each vendor profile (or create if it is not in database). From the General Info link, click Live 

Connect Providers. From here, click Add, and select Globus and Cosmos Family from the dropdown 


Globus Family Agent Lingo Features 

Globus Family Agent Lingo supports the following Live Connect features: 












record. 



details. 

Create Globus Family Agent Lingo Reservation 



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Step 4) Although still in ClientBase, you are now on-line at the booking site. 

Create the reservation with the passenger information passed from ClientBase by clicking Make a 

Booking and use the instructions supplied by Globus when you registered. When the reservation is 

confirmed, click Import Reservation at the top of the ClientBase screen. All reservation data booked 

on-line is now located in the reservation. 

For technical issues: WebTechSupport@globusandcosmos.com. 




imports the reservation. If no confirmation number is entered, when in Globus Family website, 

instead of creating a new reservation, go to the retrieve reservation area. Once the reservation 

details are showing, click Import and the details of the reservation are imported into ClientBase. 








GOGO Worldwide Vacations 

If you are not currently registered to book GOGO Worldwide Vacations on-line, logon to 

www.gogowwv.com and click Register. Upon registering you are provided with a GOGO UserName and 

Password. 

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Set Up GOGO Worldwide Vacations Live Connect 


Connect. 




Provider Name: Enter GOGO Worldwide Vacations 

URL: Enter https://secure.gogowwv.com/bookingenginesecure2/securelogin.asp 






Live Connect Provider: Select GOGO Worldwide Vacations from the drop-down list. 

User Name/Password: Enter the User Name and Password and Account Number (ARC) based upon the 

login information provided to you when you contacted GOGO Worldwide Vacations. (The Agency 

Code is not applicable.) Click OK to save. 

Step 3) Create a separate vendor profile in ClientBase if one does not exist--one for GOGO. From 

the profile manager, retrieve each vendor profile (or create if it is not in database). From the General 

Info link, click Live Connect Providers. From here, click Add, and select GOGO from the drop-down 


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Live Connect Features Supported by GOGO Worldwide Vacations 

GOGO Worldwide Vacations supports the following Live Connect Features: 














Create New GOGO Reservation in Live Connect 






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Step 5) Although still in ClientBase, you are now on-line at the GOGO booking site. Complete the 

reservations using instructions supplied by GOGO upon registration. When the reservation is 



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Insight Vacations 

If you are not currently registered to book Insight Vacations as a new agency set-up, please visit: 

http://www.tltc.com/agencyupdates/ or call 1-888-680-1241. Upon completion of the registration 

you will receive a User ID and Password and can take the following steps to setup ClientBase. 

Set Up Insight Vacations Live Connect 


Connect. 




Provider Name: Type Insight Vacations. 

URL: Type: https://book.insightvacations.com/BookingWizard/ 

TramsLiveConnect.aspxsc=IVUSAS 







to you when you contacted Insight Vacations. (The Agency Number and Code is not applicable.) 

Step 3) Retrieve the Insight Vacations vendor profile from the Profile Manager (or create one if not 


and select Insight Vacations booking engine from the drop-down list. There is no Vendor Code. In 

the Travel Category profile field, select Tour from the drop-down menu. 

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Live Connect Features Supported by Insight Vacations 

Insight Vacations supports the following Live Connect Features: 















Create New Insight Vacations Reservation in Live Connect 







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Step 5) Although still in ClientBase, you are now on-line at the Insight Vacations booking site. 

Complete the reservations using instructions supplied by Insight Vacations upon registration. When 



If you need help using the Insight Vacations booking site, call 1-888-680-1241. 

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iTravelinsured 

If you are already licensed to sell iTravelInsured, your user name is the iTravelInsured Account 

number, and the password is Trams (lower case). If not currently licensed to sell iTravelInsured, 

contact iTravelInsured directly at 866-347-6673 or go to http://www.itravelinsured.net and click 

Registration Form. The form is a pdf/adobe file format. Print the registration form, complete it and 

send it to iTravelInsured. Within 24 hours, iTravelInsured will contact you with a user name and 

password. 

Set Up iTravelInsured 







off. 

URL: Type https://www.itravelinsured.com/UnAuth/Trams.aspx 

Travel Category: Select Insurance. 



Click Save. 




Live Connect Provider: Select iTravelInsured from the drop-down list. 

User Name: Enter the user name provided to you when registering with iTravelInsured. If already 

licensed to sell iTravelInsured, the user name is the iTravelInsured Account number. 

Password: Enter the password provided to you when registering with iTravelInsured. If already 

licensed to sell iTravelInsured, the password is Trams (lower case). All other fields are left blank. 

3/25/13 249


Save. 

Step 3) Create a separate vendor profile in ClientBase if one does not exist for iTravelInsured. From 

the profile manager, retrieve the vendor profile (or create if not in database). In the General Info 

area, click Live Connect Providers. From here, click Add, and select provider from the drop-down 


Travelinsured Live Connect Features 












record. 



details. 

Create New iTravelinsured Reservation in Live Connect 



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page. 

Manulife Global Travel Insurance 

All agencies wishing to use Manulife Global Travel Insurance Live Connect should contact 

ctssupport@manulife.com. 

Set Up Manulife Global Travel Insurance 

Upon receiving a User ID and Account Number for your agency, take the following steps to setup 




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Provider Name: Manulife Global Travel Insurance. 

Status: Active. 

URL: https://www.igoinsured.com/travelweb/login.aspxtwa=LIVECON 

Travel Category: Insurance. 

Import XML from: HTML Source. 

Include Authentication, etc.: Not applicable. 




Live Connect Provider: Select Manulife Global Travel Insurance from the drop-down list. 

User Name, Password and Agency Code Enter the necessary fields based upon the login 

information provided to you when you contacted provider (the Agency # is not applicable). 

Step 3) Create a separate vendor profile in ClientBase if one does not exist for Manulife Global 

Travel Insurance. From the profile manager, retrieve the vendor profile (or create if not in database). 

In the General Info area, click Live Connect Providers. From here, click Add, and select provider 

from the drop-down list. The vendor code is left blank. Save. 

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Manulife Global Travel Insurance Features 

Manulife Global Travel Insurance supports the following Live Connect features: 












record. 



details. 

Create New Manual Global Travel Insurance Reservation 






3/25/13 254












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page. 

All reservation data booked on-line is now located in the reservation fields in ClientBase. Need help 

booking in Manulife Global Travel Insurance Call Manulife Global Travel Insurance at 1-866-298- 

2722. 

MHRoss.com 

To use Live Connect to purchase MHRoss.com insurance, you must be an authorized MHRoss.com 

representative and be assigned a User Login, Password, and Account Number for use. To become 

an authorized agency, and/or to obtain a User Login, Password, and Account number, call, Sheri A. 

Machat at 866-453-9826 Ext 1. 

Set Up MHRoss.com 

Upon receiving a User ID and password for each agent in your office, take the following steps to 

setup ClientBase for Live Connect. 



Provider Name: MHRoss.com 


URL: https://advantage.mhross.com/tramsaffiliate.phpapp=newenrl 




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Step 2) Each user can put in his own login information under Tools|My Login|Live Connect or enter 

one set of login information for a Live Connect provider for all agents by going to Tools|Settings|Live 

Connect Login. Click Add and enter the following information: 

Live Connect Provider: Select MHRoss.com from the drop-down. 


information provided to you when you contacted provider (the Agency Code is not applicable). Click 

OK. 

Step 3) Retrieve the MHRoss.com vendor profile from the Profile Manager (or create one if not in 

your database). From the General Info link, click the Live Connect Providers button. Click Add, and 

select the MHRoss.com booking engine from the drop-down list. The vendor code is blank. In the 

Travel Category profile field, select Insurance from the drop-down menu. Save. 

MHRoss.com Features 

MHRoss.com supports the following Live Connect features: 












record. 



details. 

Create New Global Alert Reservation 



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Step 4) Select any customer information to use to book the reservation. This data is automatically 

passed to MHRoss.com and saves time during the booking process, as less fields need to be 

completed manually. Click Connect. 

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Step 5) The system prompts with the reservation records included in this Res Card. Check off each 


process. Any missing or incomplete data can be updated on the HMRoss.com website confirming 

the insurance booking. Click Connect. 

Step 6) Although still in ClientBase, you are now on-line at the booking site. Complete the 

reservations and when the reservation is confirmed, click Import Reservation. 

All reservation data booked on-line is now located in the reservation fields in ClientBase. 

Need technical help Contact Damian Murtha, MHross.com at 800-888-0432. 

MLT WorldAgent Direct 

WorldAgent Direct includes the booking sites for Continental Airlines Vacations, Worry-Free 

Vacations (also known as MLT Vacations) and Delta Vacations. If not currently registered to book 

WorldAgent Direct on-line, go to www.worldagentdirect.com to register and obtain a WorldAgent 

Direct user name and password. 

Set Up MLT WorldAgent Direct 


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Name of the Provider: Enter MLT WorldAgent Direct. 

URL: Type https://www.worldagentdirect.com/trams.do 




Click Save. 




Step 3) Next, setup three vendor profiles - one for Worry-Free Vacations, one for United Vacations, 

and one for Delta Vacations. From the profile manager, retrieve the vendor profile for Worry-Free 

Vacations (or create the vendor profile if it is does not exist). From the General Info link, click Live 

Connect Providers. From here, click Add, then select the WorldAgent Direct booking engine from 

the drop-down list. The vendor code is MLT, and click OK. 

Next, retrieve the vendor profile for United Vacations. From the General Info Tab, click Live Connect 

Providers. From here, click Add, then select the WorldAgent Direct booking engine from the dropdown 

list. The vendor code is UAV. Click OK. 

Finally, retrieve the vendor profile for Delta Vacations. From the General Info Tab, click Live 

Connect Providers. From here, click Add, then select the WorldAgent Direct booking engine from 

the drop-down list. The vendor code is NWV. Click OK. 

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MLT WorldAgent Direct Live Connect Features 

MLT WorldAgent supports the following Live Connect Features: 












record. 



details. 

Create New MLT WorldAgent Reservation in Live Connect 






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Step 5) Although still in ClientBase, you are now on-line at the MLT booking site. Complete the 

reservations using instructions supplied by MLT upon registration. When the reservation is 



Import Reservation 

Import Existing WorldAgent Res Made Outside of CB 





Step 3) Do not enter a confirmation number for the reservation you want to import, but find the area 

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to retrieve the reservation. Once the reservations details are showing, click Import Existing 

Reservation. 

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Pleasant Holidays 

If you are not currently registered to book Pleasant Holidays on-line, go to www.pleasantagent.com 

and click Create a Log In. Upon registering as a new user, you are provided a User Name and 

Password. Once you have submitted your request, Pleasant Holidays will activate your log on within 

one business day. 

NOTE - Hawaii World: If you connect via the Pleasant connection and sign on to 

Pleasantagent.com you can retrieve the Hawaii World bookings that you made via the Hawaii World 

reservation department to bring into ClientBase. 

Set Up Pleasant Holidays 

Upon receiving a User Name and Password for each agent in your office, take the following steps 

to setup ClientBase for Live Connect. 







off. 

URL: Type https://www.pleasantholidays.com/PleasantHolidaysWeb/TRAMSEntry.do 




Click Save. 



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Live Connect Provider: Select Pleasant Holiday from the drop-down. 

User Name, Password and Account Number: Enter the User ID and password data provided 

when you contacted provider. 

Step 3) Create a separate vendor profile in ClientBase if one does not exist for Pleasant Holidays. 

From the profile manager, retrieve the vendor profile (or create if not in database). In the General 

Info area, click Live Connect Providers. From here, click Add, and select provider from the dropdown 

list. The vendor code is left blank. Save. Note: Cruise Bookings are not supported by 

Pleasant Holidays booking engine and hence not eligible for Live Connect. 

Pleasant Holidays Live Connect Features 












record. 



details. 

Create New Pleasant Reservation in Live Connect 



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Import Existing Pleasant Reservation Made Outside of CB 




appropriate Login information if not autopopulated. 








Retrieve an Existing Pleasant Res to Edit/Cancel 



Connect. 


Reservation. 




Hawaii World Bookings 

If you connect via the Pleasant connection and sign on to Pleasantagent.com, you can retrieve the 

Hawaii World bookings that you made via the Hawaii World reservation department to bring into 


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Polar Online 

If you are not currently registered to use POLAR Online, go to http://www.princess.com, and click 

on the Onesource link and Register Your Agency in the footer of the page. Upon registering as a 

new user, login credentials are provided. After receiving this information for each agent, take the 

following steps. 

Set Up POLAR Online 







off. 

URL: Type https://book.princess.com/BookingSystem/ 

multiBrandLogin.jspcompany=PC&section=presSignOn 

Travel Category: Select Cruise. 



Click Save. 

Step 2) You do not have to set up agent logins for use with POLAR Online (see login information 

below), but you do need to create a vendor profile in ClientBase if one does not exist. From the 

Profile Manager, retrieve the Princess Cruise Lines vendor profile (or create if not in database). 

From the General Info area, click Live Connect Providers. From here click Add, then select POLAR 

Online from the drop-down list. The vendor code is blank. Save. 

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Polar Online Live Connect 












record. 



details. 

Create New Polar Reservation in Live Connect 




Step 2) Select Princess Cruise Lines as the Vendor and Polar Online from the drop-down menu by 

Connect To. (You do not need to enter any login information as this is entered at the POLAR Online 

Web site. 


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the reservation. This data is NOT passed to POLAR Online, but you are able to view it at the top of 








Import Existing Polar Reservation Made Outside of ClientBase 





Step 3) Do not enter a confirmation number for the reservation but browse for the reservation you 

want to import and click Import Existing Reservation. 

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Retrieve an Existing Polar Reservation for Editing or Cancelling 



Connect. 


Reservation. 




PrimeSport 

To use Live Connect to purchase PrimeSport event tickets and packages, register with PrimeSport 

via their web site at www.primesport.com. Use the Travel Agent Login link (located near the top 

right corner of the PrimeSport.com home page) to set up your account for the first time and create 

your Login and Password. There are no fees to register or use the PrimeSport booking engine. 

Set Up PrimeSport 

Upon receiving a User Name and Password for each agent in your office, take the following steps to 








off. 

URL: Type http://www.primesport.com/iprotour/Trams.asp 



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Click Save. 




Live Connect Provider: Select PrimeSport from the drop-down list. 

User Name, Password and Account Number: Enter the email address you used to register as 

the User Name and enter password. Account Number is left blank. 

Step 3) Create a vendor profile in ClientBase for PrimeSport if one does not exist. From the profile 

manager, retrieve the PrimeSport vendor profile (or create if it is not in database). From the General 

Info tab, click Live Connect Providers. From here, click Add, then select PrimeSport from the dropdown 


PrimeSport Live Connect Features 












record. 



details. 

Create New PrimeSport Reservation in Live Connect 



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page. 


RBC Insurance 

To use Live Connect to sell RBC Travel Insurance, you must be a RBC Insurance appointed agency 

and establish user logins and passwords for selling RBC Insurance on-line. If not currently licensed 

to sell RBC Travel Insurance, contact RBC Travel Insurance Company directly at 1-800-387-4357. 

Set Up RBC Insurance 

Upon receiving an account number, take the following steps to setup ClientBase for Live Connect. 





Provider Name: Enter RBC Insurance. 

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URL: https://www3.worldprotect.com/cgi-bin/rbaccess/rbcgilf00 

Travel Category: Insurance 

Import XML from: N/A 




Live Connect Provider: Select the appropriate RBC Insurance Live Connect provider to connect 

to its booking engine. 

Account Number: Enter the account number. 

Step 3) Create a vendor profile in ClientBase for RBC Insurance if one does not exist. From the 

profile manager, retrieve the vendor profile (or create if it is not in database). From the General Info 

area, click Live Connect Providers. From here, click Add, then select provider from the drop-down 


RBC Insurance Features 

RBC Insurance supports the following Live Connect Features: 












record. 



details. 

Create New RBC Insurance Reservation 



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page. 

Regent Seven Seas - Partner Access 

If you are not currently registered to book Regent Seven Seas - Partner Access on-line, go to the 

Travel Agent Center at www.rssc.com, sign in, and click Book a Cruise with Partner Access. 

Complete and submit the Partner Access Service Request Form. Your log-in information will be e- 

mailed to you. 

Set Up Regent Seven Seas - Partner Access Live Connect 

Upon receiving login information for each agent in your office, take the following steps to setup 


Step 1) Create a Live Connect Provider for Regent Seven Seas if none exists by going to 

Tools|Settings|Live Connect Providers and clicking Add. (It’s a good idea to check if the URL is 

correct.) 

Provider Name: Enter Regent Seven Seas - Partner Access. 

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URL: Enter https://rssc.com/agent/webservices/tramslivehandler.ashx 

Travel Category: Enter Cruise from the drop-down menu. 



Step 2) Users can set up their own logins by going to Tools|MyLogin|Live Connect and clicking 

Add. 

Live Connect Provider: Select Regent Seven Seas - Partner Access to connect to its booking 

engine. 


you when you contacted Regent Seven Seas - Partner Access. 


Save. 


retrieve the Regent Seven Seas vendor profile (or create if it is not in database). From the General 

Info tab, click Live Connect Providers. From here, click Add, and select Regent Seven Seas - 

Partner Access from the drop-down list. The vendor code is left blank. Click OK. 

Regent Seven Seas - Partner Access Features 

Regent Seven Seas - Partner Access supports following Live Connect features: 











details from booking engine’s confirmation page to ClientBase reservation 

record. 

RETRIEVE RESERVATION - Retrieves existing reservation previously imported via 


details. 

Create New Regent Seven Seas - Partner Access Reservation 



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Step 2) Select Regent Seven Seas - Partner Access from the drop-down menu by Connect To (if 

not defaulted), and then click Create New Reservations. 





Step 4) Although still in ClientBase, you are now on-line at the Regent booking site. Complete the 

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reservations using instructions supplied by Regent upon registration. When the reservation is 










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Sabre Cruises 

To use Sabre Cruises, complete the following directions: 

1) Every ClientBase customer is a Sabre customer and has a PCC. If you know your PCC, go to 

Step 2. If you do not know your PCC, email implementation@trams.com to obtain it. 

2) Once you know your Sabre PCC, contact leisure.epr@sabre.com to get a temporary password. 

You will be able to change the temporary password once you log in the first time at 

www.sabre.cruises.com. If additional users are needed send a reply via email to 

leisure.epr@sabrecom when you receive your temporary password, or go to 

www.sabrecruises.com|Register Now|Request for additional users. 

3) IMPORTANT: You need to contact each cruise vendor you are using to inform them that you will 

be using Sabre Cruises. Click here for a list of cruise vendors and contact phone numbers. 

4) If a passcode reset/reactivation is needed (because you are locked out), contact 

leisure.epr@sabre.com or call 800-413-5771. 

5) Now set up ClientBase to use Sabre Cruises. 

Set Up Sabre Cruises Live Connect in ClientBase 







off. 

URL: Type https://cruises.sabre.com/SCDO/ 



Include Authentication: Check off and select SiteMinder. The Authentication URL is: 

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https://eservices.sabre.com/tools/Community/ 

Community.aspform_action=ComDisplay&Com_Id=448&cust_type=Trams 

Click Save. 

Step 2) Login information is not passed from ClientBase to Sabre Cruise, so there is no reason to 

save your login information in ClientBase. You will be prompted once to use your regular Sabre 

login, password and PCC (Pseudo City Code) after you click on Connect upon launching Live 

Connect. 

Step 3) When registering, Sabre Cruises provided you with a list of participating vendors and vendor 

codes. From Profiles, retrieve the vendor profile (or create if it is not in database). From the General 

Info area, click Live Connect Providers. From here, click Add, then select provider, Sabre Cruises, 

from the drop-down list. Add a vendor code from the list below. Save. 

Sabre Cruises Participating Vendors and Vendor Codes 


AZ Azamara Sabre Cruises 

CV Carnival Cruise Lines Sabre Cruises 

CB Celebrity Cruises Sabre Cruises 

CO Costa Cruise Lines Sabre Cruises 

CS Crystal Cruises Sabre Cruises 

CU Cunard Cruises Sabre Cruises 

DS Disney Cruise Line Sabre Cruises 

HA Holland America Line Sabre Cruises 

MSC MSC Cruises Sabre Cruises 

NC Norwegian Cruise Line Sabre Cruises 

PC Princess Cruises Sabre Cruises 

OE Oceania Cruise Line Sabre Cruises 

RE Regent Seven Seas Cruise Line Sabre Cruises 

RC Royal Caribbean International Sabre Cruises 

VR Viking River Cruises Sabre Cruises 

Note: The following Sabre Cruises cruise lines only accept US residents when using immigration 

data. If traveler is not a US resident, you are unable to complete the reservation on Crystal Cruises, 

Norwegian Cruise Lines, Regent Seven Seas Cruises, and Seabourn Cruise Line. 

