Quick Start
Quick Start
This guide walks through the first hour with a fresh Tourbox organisation. By the end you'll have your organisation configured, your team invited, and your first enquiry converted into a booking with an itinerary.
1. Complete onboarding
The first time you sign in you'll be taken through onboarding, where you set your organisation name, accounting currency, and key locale preferences. You can revisit and refine everything later in Settings → Organisation.
2. Configure organisation settings
Go to Settings → Organisation to set:
- Business name, logo, and website
- Accounting currency and date/time locale
- Default tax rate, rounding method, and funnel metric preference
- From-name and from-address used on outgoing email
3. Invite your team
Open Settings → Team Members → Invite. Enter each member's email and assign a role. Each invitee receives an email with a link to sign in. You can adjust roles and permissions later. See Team Members.
4. Set up your foundations
Before taking real bookings, populate the reference data you'll rely on every day:
- Reference → Tags: Define tag categories for trip type, lead source, seasonality, etc.
- Reference → Lists: Customise enquiry rejection reasons, cancellation reasons, and marketing sources.
- Finance → Bank Accounts: Add the accounts you receive customer payments into and pay suppliers from.
- Finance → Suppliers: Add the hotels, ground operators, and transport companies you work with.
- Content → Catalogue: Add a handful of products and day templates you reuse most often.
5. Create your first enquiry
Go to Enquiries → New Enquiry. Capture the customer's contact details, source (web form, email, phone, referral), and any free-text notes about the request. Save the enquiry, and it appears in your enquiry inbox as New.
6. Qualify and start a quote
Open the enquiry and click Qualify if it's a viable lead, or Reject with a reason. From a New or Qualified enquiry, click Start Quote to create a booking and move the enquiry to Quote Started.
7. Build the booking
The booking detail page has tabs for everything related to the trip:
- Overview: Status stepper, financial summary, key dates.
- Itineraries: Day-by-day plan editor.
- Finance: Customer documents, customer payments, supplier costs, supplier payments.
- Passengers: Travellers on the booking, with portal invite status.
- Communications: Conversations linked to the booking.
- Files: Attachments and uploaded documents.
- Share: Customer portal link and invite history.
- Timeline: Activity log for the booking.
Add days and content blocks to the itinerary, pulling from your catalogue and day templates to speed up building.
8. Send the quote and record payment
When the customer is ready, send the quote (via a customer document and email template). When the first payment arrives, record it under Finance → Customer Payments. The booking advances to Confirmed once a payment is recorded.
9. Authorise and operate
Once everything is finalised, authorise the booking. Share access to the customer portal so the customer can see their itinerary, and use the Communications and Tasks tools to coordinate operations until departure.