Work through today's alerts

Do this at the start of the day, or whenever the Dashboard item in the menu shows a number: that number is how many kinds of alert are waiting.

Before you start

• You need permission to see the dashboard.
• Sending a payment reminder needs permission to edit bookings or to record payments, and permission to see customers. Recording a balance needs permission to record payments.
• You see only the alerts of the branch chosen in the top bar, and only those your role may open: the customer payments alert needs permission to see payments, the chats alert permission to chat with customers in the inbox, and the hotel rooms alert permission to see hotels.

Steps

1. Open the Dashboard. The Needs attention card lists the alerts, Sorted by urgency.
2. Read the first alert's sentence and its detail line, for example 8 quotations expire in the next two days with the quotation numbers and customers.
3. Press the alert's button (for example Open quotations, Check passports, Review transfers, Open inbox or Open trip). It opens the list or the record behind the alert. When the alert is about one record only, the button opens that record.
4. Fix the problem there: follow up the quotation, update the passport, confirm or reject the customer's transfer, answer the chat, add travellers to the trip … Then come back to the Dashboard.
5. For overdue balances, use the small buttons next to each of the three oldest overdue bookings:
   • Press the chat icon (Send a payment reminder). The reminder goes to the customer on WhatsApp when they have a mobile number, otherwise by email. The message Reminder sent to … appears and the icon becomes a tick (Reminded).
   • When the customer has paid, press the card icon (Record the balance), check the amount and the method, and press Record payment. See Record a payment.
6. Under My tasks due, press the tick (Mark done) next to each task you have finished.
7. Repeat for the next alert until the card shows All clear.

After you act

• An alert goes away by itself when its cause is gone: the balance is paid, the passport is updated, the trip reaches its minimum, the chat is read. It does not go away just because you opened it. See What each alert means for what clears each one.
• The dashboard refreshes every two minutes; the count on the Dashboard menu item follows.
• Sending a reminder does not clear the overdue alert: the booking stays overdue until the balance is paid.

If something goes wrong

• The chat icon is greyed out with No phone or email on file: the customer has neither a mobile number nor an email. Add one in the customer's file, then send the reminder.
• WhatsApp is open with the message. Press send there.: your agency sends WhatsApp from a phone, not automatically. Press send in WhatsApp to deliver the reminder.
• The message was not sent: the channel failed; the reason follows the message. Check the WhatsApp or email connection in Settings, or contact the customer another way.
• The reminder and Record the balance buttons are missing: your role does not allow them, or does not show money figures. Ask the agency owner.