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Live Connect Features Supported by Sabre Cruises 

Sabre Cruises supports the following Live Connect features: 



__ Automatically logs you in to booking engine with User Login data from 











record. 



Create New Sabre Cruises Reservation in Live Connect 






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You are still 

within the 


program when 

you use Live 

Connect. 

Import Existing Sabre Cruises Res Made Outside of ClientBase 


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Retrieve an Existing Reservation Sabre Cruises to Edit/Cancel 



Connect. 


Reservation. 




Sabre Vacations - Canada (Sirev/Revnet) 

Anyone can use Sabre Vacations - Canada for Live Connect, but you must be registered. If you 

don’t already have a Sabre account follow all the registration steps below to use Sabre Vacations. 

If you already have a Sabre account, start at Step 6. (If you want more information about Sabre 

Vacations - Canada prior to registering, go to the Sabre Vacations - Canada community page on the 

eServices website.) 

Step 1. Register online for access to obtain one at the Sabre Leisure portal 

www.sabreleisure.com. 

Step 2. You will receive a confirmation email with a Sabre assigned pseudo city code. 

Step 3. Then register online for Sabre Vacations by going to www.sabrevacations.com. 

Step 4. Before you register online for access, set up accounts with each tour operator for billing 

purposes and tell each operator you will be booking thru Sabre Vacations (see tour operator list 

below). If you are an existing agency, in most cases the supplier will already have the accounts set 

up for you. You will just need to advise them that you will be using Sabre Vacations. 

Step 5. Upon receipt of your login information from Sabre Vacation, email 

sabrevacations@sabre.com to turn on access to Trams for you. Include your Customer Name, 

Sabre Pseudo City and Agency Phone Number. Live Connect will not work without this step. 

Step 6. Once you have obtained accurate login information, you need to add this Live Connect 


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off. 

URL: Type https://secured.softvoyage.com/cgi-bin/sab/entrance.cgi 



Click Save. 

Step 7. You now need to register. You need to tag one vendor you are going to use with Sabre 

Vacations. Search for the vendor profile, Funjet, (or create if it is not in database). From the General 

Info area, click Live Connect Providers. From here, click Add, then select provider, Sabre Vacations, 

from the drop-down list and add the vendor code FJ1. 

Step 8. Go into any client profile and click Live Connect on the menu bar. 

Step 9. From the Connect To drop-down, select Sabre Vacations - Canada and Create a New 

Reservation. 

Step 10. On this webpage, click If you do not have an account with Sabre Vacations, please register 

here to obtain your Sabre Vacations ID and password. 

Additional ClientBase Set Up for Sabre Vacations - Canada 

Upon receiving login information for Sabre Vacations - Canada, take the following steps to setup 





Live Connect Provider: Select Sabre Vacations from the drop-down list. 

User Name, Password, Account Number: Enter the necessary fields based upon the login 

information provided to you when you contacted Sabre Vacations. Account number is not 

applicable. 

Agency Code: Enter your Pseudo City Code. 

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Step 2) When registering, Sabre Vacations provided you with a list of participating vendors and 

vendor codes. From Profiles, retrieve the vendor profile (or create if it is not in database). From the 

General Info area, click Live Connect Providers. From here, click Add, then select provider, Sabre 

Vacations, from the drop-down list. Add a vendor code from the list below. Save. 





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Sabre Vacations - Canada Participating Vendors and Vendor Codes 


ACV Air Canada Vacations (Canada) Sabre Vacations - Canada 

VAT Air Transat Holidays (Canada) Sabre Vacations - Canada 

ALB Albatours (Canada) Sabre Vacations - Canada 

FUN Fun Sun Sabre Vacations - Canada 

NOL Nolitours Sabre Vacations - Canada 

SGN Signature Vacations (Canada) Sabre Vacations - Canada 

SQV Sunquest Vacations Sabre Vacations - Canada 

SWG Sunwing (Canada) Sabre Vacations - Canada 

THN The Holiday Network Sabre Vacations - Canada 

TMR Tours Mont-Royal (Canada) Sabre Vacations - Canada 

TMA Tours Maison/Vacances Sunquest (Canada) Sabre Vacations - Canada 

TTT Titan Tours Sabre Vacations - Canada 

VAR Varaplaya Sabre Vacations - Canada 

WJV West Jet Vacations Sabre Vacations - Canada 

Live Connect Features Supported by Sabre Vacations-Canada 

Sabre Vacations - Canada supports the following Live Connect features: 


Automatically logs you in to booking engine with User Login data from 











record. 



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Create New Sabre Vacations-Canada Res in Live Connect 









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You are still within the 

ClientBase program when 

you use Live Connect. 

Sabre Vacations - US 

If you are a Sabre subscriber, sign up with Sabre Vacations by clicking the Sabre Vacations button 

from either the Travel Products menu on the Sabre Red agent booking portal, or via the Sabre 

Vacations community page on the Agency eServices information website. Sabre Vacations is a 

private labeled version of VAX VacationAccess and by using Sabre Vacations Live Connect you 

receive credit towards your Sabre productivity agreement for each booking! 

Take these steps is you are not a Sabre subscriber: 

1) Every ClientBase customer is a Sabre customer and has a PCC. If you know your PCC, go to 

Step 2 below. If you do not know your PCC, email implementation@trams.com to obtain it. 

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2) Once you know your Sabre PCC, contact leisure.epr@sabre.com to get a temporary password. 

You will be able to change the temporary password once you log in the first time at 

https://login.vaxsbr.vaxvacationaccess.com/default.aspx. If additional users are needed send 

a reply via email to leisure.epr@sabrecom when you receive your temporary password or you can 

do so at the Sabre Vacations website. 

3) If a passcode reset/reactivation is needed (because you are locked out), contact 

leisure.epr@sabre.com or call 800-413-5771. 

4) Now set up ClientBase for use with Sabre Vacations. 

Set Up Sabre Vacations 









off. 

URL: Type https://login.vaxsbr.vaxvacationaccess.com/default.aspx 



Include Authentication: None. 

Click Save. 





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Sabre Vacations - Dynamic Participating Vendors and Vendor Codes 


AET American Express Vacations Sabre Vacations 

BST Blue Sky Tours Sabre Vacations 

FJ1 Funjet Vacations Sabre Vacations 

MMT MGM Mirage Vacations Sabre Vacations 

PRV Palace Resorts Sabre Vacations 

SAB Sandals and Beaches Resorts Sabre Vacations 

WNT Southwest Airlines Vacations Sabre Vacations 

TPV TNT Vacations powered by Funjet Sabre Vacations 

TIM Travel Impressions Sabre Vacations 

UNT Universal Parks & Resorts Vacations Sabre Vacations 

AMW US Airway Vacations Sabre Vacations 

VE1 Vacations Express Sabre Vacations 

Sabre Vacations Live Connect Features 












record. 



details. 

Create New Sabre Vacations Reservation in Live Connect 



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Import Existing Sabre Vacations Reservation Made Outside of ClientBase 












Retrieve an Existing Sabre Vacations Reservation for Editing or Cancelling 



Connect. 


Reservation. 




Signature CruiseConnection 

This feature is only available to agencies who belong to Signature Travel Network as the 

CruiseConnection booking engine is exclusive to this group. For more information on 

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CruiseConnection or Signature Travel Network, please contact Signature Travel Network directly at 

info@signaturetravelnetwork.com. 

Signature members can log into the Signature Intranet, www.signaturetravelnetwork.com, and 

find setup instructions under Support Training & Meetings, in the Communications section. Scroll 

down to Signature Hotels & Resorts and access the setup document. 

Set Up Signature CruiseConnection Live Connect in ClientBase 



Step 1) Ensure you have Signature CruiseConnection set up correctly as a Live Connect Provider 

by going to Tools|Settings|Live Connect Providers, and clicking Add or Modify. 

Provider Name: Type Signature Travel Network Cruises. 

URL: Type https://cruiseconnection.signaturetravelnetwork.com/LiveConnect/login.cfm 

Travel Category: Select Cruise from the drop-down. 


Include Authentication: Not applicable. 

Step 2) Users can set up their own logins by going to Tools|MyLogin|Live Connect and clicking 

Add. 

Live Connect Provider: Select Signature CruiseConnection from the drop-down menu. 

User Name and Password: Enter individual Signature intranet login name and password here. 

Account Number: Leave blank. 

Agency Code: Enter agency's Signature agency key number here. Find this number on the agency 

profile in the Signature intranet. Click "Agency Tools" in the upper right, and find the "Agency Key" 

number on the right side of the profile. Click OK to save. 

Step 4) When registering, Signature CruiseConnection provided you with a list of participating 

vendors and vendor codes. Create a profile in ClientBase for each vendor and specify Signature 

CruiseConnection as the booking engine and enter the unique vendor identifier. 

First click Live Connect Providers and Add to add a Live Connect Provider. Select Signature 

CruiseConnection from the drop-down menu and enter the vendor code. 

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Signature CruiseConnection Participating Vendors and Vendor Codes 


CV Carnival Cruise Lines Signature CruiseConnection 

CB Celebrity Cruises Signature CruiseConnection 

CO Costa Cruise Lines Signature CruiseConnection 

CS Crystal Cruises Signature CruiseConnection 

CU Cunard Cruises Signature CruiseConnection 

DS Disney Cruise Line Signature CruiseConnection 

HA Holland America Line Signature CruiseConnection 

IC Island Cruises Signature CruiseConnection 

NC Norwegian Cruise Line Signature CruiseConnection 

PC Princess Cruises Signature CruiseConnection 

RE Regent Seven Seas Cruises Signature CruiseConnection 

RC Royal Caribbean International Signature CruiseConnection 

Signature CruiseConnection Features 

Signature CruiseConnection supports the following Live Connect Features: 












record. 

RETRIEVE RESERVATION - Retrieves exisiting reservation previously imported via Live 


Create New Signature CruiseConnection Reservation 



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Step 6) Use Cruise Finder to find the "perfect cruise". Proceed into CruiseConnection by clicking 

Check Availability for All Categories below the pricing section of each offer. When prompted for 

passenger information, select each passenger using the CruiseConnection Search for a Client 

feature. Or, if the client is not in the Signature database, use Click Here to Add New Client for each 

passenger traveling. 

Step 5) Use CruiseConnection to finish confirming the reservation and upon receiving a confirmation 

number, click Import to bring all the reservation details into ClientBase. Use Connect to connect to 

Signature CruiseConnection. The CruiseConnection program looks just as it does when used 

outside of ClientBase, but is running within a ClientBase window. Now use CruiseConnection to 

complete the cruise reservation. 

Notice how the client information screens get completed automatically. Upon completion of the 

reservation and upon receiving a confirmation number, use Import Reservation, located at the top 

right corner of the window, and all reservation details are imported back to the ClientBase 

reservation record. This reservation information is now available to invoice, to create Reminders to 

track the administrative tasks involved in managing the trip and to report on for future marketing 

purposes. 

Import Existing CruiseConnection Reservation Made Outside of ClientBase 

First, create a new reservation in ClientBase and after clicking entering vendor information, click Live 

Connect and Import an Existing Reservation. Do not enter a confirmation number, but when in 

Signature Travel Network booking site, locate the retrieve reservation area. Once the reservation 

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details are showing, click Import and the details of the reservation are imported into ClientBase 









Signature HotelConnection 

This feature is only available to agencies who belong to Signature Travel Network as the Signature 

HotelConnection booking engine is exclusive to this group. Signature members can log into the 

Signature Intranet, www.signaturetravelnetwork.com, and find setup instructions under Support 

Training & Meetings, in the Communications section. Just scroll down to "Signature Hotels & 

Resorts" and access the setup document. For more information on Signature HotelConnection or 

Signature Travel Network, please contact Signature Travel Network directly at 

info@signaturetravelnetwork.com. 

Set Up Signature HotelConnection 



Provider Name: Enter Signature HotelConnection. 

URL: Enter https://web2.sigtn.com/liveconnecthotel/login.cfm 

Travel Category: Select Hotel from the drop-down. 





Live Connect Provider: Select Signature HotelConnection from the drop-down list. 

User Name, Password and Account Number: Enter your Signature Intranet user Name and 

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Password. There is no account number. 

Step 3) Create a vendor profile for Signature Hotels or individual hotel profiles you’ll use when 

launching Live Connect. From the General Info link, click Live Connect Providers. From here, click 

Add, and select Signature HotelConnection from the drop-down list. The vendor code is left blank. 


Signature HotelConnection Features 

Signature HotelConnection support the following Live Connect Features: 












record. 



details. 

Create New Signature HotelConnection Reservation 



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and appropriate Login information. (Use the Signature HotelConnection vendor or the individual 

hotel vendors you have setup. 


Step 4) Select the desired client information to pass to HotelConnection. Prior to connecting you 

to the Signature HotelConnection site, a client selection screen appears, allowing you to select the 

desired client data you would like to automatically pass to Signature HotelConnection. Passing this 

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data helps you save time during the booking process, as fewer fields need to be completed by hand. 

Step 5) Use Hotel Finder to find the "perfect hotel". When prompted for passenger information 

select each passenger using the HotelConnection "Search for a Client" feature. Or, if the client is 

not in the Signature database, use "Click Here to Add New Client" for each passenger traveling. 

Step 6) Use HotelConnection to finish confirming your Reservation and upon receiving a 

confirmation number click "Import" to import the reservation details into your ClientBase database 

for managing further. Remember if you have launched Live Connect at the Res Card level so you 

can use separate Hotel Vendors, the system will have you search for the hotel profile you have 

booked. If you used the Signature Hotels Profile at the reservation level to launch Live Connect, the 

hotel booking will come into ClientBase with the hotel name in the Service Provider area of the 

reservation. 

This reservation information is now available for you to invoice, to create Reminders to track the 

administrative tasks involved in managing the trip and to report on for future marketing purposes. 


First, create a new reservation in ClientBase and after clicking Add a New Reservation and entering 

vendor information, click Live Connect and Import an Existing Reservation. Do not enter a 

confirmation number, but when in Signature HotelConnection booking site, locate the retrieve 

reservation area. Once the reservation details are showing, click Import and the details of the 

reservation are imported into ClientBase reservation record. 








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Squaremouth Travel Insurance 

To use Live Connect to purchase trip insurance with Squaremouth Travel Insurance, you must 

obtain a Travel Partner Number to sell Squaremouth Travel Insurance. If not currently licensed to 

sell Squaremouth Travel Insurance, contact Squaremouth Travel Insurance directly at 800-240- 

0369 or sign up on their website at http://www.squaremouth.com/travel-partner-signup.php. 

Set Up Squaremouth Travel Insurance 

Once you obtain your Affiliate Number, take the following steps to setup ClientBase for Live 

Connect: 




Provider Name: Enter Squaremouth Travel Insurance. 

URL: Enter https://www.squaremouth.com/travel-insurance/ 

Travel Category: Select Insurance from the drop-down. 





Live Connect Provider: Select Squaremouth Travel Insurance from the drop-down list. 

User Name, Password and Account Number: Leave User Name & Password blank. In Account 

Number, enter your Affiliate Number you obtained from Squaremouth Travel Insurance. 

Step 3) Create a vendor profile for Squaremouth Travel Insurance. From the General Info link, click 

Live Connect Providers. From here, click Add, then select the desired booking engine 

(Squaremouth Travel Insurance) from the drop-down list. The vendor code is left blank. 

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Squaremouth Travel Insurance Features 

Squaremouth Travel Insurance supports the following Live Connect Features: 












record. 



details. 

Create New Squaremouth Travel Insurance Reservation 





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page. 

Tandem from Passport Online 

Tandem from Passport Online is an on-line cruise booking engine. To contact Tandem from 

Passport Online for use, email sales@passportonlineinc.com or call (503) 626-7766 Ext. 1. After 

successfully completing registration, obtain a unique user name, and password for use in 


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Set Up Tandem from Passport Online Live Connect 

Upon receiving User name and Password for each agent, take the following steps to setup 





Provider Name: Type Tandem from Passport Online. 

URL: Type https://secure.latesttraveloffers.net/apps/portal/cbcollect.asp 







to you when you contacted Tandem by Passport Online. (The Agency Number and Code is not 

applicable.) 

Step 3) When registering, Tandem from Passport Online provided you with a list of participating 

vendors and vendor codes. Create a profile in ClientBase for each vendor if none exists and specify 

Tandem as the booking engine in the General Info link by clicking Live Connect Provider, and 

entering the unique vendor identifier code. 

Tandem from Passport Online Participating Vendors and Vendor Codes 


AZA Azamara Cruises Tandem from Passport Online 

CCL Carnival Cruise Lines Tandem from Passport Online 

CEL Celebrity Cruises Tandem from Passport Online 

CST Costa Cruise Lines Tandem from Passport Online 

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CUN Cunard Cruises Tandem from Passport Online 

HAL Holland America Line Tandem from Passport Online 

MSC MSC Cruises Tandem from Passport Online 

NCL NCL America Tandem from Passport Online 

NCL Norwegian Cruise Lines Tandem from Passport Online 

OCL Oceania Cruises Tandem from Passport Online 

PCL Princess Cruises Tandem from Passport Online 

RCC Royal Caribbean International Tandem from Passport Online 

SBN Seabourn Cruise Line Tandem from Passport Online 

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Live Connect Features Supported by Tandem from Passport Online 

Tandem supports the following Live Connect features: 













record. 



Create New Trafalgar Reservation in Live Connect 






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First, create a new reservation in ClientBase and after clicking Add a New Reservation and entering 

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vendor information, click Live Connect and Import an Existing Reservation. Enter a confirmation 

number, or when in the booking site, locate the retrieve reservation area. Once the reservation 

details are showing, click Import and the details of the reservation are imported into ClientBase 









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Trafalgar 

If you are not currently registered to book Trafalgar, register to make bookings as a new agency setup, 

by visiting http://www.tltc.com/agencyupdates/ or call Trafalgar at 1-800-854-0103. Upon 

completion of the registration you will receive a User ID and Password and can take the following 

steps to setup ClientBase. 

Set Up Trafalgar Live Connect 


Connect. 




Provider Name: Type Trafalgar. 

URL: Type https://book.trafalgartours.com/BookingWizard/ 

TramsLiveConnect.aspxsc=TTUSAS 







to you when you contacted Trafalgar. (The Agency Number and Code is not applicable.) 

Step 3) Retrieve the Trafalgar vendor profile from the Profile Manager (or create one if not in your 


select Trafalgar booking engine from the drop-down list. There is no Vendor Code. In the Travel 

Category profile field, select Tour from the drop-down menu. 

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Live Connect Features Supported by Trafalgar 

Trafalgar supports the following Live Connect Features: 














Create New Trafalgar Reservation in Live Connect 







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If you need help using the Trafalgar booking site, call Trafalgar at 1-800-854-0103. 

Transat Travel Insurance 

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All agencies wishing to use Transat Travel Insurance Live Connect should contact their insurance 

Client Manager: 

Quebec: Louise Dufort 

Phone: 514-913-7503 

Email: Iouise.dufort@ps-travelinsurance.com 

Rest of Canada: Andrei Losinski 

Phone: 905-856-6574 x359 

Email: andrei.losinski@ps-travelinsurance.com 

Set Up Transat Travel Insurance 

Upon receiving a User ID and Account Number for your agency, take the following steps to setup 





Provider Name: Transat Travel Insurance 


URL: https://www.igoinsured.com/travelweb/login.aspxtwa=LIVECON 







Live Connect Provider: Select Transat Travel Insurance from the drop-down list.* 

User Name, Password and Agency Code Enter the necessary fields based upon the login 

information provided to you when you contacted provider (the Agency # is not applicable). 

Step 3) Create a vendor profile for Transat Travel Insurance. From the General Info link, click Live 

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Connect Providers. From here, click Add, then select the desired booking engine (Transat Travel 

Insurance) from the drop-down list. The vendor code is left blank. 

Transat Travel Insurance Features 

Transat Travel Insurance supports the following Live Connect features: 












record. 



details. 

Create New Transat Reservation 




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page. 

