Quotes

How to Create a Quote Record

Through the Traveller Interface

  1. Open the Submit Quote Link

  2. Complete the required fields

  3. Click Submit (This will redirect you to your newly created Profile where you can view your quote and make any necessary changes)

Creating a Quote through the Traveller Interface

Required Fields when creating a Quote Record through the Traveller Interface are:

  • Trip Name (Quote Name)

  • First and Last name (this will be used to create a new contact in Groupdesk)

  • Email address

  • Password

  • Departure City

  • Destination

  • Departure Date

  • Return Date

  • Must include at least 1 Traveler

  • Brand Record (must be added by a Groupdesk user in the Agent Interface after the quote's creation)

Quote Requestor's are required to enter their First & Last name, email address and password so that the system will create a new contact record in the Groupdesk Agent Interface. This will allow Quote Requestors to have a secure and private place to view their Quote, submit any necessary changes and make secure payments.

Through the Agent Interface

  1. Click the [+] menu button on the top right corner of the Groupdesk Home page

  2. Select Quote

  3. Complete all the required fields and click Create

Creating a Quote Record in the Agent Interface

Required Fields for a Quote Record created through the Agent Interface are:

  • Name

  • Contact

  • Brand

  • Departure/Arrival Gateways

  • Departure and Return Date

  • Quantity of Travellers

A Quote record must have an association to a Brand Record in Order to process any payments.

Accessing Quotes on MyProfile

Quote requestors can view, make changes and payments to their quotes through MyProfile. When submitting a quote, requestors will be required to enter their Name, email and password. This information will create a contact record in the Groupdesk Agent Interface and will allow them to securely access their quote through MyProfile.

To View a Quote on MyProfile:

Quote Requestors can view their quote by logging into the Traveller Interface using their email and password they provided when submitting their quote.

Quotes will appear on the left side of MyProfile under the Quotes section which is located below their personal information and any trips (if applicable).

Using the tabs under the Quote name, quote requestors can: Review their quote, approve and make payments, and request any changes to their quotes.

Review Quote Tab

Quote Records in Agent Interface

When a quote requestor submits a request for a quote, a new Quote record will be created in the Agent Interface. Agents will be notified of a new quote submission via Email.

Once a quote has been submitted a Groupdesk user will have to manually add a Brand record to the quote, along with the other quote details such as quantity, type and price. A Brand record is necessary for payments to be processed in the Traveller Interface because it creates the relationship to a Stripe account.

Quote Record Overview Module
Quote Record in Agent Interface

When a transaction is processed on a quote, an email will be sent to the Groupdesk Agent. When changes to an existing quote are submitted through the Traveller Interface, the agent will receive an email notification regarding the changes.

Creating a Transaction on a Quote

There are 2 ways to create a transaction on a quote record.

Create a Manual Transaction on Quote

  1. Open the appropriate quote record

  2. With the Payments module open, click Add Transaction

  3. Complete the required fields:

    • Transaction Date (the date the transaction is processed)

    • Status

      • Cleared - Transaction has processed successfully

      • Not Received - Transaction has not processed successfully

      • Pending - Transaction has not yet processed

        • This status is used for Refunds and Extra Refunds when the are to be processed through your payment account (ie a refund to a Credit Card)

    • Type

      • Payment - quote transactions should only have the type payment

    • Form of Payment

      • Cash

      • Cheque

        • Cheque Identifier - Can be used to enter cheque number for tracking purposes

      • Credit Card

      • Interac

      • Money Order

      • Visa Debit

    • Amount

      • Amounts should always be positive numbers, except for in Refunds and Extra Refunds

  4. Click Create

Only one transaction can exist on a quote record. In the Agent Interface, the Add Transaction button will disappear once a transaction has been added and Requestors will not be able to access the Payment page once a transaction exists.