Contents - Index

Address Tracking Overview

A traveler is your client or potential client. 
Addresses are the one of the most important pieces of information you collect. 
ViaTour has a great deal of flexibility in handling numerous scenarios:
  • A traveler has more than one address (see adding addresses)
  • An address is associated one traveler or many. 
  • An address is associated with one mailing list, or many, or none.(see step six here - Address record Form)
  • If two travelers (or more) share an address, only one address record is created, then assigned to both  travelers.  
  • Users can remove the link between an address and a traveler (i.e. husband and wife divorce, one moves out.)
  • Users can add a traveler to another traveler's already entered address. (see Linking travelers to another traveler's household)
  • Users can permanently remove addresses from the database or update a bad address when there is a change of address

    Each Address assigned to a traveler is viewed on the Address Record Form. This form has a format label, which is roughly the size of a mailing label (Avery 5160), displaying the address, as it will appear on letters and labels.
    ViaTour formats labels, salutations and addresses based on user preferences, but users can override format to make addresses "fit" neatly on labels.
    Users can edit addresses and these corrections can be cascaded (or not) to all associated reservations (on past or future tours) on  the reservation itself or on the Address record form, second tab: Reservations Using this Address.
    While users can assign a traveler many addresses and assign more than one address to your mailing list, at the reservation level ViaTour accommodates one address per person for Tour mailings. Some examples are:
  • If a single traveler needs you to use two addresses for tour mailings, you may need to handle the second address manually.  But if you have a couple on a tour that needs two addresses used, you could assign one address to each person.
  • If a traveler has an address to use now, and one to use in a few months, we recommend adding both addresses at the Traveler level, associating the current one to the reservation, then set a reminder note for the tour. When the changeover date occurs, you will be reminded.  At that time simply replace the first address with the second address for the traveler on the Reservation form.