All reservation data booked on-line is now located in the reservation fields in ClientBase. Need help 

booking in Transat Travel Insurance Transat Help Desk French: 1-800-752-1143 and Transat 

Help Desk English: 1-800-263-2356. 

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Travel Bound 

If you are not currently registered to book with Travel Bound on-line, the Travel Bound registration 

site and form is here: 

https://booktravelbound.net/TravelAgentSite/newAgency.html 

Upon registering as a new user, you are provided with login information. 

Set Up Travel Bound 




Provider Name: Enter Travel Bound. 

URL: Enter https://rbs.booktravelbound.com/TramsUS 






Live Connect Provider: Select Travel Bound from the drop-down list. 

User Name/Password: Enter the necessary fields based upon the login information provided to you 

when you contacted Travel Bound. User name is email address and your selected password. 

Account Number: Enter Account Number (assigned Agent ID). 

Agency Code: Agent’s License Number (i.e. License/IATA/PCC Code.) 

Step 3) Create a vendor profile for Travel Bound if none exists. From the General Info link, click 

Live Connect Providers. From here, click Add, then select the desired booking engine (Travel 

Bound) from the drop-down list. The vendor code is left blank. 

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Travel Bound Features 

Travel Bound supports the following Live Connect Features: 


 

 











record. 



details. 

Create New Travel Bound Reservation 







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booking site running the on-line booking engine through a ClientBase window. Create the booking 

and when done, exit the booking. 

Step 6) When the reservation is confirmed on the Thank You Page, click Import Reservation. All 


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Import Existing Travel Bound Res Made Outside of CB 




and appropriate Login information if not auto-populated. 








Retrieve an Existing Travel Bound Res to Edit/Cancel 



Connect. 


Reservation. 




Need help on Travel Bound site Agents should contact the Travel Bound Operation Support Team 

by calling their designated support number or send an email to fit.nyc@gta-travel.com. 

Travel Bound - Canada 

If you are not currently registered to book with Travel Bound - Canada on-line, the Travel Bound 

registration site and form is here: 

http://booktravelbound.com/TravelAgentSite/newAgency.html 

Upon registering as a new user, you are provided with login information. 

Set Up Travel Bound - Canada 





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Provider Name: Enter Travel Bound Canada. 

URL: Enter https://rbs.booktravelbound.com/TramsUS 






Live Connect Provider: Select Travel Bound from the drop-down list. 

User Name/Password: Enter the necessary fields based upon the login information provided to you 

when you contacted Travel Bound. User name is email address and your selected password. 

Account Number: Enter Account Number (assigned Agent ID). 

Agency Code: Agent’s License Number (i.e. License/IATA/PCC Code.) 

Step 3) Create a vendor profile for Travel Bound if none exists. From the General Info link, click 

Live Connect Providers. From here, click Add, then select the desired booking engine (Travel 

Bound) from the drop-down list. The vendor code is left blank. 

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Travel Bound Features 

Travel Bound supports the following Live Connect Features: 


 

 











record. 



details. 

Create New Travel Bound Canada Reservation 







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booking site running the on-line booking engine through a ClientBase window. Create the booking 

and when done, exit the booking. 

Step 6) When the reservation is confirmed on the Thank You Page, click Import Reservation. All 


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Import Existing Travel Bound Canada Res Made Outside of CB 





and appropriate Login information if not auto-populated. 








Retrieve an Existing Travel Bound Canada Res to Edit/Cancel 



Connect. 


Reservation. 




Travelex Insurance Services 

If already licensed to sell Travelex Insurance Services, use the Travelex location number as the 

account number when using Live Connect. If not currently licensed to sell Travelex, call Travelex 

Sales Support at 1-800-537-8052. 

Set Up Travelex Insurance Services 

Once you have a Travelex location number, take the following steps to setup ClientBase for Live 

Connect: 



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off. 

URL: Type https://www.travelexinsurance.com/EntryPointTrams.aspx 




Click Save. 




Live Connect Provider: Select Travelex from the drop-down list. 


information provided to you when you contacted Travelex. ) 

Step 3) Create a vendor profile in ClientBase for Travelex if one does not exist. From the profile 

manager, retrieve the vendor profile (or create if it is not in database). From the General Info area, 

click Live Connect Providers. From here, click Add, then select provider from the drop-down list. 

The vendor code is left blank. Save. 

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Travelex Insurance Services Live Connect Features 












record. 



Create New Travelex Reservation in Live Connect 








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page. 


Travel Guard 

If already licensed to sell Travel Guard your account number is the IATA, CLIA, or Travel Guard 

account number. If you are not currently licensed to sell Travel Guard, contact Travel Guard directly 

at 800-826-1300 or go to http://www.travelguard.com/info/salesform.asp and complete the form. 

Set Up Travel Guard 

Upon receiving an account number, take the following steps to setup ClientBase for Live Connect. 





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Provider Name: Enter Travel Guard. 

URL: http://www.travelguard.com/cgi-bin-/directSubmit.asp 

Travel Category: Insurance 

Import XML from: N/A 




Live Connect Provider: Select the appropriate Travel Guard Live Connect provider to connect to 

its booking engine. 

Account Number: Enter the account number. 

Step 3) Create a vendor profile in ClientBase for Travel Guard if one does not exist. From the profile 

manager, retrieve the vendor profile (or create if it is not in database). From the General Info area, 

click Live Connect Providers. From here, click Add, then select provider from the drop-down list. 

The vendor code is left blank. Save. 

Travel Guard Features 

Travel Guard supports the following Live Connect Features: 












record. 



details. 

Create New Travel Guard Reservation 



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page. 

Travel Guard ezTips 

TravelGuard's ezTips can now be used with ClientBase. The installation and support is all handled 

by TravelGuard. Contact TravelGuard (ezTips Support) at 866-729-5215 for their assistance with the 

installation and other questions that you may have about ezTips use. 

Travel Impressions 

If you are not currently registered with Travel Impressions, register with them by logging on to 

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www.travelimpressions.com and log-in to the agent section on the website. Locate the New User 

Registration link. Upon creating a User Name and Password for each agent in your office, set up 


Set Up Travel Impressions 







off. 

URL: Type https://quest.travimp.com/phase1/agents.html 




Click Save. 

NOTE: When using ClientBase Browser or ClientBase Online on Windows Vista, you’ll need to add 

the following Travel Impressions URLS on your trusted sites: 

https://quest.travimp.com 

http://quest.travimp.com 

Trusted Sites can be accessed by going to Tools|Internet Options|Security Tab|Trusted Sites 

icon|Sites button. 




Live Connect Provider: Select Travel Impressions from the drop-down list. 


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information provided to you when you contacted provider. 

Step 3) Create a vendor profile in ClientBase for Travel Impressions if one does not exist. From the 




Step 4) If you are using CBB or CBO on the Windows Vista Platform, you’ll need to add the following 

Travel Impressions URL’s to your trusted sites: 

https://quest.travimp.com 

http://quest.travimp.com 

Trusted Sites can be accessed by going to in Internet Explorer by going to Tools|Internet Options| 

Security Tab|Trusted Sites icon| Sites button. 

Travel Impressions Live Connect Features 












record. 



details. 

Create New Travel Impressions Reservation in Live Connect 



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the reservation and click Connect to launch the on-line booking engine. (This data is NOT passed 

to booking site, but can be viewed in upper left-hand corner and used to cut and paste information.) 

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page. 


Import Existing Travel Impressions Res Made Outside of CB 












Retrieve an Existing Travel Impressions Res to Edit/Cancel 



Connect. 


Reservation. 




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Travel Insured 

To use Live Connect to purchase insurance with Travel Insured, you must be registered to sell 

Travel Insured insurance. If not currently licensed to sell Travel Insured, or have not been setup to 

book on-line, contact Travel Insured directly by emailing info@travelinsured.com. 

Set Up Travel Insured 

Upon receiving login information from Travel Insured, take the following steps to setup ClientBase 

for Live Connect. 







off. 

URL: Type https://www.travelinsured.com/tramslogin.aspx 




Click Save. 




Live Connect Provider: Select Travel Insured from the drop-down list. 



Step 3) Create a vendor profile in ClientBase for Travel Insured if one does not exist. From the 


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Travel Insured Live Connect Features 












record. 



Create New Travel Insured Reservation in Live Connect 






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page. 


Travelport Cruise and Tour 

Your agency must be registered to use Travelport Cruise and Tour through Galileo or Worldspan 

and have a valid User Name and Password. An agency product registration form link can be found 

on the homepage at www.travelportcruiseandtour.com. 

Set Up Travelport Cruise and Tour Live Connect in ClientBase 

Upon receiving login information, take the following steps to setup ClientBase for Live Connect. 

Step 1) Create a new or check that a Live Connect Provider for Travelport exists by going to 

Tools|Settings|Live Connect Providers, and clicking Add. (Make sure the URL is correct if 


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FOR GAILEO USERS 

Provider Name: Type Travelport Cruise and Tour. 

URL: Type https://lcv.travelportcruiseandtour.com/ 



Include Authentication/URL: Not Applicable 

FOR WORLDSPAN USERS 

Provider Name: Type Travelport Cruise and Tour. 

URL: Type https://lcv-worldspan.travelportcruiseandtour.com/ 



Include Authentication/URL: Not Applicable 




Live Connect Provider: Select Travelport Cruise and Tour from the drop-down list. 

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User Name, Password: Enter your user name and password. 

Account Number: Does not apply. 

Agency Code: Does not apply. 

Step 3) When registering, Travelport Cruise and Tour provided you with a list of participating 

vendors and vendor codes. Create a profile in ClientBase (if none exists) for each vendor and 

specify Travelport Cruise and Tour as the booking engine and enter the unique vendor identifier. 

First click Live Connect Providers and Add to add a Live Connect Provider. Select Travelport Cruise 

and Tour from the drop-down menu and enter the correct vendor code. 

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Travelport Participating Vendors and Vendor Codes for Galileo Users 



CCL Carnival Cruise Line Travelport Cruise and Tour 

CEL Celebrity Cruises Travelport Cruise and Tour 

CST Costa Cruise Lines Travelport Cruise and Tour 

CRS Crystal Cruises Travelport Cruise and Tour 

CUN Cunard Cruises Travelport Cruise and Tour 

DCL Disney Cruise Line Travelport Cruise and Tour 

GGO GoGo Travelport Cruise and Tour 

HAL Holland America Line Travelport Cruise and Tour 

NCL Norwegian Cruise Line Travelport Cruise and Tour 

PLC Princess Cruises Travelport Cruise and Tour 

RCC Royal Caribbean International Travelport Cruise and Tour 

TIP Travel Impressions Travelport Cruise and Tour 

Travelport Participating Vendors and Vendor Codes for Worldspan Users 


CV Carnival Cruise Line Travelport Cruise and Tour 

CB Celebrity Cruises Travelport Cruise and Tour 

CO Costa Cruise Lines Travelport Cruise and Tour 

CS Crystal Cruises Travelport Cruise and Tour 

CU Cunard Cruises Travelport Cruise and Tour 

DS Disney Cruise Line Travelport Cruise and Tour 

GO GoGo Travelport Cruise and Tour 

HA Holland America Line Travelport Cruise and Tour 

NC Norwegian Cruise Line Travelport Cruise and Tour 

PC Princess Cruises Travelport Cruise and Tour 

RC Royal Caribbean International Travelport Cruise and Tour 

TI Travel Impressions Travelport Cruise and Tour 

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Live Connect Features Supported by Travelport Cruise and Tour 

Travelport Cruise and Tour supports the following Live Connect features: 







__ IMPORT EXISTING RESERVATION (Imports new reservation booked outside 


__ Uses confirmation number to automatically pass all reservation details from 


__ Allows user to browse for reservation and upon retrieval sends reservation 

details from booking engine’s confirmation page to ClientBase reservation 

record. 

__ RETRIEVE RESERVATION - Retrieves existing reservation previously imported via Live 


Create New Travelport Reservation in Live Connect 






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Step 5) Although still in ClientBase, you are now on-line at the Travelport Cruise and Tour booking 

site. Complete your reservation as you normally would using Travelport’s booking features. If you 

are not familiar with how to use the booking tools, for Galileo, contact the North American Help Desk 

by calling their designated support number. This can vary by agency depending on the contract with 

Galileo. 

NO HELP designated for Worldspan users. 

When the reservation is confirmed, click Import Reservation. All reservation data booked on-line is 

now located in the ClientBase Reservation record. 

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TravelSafe Vacation Insurance 

To use Live Connect to purchase TravelSafe Vacation Insurance, you must be an authorized 

TravelSafe representative with a current User ID (Travel Agency Code). If currently authorized, use 

your User ID to sell TravelSafe through ClientBase. The User ID is pre-printed on your current 

TravelSafe brochures/certificates. You also need a password and account number. Please call the 

TravelSafe office to receive this information. If not licensed or authorized to sell TravelSafe Vacation 

Insurance, please contact TravelSafe directly at 1-800-523-8020 to provide you with the necessary 

forms. 

Set Up TravelSafe Vacation Insurance 

Upon receiving a User ID and password for each agent in your office, take the following steps to 








off. 

URL: Type https://tmtsf.com/Tramsaffiliate.phpproductid=4018&app=newenrl 




Click Save. 




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Live Connect Provider: Select TravelSave Vacation Insurance from the drop-down list. 

User Name, Password and Account Number: Enter the TravelSafe ID Code, Password, and 

account number obtained from TravelSafe here. The Agency Code is left blank. 

Step 3) Create a vendor profile in ClientBase for TravelSafe Vacation Insurance if one does not 

exist. From the profile manager, retrieve the vendor profile (or create if it is not in database). From 

the General Info area, click Live Connect Providers. From here, click Add, then select provider from 

the drop-down list. The vendor code is left blank. Save. 

TravelSafe Live Connect Features 












record. 



Create New TravelSafe Reservation in Live Connect 



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page. 


TravTech CruiseBase 

If you are not currently registered to use TravTech CruiseBase, contact TravTech Sales at 800-531- 

9246 or via email at sales@travtech.com Upon registering as a new user, login credentials are 

provided. After receiving this information for each agent, take the following steps. 

Set Up TravTech CruiseBase 


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off. 

URL: Type http://www.cruisebase.com/abc16/sd/lc/LiveConnectLogin.aspx . 




Click Save. 




Live Connect Provider: Select TravTech CruiseBase from the drop-down list. 



Step 3) When you registered, TravTech CruiseBase provided you with a list of participating vendors 

and vendor codes. Locate or create a new profile in ClientBase for each vendor on the table below. 

From the Profile General Info area, click Live Connect Providers. Click Add and select TravTech 

CruiseBase the drop-down list. Enter the vendor code from the table below. Click Save. 

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TravTech CruiseBase Vendors and Vendor Codes 


566 Carnival Cruise Lines TravTech CruiseBase 

568 Celebrity Cruises TravTech CruiseBase 

578 Costa Cruise Lines TravTech CruiseBase 

579 Crystal Cruises TravTech CruiseBase 

580 Cunard Line TravTech CruiseBase 

582 Disney Cruise Line TravTech CruiseBase 

608 Holland America Lines TravTech CruiseBase 

624 Norwegian Cruise Lines TravTech CruiseBase 

636 Princess Cruises TravTech CruiseBase 

638 Royal Caribbean International TravTech CruiseBase 

TravTech CruiseBase Live Connect Features 












record. 



Create New CruiseBase Reservation in Live Connect 



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Step 5) Although still in ClientBase, you are now on-line at the booking site. Complete your 

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reservation as you normally would. If you are not familiar with how to use TravTech CruiseBase, 

email support at helpdesk@travtech.com. When the reservation is confirmed, click Import 

Reservation. All reservation data booked on-line is now located in the ClientBase Reservation 

record. 

Import Existing CruiseBaseReservation Made Outside of ClientBase 












Retrieve an Existing CruiseBase Res to Edit/Cancel 



Connect. 


Reservation. 




Tripology 

To register FREE for Tripology, simply access www.tripology.com/agent. Upon completion of the 

registration, take the following steps to setup ClientBase. 

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Set Up Tripology Live Connect 

After registering for Tripology, take the following steps to setup ClientBase for Live Connect. 



Providers and clicking Add: 

Provider Name: Type Tripology. 

URL: Type http://www.tripology.com/lead/clientbase/ 



Step 2) Retrieve the Tripology vendor profile from the Profile Manager (or create one if not in your 

database and make sure to tag the profile with the Travel Category of Tour). From the General Info 

tab, click the Live Connect Providers button. Click Add, and select Tripology booking engine from 

the drop-down list. The Vendor Code is TRIP. In the Travel Category profile field, select Tour from 

the drop-down menu. 

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Live Connect Features Supported by Tripology 

Tripology supports the following Live Connect Features: 








Uses confirmation number to automatically pass LEAD details from Tripology to 






Import a Lead from Tripology 

Step 1) When importing a lead from Tripology, create a client Res Card on any profile (you may 

want to create a Leisure client profile just for this process entitled Tripology, change the Reservation 

Cycle to Under Consideration, and click the Live Connect icon in Res Card. 

step 2) Select Tripology from the drop-down. No password required. Click Import Existing 

Reservation. 

Step 3) Enter the confirmation number of Tripology LEAD and click OK. 

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Step 4) Being launched into the Tripology website, click Import Reservation to obtain the LEAD. 

Step 5) The LEAD comes in as a reservation. The name of the customer is located in the 

Passenger Name field and all the information about the LEAD is contained the reservation Agent 

Remarks tab. Click on the reservation and the Agent Remarks tab to see the LEAD’s details. 

Highlight the email address in the area. 

Step 6) Go to Profile Manager to create a new profile for the LEAD if none exists. Fill in the LEAD’s 

name, and paste the email. Optionally put Tripology in the Referred by Field, enter a Courtesy Title, 

Salutation, etc. 

Step 7) Go to Tools|Page History to return to the open Res Card. In the Prepared for field in the 

General tab, edit the name to remove the old profile name and put in the new customer’s name. Fill 

in the Region/Destination. This attaches the LEAD res card to the new profile. Follow up on LEAD 

as usual. 

Need Help To speak with a Tripology Relationship Manager about the program, call 800-924- 

0722. 

VacationSelect 

Sign up with Worldspan VacationSelect by selecting the VacationSelect link from the Go! Res 

Script Index Book tab. Once the login screen is launched, Worldspan agents need to enter their 

VacationSelect Account Number, Name, and Password. To register for a VacationSelect login, click 

Register Here. 

Note: This login is independent of the Go! login and is required for agents to shop and book on 

Worldspan VacationSelect from ClientBase. 

Set Up VacationSelect 




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off. 

URL: Type https://login.vaxwsn.vaxvacationaccess.com/default.aspx . 




Click Save. 

Step 2) When registering, VacationSelect provided you with a list of participating vendors and 

vendor codes. Create a profile in ClientBase for each vendor (if none exists) and specify 

VacationSelect as the booking engine and enter the unique vendor identifier. 

First click Live Connect Providers and Add to add a Live Connect Provider. Select VacationSelect 

from the drop-down menu and enter the VacationSelect vendor code. (If you are using 

VacationSelect Dynamic, enter its unique vendor identifier.) 

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VacationSelect - Dynamic Participating Vendors and Vendor Codes 


BST Blue Sky Tours VacationSelect 

FJ1 Funjet Vacations VacationSelect 

MMT MGM Mirage Vacations VacationSelect 

SAB Sandals and Beaches Resorts VacationSelect 

WNT Southwest Airlines Vacations VacationSelect 

TPV TNT Vacations powered by Funjet VacationSelect 

UNT Universal Parks & Resort VacationSelect 

AMW US Airways Vacations VacationSelect 

VE1 Vacation Express VacationSelect 

VacationSelect Live Connect Features 












record. 



details. 

Create New VacationSelect Reservation in Live Connect 



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page. 

You are still within the 

ClientBase program when 

you use Live Connect. 


Import Existing VacationSelect Res Made Outside of ClientBase 












Retrieve an Existing VacationSelect Res to Edit/Cancel 



Connect. 


Reservation. 




VAX VacationAccess Vacations 

Sign up with VAX VacationAccess Vacations by going to their website at www.vacation 

access.com. Before using VAX Dynamic in Live Connect, some setup in ClientBase is required. 

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After successfully completing registration, obtain a unique user name, agency password, and 

account number for use in ClientBase. (For documentation, training or questions on the use of the 

Vacation Access booking process, email Vaxsupport@triseptsolutions.com). 

Set Up VAX Vacation Access Vacations 





Name of the Provider: In blank field provided, type the name of the Provider, VAX Tour - Dynamic. 


off. 

