Introduction to Task Manager
About Task Manager
For every trip we plan, we tend to complete the same series of tasks, in the same order, with due dates that are determined by certain key events. This is the concept behind the Task Manager.
For example, when a trip is confirmed, it triggers certain tasks that have to happen, like finalizing the itinerary details and sending out a deposit invoice. Similarly, some tasks may be attached to a trip's start or end date. You may need to email a final invoice 110 days before the start date of a trip, send a "Bon voyage" email one day prior to travel, or write a check-in email three days after the end of a trip.
Safari Portal is in a unique position to be able to manage these tasks for you precisely because those key dates already live in the system. Safari Portal knows the date the trip is confirmed because you moved the trip to "Confirmed" on your Dashboard anyway; it already knows the start and end dates of the trip because you already created the itinerary in the system. Because of this, Safari Portal is able to automatically generate task lists for you based on these important dates or events.
Highlights: Task Sets
The Task Manager keeps all your important tasks in one place so nothing will ever fall through the cracks. The way it works is centered around Task Sets: that group of action items you complete for every trip you plan, with due dates relative to certain dates or events.
The system provides a standard, default Task Set. You can customize this set to suit your workflow. For example, you can change task names, descriptions, due dates, types, and who on your team is responsible.
Highlights: Email Tasks
If you select "Email" as the task type, a field appears where you can enter the email's subject line and body text. You can save and reuse as many email templates as you like.
If an email template is associated with a task, you can click the "Send" button next to the task to send the message. Safari Portal will open your preferred email outbox with the email draft set and ready to go. This saves you time while still giving you full control, as you're still able to edit the email as needed before sending to a client.
We make sure this email comes from your outbox because, ultimately, the value of the travel advisor or tour operator is in the personal touch. While we strongly believe automation can help improve the services provided by a travel professional, what we don't want to do is undermine that personal touch in any way – our goal is always to enhance it.
Quick Start
Step 1: Configure your Task Set
Step 2: Add your Task Set to all new files
Step 3: Add your Task Set individually to any existing files
Step 4: Monitor your Task Manager for any tasks that are due today, overdue, or upcoming
Step 5: Optionally, add your tasks to your calendar