Customers, travellers and companies
The customer pays, the travellers fly: how people, families and company customers fit together, and why you enter a passport only once.
A customer is the person or company who books and pays. A traveller is a person who travels, with their passport. One customer can have many travellers, and a traveller can be booked on many trips without typing the passport again.
The customer: who pays
The customer is who you talk to, send the quotation to, and take money from. Bookings, quotations, payments, receipts, points and credit all belong to the customer. Messages go to the customer, in the language set in Messages in.
A customer can be:
- A Person: for example Ahmed Ali, who books for his family.
- A Company: for example a firm that sends its staff on business trips. A company has Tax details for invoices: its VAT number, commercial registration or another id, and its address. With a VAT number, the company receives a tax invoice with its details as the buyer.
The travellers: who flies
Travellers are the people on the plane and in the hotel rooms. Each traveller has a profile with the names as in the passport, the date of birth, the passport number and dates, and the documents uploaded for them.
- When Ahmed books for himself, his wife and two children, you save four travellers under him: Ahmed himself (relation Self), his wife (Spouse) and the children (Child). Ahmed is the customer for all four.
- For a company, the travellers are the employees (relation Colleague). The company is the customer and pays.
- A traveller can also be saved on Travellers without a customer, and linked to the paying customer later.
Why it works this way
- You type a passport once. Every later booking for the same family picks the travellers from the list.
- Passports are checked against each trip: the system warns you when one expires too soon after the return.
- Money stays clear: one customer owes the balance, even when six people travel.
What happens when you delete or merge
- Deleting a customer is possible only when they have no bookings or quotations. Their travellers stay saved, without a customer.
- Merging two records moves the travellers to the customer you keep. See Merge duplicate customers.
- Removing a traveller deletes their passport details and documents. It is not possible while they are on a booking.
Tip
Not sure whether someone is a customer or a traveller? Ask "who pays?". That person or company is the customer; everyone who travels, including the payer when they travel too, is a traveller.
Related articles
- Add a customerSave a new customer, a person or a company, with their contact details, language and preferences, without creating a duplicate.
- Add family travellers to a customerSave the people who travel with a customer, with their passports, once, so every future booking can use them.
- The travellers screenEvery person who travels with their passport and documents: find passports that expire too soon and fix them before the trip.
- A customer's fileEverything about one customer on one page: contact details, spend, trips, customer app, points, family travellers, quotations and messages.