URL: Type https://login.www.vaxvacationaccess.com/default.aspx . 




Click Save. 

Step 2) When registered, Vacation Access Tour provided you with a list of participating vendors and 

vendor codes. Create a profile in ClientBase for each vendor (if none exists) and specify VAX Tour 

- Dynamic as the booking engine and enter the unique vendor identifier. First click Live Connect 

Providers and Add to add a Live Connect Provider. Select VAX Tour - Dynamic from the drop-down 

menu and enter the VAX Tour - Dynamic vendor code. Save. 

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VAX Tour - Dynamic Participating Vendors and Vendor Codes 



AST Alaska Airlines Vacations VAX Tour - Dynamic 

BST Blue Sky Tours VAX Tour - Dynamic 

FJ1 Funjet Vacations VAX Tour - Dynamic 

GP1 Grand Pineapple Beach Resorts VAX Tour - Dynamic 

JSV JetSet Vacations VAX Tour - Dynamic 

MMT MGM Mirage Vacations - Air/Hotel VAX Tour - Dynamic 

PRV Palace Resorts VAX Tour - Dynamic 

PH1 Pleasant Holidays VAX Tour - Dynamic 

SAB Sandals and Beaches Resorts VAX Tour - Dynamic 

STN Showtime Tours VAX Tour - Dynamic 

WNT Southwest Airlines Vacations VAX Tour - Dynamic 

SYV Sun Country Vacations VAX Tour - Dynamic 

TPV TNT Vacations powered by Funjet VAX Tour - Dynamic 

TIM Travel Impressions VAX Tour - Dynamic 

UNT Universal Parks & Resorts VAX Tour - Dynamic 

AMW US Airway Vacations VAX Tour - Dynamic 

VE1 Vacation Express VAX Tour - Dynamic 

VAX VacationAccess Vacations Live Connect Features 


__ Populates booking engine with User Login data and profile data from 

ClientBase. Only takes special CB Agency Code. 









record. 



details. 

Create New VAX Reservation in Live Connect 



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page. 


Import Existing VAX Reservation Made Outside of ClientBase 












Retrieve an Existing VAX Reservation for Editing or Cancelling 



Connect. 


Reservation. 




Walt Disney Parks and Resorts 

If you are not currently registered on the Disney Travel Agent Web site, go to 

www.disneytravelagents.com, enter your IATA in the To Register field, and click Continue. 

Proceed to a brief registration page to enter your e-mail address as your User Name and select a 

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password. (If your ARC/IATA/CLIA number is not recognized by the Disney Web site database, you 

are required to fill out an agency registration form.) 

Set Up Walt Disney Parks and Resorts 

Note: This live connect providers only imports Disney from Florida, but not California. 





Provider Name: Enter Walt Disney Parks and Resorts. 

URL: http://www.disneytravelagents.com 

Travel Category: Tour. 


Click Save. 

Step 2) You cannot set up agent logins for use with Walt Disney Parks and Resorts, but you do need 

to create a vendor profile in ClientBase if one does not exist. From the profile manager, retrieve the 

Walt Disney Parks and Resorts vendor profile (or create if it is not in database). From the General 

Info tab, click Live Connect Providers. From here, click Add, then select Walt Disney Parks and 

Resorts from the drop-down list. The vendor code is blank. Click OK. 

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Walt Disney Parks and Resorts Features 

Walt Disney Parks and Resorts supports the following Live Connect features: 








 





record. 

RETRIEVE RESERVATION - Retrieves existing reservation previously imported 


details. 

Create New Walt Disney Reservation in Live Connect 






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the reservation and click Connect to launch the on-line booking engine. This data is NOT passed to 

Walt Disney Parks and Resorts, but you are able to view it at the top of your booking screen and can 

highlight it, copy, and paste it into the booking fields to save you time during the booking process. 

Click Connect. 



Complete the reservation and when the reservation is confirmed, click Import Reservation. 

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Chapter 

10 

Using Inventory 

This section details using a database of inventory maintained in 

ClientBase Windows version and integrating items into Res Cards for easy 

entry with inventory control. 

Introduction 

In ClientBase Windows version, the database administrator has created inventory items for block 

space and for you to integrate them into the reservation area of Res Cards. The process is an easy 

one. Block space inventory records are created for air, cruise, hotel, rail, tour, and miscellaneous 

reservations. Each inventory item is entered one time, with details of the pricing, itinerary, deposit 

and payment due dates, as well as invoice/itinerary remarks. For use, create a reservation and pull 

from the list of created inventory records. All Inventory Details automatically drop into the reservation 

and create a link to the inventory record; therefore tracking what inventory has been taken and what 

is left. What a great way to manage block space and what a time saver! No more manually tracking 

inventory using paper controls or supplemental spreadsheet or database programs. 

Special Note: Inventory can be allocated across Sync Primary and Sync Copy Databases, see 

section below, Allocating Inventory Across Sync Primary and Sync Copy Databases. 

Selling Inventory 

Once a database of inventory records has been setup, agents in ClientBase can connect to this 

database of inventory while working in the Res Card (by default it has been enabled for use in the 

ClientBase setup area. To query inventory for a particular client's trip, create a Res Card for that 

client including passengers, and from the Reservations Link, click Add Reservation to select the 

Travel Type. Please note that Passenger details must be captured within your Res Card in order to 

pull from inventory, as the number of passengers and ages affect the way the default pricing is 

calculated. Cruise, Tour and Hotel type inventory pulls one quantity from the available inventory, 

while Air, Rail and Miscellaneous type inventory pulls 1 quantity per person from the available 

inventory. 

(If you are pulling more than one inventory item, check off only the passengers that are to be included 

in the first pull. For example, maybe you have selected 4 passengers, but only the first two are going 

to be in the cabin you pull. Check off these passengers for the cabin you are pulling. When you pull 

the second cabin (second reservation), check off the passengers who will be in that cabin.) 

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From within a new reservation, click the Inventory icon. 

Searching for Inventory 

Upon launching inventory from a reservation record, inventory search filters appear by default. Use 

any inventory search criteria, as well as itinerary/flight/address info and inventory detail information. 

Each filter entered into the query fields is "anded" together with other filters, so any results match all 

filters. The more filters entered, the narrower the search and generally fewer results. The fewer 

filters entered, the more general the search and generally more results. 

Pulling From Inventory 

Upon querying a database of inventory, a one-line listing of each Inventory Detail that matches the 

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criteria appears, with a visual display of the inventory detail currently highlighted at the bottom of the 

screen. 

Use the radio button or View, to call up the desired inventory detail and view the data including 

what's been blocked, sold and available. 

After locating the desired inventory item to take one of the available seats/cabins/rooms, click Pull 

from Inventory icon at the top of the query screen, and the system returns to the reservation record 

with all the inventory fields automatically filling in the reservation fields. This simultaneously links 

the reservation to the inventory detail, therefore allowing the agency to track what's been taken or 

Sold, and therefore what's now Available. Any reservation that is linked to inventory displays a link 

xx Quantity Pulled from Inventory" in the upper right hand corner of the reservation record. 

The link to that inventory detail remains permanent, unless the reservation is deleted, or the 

reservation status is changed to Cancelled or Quoted, at which time you are prompted for 

confirmation and if accepted, the link removed and the inventory replaced back into Available 

inventory. 

Each reservation record that has been made as a result of being pulled from Inventory has a link 

that indicates how the reservation was made (xx Qty Pulled from Inventory): 

Allocating Inventory Across Sync Primary and Sync Copy 

Databases 

In the past, agencies that have been synchronizing with another location were limited to creating and 

pulling from inventory in only the Primary location. The reason for this limitation was because of the 

potential to oversell inventory between synchronization processes. To overcome this danger, 

ClientBase has the ability to allocate available inventory across your various sync databases. Sync 

activated databases have an additional entry tab in Inventory Details, called Sync Database 

3/25/13 373


Allocation.: 

Upon creating new Inventory (or updating existing Inventory) look at the count within the Available 

Inventory field. Determine if this inventory should be re-allocated to other sync locations (databases) 

to facilitate better sales of this inventory. Click the Sync Database Allocation tab and Re-allocate to 

re-allocate any quantity available from your current database to any other Sync Copy database. 

The system allocates the inventory to the database the user is connected to. When an agent Pulls 

From Inventory, they are only able to pull inventory allocated to the database they are connected to. 

As agents use the inventory feature within the Res Card, if they determine that they have a client 

interested in inventory that is no longer available, they click the View Inventory Record and the Sync 

Database Allocation tab to see if there is available inventory in other locations (databases). If so 

they may suggest re-allocated some of that available inventory to locations (databases) that no 

longer have any available to them. To re-allocate inventory from one location (database) to another, 

you must connect to the database that has the available inventory. You can only re-allocate 

inventory from the database you are connecting to and you can only re-allocate inventory of the 

database has available inventory records to re-allocate. 

Important Note for CBB/CBO Agencies Syncing to CBW: If you are synchronizing to the 

ClientBase Windows application, DO NOT allocate inventory to that database unless you are OK 

with not being able re-allocate it back out of CBB or CBO! ClientBase Browser and ClientBase 

Online do not yet include the Inventory Manager and therefore do not have the ability to re-allocate 

its unused available inventory back to other databases. This means any inventory allocated to CBB 

or CBO, will have to be sold via CBB or CBO, or the agency would have to connect to the ClientBase 

Windows application in order to re-allocate it back to CBB/CBO. 

When pulling from Inventory, the system defaults using one of two Default Inventory Filters: 

1) Reservation Travel Category - this prompts the Query window with the Travel Category field 

defaulted to the same category selected in the Reservation. 

2) Res Card Group Name - this now skips the Query window and directly prompts results of ALL 

inventories (if any) that matches Group Name in the Res Card. You must click Query button to 

3/25/13 374


change drop-down field default back to Reservation Travel Category. 

3/25/13 375


3/25/13 376

Chapter 

11 

Using the Res Card Manager to 

Manage Your Res Cards 

This section details the use of the Res Card Manager to easily organize and manage 

your reservation and trip data stored neatly in your Res Cards. 

Introduction 

The purpose of the Res Card Manager is to automate the filing cabinet which has historically 

contained hundreds of paper index cards and file folders that have for years cluttered agencies. In 

the past, agents often entered details of leisure type reservations (client information, confirmation 

numbers, itineraries, vendor information, remarks, etc.) on cards. Agents kept these cards 

somewhere on their desks or somewhere in their files. That “somewhere” translated into precious 

time spent searching for the reservation information, especially when the booking agent was not 

available and someone else needed to locate the information. As agents begin automating their non- 

CRS reservation information into ClientBase Res Cards, the Res Card Manager provides you with a 

tool to organize and manage your entire database of Res Card records. Imagine viewing all of your 

active Res Cards with the click of a button. 

Search for Your Res Cards 

After users begin using Res Cards (as detailed in chapter, An In-Depth Look at Res Cards) to 

document reservation details, they’ll click on the Res Cards tab to see their active Res Cards. Click 

Find and ClientBase searches the database for the User Login’s active Res Cards and the Results 

377

Using the Res Card Manager to Manage Your Res Cards 

Screen immediately displays a list. 

To retrieve a specific Res Card, click View next to the entry or the action menu icon (gear). This icon 

is displayed to the right of View and is listed for each record in the search. It has been designed to 

allow you to perform a variety of actions for that one record without having to open the record first - 

saving you a few extra clicks of the mouse. Click the icon and the following options appear: 

View: Takes you directly to the edit Res Card screen without having to open the Res Card first and 

then clicking Edit. 

Generate Invoice: Takes you directly to the invoice screen for you to produce an invoice for the 

Res Card. 

Go To Profile: Takes you directly to the profile the selected Res Card is attached to. 

Delete: Delete a Res Card, but if the Res Card has invoices or Activities attached, those must be 

deleted first. 

An agent can also click on any of the saved search links either at the Global or Personal Level as 

well. At the top of the results screen, notice 2 links marked Global Saved Searches and Personal 

Saved Searches. 

Simple Res Card Search 

A simple Res Card search allows you to quickly locate a Res Card or a group of Res Cards by simply 

completing one or two search filters. This search contains four fields which are strung together with 

378


an “and”. 

The drop-down menu fields identify what you want to search by and are completed by selecting from 

the following: Agent Name, Trip Name, Status, Reservation Cycle, Source of Booking, Locator No., 

Group Name, Region. The defaults for these two fields are Agent Name and Status. 

The blank field allows you to make you selection from a default pull-down list or type in free-flow 

information if there is no pull-down list. An arrow to the right of the blank field indicates a list from 

a pull-down menu exists for ease of selection for that search filter. If both fields are used in the 

search, then the results will match both criteria, not either/or. This means the filters are strung 

together with an “and” not an “or.” After completing or changing data in the filters, the system 

automatically sifts through the database and displays the matching profiles in the results screen. 

For example, if Agent Sharon wants to review all her active Res Cards in the system, she sets the 

first field to Agent Name and selects the name Sharon from the pull-down menu list. She sets the 

second field to Status and selects “Active” from the pull-down menu. Finally, she clicks on Find to 

see a list of all her active Res Cards in the system. 

Advanced Res Card Search 

Go to Advanced Search|Enter Data to Search gives you the ability to search your database of Res 

Cards by virtually any field captured in these records, and includes the ability to search by a 

particular client as well. The search area is divided into three search layers that move from more 

general information at the Res Card Level to very specific, detailed search criteria at the Service 

Provider Level. 

1. Res Card Level 

2. Reservation Level 

379


3. Service Provider Level 

Search for data 

using Profile 

info also. 

Res Card Link 

1. Res Card Level: Except for selecting the date range you wish to search by, the trip name and 

Locator #, all other search fields have a pull-down menu indicated by the arrow to the right of the 

field for easy selection. The Res Card query level is composed of broader search fields and 

generally includes a greater number of Res Cards in the results screen. 

2. Reservation Level: The Reservation Query level fields focus on the specific components of the 

reservation. From Travel Category and Vendor to Reservation Status and Payment Information, you 

can direct your search of your database at this level. 

3. Service Provider Level: The fields at the Service Provider level, when completed, can be 

extremely helpful as a quick reference when a customer calls in requesting information on a 

particular reservation. From travel category and beginning and ending dates of specific reservations 

such as cars and hotels, to individual client preferences such as cabin or dining preferences, these 

fields allow you to very narrowly define your query. 

PROFILE Link 

Use general profile data as filters when running an advanced search in the Res Card Manager. This 

gives you the ability to search by profile to locate Res Cards as well as enhances your ability to 

search your lists of Res Cards. 

To see a summary of the search filters click the Filter Summary which is a double up arrow in the 

Results Screen. 

Results Screen 

After you have completed your searches, the Results Screen not only provides a count and list of 

search results, but also easy access to a specific Res Card. To obtain a count of the query results, 

click Count. To view the next screen of Res Cards on the list, click Next directly above the results 

screen. 

380

To retrieve any Res Card, simply click View before the entry. 



The Navigation Bar provides a means to jump to various Res Cards in the results screen by using 

First, Previous, Next and Last. Also on this bar are Count, Select Columns and Sort by Columns. 


Click Select Columns to choose which columns you want displayed in your query results screen. 





6) Click OK. The new search folder is located in the list for Global Saved Searches or Personal 


screen. 

To replace an existing saved folder with a new one, first perform the new search, adjusting the 

columns/sorts to your specifications, and then click Replace. This area also contains the ability to 

open a search (View), rename a search folder (Rename), or delete a search folder (Delete). 


the saved search folder, any new data that has been added since it was created, is included in the 

new search. 















DATE FORMULAS 


Enter This 









Next Monday 

=Mon 

=Mon-1 

=Mon+1 




382


Working with Search Results 

Our most productive agent, Sharon, begins each day by accessing her “To-Do” list. Immediately 

after working that list, she clicks on Res Cards to select her active Res Cards to review any pending 

reservations. The results screen immediately displays an organized list for her to review and take 

any action necessary. An agent accesses the Res Card and its details by clicking View. Once 

inside the Res Card, the agent clicks on any of the Res Card links (General Info, Passengers, 

Reservations, Invoices, Activities, Itinerary Report, Attachments, or More Fields): 

Add a new Res Card by clicking Res Card on the menu bar. Click Edit to modify or enhance a Res 

Card. The Tools|Page History area allows you to jump into any of the last program screens you 

have been in by simply clicking on its hyperlink. 

Creating New Res Cards 

To create a new Res Card in ClientBase: 

1) Create a Reservation Card in the customer profile by clicking on Res Card on the menu bar or 

create a Res Card with Live Connect by clicking on Live Connect on the menu bar. To modify or 

edit an existing card, highlight the card and click View and Edit. 

2) Create a Reservation Card from the results of a search by clicking on the action gear and Res 

Card next to the entry in the results screen. 

2) Create a Res Card in the Res Card Manager by clicking Res Card icon on the menu bar. 

3) Create a Res Card after booking a Live Connect reservation by clicking on the action gear by the 

selected profile in the Profile Manager and Live Connect. No need to create a Res Card first. 

4) Create a Res Card after booking a Live Connect reservation by clicking Live Connect on the 

menu bar inside a client profile. No need to create a Res Card first. 

Please refer to the chapter entitled An In-Depth Look at Res Cards to learn further how to create 

Res Cards in ClientBase. 

383


384

Chapter 

12 

An In-Depth Look at Vendor and 

Service Provider Profiles 

This chapter familiarizes you with how to setup, maintain and use Vendor and 

Service Provider Profiles. 

Introduction 

Vendor profiles provide an easily accessible source for an agency to store pertinent information 

about its travel suppliers. Tour operators, cruise lines, hotels and car rental companies are 

examples of vendor profiles that an agency uses. All the important details about this vendor are 

stored in one convenient place that each user has access to. Key information such as phone 

numbers, rep contacts, supplier addresses, commission information, specials, preferred vendor 

status, cancellation policies, and more may be included in the profile. 

Service Provider profiles represent the various components of a trip booked through a vendor. For 

example, the service provider for a Carnival Cruise booking would be the Carnival Destiny. Pertinent 

details about the Destiny are stored in this type of profile and therefore accessible to users. 

Feedback from other travelers can be added in and accessed by all agents to better serve future 

clients. 

Why do we go to such lengths to differentiate between the two It is so that client comments and 

feedback can be attached to specific service provider profiles and for invoicing purposes. 

In the past, agencies kept track of this vendor and service provider information in a variety of ways. 

Some agents use rolodexes with vendor and service provider special contact names and lists of 

phone numbers for each department. Other agents have links which included brochures, specials, 

as well as any communication information they were able to obtain for each of the vendors and 

service providers. Still other agents memorize vital vendor and service provider information. 

When a customer travels with a particular service provider and supplies your agency with feedback 

information on its services, how is this information distributed to agents Is there one place an agent 

can go that summarizes what customers felt about a particular trip or service Or one place that the 

agent can look for promotions that are current, or if the vendor is still preferred With ClientBase, all 

vendor and service provider information is in one place. By creating rich, information-filled profiles 

for the vendors and service providers you sell, each agent has quick access to this vital information. 

385

An In-Depth Look at Vendor/Service Provider Profiles 

Create a New Vendor/Service Provider Profile 

New vendor or service provider profiles can be created by clicking on the profile icon on the tool bar 

and selecting Service Provider or Vendor. 


Alt shift S = New Service Provider or Alt shift V = New Vendor. 

Anatomy of a Vendor|Service Provider Profile 

A Vendor Profile in ClientBase stores an unlimited amount of information about your vendors and 

service providers. To organize all this information and make it easily accessible to all users, each 

vendor profile is made up of these key areas: Header Info, Menu Bar, Indicator Icons, and 

Information Links: 

MENU BAR 

HEADER 

INDICATOR 

ICONS 

INFO 

LINKS 

386

An In-depth Look at Vendor/Service Provider Profiles 

MENU BAR 

HEADER 

INDICATOR 

ICONS 

INFO 

LINKS 


Menu Bar 

The menu bar contains links to features - Merge Options, Note, Mailer and Reminder. 







For complete instructions on Merge To Document, Merge to Email, or Merge to Label, see chapter, 

Putting Profiles to Work for You. 


The Header conveniently displays pertinent information including the current mailing address, 

communication entries captured for this profile, email and Website addresses, Interface ID, the date 

it was created, and more. By confirming the accuracy of this information and adding any new details, 

387


the user ensures that vendor data is always up-to-date. 


