FASTTRAK - Managing Customer and Corporate Profiles : FASTTRAK Technologies Support

Audience: Owner/CEO, Reservationist, Dispatcher
Read Time: 10 Minutes

This guide will walk though the management of Customer and Corporate Profiles within the FASTTRAK InVision web client, along with the various options available to each.

TABLE OF CONTENTS

What's the difference between a Customer Profile and a Corporate Profile
When to create a Corporate profile?
InVision Customer Profile Management
Creating a New Customer Profile
Primary and Secondary Profile Tab Navigation
InVision Corporate Profile Management
Creating a New Corporate Profile
Primary and Secondary Profile Tab Navigation

Security Constraint

Users must have View Customer/Corporate Profile permission to access profiles
Users must have Modify/Delete Customer/Corporate Profile permission to make modifications.

What's the difference between a Customer Profile and a Corporate Profile

It helps to understand the relationship between a Customer Profile and a Corporate Profile.

Customer Profile: A customer profile manages information specific to a single end customer. Customer Profiles are the primary references within a reservation and may include related passengers, addresses, credit cards, settings, etc. for use across multiple reservations.

Corporate Profile (i.e. Corporate Billing Profile): A Corporate Profile is used to manage a higher-level relationship than a single Customer Profile. Corporate Profiles can also included related passengers, addresses, credit cards, settings, etc. However, a Corporate Profile CANNOT be used directly on a reservation. Instead, a Customer profile can be related to a Corporate Profile. Doing so allows any Customer Profile linked to a specific Corporate Profile to leverage the related passengers, addresses, credit cards, settings, etc. of that Corporate Profile.

Advanced Usage Note

Within a reservation, you have an option to select how to bill the reservation. If no Corporate Profile is related to the selected Customer Profile, the Bill To information will always reference the Customer Profile.

However, if the Customer is associated with a Corporate Profile, you have the option to Bill Corporate or Bill Customer. This option will dictate a variety of options for that reservation.

These include:

Target Pricing
Target Corporate Pricing overrides vs. Customer Overrides
Available Credit Card for Booking
Bill To for Invoice and reporting purposes
Default Collection Details
Report document settings (ex. what information shows on a confirmation or invoice)
Invoice Terms and Messaging
Notification Options (including ordered by corporate contacts)
Auto-Pre Authorization and Auto-Closeout processing

When to create a Corporate profile?

In general, you will always have a Customer Profile for any end customer where you want to keep record separate. However, the Corporate Profile decision is not as easy.

You should probably use a Corporate Profile when:

Multiple Customers share a single related parent company or organization
You have the need to share one or more corporate credit cards across multiple customers
Your customers share pricing, pricing overrides, settings, configuration, etc.
You want to bill a Corporate Entity instead of a customer directly

InVision Customer Profile Management

The Customer Profile module can be access by clicking the Customer icon in the left navigation.

The Customer list will only show the first 500 customers most recently active Customers. To show all Customers in the grid, you can click the Load All Customers button. In addition, you can choose to show inactive customers by toggling the Show Inactive toggle. If you have permissions, you can also Export Customer Profile records to as an Excel file by clicking the Export option.

You can search the grid across all data columns by entering search text in the search box. The grid will automatically filter based on the entered text. Of course, you can clear the search by clicking the blue X in the search box.

Common grid row and right-click options provide quick access to common options.

You can open the customer profile by double-clicking a row, or by choosing the edit option from the row or right-click menu. In the steps below, we will create a new Customer Profile.

Creating a New Customer Profile

You can create a new Customer Profile in a variety of ways. The most common is using the Add Customer button on the customer tab.

Advanced Usage Note
Generally, you want to search and find a customer before creating a new profile. You can do this quickly via the Global Search option at the top of the page. Simple type the name, email, phone for the Customer to find and click the search button. If found, the Customer Profile will be shown in the result list.

If found, you can use the menu option on the search result to execute actions against the Customer Profile.

If not found, you can use the header action to create a new Customer Profile directly.

The first two tabs (General and Trip Default) provide details specific to the Customer Profile. These tabs are available to edit when creating a new Customer profile. All other tabs are available only after the profile has been saved.

Once information has been modified on the form, the Save Customer button will highlight and you can save the Customer profile.

General Tab

Basic Customer profile information including name, email, phone, etc. Also note, the ability to designate whether the Customer Profile is linked to a parent Corporate Profile.

Trip Defaults Tab

Allows default trip information to be saved including preferences, booking categories and collection details.

Secondary Records (Credit Cards, Addresses, Passengers, Contacts, Agents)

A variety of secondary records are found on these tabs. These secondary records support reservation creation by allowing you to select from an existing address, credit card, etc. without retyping the address.

Deposits Tab

The deposit tab allows you to collect a deposit specific to this Customer Profile. Once collected, it can be applied to any reservation linked to the Customer Profile during the Billing Closeout process.

Billing History Tab

The Billing History tab allow you to search the profile for all invoices and statements. Additionally, you can generate an aging statement for the given Customer Profile.

Settings Tab

The Settings tab allow you to set a variety of settings specific to this profile. Setting management and the hierarchy of application is discussed in a separate article. Settings Management

In additional to settings, you can also manage profile Greet Signs that can be shown form the FASTTRAK Driver App

InVision Corporate Profile Management

The Corporate Profile module can be access by clicking the Corporate Profile icon in the left navigation.

Common grid row and right-click options provide quick access to common options.

You can open the Corporate Profile by double-clicking a row, or by choosing the edit option from the row or right-click menu. In the steps below, we will create a new Corporate Profile.

Creating a New Corporate Profile

You can create a new Corporate Profile using the Add Corporate Profile button at the top of the list.

Note: Before moving to secondary tabs, you must fill in required information on the General Tab first.

The General Tab provides details specific to the Corporate Profile. This tab is available to edit when creating a new Corporate Profile. All other tabs are available only after the profile has been saved.

Once information has been modified on the form, the Save Corporate Profile button will highlight and you can save the Customer profile.