A Trams profile indicator icon to the right of the arrows appear if the agency has previously booked 

travel with this Vendor. The other icon (a finger with a red string) alerts you if there are any open 

reminders for this vendor. These icons do not appear in the profile if the agent has no open reminder 

or past travel history with your agency. Click on one of these icons to immediately move into that 

profile area, i.e. by clicking on the Travel History icon, you’ll get into the Travel History link. 

Detailed Review of Links 

Each profile contains the following information links: General Info, Remarks, Agency Remarks, 

Marketing, Employees, Activities, Travel History, Groups, and Attachments. 


The General Information link displays vendor data. 


A vendor/service provider profile can include unlimited addresses which may be designated as 

Primary, Bill To, Ship To, Second Address and Alternate Address. Only one address though may 

be designated as Primary, one as Bill To, and one as Ship To. When creating a new address, click 

on Add, fill in correct address details and choose the address type(s). 


Address Line 1: First line of address. 

Address Line 2: Second line of address. 

Apt/Suite: Apartment or suite number. 

388


City/State/Zip/Country: City, state, zip code, and country of the address. 


Primary/Bill To/Ship To/Alternate: One address record can represent multiple Address Types. 

Check all that apply. 

Second Address: The Second Address choice also offers a date option. This is particularly useful 

because it allows entry of a specific time frame your vendor may be at a Second Address. After 

checking box, choose months for From/To dates from drop-down menu. 


To modify an entry, click Edit next to the address, and click Save. To remove an entry, click Edit 

next to the address you wish to remove, and click Delete. 














use are: 

389


Facebook 

Twitter 

Linked In 

Google Plus 


vary depending upon the social media type. Next, select a Description. User defined descriptions can 

be created for specific use with social media. For example, customer John Smith may have a 





























Delete. 

390






Company: Enter the name of the vendor/service provider. Any printed reports or labels can include 

the Company name entered in the General Info link. 

Last Name: Enter the last name of primary contact. Any printed reports or labels can include the 

First and Last Name entered in the General Info link. 


MI: Enter the middle initial of the primary contact in the field. 


menu allows you to select from a standardized, customizable list. This courtesy title is printed on 

mailing labels or on letters in the Document Templates 

Vendor Info 

Vendor Commission%: This field is shared with the Vendor Commission default in Trams Back 

Office (our back office accounting program). This Vendor Commission % field is used for defaulting 

the commission in a reservation record when this vendor profile is used. 

Vendor ID: Enter a Vendor ID number for this Vendor/Service Provider. This field is used in 

conjunction with imported product files for this Vendor. 

Preferred: If this is a preferred Vendor/Service Provider, indicate this by checking the box. 

Additional Information 

Interface ID: Important! This field allows the interfacing of records generated from the GDS (Front 




Salutation: The name used to greet the contact. For example, if Mr. Henry Wilkenson likes to be 


enter Mrs. Anderson in this field. 

Branch No.: For agencies with multiple branches, this field allows a user to select from a drop-down 

menu the branch at which this profile was created, or that you want the profile associated with. 

Branches are set up before program use. 

391


Travel Category 

Enter the Travel Category (if applicable) by checking the appropriate entry. 

Live Connect Providers 

Add/Edit Live Connect Providers: Add or edit the link of a Live Connect Provider to a Vendor 

profile directly from ClientBase. Upon launching Live Connect for a particular vendor, a drop-down 

listing of Live Connect Providers is provided to select Live Connect Provider to connect to. 

This listing is established as a result of linking Live Connect providers to your vendor profiles. To 

update the list of Live Connect Providers for a particular vendor, retrieve the vendor's profile, and 

go to the Live Connect Provider area and click Add Provider. Select the desired Live Connect 

Provider from the drop down list of options and set the Vendor Code if it applies. Click Save. Use 

Edit to modify any existing Live Connect provider links. Please refer to your Live Connect 

documentation for a complete listing of participating Live Connect Providers and the vendors and 

vendor codes they support. 



the profile is created. Both of these fields can be modified. 

Profile Status: Indicate whether a vendor profile is Inactive from the drop-down menu. By default 

all profiles start with an Active status. An Inactive status is included so that you can flag a vendor as 

inactive without having to delete the profile. When searching in the ClientBase database, only 

profiles marked as Active will be included in the search. Search for Inactive Profiles by using the 

Advanced Search option. 


392


Remarks Link 


flexibility for entering comments in each vendor/service provider profile. To add or edit a remark, 

click Edit Text, and click Save or Cancel. The great thing about remarks is that the first few lines 

can be viewed from anywhere in the profile. Save frequently asked information about the vendor in 

the remarks link, and use it to Email or read off to your customers. 

Agency Remarks Link 

Here is another area where unlimited, free-flowing Agency remarks can be entered about this 

Vendor/Service Provider. Whenever agents are in this profile, they can access what other agents 

have written about this Vendor or Service Provider. Such information is valuable so that each agent 

in your office can benefit from the collective experience gained by all customers and agents. 

To add or edit a remark, click Edit Text and click Save or Cancel. 

Marketing Codes Link 

The Marketing link provides a way to track vendors/service providers by adding data about the 

supplier in a manner that an agency can query. For example, in a vendor profile, check off 

destinations that can be booked, or a budget, or the type of travel. Then when searching for a 

vendor/service provider that meets the client's requirements, the agent can query on the specific 

Marketing Codes. To add or modify a vendor/service provider marketing code, click Edit. Check or 

393


uncheck any marketing codes, and click Save or Cancel. 

These Marketing Tables and codes are “global,” meaning the same codes are available for use in 

every profile for every user. Remember that vendor qualifications often change. Removing 

marketing information when no longer valid is as important as entering new information. 

Employees Link 

The Employee link is designed for detailed information on specific individuals who are key contacts 

with a Vendor/Service Provider. 

Add a new employee by clicking Add. To modify or enhance an employee, click View in front of the 

employee name, and then Edit. Click Edit, then Delete to remove a employee. Let’s take a look at 

how to organize information for each employee by going through each field of the Add/Modify screen: 

Employee 

Relationship with Profile/Position: By choosing from a drop-down menu, these user-definable 

items can be inserted. By identifying the employee as the Sales Rep or Main Contact, agents have 

an advantage when talking to a vendor and can personalize their contacts. 

Last Name: Enter the legal last name of employee. 

First Name: Enter the first name of the employee in this field. This provides you with the correct 

information for booking purposes. 



menu allows you to select from a customized list. This courtesy title can printed on mail labels and 

letters. 

Birth Date: Select the month from the drop-down menu, enter the date and year. 


Expiration: Enter traveler’s passport expiration date in date format as listed below, or double-click 

394


on the date from the drop-down calendars. 
















vendor. 












395







Save/Cancel: Click Save to accept new information, or Cancel to leave area without saving 

changes. 


Any agent can see the history of contacts made with a specific Vendor/Service Provider by clicking 

on the Activities link, as long as they have been granted permission. This link displays a complete 

history of all contacts associated with this specific vendor. Included are Notes (record of interaction 

with vendor), Reminders (record of scheduled past and future activities) and Mailers (record detailing 

mailings sent to this vendor). To add a new Note, Reminder or Mailer, click on the drop-down menu 

Create Activity. To modify or enhance a Note, Reminder or Mailer click Edit next to the item. Click 

Edit|Delete to remove any item. 

Notice the filter buttons located directly above the Activities results screen. This allows for quick 

sorting of the results appearing in this link. By default ALL Activities are displayed, but options for 

viewing just Mailers, Notes, Reminders, or Open Reminders are available. Also, there is a Summary 

View and Detail View of activities in the listing. 


Depth Look at Activities and Using the Activity Manager to Manage Your Activities. 


From this window, agents can easily review past travel purchases (which involved this vendor) as 

they appear in your Trams Back Office accounting system or when you start invoicing in ClientBase. 

Since invoices in TBO only point to a Vendor and not Service Providers, this link only appears in the 

396


vendor type profiles. 

Filters 

Sort: Select the way you want data sorted by using the drop-down menu to select Issue Date, 

Depart Date, Travel Category, Passenger Name, Agent, Invoice #, Invoice Type, Invoice Status, or 

Ticket Confirmation #. 

Issue Date: Enter the from and to Issue Date, by clicking on the drop-down menu to access a 

calendar and double-clicking on date, or free flow the date using a date format as listed below. 


Air, Hotel, Car, Cruise, Tour, Rail, Transport, Insurance, Service Fee, or Other. 

Click Search to display desired query. Also, there is a Summary View and Detail View of items in 

the listing. 

Groups Link 

Profiles may be associated with a specific group that has been created by the agency. There is no 


Back Office. To add a new group to the client’s profile, click Add Group and select group name from 

the drop-down menu. To modify or enhance a group, click Edit next to the group entry. Click Edit 






To access an attachment, click the Attachment link. To add a new Attachment click Add Attachment, 

and Browse for Attachment to identity the File Path of the file. The File Path includes the drive where 

the file is located, any directories or sub-directories, and the name of the file. Choose to compress 

397


the file by clicking in the Compression box. Enter a brief description of the attachment, if desired. 

Click Save. 

To view a saved attachment, highlight the attachment, and click Open next to the attachment. 

ClientBase uses Windows associations to view the file type, load the appropriate software, and 

retrieve the specified file. Every file has an extension (e.g., .doc, .jpg, .bmp, .html, etc.) that must be 




associated with the type of file an attachment is pointing to, then the file cannot be viewed from the 

attachment created in ClientBase. 





done, the copy of the file saved in the ClientBase database is updated. 


398

Chapter 

13 

An In-Depth Look at Agent 

Profiles 

This section familiarizes you with how to setup, maintain and use Agent Profiles. 

Introduction 

Agents are employees or outside agents and agent profiles are similar to other profiles. By creating 

an agent profile, inside and outside agents are identified in each profile or invoice created in 

ClientBase or interfaced into Trams Back Office (if that is your accounting system), and that 

information is available in searches and reports. Management also keeps in-depth information on 

each of its agents for personnel and resource information. Other examples include emergency 

contact information, payroll and tax information, and to track expertise. 

For instance, a manager just had a hot scuba dive special land on her desk. She knows the agency 

has several customers with an interest in scuba diving, but can’t recall if any of her agents have any 

expertise with this niche. If she has carefully maintained her agent profiles, she can simply set scuba 

diving as one of the marketing filters in her search. She quickly identifies just the right agent to lead 

her group. 

399

An In-Depth Look at Agent Profiles 

Create a New Agent Profile 

New agent profiles can be created by clicking on the profile icon on the tool bar and selecting Agent. 

Want a quick way to create a profile Use the following hot key: 

Alt shift A = New Agent. 

Anatomy of an Agent Profile 

Agent Profiles in ClientBase store an unlimited amount of information about agents. To organize all 

this information and make it easily accessible to all agents, each profile is made up of key areas 

(Menu Bar, Header, Indicator Icons, and Information Links). 

MENU BAR 

HEADER 

INDICATOR 

ICONS 

INFO 

LINKS 


400

Menu Bar 

An In-depth Look at Agent Profiles 












communication entries, Email and Website addresses, groups, and the date it was created. 

Frequently confirm the accuracy of this information to ensure data is always up-to-date. 


A profile indicator icon to the right of the arrows appear if the agent has previously booked travel. 

The other icon (a finger with a red string) alerts you if there are any open reminders for this agent. 

These icons do not appear in the profile if the agent has no open reminder or past travel history with 

your agency. Click on one of these icons to immediately move into that profile area, i.e. by clicking 

on the Travel History icon, you’ll get into the Travel History link. 


Each agent profile contains the following information links: General Info, Remarks, Family Members, 

Activities, Travel History, Groups, Attachments, PNR Entries, and More Fields. 

401



HEADER 

The General Information link displays agent data. 


An agent profile can include unlimited addresses which may be designated as Primary, Bill To, Ship 

To, Second Address and Alternate Address. Only one address, though, may be designated as 

Primary, one as Bill To, and one as Ship To. When creating a new address, click on Add, fill in 

correct address details and choose the address type(s). 





City/State/Zip/Country: City, state, zip code and country of the address. 

Description: Description if desired. 


Choose Yes or No from drop down menu. 


because it allows entry of a specific time frame your client may be residing at the Second Address. 

After checking off, select month for From/through date from drop-down menu. 


To modify an entry, click Edit next to the address you wish to change, and click Save when finished. 





402












use are: 

Facebook 

Twitter 

Linked In 

Google Plus 


vary depending upon the social media type. Next, select a Description. User defined descriptions can 

be created for specific use with social media. For example, customer John Smith may have a 







403
























Delete. 

SPECIAL DATES 

These fields are particularly useful to record unique dates for each specific agent. You could add 

such dates as hire dates. To add unlimited special dates click on Add Special Date, fill in special 

date details and click Save. 


Type: Select from drop-down menu. These types are customizable. 



404


Save/Cancel: Click Save to accept new information or Cancel to abort. 

You have the ability to maintain an unlimited number of Special Dates. To modify an entry, click Edit 

next to the special date you wish to change, and click Save. To remove an entry, click Edit next to 

the special date to remove, and click Delete. 

Note: A change was made within the internal workings of the program in version 2.5 that removed 

the Special Date Type "Birthday" from Special Dates under the hood and moved it into a dedicated 

field. This change was to keep birthdates at the passenger level where they needed to be and not 

at a profile level. Although you will not see any visual changes from this, certain birthday queries may 

take extra time to process. This could happen in instances where the dates searched for in the query 

cross months or years. Example, if the query is to find all birthdays between December 27, 2011 and 

January 3, 2012, this query could run slower than it did in previous versions. 





passenger table. The passenger table contains three BIRTHDATE integer fields. All existing records 

were migrated to these fields. 


o BIRTHMDYDAY 





OLD version: 



NEW version: 



OLD version: 


S.PASSENGER_LINKNO=P.PASSENGERNO WHERE S.MONTHDAY between '0601' and '0614'; 

NEW version: 


1 AND 14; 


OLD version: 



NEW version: 



405


OLD version: 



NEW version: 







Profile Name: In an Agent Profile, enter the Profile Name. Any printed reports or labels can include 

the Profile name entered in the General Info link. 

Last Name: Enter the last name of agent. Any printed reports or labels can include the First and 

Last Name entered in the General Info link. 

First Name: First name of the agent. 

MI: Middle initial of the agent. 


menu allows you to select from a standardized list. This courtesy title is printed on mailing labels or 

on letters in the Document Templates. This field can be customized. 


Interface ID: Important! This field allows the interfacing of records generated from the GDS (Front 




Branch No.: For agencies with multiple branches, this field allows a user to select from a drop-down 


Branches are set up before use of the program. 



enter Mrs. Anderson in this field. 



the profile is created. Both of these fields can be modified. 

Profile Status: Indicate whether a profile is Inactive from the drop-down menu. By default all 

profiles start with an Active status. An Inactive status is included so that you can flag a profile as 

inactive without having to delete the profile. When querying the ClientBase database, only profiles 

marked as Active are included in the search. Use the Advanced Search area to find Inactive Profiles. 


406


Remarks Link 


flexibility for entering comments in each profile. To add or edit a remark, click Edit, and click Save 

or Cancel. The great thing about remarks is that the first few lines can be viewed from anywhere in 

the profile. 

Family Members Link 

The Family/Employee Members link is designed for entering detailed information on specific 

individuals who are part of a particular household. Add a new family member by clicking Add. To 

modify or enhance a family member, click View in front of the family member name, and then Edit. 

Click Edit, then Delete to remove a family member. 

Let’s take a look at how to organize information for each family member by going through each field 

of the Add/Modify screen: 

Family Member 

Relationship: By choosing from a drop-down menu, these user-definable items can be inserted. 


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First Name: Enter the legal first name of the Family Member/Employee in this field. This provides 

you with the correct information for booking purposes. 




letters. 

Birth Date: From the drop-down menu, enter the month, then the date and year if desired. 


Expiration: Enter traveler’s passport expiration date in date format listed below, or double-click on 

date from drop-down calendar. 


Complete a date field using any one of the following formats: 












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To set up/modify preferences, on the Family Member/Employee screen, select a passenger and click 

Edit. Scroll down to the desired Travel Category. Each Travel Category shows a "Preferred" section 

that lists the vendors, with a "Preference" section underneath it. When a vendor is highlighted, the 

Preference section will change accordingly, displaying the preferences for that vendor. 








employee dislikes United, he/she could be booked on another preferred airline the corporate account 

uses. The Desirability field is displayed when adding or viewing a preferred vendor. Desirability 

options appear as a drop down to select from. Selections are: Do Not Use; Dislikes; No Preference; 

Favorable; or Very Favorable. 







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changes. 


Anyone who has permission, can see the history of contacts made with a specific Agent by clicking 

on the Activities link. Included are Notes (record of interaction with agent), Reminders (record of 

scheduled past and future activities) and Mailers (record detailing mailings sent to this agent). 

To add a new Note, Reminder or Mailer, click on the drop-down menu Create Activity. To modify or 

enhance a Note, Reminder or Mailer click Edit next to the item. Click Edit|Delete to remove any 

item. Notice the filter buttons located directly above the Activities results screen. This allows for 

quick sorting of the results appearing in this link. By default ALL Activities are displayed, but options 

for viewing just Mailers, Notes, Reminders, or Open Reminders are available. For more information 

on Activities including how to create them, refer to the chapters entitled, An In-Depth Look at 

Activities and Using the Activity Manager to Manage Your Activities. 


From this window, agents can easily review past travel purchases which they have sold in 

ClientBase or Trams Back Office. These have read-only capabilities only, so no information can be 

altered. 

Filters 

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Sort: Select the way you want data sorted by using the drop-down menu to select Issue Date, 

Depart Date, Travel Category, Passenger Name, Agent, Invoice #, Invoice Type, Invoice Status, or 

Ticket Confirmation #. 

Issue Date: Enter the from and to Issue Date, by double-clicking on date from the drop-down 

calendar or free flow the date using date format listed below. 


Air, Hotel, Car, Cruise, Tour, Rail, Transport, Insurance, Service Fee, or Other. Click Search to 

display desired query. Also, there is a Summary View and Detail View of items in the listing. 

Groups Link 



Back Office. To add a new group to the client’s profile, click Add Group and select a group name 

from the drop-down menu. To modify or enhance a group, click Edit. Click Edit and then Delete to 

remove a group name from a profile. 

Attachment Link 




To access an attachment at the client level, click the Attachment link. To add a new Attachment, 

click Add Attachment, and Browse for Attachment to identity the File Path of the file. The File Path 






retrieve the specified file. Every file has an extension (e.g., .doc, .jpg, .bmp, .html, etc.) and must be 






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done, the copy of the file saved in the ClientBase database is updated. 


PNR Entries Link 

ClientBase PNR entry tables are included at the Branch, Profile, Agent, and Passenger/Employee. 

As a ClientBase user, you may presently create these entries at the Profile and Agent level only. 

PNR entries setup at the Branch Level, as well as any number of PNR Rules (simply a way of 

designating how certain fields of information captured in a profile should be formatted when sent to 

a PNR) are setup under Tools|Settings. 

Store any number of agent PNR Entries you want included when using the Merge to PNR feature. 

CRS: Choose your GDS system from the drop-down menu. 

Description of Entry: Enter a free-flow “Description” field. 

Always Move: By selecting True from the drop-down menu, the entry always moves when you do 

a merge to CRS. If False is selected, moving the entry is optional. 

Display on Screen: When True is selected, the entry automatically displays on the front screen 

when Merging to the PNR. If False is selected, the entry is displayed on the Additional Entries link. 

Within each PNR Entry or PNR Rule that is set to Always Move, an option is included called "Display 

on Screen". The PNR Selection Screen is the screen that appears when you use the Merge to PNR 

feature and allows you to select the specific profile data to be included and sent to the current PNR. 

For PNR entries that should always move regardless of the profile or PNR, this "Display on Screen" 

can be set to False, so that the Selection Screen is less complicated for the agent to review. Any of 

these entries that have not been designated to display on the selection screen can be viewed, if 

desired, by clicking the "Additional Entries Link" in the Merge to PNR feature. 

PNR Entry: Enter the PNR entry the way you would in your reservation system and then Save. 

For more information on moving data from ClientBase to your GDS PNR, see the chapter entitled, 



If you want to track it, and ClientBase doesn’t ask for it, here is where you can create customized 

fields of information. Items like Social Security Numbers, client UDID’s and other miscellaneous 

information that you want to track, can be captured in these fields. 

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To tag a profile with a More Field, click Edit, and from the drop-down menus next to the More Field 

Categories, select the More Field item you want to use. Then click Save. To untag a More Field 

Item, simply highlight the item and click Delete on the keyboard. 

Warning: More Fields are permanent fields at this point. If you are not sure you want a permanent 

field, use a Marketing Code or Group instead of a More Field to link similar profiles. 

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Chapter 

14 

An In-Depth Look at Other 

Profiles 

This section familiarizes you with how to setup, maintain and use Other Profiles. 

Introduction 

Other profiles are used for gathering information and maintaining history on individuals and 

companies that do not fit into one of the other profile categories. They are not leisure or corporate 

customers, vendors/service providers, or agents, but are individuals or companies with whom you 

do business that are usually not travel-related. The landlord, bank, utility companies, insurance 

provider and the post office are all examples of Other profiles. 

Why would you want to collect information on other profiles When these profiles are carefully 

maintained, you always have current information for billing purposes and running labels. When you 

need help or a special favor from one of these entities, it is always helpful to have the name, phone 

number or email of your contact person handy. 

Note: Most agents are probably not granted access to Other profiles, since there would be no need 

for them to access this information. 

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An In-Depth Look at Other Profiles 

Create a New Other Profile 

New other profiles can be created by clicking on the profile icon on the tool bar and selecting Other. 

Want a quick way to create a profile Use the following hot key: 

Alt shift O = New Other. 

Anatomy of an Other Profile 

Other profiles in ClientBase store an unlimited amount of information about your Other entities. To 

organize all this information and make it easily accessible to all agents, each profile is made up of 

key areas (Menu Bar, Header Info, Indicator Icons, and Information links.) 

MENU BAR 

HEADER 

INDICATOR 

ICON 

INFO 

LINKS 




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An In-depth Look at Other Profiles 

communication entries captured for this profile, Email and Website addresses, and the date the 

profile was created. Frequently confirm the accuracy of this information to ensure data is always 

up-to-date. 

Menu Bar 












communication entries, Email and Website addresses, groups, and the date it was created. 

Frequently confirm the accuracy of this information to ensure data is always up-to-date. 

Profile Indicator 

An icon (a finger with a red string) alerts you if there are any open reminders for this profile. This 

does not appear in the profile if there is no open reminder. Click the icon to immediately move into 

that Activities Link. 


Each profile contains the following information links: General Info, Remarks, Employees, 

Activities, Groups, and Attachments. 

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The General Information link displays Other Profile data. 

HEADER 

The following fields are in the General Information link: 


An Other Profile can include unlimited addresses which may be designated as Primary, Bill To, Ship 

To, Second Address and Alternate Address. Only one address though may be designated as 

Primary, one as Bill To, and one as Ship To. When creating a new address, click Add, fill in correct 

address details and choose the address type(s). 





City/State/Zip/Country: City, state, Zip Code, and country of the address. 



Click to select. 


because it allows entry of a specific time frame your client may be residing at a Second Address. 

Check off and enter the appropriate month From/Through off the drop-down menu. 


To modify an entry, click Edit next to the address you wish to alter, make changes, and click Save. 


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The standardized format for unlimited communication entries in ClientBase provides a platform 

upon which this information can be easily accessed. When creating a communication, click on Add 











use are: 

Facebook 

Twitter 

Linked In 

Google Plus 


vary depending upon the social media type. Next, select a Description. User defined descriptions 

can be created for specific use with social media. For example, customer John Smith may have a 




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Delete. 

SPECIAL DATES 

These fields are particularly useful to record unique dates for each specific contact. You may want 

to enter a date when a contract is to be renewed. To add unlimited special dates click on Add Special 

Date, fill in special date details and click Save. 

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Type: Select special date types from drop-down menu which was set up in the program or freeflow 

the information. 




You have the ability to maintain an unlimited number of Special Dates. To modify an entry, click 

Edit next to the special date you wish to alter, make changes, and click Save. To remove an entry, 

click Edit next to the special date wish to remove, and click Delete. 

Note: A change was made within the internal workings of the program in version 2.5 that removed 

the Special Date Type "Birthday" from Special Dates under the hood and moved it into a dedicated 

field. This change was to keep birthdates at the passenger level where they needed to be and not 

at a profile level. Although you will not see any visual changes from this, certain birthday queries 

may take extra time to process. This could happen in instances where the dates searched for in the 

query cross months or years. Example, if the query is to find all birthdays between December 27, 

2011 and January 3, 2012, this query could run slower than it did in previous versions. 





passenger table. The passenger table contains three BIRTHDATE integer fields. All existing 

records were migrated to these fields. 


o BIRTHMDYDAY 





OLD version: 



NEW version: 



OLD version: 


S.PASSENGER_LINKNO=P.PASSENGERNO WHERE S.MONTHDAY between '0601' and 

'0614'; 

NEW version: 


1 AND 14; 

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OLD version: 



NEW version: 



OLD version: 



NEW version: 




Additional Info fields provide general information about the profile. To edit fields in this area, click 

Edit, make changes, and click Save. 


Profile Name: In an Other Profile, enter the name of company or individual. Any printed reports or 

labels can include the Profile name entered in the General Info link. 

Last Name: Enter the last name of primary contact in business. Any printed reports or labels can 

include the First and Last Name entered in the General Info link. 


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MI: Enter the middle initial of the primary contact in the field. 


menu allows you to select from a lengthy standardized list. This courtesy title is printed on mailing 

labels or on letters/emails using the Document Templates. This field can be customized. 


Interface ID: This field does not need to be filled out, as Other Profiles don’t require an Interface ID. 

Branch No.: For agencies with multiple branches, this field allows a user to select from a dropdown 


Branches are set up prior to using the program. 



enter Mrs. Anderson in this field. Or, if you have a couple and want to include both names when 

addressing letters, enter Hank and Emily, or Mr. & Mrs. Anderson. 


Create User/Create Date: These fields default to the system date and the user logged in at the 

time the profile is created. Both of these fields can be modified. 

Profile Status: Indicate whether a customer profile is Inactive from the drop-down menu. By 

default all profiles start with an Active status. An Inactive status is included so that you can flag a 

customer as inactive without having to delete the profile. When querying the ClientBase database, 

only profiles marked as Active are included in the search. Use the Advanced Search, however, to 

search for Inactive profiles. 


Remarks Link 

The Remarks link provides a full-page view of unlimited remarks that can be entered, and provides 

tremendous flexibility for entering comments in each profile. To add or edit a remark, click Edit, 

make changes, and click Save or Cancel. The great thing about remarks is that the first few lines 

can be viewed from anywhere in the profile. 

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Employees Link 

The Employees link is designed for detailed information on specific individuals who are key contacts 

with an Other profile entity. Add a new employee by clicking on Add. To modify or enhance an 

employee, click View in front of the employee name, and then Edit. Click Edit, then Delete to remove 

a employee. 

Let’s take a look at how to organize information for each employee by going through each field of the 

Add/Modify screen: 

Employee 

Relationship with Profile/Position: By choosing from a drop-down menu, these user-definable 

items. Identify the employee as the Owner or Main Contact for future reference. 


First Name: Enter the first name of the Employee in this field. 

Middle Name: Enter a middle initial. 



letters. 

Birth Date: From the drop-down menu, select the month, then enter the day and year if desired. 


Expiration: Enter traveler’s passport expiration date in date format listed below; or double-click on 

the date from the drop-down calendar. 


Save/Delete/Cancel: Click Save to accept new information, Delete to remove this passenger 

entirely, or Cancel leave area without saving changes. 


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category, not a vendor. For example, if a passenger had an air preference of business class but 

liked first class for one of his/her preferred airlines, there wasn't a way to capture both. Now the 

business class air preference can be captured as the global preference for the travel category as 

well as capturing first class as the preference for the specific preferred vendor. Even though 

preferences are now captured at the vendor level, it is not mandatory to select preferred 

preferences for a vendor. It is also not mandatory to select preferred vendors for a passenger. 





vendor. 




Preference are defaulted as the preferences for the new vendor. Next, make adjustments to the 

new vendor's preferences as needed. A field, Desirability can be used as a rating for a vendor. For 









Craft Type was also added as a preference. For Cruise Preferences, Ship Name and Departure 

Port were added as user defined fields and are displayed as preference options. When using 

passenger columns for preferences in queries, the default global preferences are displayed in the 

query. 


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changes. 


Agents can see the history of contacts made with a specific Other profile entity (if they have been 

granted permission) by clicking on the Activities link. This displays a complete history of all contacts 

associated with this specific other profile. Included are Notes (record of interaction with Other entity), 

Reminders (record of scheduled past and future activities) and Mailers (record detailing mailings 

sent to this entity). 

To add a new Note, Reminder or Mailer, click on the drop-down menu Create Activity. To modify or 

enhance a Note, Reminder or Mailer click Edit next to the item. Click Edit|Delete to remove any 

item. Notice the filter buttons located directly above the Activities results screen. This allows for 

quick sorting of the results appearing in this link. By default ALL Activities are displayed, but options 

for viewing just Mailers, Notes, Reminders, or Open Reminders are available. Also, there is a 

Summary View and Detail View of activities in the listing. 


Depth Look at Activities and Using the Activity Manager to Manage Your Activities. 

Groups Link 



Back Office. To add a new group to an other’s profile, click Add Group to select group name from 

the drop-down menu. To modify or enhance a group, click Edit next to the group entry. Click Edit 






To access an attachment at the client level, click the Attachment link. To add a new Attachment click 

Add Attachment, and Browse for Attachment to identity the File Path of the file. The File Path 




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To view a saved attachment, highlight the attachment, and click Open next to the attachment. 


retrieve the specified file. Every file has an extension (e.g., .doc, .jpg, .bmp, .html, etc.) that must 

be associated with a specific Windows software program such as Word, Paint Shop Pro, Internet 











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Chapter 

15 

An In-Depth Look at PNR Import 

This chapter provides a detailed overview of using the PNR Import 

feature in ClientBase. PNR Import is currently available for Amadeus, 

Apollo/Galileo, Sabre and Worldspan. 

Reservations stored within an Amadeus, Apollo/Galileo, Sabre, or Worldspan PNR can be imported 

into ClientBase, and new reservation records can be created within the reservation tab of the Res 

Card. Once the new reservations reside in the Res Card, print out trip proposals, itineraries, or add 

additional reservations using Live Connect and generate invoices. 

Note for every GDS: For troubleshooting purposes, PNR Import for each GDS can create a copy 

of the file being imported and saved locally for review. To automatically create a PNR Import log file, 

create the following directory on your workstation: My Documents\Trams\ClientBase. Each time 

PNR Import is performed the ImportLog.txt file will be overwritten with the current PNR. 

PNR Import For Amadeus 

The PNR Import for Amadeus takes air, car, hotel and rail segments included in an Amadeus PNR 

and imports them into ClientBase Res Card reservation records. Amadeus has 3 platforms - APS 

(which stands for Amadeus Pro Software), Vista, and ProWeb. The Amadeus tool we use for Merge 

to PNR and PNR Import is called Amadeus +Script and is available with both APS and Vista 

platforms. (If the agency's APS or Vista platform did not come with this +Script tool activated, then 

contact the Amadeus support desk to turn it on. Amadeus has agreed to waive an fees associated 

with +Scripts for all Trams customers, so there is no cost, just a phone call to the support desk.) 

Since +Scripts is unavailable with ProWeb, PNR Import function (as well as Merge to PNR via API) 

DOES NOT work with it. 

Setup Instructions 

1) For all users, download the following cbbcomps.exe: 


2) Run on each workstation to install and register the necessary GDS files for this feature to work. 

3) Verify your APS or Vista +Script tool is activated. 

Steps To Import a PNR from Amadeus 

1) Be sure you are currently logged into both Amadeus and ClientBase. 

2) Create a new Res Card or open an existing Res Card within the appropriate client profile in 


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3) Click on the PNR Import button on the main Res Card menu bar. 

4) Select Amadeus from the drop down list in the GDS field. 

5) Enter the desired Record Locator or leave the Record Locator field blank to import the current, 

active PNR. 

6) Click Next. 

Multiple Reservations may be included in one PNR, therefore, multiple reservations may be 

imported as a result of the PNR import. All segments of an air itinerary will be imported into one 

reservation, but additional car and hotel reservations will be imported into separate reservation 

records. 

Each reservation imported into ClientBase must link to an existing Vendor profile within your 

ClientBase database. To locate the appropriate Vendor profile and automatically link to it, the system 

uses the Interface ID within the CRS and matches to an Interface ID within your Vendor profiles. 

- If it finds a Vendor profile with the same Interface ID, it imports the Reservation automatically. 

- If it does not find the Interface ID, then a prompt appears indicating the Interface ID it could not find. 

Use the Select Vendor field to query your Vendor profiles and manually attach the reservation to the 

proper Vendor profile. If the Vendor is not in your database then use the Create Vendor and add the 

Vendor profile accordingly. Avoid accidentally creating duplicate Vendor profiles by making sure 

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Interface ID's are captured properly within the Vendor profiles you work with frequently. 

- If it finds multiple matches on vendor ID, use the Select Vendor field to query. 

Special Note: When a PNR is imported from a GDS, the Invoiced Outside of CB is checked by 

default and the reservation amount is not included in the uninvoiced balance. This keeps the 

reservation from being invoiced twice. 

The Amadeus PNR import updates existing reservations. If the same PNR is imported multiple 

times, the systems now looks at the rec locator, vendor and confirmation number, and if all match, 

then it updates the existing reservation rather than appending it as another new reservation. 

PNR Import For Apollo/Galileo 

This feature takes air, car, hotel, cruise, tour and rail segments included in an Apollo/Galileo PNR 

and imports them into ClientBase Res Card reservation records. This feature requires FocalPoint, 

FocalPoint Net, Desktop AND must also have ViewPoint 3.0 or higher on each set using the PNR 

Import feature. Although ViewPoint does not need to be used to create or retrieve the PNR, it needs 

to be running in the background, as it is a View Point tool that we are utilizing that turns the PNR 

segments into a file that ClientBase can then parse and import into reservation records. 


For all users, download the following cbbcomps.exe: 


and register the necessary files, including the Connection ID, for this feature to work. 

Steps to Import an Apollo/Galileo PNR 

To import a PNR from Apollo/Galileo take the following steps: 

1) Be sure you have Viewpoint and ClientBase running on your set. (Again, you don't need to use 

Viewpoint to create or retrieve your PNR, you can use Focal Point to do your PNR work, you just 

need Viewpoint running). 



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4) Select Apollo/Galileo from the drop down list in the GDS field. 

Leave the Record Locator field blank to import the current, active PNR in Viewpoint into ClientBase. 

(If you are using Focal Point, whatever PNR is active in Focal Point will also automatically be active 

in Viewpoint.) 

5) Click the Next button. 

Multiple Reservations may be included in one PNR, therefore multiple reservations may be imported 

as a result of the PNR import. All segments of an air itinerary will be imported into one Reservation, 

but additional car and hotel reservations will be imported into separate reservation records. 









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The Apollo/Galileo PNR import update existing reservations. If the same PNR is imported multiple 

times, the systems now looks at the rec locator, vendor and confirmation number, and if all match, 

then it updates the existing reservation rather than appending it as another new reservation. 

Trams Back Office Users and the Apollo PNR Import 

When importing a PNR from Apollo, if you want to invoice in ClientBase rather than invoice in Apollo, 

drive the invoice and ticket using the HB:DTD command. This generates a ticket without creating a 

MIR (interface record). After importing the PNR into ClientBase, generating the invoice from 

ClientBase sends the air information (and any other items on the invoice) to Trams Back Office 

automatically. Uncheck the Invoiced Outside of CB checkbox and invoice in ClientBase. Using this 

procedure eliminates duplicate invoices in Trams Back Office. 

PNR Import For Sabre 

This feature takes air, car, hotel, cruise, tour and rail segments included in a Sabre PNR and imports 

them into ClientBase Res Card reservation records. Sabre workstations must be running Sabre Red 

work area. 


For all users, download the following cbbcomps.exe: 




order for PNR Import (and Merge to PNR) to work, you must enable the MySabre API within Sabre 

Red. Select Tools|Options|Sabre System|Advanced and check Sabre Emulator API: 

ClientBase Online Sabre Red Users: Find ClientBase Online in Sabre Red. 

Steps to Import a Sabre PNR 

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To import a PNR from Sabre take the following steps: 

1) Be sure you are currently logged into both Sabre and ClientBase. 




4) Select your GDS from the drop-down list in the GDS field. 

5) Enter the desired Record Locator or leave the Record Locator field blank to import the current, 

active PNR. 

6) Select the proper Connect Type. All GDSs except Worldspan should select API. Worldspan 

should use the clipboard. 

Multiple Reservations may be included in one PNR, therefore multiple reservations may be imported 

as a result of the PNR import. All segments of an air itinerary will be imported into one Reservation, 

but additional car and hotel reservations will be imported into separate reservation records. 





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The Sabre PNR import brings in cruise and tour segments in addition to air, rail, car and hotel 

segments. Keep in mind that the PNR import only parses and imports the data contained in cruise 

and tour segments, not the accounting lines. If the cruise or tour segment is formatted to include 

pricing information then the price is imported, if pricing is formatted as a remark, then the price is 

imported to remarks and the pricing fields in the ClientBase reservation must be manually entered. 

The Sabre PNR import update existing reservations. If the same PNR is imported multiple times, 

the systems now looks at the rec locator, vendor and confirmation number, and if all match, then it 

updates the existing reservation rather than appending it as another new reservation. 

Trams Back Office Users and the Sabre PNR Import 

Trams Back Office customers need to make decisions on how they are going to handle what's being 

invoiced in Sabre and conversely in ClientBase. 

Problem: You create a PNR and then import it into ClientBase - for example a ticket and service 

fee. Next you create an invoice with those items which automatically land in Trams Back Office with 

a ClientBase generated invoice number. Now you need to drive the ticket and service fee in Sabre 

in order to generate the ticket and MCO for the service fee. When you interface to Trams, you now 

have 2 invoices in Trams with different invoice numbers (one generated by ClientBase, the other by 

Sabre). There is no option with Sabre to drive just a ticket without generating an invoice number 

and interface record. 

Solutions: 

Option 1 - Drive the invoice for air and services fees from Sabre. Drive any other bookings from 


Example Bookings - Air, Cruise or Tour, Service Fee 

1. Once the data has been imported to the Res Card, uncheck the box, Include Summary of All 

Reservations, so that only the invoiced items show on the ClientBase invoice. If there is a cruise or 

tour on the Res Card in conjunction with air and service fee, just invoice the cruise or tour from the 

Res Card. 

2. Drive the ticket and MCO for the service fee from Sabre. 

Results: You have 2 invoices for the customer and 2 invoices in TBO (one from ClientBase and 

one from Sabre). There is an un-invoiced amount on the Res Card for the air and service fee. 

Option 2 - Create a separate POS queue in Sabre. Sabre may charge the agency to set this up as 

it is considered an additional "device." 

1. The agency imports the PNR to the Res Card. 

2. The agency drives the invoice in Sabre (to generate the ticket and MCO) with the command to 

send this interface record to an alternate POS queue. 

POS Queue #1 - This queue transmits interface records to Trams Back Office that are NOT imported 

into the Res Card. 

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POS Queue #2 - This queue holds interface records that were imported into the Res Card - hence 

they will never DX transmit this queue. Sabre needs to clean the records out of this queue 

periodically. 

Results: The agency would have one invoice with all bookings in the Res Card on it to give to the 

customer and one invoice in Trams Back Office. 

Set Up PNR Import For Worldspan 

This feature takes air, car, hotel, cruise, tour and rail segments included in a Worldspan PNR 

(Worldspan Go! Res Dedicated or Internet 4.0 or above) and imports them into ClientBase Res Card 

reservation records. Contact your Worldspan Account Manager to enable a DIR Device, assign you 

a unique agent Pool Name, and provide you with a unique agency Connection ID. Worldspan has 

waived all fees associated with enabling these features for ClientBase customers. 


1) Contact your Worldspan Account Manager to enable a DIR Device, assign you a unique agency 

Pool Name, and Obtain a unique agency Connection ID. 

2) Your unique agency Connection ID needs to be added to a registry setting at each workstation 

from which you plan to run ClientBase. 

To set this registry setting from each workstation, download the following cbbcomps.exe 



3) ClientBase needs to pass an Agent Sine, and your Agency Pool Name to Worldspan when PNR 

Import is performed. To set this so it defaults automatically, you can enter each Agent Sine and 

Agency Pool Name into each User Login record. 

To do this, have each User log into ClientBase and go to Tools|My Login|PNR Import. Click Add 

and set the CRS to Worldspan, entering agent's login Sine into Agent Sine, and Agency Pool Name 

into the field Pool Name. Each time this User performs a PNR Import the Agent Sine and Agency 

Pool Name default automatically. The SYSDBA can also enter this information into each User Login 

record by logging into ClientBase as the SYSDBA and going to Tools|Settings|User Logins and 

retrieving each Login record and updating accordingly. 

Special Note: Worldspan has changed the way agents log into Worldspan. Previously agents used 

the format BSI$1234RE/GS and ClientBase used this sine in setup under Tools|MyLogin|PNR 

Import as 1234RE/GS to work with the PNR Import feature. Worldspan now has agents changing 

the format of their login to 8-12 character with at least one character being numeric and they now 

have to add a slash and a password. This password changes every 90 days. Agents will need 

change their sine in ClientBase to the following format 1234RE/GS/Password, inserting their true 

password in that entry. Without changing this in ClientBase, PNR Import will not work. 

For agents who do not want to change the password every 90 days, they can complete Worldspan's 

Password Exemption Qualification Request Form and file for exemption. 

Steps to Import a Worldspan PNR 

To import a PNR from Worldspan take the following steps: 



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3) Select Worldspan from the drop down list in the GDS field. 

4) Enter the desired Record Locator and be sure the Agent Sine default is complete or enter your 

agent sine/GS (i.e 9999DS/GS). 

5) Click the Next button. 


ClientBase database. To locate the appropriate Vendor profile and automatically link to it, the 

system uses the Interface ID within the CRS and matches to an Interface ID within your Vendor 

profiles. 








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Chapter 

16 

Synchronize the Primary 

Database with a Trams Hosted 

Copy 

This section provides an overview of synchronization of primary location’s database 

on Trams Hosted Server, and frequently asked questions. 

What Is ClientBase Synchronization 

The ClientBase Synchronization utility provides you with the ability to create a copy of your 

ClientBase database and place it on a Trams Hosted Server so it can be accessed for either CBMS 

(ClientBase Marketing Services) purposes, or Hosted ClientBase Browser (CBB) or ClientBase 

Online (CBO) purposes. Changes made to either your primary ClientBase database or the sync 

copy are then passed back and forth automatically via an on-going synchronization routine. 

What is Trams Sync Web Service 

The Trams Sync Web Service acts as an intelligent automatic "Post Office" where a copy of your 

database file is stored or “hosted”. After a relatively easy initial “Sync Out” setup of your primary 

database with timed scheduling (performed by the Trams Implementation team), the Trams Web 

Service actually picks up or delivers any updates to your database automatically. After you have 

signed up to use this service and obtain a User Name and Password, a Trams Implementer guides 

you through the initial setup and scheduled routines. 

How It Works 

Your entire PRIMARY database and all the information connected to Profiles, Activities, Res Cards 

and Invoices can be “Sync’d” out to the Trams Sync Web Service where it is hosted by use of a one 

time Initial Sync Out using the ClientBase sync utility. An ongoing “sync” routine is then created 

using the Windows Task Scheduler that automatically updates both the primary and copy database 

with any changes users have made to them. 

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Synchronizing with Trams Hosted Copy 

Synchronization Frequently Asked Questions 

What Can I Do in the Primary database That I Can’t Do in the Sync Copies 

There are certain settings and routines that must be done from the Primary database and have been 

disabled within the sync copies for data integrity purposes. Below is a complete listing of what you 

can only do from the Primary database: 

Update all Agency Settings 

Update all Branch Settings in the Utilities Menu (except Invoice/Refund #’s, these must sync out in 

the sync copy) 

Use the Profile Import to import Marketing Codes (all other aspects of Profile Import can be done on 

a ClientBase Browser or ClientBase Online sync database). 

Log into Trams Back Office 

Note: The only thing a sync'd copy can do in their database is create User Logins, Change 

Branch Info including Invoice/Refund #'s (but not formats), and Enter Access Codes. 

Where Can I Find Information in My Program Concerning Sync 

Program information including version, serial number, and sync items is found under Tools|/About. 

Also you can find the last Sync Out/In date and time. 

What If I Change the Same Profile in Each Database Between 

Synchronizations 

Adding new profiles, activities and Res Cards to each database between synchronizations of course 

results in the combination of all new records in both databases after synchronization. Adding new 

records to the same profile (new Communication entries, Family/Employee entries, Cards, Activities, 

Res Cards etc.) in each database between synchronizations also results in the combination of all 

new records in that single profile in both databases after synchronization. 

But, what if the same record within an existing profile (same Communication entry, Family/Employee 

entry, Card, Activity, Res Card etc.) is updated in each database between synchronization 

Updating the same existing record within the same profile (the same phone entry, or card entry, or 

passenger entry or Activity, etc.) in each database between synchronizations results in only the 

update that occurred latest in time after the synchronization is performed. For example, if the family 

member record for Christine Anderson is updated with a Courtesy Title at 9:00 a.m. in the primary 

database, and the same family member record for Christine Anderson is updated with a Gender at 

10:00 a.m. in the sync copy database and synchronization takes place at 11:00 a.m., the result 

includes a Gender but no Courtesy Title in Christine Anderson’s family record. 

A record is defined as any screen that includes an OK, Cancel or Apply button and all the fields 

included in that screen. To avoid the possible loss of data, we recommend you limit each location 

to only viewing and adding records to profiles that are not assigned to its branch. Avoid updating 

records that are part of a profile that is not assigned to your branch. We also recommend 

synchronizing databases on a frequent, regular schedule. Synchronizing databases on a frequent 

basis (daily) also minimizes the chances of updating the same record between synchronizations and 

possibly losing data. 

What Happens If I Delete a Record in One Database and Before 

Synchronizing, Change the Record in the Other Database 

Deletions win. Regardless of the time stamp on the modifications, once both databases are 

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synchronized the record is deleted. The exception would be in the case of modifying a profile by 

adding an invoice and then deleting the profile from the other database between synchronizations. 

What Does NOT Synchronize 

Workstation Defaults and certain Trams Back Office data including Journal Entries and all General 

Ledger information other than the End of Period “To Date” do NOT synchronize. 

Do Invoices Generated from the Res Card in the Sync Copy Database 

Synchronize to the Primary Database 

Yes and visa versa. If you plan to use the ClientBase Res Card invoicing feature, some setup needs 

to be done within each database before beginning the on-going sync routine. Each database needs 

to create a unique starting Invoice number series for each Branch record. This is because the 

invoice numbers issued through the ClientBase Res Card increment by one each time an invoice is 

issued and to avoid duplicate invoice numbers (which go to unresolved and do not get processed 

by the synchronization routine), a unique series needs to be established in both the Primary 

Database and the Sync Copy Database. This can be done by going to the Utilities menu, selecting 

the Branch menu and retrieving each Branch Record you plan to use. Within the General Branch 

Info tab, enter a unique Next Sales Invoice No and a unique Next Refund Invoice No. This needs 

to be done in both the Primary Database and the Sync Copy database and different starting 

numbers should be used in each. 

What If I Do an End of Period in My Primary database, and Before I Sync Out 

to My Branch Database, Someone in the Branch Office Generates an Invoice 

from the Res Card Within That Same Closed Period 

The branch database knows the last End of Period Through date and does not allow Users to issue 

invoices within that time frame. In this case though, since the End of Period date has not yet 

synchronized to the branch, the Res Card allows the User to generate the invoice. After 

synchronizing that file out of the branch and upon synchronizing the file into the main office, the 

synchronization program detects the invoice within the closed period and stops the synchronization 

process; therefore, not allowing that sync file to be synchronized until the End of Period is voided in 

the Primary database. Since the branch database does not have a way of voiding the invoice, even 

if that is the desired result, you need to void the End of Period in the Primary database, so that you 

can Sync In the branch sync file. After syncing in the file, you can then void the Invoice using the 

Primary database, or reissue your End of Period if the invoice belongs. 

Can I Log into Trams Back Office From Any Database Other Than the Primary 

Database 

As mentioned above, no. You can only connect to the Primary Database using the Trams Back 

Office program, as synchronization was designed for ClientBase not Trams Back Office. 

Important Note: Although you cannot log into your Sync Copy Database with the Trams Back 

Office program (Tramswin.exe), if your agency uses Trams Back Office you do need to keep your 

Sync Copy database upgraded to the same version your Primary database is running. Therefore, 

anytime you install a Trams Back Office update in your Primary location, you will need to run the 

update in your Sync Copy location as well. 

How Do I Allocate Inventory Across Sync Primary and Sync Copy Databases 

In the past, agencies that have been synchronizing with another location were limited to creating 

and pulling from inventory in only the Primary location. The reason for this limitation was because 

of the potential to oversell inventory between synchronization processes. To overcome this danger, 

ClientBase has the ability to allocate available inventory across your various sync databases. Sync 

activated databases have an additional entry tab in Inventory Details, called Sync Database 

3/25/13 441


Allocation.: 

Upon creating new Inventory (or updating existing Inventory) look at the count within the Available 

Inventory field. Determine if this inventory should be re-allocated to other sync locations (databases) 

to facilitate better sales of this inventory. Click the Sync Database Allocation tab and Re-allocate to 

re-allocate any quantity available from your current database to any other Sync Copy database. 

The system allocates the inventory to the database the user is connected to. When an agent Pulls 

From Inventory, they are only able to pull inventory allocated to the database they are connected to. 

As agents use the inventory feature within the Res Card, if they determine that they have a client 

interested in inventory that is no longer available, they click the View Inventory Record and the Sync 

Database Allocation tab to see if there is available inventory in other locations (databases). If so 

they may suggest re-allocated some of that available inventory to locations (databases) that no 

longer have any available to them. To re-allocate inventory from one location (database) to another, 

you must connect to the database that has the available inventory. You can only re-allocate 

inventory from the database you are connecting to and you can only re-allocate inventory of the 

database has available inventory records to re-allocate. 

***Important Note for agencies syncing to CBB Hosted and CBO: If you are synchronizing to the 

Hosted ClientBase Browser application or ClientBase Online, DO NOT allocate inventory to that 

database unless you are OK with not being able re-allocate it back out of CBB/CBO! 

ClientBase Browser and ClientBase Online do not yet include the Inventory Manager and therefore 

does not have the ability to re-allocate its unused available inventory back to other databases. This 

means any inventory allocated to CBB Hosted or CBO, will have to be sold via CBB/CBO. 

3/25/13 442

ClientBase Index 

A 

About 76 

Access America 

Live Connect Features 190 

Action menu icon 71, 112, 148 

Action menu icon (gear) 378 

Activities 

Introduction 137 

Notes 137 

Overview of Types 137 

Results Screen 150 

Activities Folder, Vendor Profile 396 

Activities Link 410 

Activities Link in Client Profile 101 

Activities, Adding New 154 

Activities, An In-Depth Look At 137 

Activities, In-Depth Look At 137 

Activities, Search for 147 

Activity Date 150 

Activity Detail 150 

Activity Manager 70, 71 

Completed/Responded Activities 150 

Date Fields 148 


Navigation Bar 151 

Reset button 150 

Using the Activity Manager to Manage Your Activities 147 

Working with Query Results 153 

Activity Manager Query 

Level 2 

Reminders/Mailers/Notes 150 

Activity Manager Search 

From Date 149 

Login Name 149 

Refresh 149 

Activity Manager search 


Select 149 

Selection Criteria 149 

Activity Type 150 

Activity, Simple Search 148 

Additional Entries Link 136 

ADDITIONAL INFO 94 

Additional Information 95 

Additional Information in Vendor Profile 391 

Additional Name 84 

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Advanced Activity Searches 149 

Advanced Search 80 

Advanced Searches 110 

Advanced Security Level 31 

AFCNET 

Create new reservation in Live Connect 183 

Importing Reservation Made Outside of ClientBase 185 


Retrieve an existing reservation for editing or cancelling 185 

Set Up Live Connect 181 

AFCNET, Live Connect Intro 181 

Agency Remarks link 393 

Agency Settings (Global Defaults), setup 42 

Agent Profile 

Anatomy of an 400 

General Info Link 402 


Agent Profile, create new 400 

Agent Profiles, An In-depth Look at 399 

Agent Remarks in Reservation 164 

Agent Remarks, Res Card 158 

Agent/Amount/%Rate, on invoice 169 

All About Travel 

Create New Reservation 186 

Import Existing Reservation 188 

Intro 185 

Retrieve Res for Editing or Cancelling 188 

All About Travel features 186 

All About Travel, setup 185 

All E-mail Jobs 129 

Allianz Travel Insurance 



Allianz Travel Insurance sign up 188 

Allocating Inventory Across Sync’d DB 371, 373 

Always Move this Entry in PNR 23 

Always Move This Rule 52 

Amadeus 

Set up PNR Import for Reservation 429 

Amadeus +Script 429 

Amadeus AgentNet VAX 

Create New Reservation in Live Connect 194 

Import Existing Reservation Made Outside of ClientBase 196 

Steps for Editing or Cancelling a Reservation 196 

Amadeus AgentNet VAX features 194 

Amadeus Agentnet VAX Participating Vendors & Codes 194 

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Amadeus AgentNet VAX, Live Connect Intro 192 

Amadeus AgentNet VAX, Participating Vendors & Vendor 

Codes for Dynamic 194 

Amadeus AgentNet VAX, setup 193 

Amadeus Cruise 


Import Existing Reservation 200 

Participating Vendors & Vendor Codes 

198 

Retrieve Res for Editing or Cancelling 200 

Amadeus Cruise Set Up 197 

Amadeus Cruise, Intro 196 

Amadeus Pro Software 429 

Amadeus Users, Merge to PNR 135 

Amadeus, setup to use in CB 49 

Amadeus, Steps for Setting Up PNR Import For 429 

American Express Vacations 

Create New AX Express Vacations Reservation 201 

Import American Express Vacations Reservation Made Outside 

of CB 203 

American Express Vacations enrollment info 200 

American Express Vacations Features 201 

American Express Vacations Set Up 200 

An 415 

API 134 

Apollo 

Import an Apollo/Galileo PNR into CB 431 

Apollo PNR Import and TBO 433 

Apollo/Galileo 

Setup PNR Import for Reservation 431 

Steps for Setting Up PNR Import For 433 

Apollo/Galileo set up to use in CB 50 

Apple Vacations 




Apple Vacations Live Connect features 205 

Apple Vacations Live Connect Intro 204 

Apple Vacations sign up 204 

Apple Vacations, setup 204 

applet 134 

ARC/BSP type transactions, capture & invoice 164 

Attachment Link 426 

Attachment Link, Agent Profile 411 

Attachments Link in Client Profile 105 

Attachments Link, Vendor Profile 397 

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Authentication Type 37, 124 

Auto Europe 

Create New Auto Europe Reservation 209 

Auto Europe Features 209 

Auto Europe Set Up 207 

Auto-Case Converter 117 

Auto-Case Converter Settings 52 

AutoEurope enrollment info 207 

B 

Base Fare/Tax/Commission 164 

BATCH OF REMINDERS 177 

Batch Reminder Settings 60 

Batched reminders, Launching in ResCard 177 

Birthday Statistics 78 

Booking Payment 169 

Booking Status, Res Card 162 

Branch No 95 

Branch PNR Entries setup 23 

BRANCH SETTINGS 22 

BRANCH SETTINGS setup 22 

Branch, in Res Card 158 

Brendan Vacations 




Brendan Vacations, Obtain Login 210, 229 

Browser Items 69, 70 

C 

Casa Travel 






Casa Travel, Live Connect Intro 214 

Case Converter 74, 116 

CBO Enabled 30 

CCRA 

Retrieve an CCRA Existing Reservation for Editing or Cancelling 

222 

CCRATravel Hotel Booking Portal 

Create New CCRA Reservation 220 

CCRATravel Hotel Booking Portal enrollment info 219 

CCRATravel Hotel Booking Portal Features 220 

CCRATravel Hotel Booking Portal Set Up 219 

Centrav 

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Live Connect Features Supported by 224 



Centrav, enrollment info 222 

Charge As in Reservation 163 

Check/CC Number 168 

Classic Vacation Live Connect Features 228 

Classic Vacations 

Import Previously Made Classic Vacations Reservation Details 

228 

Classic Vacations Live Connect Intro 226 

Classic Vacations, setup 226 

Client Feedback About Trip, Res Card 159 

Client Profile 



Marketing Codes Link 97 

Remarks Link 96 

Types of Client Profiles 83 

Client Profile, create 83 

Client Profiles 

Introduction, An In-depth Look at 83 

Client Profiles, an In-depth Look 83 

CLIENT SURVEY 78 

Client Survey 78 

Client Survey Settings 55 


What Can ClientBase Online Do 18 

What is it 17 

ClientBase Online 

Building and Maintaining Relationships 18 


Training 18 

ClientBase Online, Intro & Set Up 17 

ClientBase, Getting to Know 69 

ClientBase, Main Screen 69 

Close Profile, Agent 401, 417 

Columns 81, 113, 381 

Columns, Select 81 

Columns, Select for Results Screen 381 

Columns, Select Query 113, 151 

Columns, Sort by 151 

Communication Defaults 35, 75 

COMMUNICATION DEFAULTS, set up 47 

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Completed Fields Statistics 79 

Confirmation # in Reservation 163 

Constant 41 

Contiki 


Contiki Vacations 



Contiki Vacations, enrollment info 229 

Continental Airlines Vacations 259 

Copy a Reservation record from one Res Card to another Res 

Card 166 

Copy an entire Res Card from one Profile to Another Profile 166 

Copy Employee Record to Another Profile 100 

Copy Family Member/Employee Record to Another Profile 100 

Corporate Profile, create 83 

Cosmos 

Create New Cosmos Reservation 237 

Import Existing Cosmos Reservation Made Outside CB 238 


Cosmos enrollment info 235 

Cosmos Live Connect Features 237 

Cosmos Setup 236 

Count 80 

Count of queries 111 

Count, Query 113 

Courtesy Title 94, 391, 406 

Create a New Profile 77 

Create a Shortcut for CBO on Your Desktop 20 

Create Date - From/To 150 

Create Date, Res Card 158 

Create ResCard/Invoice, steps 160 

Creating a new profile 77 

Credit Cards Link in Client Profile 102 

CRM, Customer Relationship Management 83 

CRS Rules 

Handling Blank Merge Fields 52 

CRS, selecting for PNR entries 23 

Cruise Finder 300 

CruiseBase Setup 352 

CruiseBase Vendors and Vendor Codes 354 

Customize Format 170 

D 

Date 152, 382 

Date Fields 89, 99, 141, 148, 150, 424 

Date Fields Formats 408 

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Date Formulas 152, 382 

Date Reserved, Res Card 162 

DEFAULT FIELD VALUES FOR NEW INVOICES, set up 59 

DEFAULT FIELD VALUES FOR NEW PROFILES, set up 44 

Default Field Values for Res Cards 55 

Default Invoice Format 170 

Default Invoice Setting 24 

Delete a Profile 112 

Delimiter 39 

Delta Vacations 259, 260 

Deposit Due Date/Final Deposit Due Date 164 

Detailed Review of Links, Other Profile 417 

Diagnostics 19 

Diagnostics, Run and Setup IE for use 19 

Display on Selection Screen for PNR rule 52 

Display on Selection Screen of Merge to PNR 23 

Display Zero Balance when Invoice reservations are not paid in 

full 

25 

Document Templates 

Merge To 121 

DOCUMENT TEMPLATES, setup/edit 53 

Duration in Reservation 163 

E 

E-mail Account Login and Password 37, 124 

E-Mail Settings 36, 75 

E-Mail Settings for User Profiles 36, 75 

Email, Setting Up 123 

E-mails, preparing to send 127 

Employees Folder, Vendor Profile 394 

Enable SSO 

28 

eZforex 

Create New eZforex Reservation 234 

eZforex enrollment info 233 

eZforex set up 233 

eZforexFeatures 234 

F 

Family Members Link 407 

Family Members/Employees Link 98 

Field Groups, PNR rules 51 

File Manager 69 

File Manager, Meet the 70 

File Managers, Meet the 70 

Find 71, 153 

FocalPoint 431 

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FocalPoint Net 431 

Folders, Other Profile Detailed Review of 417 

Forgot My User Name/Password 20 

Form of Payment 168, 169 

Form of Payment setup for invoices 60 

Format Type/Max Length 57 

From E-mail Address 36, 124 

G 

Galileo 

Import an Apollo/Galileo PNR 431 

Galileo/Apollo 

Steps for Setting Up PNR Import 431 

Galileo/Apollo, Steps for Setting Up PNR Import 431 

GDS Selection Link 136 

gear 148 

General Info Link, Agent 402 

General Info link, Other 418 

General Info Link, Vendor Profile 388 

General Tab in Branch Settings 22 

Generate Invoice 171 

Geographic Statistics 78 

Global Defaults, setup 42 

Global Modify 74, 118 

Global Saved Searches 71 

Global Saved Searches, Activities 72 

Globus 

Create New Globus Reservation 237 

Import Globus Reservation Made Outside of ClientBase 238 

Globus and Cosmos Family enrollment info 235 

Globus Family Agent Lingo 

Import Globus Reservation Made Outside of ClientBase 242 


Globus Family Agent Lingo (Canada) 239 

Create New Globus Family Agent Lingo Reservation 240 

Globus Family Agent Lingo (Canada) setup 239 

Globus Family Agent Lingo Features 240 

Globus Live Connect Features 237 

Globus Set Up 236 

Go to Advanced Search, Activities 149 

Go To Profile 148 

Go to Profile, Res Card 158 

GOGO Worldwide Vacations 


Enroll 242 


Setup Live Connect 243 

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GROUP LISTS, set up 47 

Group, Res Card 158 

Groups Link 411, 426 

Groups Link in Client Profile 105 

Groups Link, Vendor Profile 397 

H 

Hawaii World 265 

Hawaii World Bookings 268 

Header and Footer - Invoices or Trip Proposals 63 

Header Information, Agent Profile 401, 417 

Header Information, Client Profile 88 

Header Information, Other Profile 416 

Header Information, Vendor Profile 387 

Help 76 

Hide Reservation Totals (Include Only Invoice Totals) 25, 26, 

171 

Hide Reservation Vendor Name in invoice 25, 171 

Hide Reservation Vendor Name on Trip Proposal 26 

Host Codes 62 

I 

Import Profile 74 

Import Profile Data From an ASCII (.txt) File 38 

Import Wizard, Profile 39 

Include Itinerary Remarks 26 

Include Service Provider Graphics 25, 26, 171 

Include Summary Of All Reservations 26 

Include Summary of All Reservations 24, 170 

Insight Vacations 




Insight Vacations, enrollment info 246 

Interface ID 95, 391, 423 

Interface ID Filter 40 

InterfaceID 44 

Internet Explorer version 6.0 or greater 19 

Introduction, Getting to Know ClientBase 69 

Introduction, Using the Profile Manager to Manage Your Profiles 

109 

Inventory 441 


Selling,querying for, searching for 372 

Inventory, selling inventory, pulling from 371 

Inventory, selling,pulling from inventory 372 

Inventory, using in CB 371 

Invoice For/Branch/Locator No/Group 168 

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Invoice Issue Date 168 

Invoice Link in Res Card 175 

Invoice Remarks 168 

INVOICE SETTINGS 24 

Invoice Totals 169 

Invoice Trip Balance Due Date 168 

Invoice, E-mailing an 172 

Invoice, generate 167 

Invoice, Quick Steps to Create 160 

Invoice/ResCard, create a basic 160 

Invoice/Trip Proposal Remarks setup 23 

Invoiced out of CB+ 163 

Issued Through ARC in Res Card 163 

iTravelinsured 


Intro 249 

iTravelinsured Features 250 

iTravelinsured Live Connect, enroll 249 

iTravelInsured, setup 249 

L 

Labels 132 

Language 170 

Leisure Profile, create 83 

Links, Agent Profile Detailed Review of 401 

Links, Client Profile Detailed Review of 89 

Links, Vendor Profile Detailed Review of 388 

Live Connect 

An In-depth Look at Live Connect 181 


LIVE CONNECT LOGINS, set up 63 

Live Connect Provider 75 

Live Connect Providers in Vendor Profile 392 

LIVE CONNECT PROVIDERS, setup in CB 63 

Live Connect Settings 75 

LIVE CONNECT, setup passwords 35 

Locator No., Res Card 158 

Log Out 76 

Login 19 


Login name for user 28 

Login Name, Activity 150 

Logos, setting up in headers/footers as user level 65 

Loyalty Programs Link in Client Profile 103 

M 

Mailer 

Create Date 145 

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Date of 144 

Mailer Entry Screen 144 

Mailer, create 77 

Mailer, create from Merge to Doc 123 

Mailer, creating for Merge to E-Mail 128 

Mailers 143 

Example 143 

Main Screen, ClientBase 69 

Manulife Global Travel Insurance 252 

Create New Manulife Global Travel Insurance Reservation 254 

Manulife Global Travel Insurance Features 254 

Manulife Global Travel Insurance, set up 252 

Map 41 

Marketing 78 

MARKETING CATEGORIES AND MARKETING CODES 46 

MARKETING CATEGORIES AND MARKETING CODES, 

set up 46 

Marketing Code Statistics Report 78 

Marketing Codes Link 97 

Marketing Link 97 

Marketing Link, Vendor Profile 393 

Marketing Source, Res Card 158 

Mask Credit Card Number 73 

Membership ID Fields 48 

Menu Bar in Client Profile 87 

Merge 76 

MERGE to 76 

Merge to Doc 76 

Merge to Document 121 

Merge to Document Template 121 

Merge to E-mail 76, 123 

Merge to E-mail Configured for SMTP 126 

Merge to E-Mail for a Single profile 127 

Merge to E-Mail, Multiple Profiles 126 

Merge to File 76, 129 

Merge to Label 

77 

Merge to PNR 133 

Merge to PNR Rules, setup 51 

MERGE TO PNR SETTINGS 48 

MERGE TO PNR SETTINGS, set up 48 

Merge to Printer 76 

MHRoss.com 256 

Create New MH Ross Reservation 257 

MHRoss.com Features 257 

MHRoss.com set up 256 

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MLT World Agent Direct 

Import Existing MLT Reservation Made Outside of ClientBase 

262 

MLT WorldAgent Direct 

Create New MLT Reservation 261 

MLT WorldAgent Direct Live Connect features 261 

MLT WorldAgent Direct, enroll 259 

MLT WorldAgent Direct, setup 259 

MLT, WorldAgent Direct enrollment 259 

Mode 127 

More Fields Link 412 

More Fields Link in Client Profile 106 

My Login 74 

N 

Navigation Bar 69, 112, 151, 381 

Navigation Bar, Meet the 80 

No. of Pax in Reservation 163 

No. of Pax/No. of Nights/No. of Rooms/No. of Cars/No. of Policies/No. 

of Units 163 

Not Invoiced - Base/Tax/Comm 169 

Note 


Date of 138 


Private 139 

Remarks 139 

NOTE ICON 77 

Note, Data Entry Screen 138 

Notes 137 

Notes, what is 137 

O 

OPEN WIZARD 85 

Other Profile 

Activities Link 426 

An In-depth Look at 415 

Anatomy of an 416 

Employees Link 424 

General Info folder 418 



Other Profile Links 417 

Other Profile, create new 416 

P 

Page History 73 

Passengers in Reservation 163 

Passengers Link, Res Card 160 

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password login security 20 

Personal Saved Searches 71 

Personal Saved Searches, Activities 72 

Pleasant Holidays 


Enroll 265 


Obtain login info 320, 323 


Pleasant Holidays Live Connect features 266 

Pleasant Holidays Set Up 265 

PNR 

Using the Merge to PNR Feature 133 

PNR Additional Entries Link 136 

PNR Custom Rules 52 

PNR Entry into PNR rules 23 

PNR Import 36, 75 

PNR Import For Sabre 433 

PNR Import for Sabre 

Steps for Setting Up 433 

PNR Import For Worldspan 436 

PNR Import for Worldspan 

Steps for Setting Up 436 

PNR Import, an in-depth look at 429 

PNR Import, Apollo 433 

PNR Import, Steps for Setting Up for Sabre 433, 436 

PNR Rule, setup new 51 

PNR Rules 

Handling Blank Merge Fields 52 

PNR, Merge to 133 

Polar Online 


Enroll 269 



Polar Online Live Connect features 270 

Polar Online Set up 269 

Port 36, 124 

Preferred Airlines 99, 395, 408, 425 

Preferred Car Rentals 99, 395, 408, 425 

Preferred Cruise Lines 99, 395, 408, 425 

Preferred Hotels 99, 395, 408, 425 

Preferred Tours 99, 395, 408, 425 

Preferred Vendor 391 

Prepared For, Res Card 158 

Preview Invoice Before Printing 24, 170, 171 

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Primary Agent 95 

Primary Phone 92, 390, 404, 420 

PrimeSport 


Enroll 272 

Supports the following Live Connect Features 273 

PrimeSport Set Up 272 

Print Reservation in Condensed Format 25, 26, 171 

Printer, Merge to 131 

Priority 143, 150 

Private 150 

Profile 

Merge Doc 121 

Merge to PNR 133 

Profile Defaults 35, 75 

Profile Indicators 89, 388, 401, 417 

Profile link in advanced search 380 

Profile Manager 70 

Using to Manage Your Profiles 109 

Profile Statistics 78 

Profile Statistics Reports 78 

Profile Status 95, 406, 423 

Profile Status in Vendor Profile 392 

Profile, Anatomy of a Client 86 

Profile, Client 

Anatomy of a Profile 86 

Types of 83 

Profile, Search Results Screen 111 

Profiles 

Merge to E-mail 123 

Merge to File 129 

Merge to Printer 131 

Putting your profiles to work for you 121 

Putting Your Profiles to Work for You, Introduction 121 

Using the Merge to Doc 121 

Profiles (Manager) 70 

Profiles, Adding New 115 

Profiles, an in-depth look at Client 83 

ProWeb 429 

Purge Inactive E-mails 129 

Q 

Query Folder Defaults 74 

Query Level 1 79 

Query Results Count 113 

R 

RBC Insurance 

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Create New RBC Reservation 276 

enrollment info 275 

Set Up Live Connect in ClientBase 275 

RBC Insurance Features 276 

Record Locator in Res Card/Reservation 163 

Referred By 95 

Referred by Statistics 78 

Regent - Partner Access 

Create New Regent - Partner Access Reservation 279 

Regent Seven Seas - Partner Access 


Regent Seven Seas - Partner Access Features 279 

Regent Seven Seas - Partner Access Set Up 278 

Region, Res Card 158 

Remarks 99, 395, 408, 424 


Remarks Link, Agent Profile 407 

Remarks Link, Other Profile 423 

Reminder 

Completed box 153 


Date of 140 

Example 139 


Priority 143 

Private 143 

Remarks 143 

Subject 143 

Reminder Alarm Settings 55 

Reminder Entry Screen 140 

Reminder Type 150 

Reminder, create 77 

Reminders 139 

Reminders, Create 139 

REPORTS, run 78 

Require Unique, Non Blank I/F ID On New Profiles 45 

Res Card Activities Link 176 

Res Card Folder in Advanced Search 380 

RES CARD INSURANCE PROMPTING, set up 58 

Res Card Link in Client Profile 103 

Res Card Manager 70, 72 


Using the Res Card Manager to Manage Your Res Cards 377 

Working with Search Results 383 

RES CARD MORE FIELD CATEGORIES, set up 58 

Res Card More Fields Categories 57 

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Res Card Search, Simple 378 

RES CARD TAX & COMMISSION DEFAULTS, setup 59 

Res Card, Advanced Search 379 

RES CARD, create 77 

Res Cards 

An In-depth Look at Res Cards 155 

Attachments Link 178 

General Info link 157 

Generate an Invoice 167 


Itinerary Report Link 176 

Mandatory fields within 159 

More Fields Link 179 

Service Provider 165 

Ways to Create a New Res Card 156 

Res Cards Results screen 380 

Res Cards, Adding New 383 

Reservation Cycle, Res Card 158 

Reservation Data Entry into ResCard for Invoice 161 

Reservation Itin/Invoice Link 164 

Reservation Summary 168 

Results Screen in Res Cards 380 

Rule, Description of 51 

S 

Sabre 

PNR Import and TBO 435 


Steps to Import a Sabre PNR into CB 433 

Sabre Cruises 




Obtain Login info 283 

Setting Up Live Connect 283 


Sabre PCC 28 

Sabre Red Users 50, 135, 433 

Sabre Red Users, ClientBase Online 433 

Sabre Vacations 



Intro & Enroll 292 


Obtain login info 296 

Participating Vendors and Vendor Codes 284, 298, 308 


3/25/13 458


Sabre Vacations - Canada 

Additional ClientBase Set Up 288 


Enroll, Setup 287 


Participating Vendors and Vendor Codes 290 

Sabre Vacations - Canada, Live Connect Features 290 

Sabre Vacations Dynamic Vendors/Codes 294 

Sabre Vacations Live Connect features 294 

Sabre Vacations Set Up 293 

Salutation 95, 391, 423 

Save All Invoices To Branch X setup 60 

Saved Search Defaults 74 

Saved Searches 81 

Saving a search in the Activity Manager 151 

Saving Queries for Easy Access 113, 151 

Saving Searches for Easy Access 381 

Saving searches in ResCards 381 

Search Filters 69, 79 

Search for Profiles 109 

Search Res Cards 377 

Search Results 69, 81 

Working with 153, 383 

Search results in Res Card, working with 383 

Search Results Screen 81, 111 

Search Results, Working with 153 

Search Results, Working with in ResCards 383 

Search Simple 110 

Searches for Easy Access, Saving 151 

Secure Connection 37, 124 

Security Level 31 

Send as one transmission 50 

Service Fee as Invoice Total Line Item 25, 171 

Service Fee as Total Line Item 26 

Service Fee Label in invoices 25, 171 

Service Fee Label on Trip Proposals 26 

Service Provider 

Agent Remarks in reservation 165 

Allocated Pricing 165 

General Info 165 

Itin/Invoice Remarks in reservation 165 

Service Provider in reservation 165 

Service Provider Profile, create 386 

Set Up to Use ClientBase Online 17, 21 

Setting Up Agency Branch Settings 22 

Settings 73 

3/25/13 459


Ship To/Bill To Addresses, Res Card 158 

Signature CruiseConnection 



Retrieve an existing reservation to edit/cancel 301 


Signature CruiseConnection Features 298 

Signature HotelConnection 

Create New Signature HotelConnection Res 302 

Import Existing Reservation Made Outside of CB 304 

Signature HotelConnection Enrollment info 301 

Signature HotelConnection Features 302 

Signature HotelConnection Set Up 301 

Signature Travel Network CruiseConnection 



Signature Travel Network CruiseConnection, enroll 305 

Simple Search 79 

Simple Search Filters 110 

SMTP, Using Merge to E-mail Configured for 126 

Sort by Columns 81, 113, 151, 381 

Source of Booking in Res Card 163 

Special Date Statistics 78 

Special Dates 93 

Special Dates, Agent 404 

Special Dates, Other Profiles 420 

Squaremouth Travel Insurance 


Setup 305 

Squaremouth Travel Insurance Live Connect Features 306 

Squaremouth Travel Insurance Live Connect Intro 305 

SSL 37, 125 

SSL (Secure Sockets Layer) 37, 125 

STATISTICS 78 

STATISTICS REPORTS 78 

Status in Reservation 163 

Status, Res Card 158 

Steps to Create Invoice 160 

Subject 150 

Submit to 169 

Sync Database Allocation 373, 441 

Synchronization 

How It Works 439 

Synchronization Frequently Asked Questions 440 

T 

Tandem from Passport Online 

3/25/13 460


Import Existing Reservation Made Outside of CB 311 



Tax 164 

Text Messages, Sending from Any Email Program 129 

This Invoice 169 

TLS 

37, 125 

TLS (Transport Layer Security) 37, 125 

to 121 

To Do (Timeless) 141 

To-Do list 

Reminders 139 

Toolbar 69 

Toolbar in Vendor Profile 387, 401, 417 

Tools 73 

TOOLS ICON 79 

Trafalgar 

Create new reservation in Live Connect 310, 314 



Trafalgar, enrollment info 313 

TRAMS Hosted Copy Synchronization 

What Is ClientBase Synchronization 439 

What is TRAMS Sync Web Service 439 

Transat Travel Insurance 

Create New Transat Travel Insurance Reservation 317 

set up 316 

Transat Travel Insurance enrollment info 315 

Transat Travel Insurance Features 317 

Travel Bound 

Create New Travel Bound Reservation 321 

Import Reservation Made Outside of ClientBase 323, 327 

Retrieve an Existing Travel Bound Res to Edit/Cancel 323 

Travel Bound Canada 

Create New Travel Bound Reservation 325 

Retrieve an Existing Travel Bound Res to Edit/Cancel 327 

Travel Bound Canada Enrollment info 323 

Travel Bound Canada Features 325 

Travel Bound Canada Set Up 323 

Travel Bound Enrollment info 320 

Travel Bound Features 321 

Travel Bound Set Up 320 

Travel Category Defaults setup 60 

Travel Category in Vendor Profile 392 

Travel Guard 

3/25/13 461


Create New Travel Guard Reservation 332 

Set Up Live Connect in ClientBase Plus 331 

Travel Guard enrollment info 331 

Travel Guard ezTips 334 

Travel Guard Features 332 

Travel History Folder, Vendor Profile 396 

Travel History Link 410 

Travel History Link in Client Profile 104 

Travel Impressions 


Import Reservation Made Outside of ClientBase 338 


Travel Impressions enrollment info 334 

Travel Impressions Live Connect features 336 

Travel Impressions Set Up 335 

Travel Insured 


Live Connect features 340 

Travel Insured enrollment info 339 

Travel Insured Set Up 339 

Travel Type 169 

Travel Type/Submit To Defaults setup 60 

Travel Types 62 

Travelex Insurance Services 



Travelex Insurance Services enrollment info 327 

Travelex Insurance Services Live Connect Features 329 

Travelport 


Participating Vendors and Vendor Codes for Galileo Users 345 

Participating Vendors and Vendor Codes for Worldspan 345 


Travelport Cruise and Tour, enroll 342 

Travelport Live Connect Features 346 

TravelSafe 


Supports the following Live Connect features 350 

TravelSafe set up 349 

TravelSafe Vacation Insurance 349 

TravTech CruiseBase 



Intro 352 


Supports the following Live Connect Features 354 

3/25/13 462


Vendors and Vendor Codes 354 

TravTech CruiseBase Setup 352 

Trip Balance Due Date setup 60 

Trip Name, Res Card 158 

TRIP PROPOSAL REMARKS setup 23 

Trip Proposal settings 26 

Trip Start Date/Trip End Date, Res Card 158 

Tripinsurance.com 259 

Tripology 

Import a Lead 358 



Tripology enrollment info 356 

TSA Requirements, set up required fields for 67 

Tvl Cat 104, 411 

U 

United Vacations 260 

Update Rule 40 

User Level Logos in Headers/Footers, Set Up 65 

User Logins and Permissions, Set Up 27 

User Password 30 

USER SETTINGS 28 

User Settings 74 

USER-DEFINED FIELDS 46 

Using 371 

V 

Vacation Access Vacations 296, 307 

VacationSelect 


Enroll 359 


Participating Vendors and Vendor Codes 361 


VacationSelect Live Connect Features 361 

VacationSelect Set Up 359, 361 

VacationSelect support the following Live Connect features 361 

Value 92, 390, 404, 420 

VAX 


VAX Vacation Access Vacations 


Participating Dynamic Vendors and Vendor Codes 365 

VAX Vacation Access Vacations Set Up 364 

VAX VacationAccess Vacations 

Enroll 363 


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Live Connect features 365 

Vendor Commission% 391 

Vendor ID 391 

Vendor in Res Card 163 

Vendor Info 391 

Vendor Profile 


Marketing link 393 

Remarks link 393 

Vendor Profile Links 388 

Vendor profile, create 386 

Vendor/Service Provider Profile 

An In-depth Look 385 

Anatomy of 386 


View 112, 153 

ViewPoint 3.0 431 

Vista 429 

W 

Walt Disney 


Walt Disney Parks & Resorts Features 369 

Walt Disney Parks and Resorts 367 

Walt Disney Parks and Resorts, set up 368 

Web ID/Web Password 95 

Web Service 439 

WIZARD 85 

Working with Query Results 153, 383 

WorldAgent Direct features 261 

WorldAgent Direct, setup 259 

Worldspan 

Import a Worldspan PNR into CB 436 


Steps for Setting Up PNR Import For 436 

Worldspan, Set up to use in CB 50 

Worry-Free Vacations 259, 260 

3/25/13 464

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