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Clients

Good travel agents remember everything about their clients. Great travel agents don’t need to — because it’s all in the CRM. Rooutie’s built-in client management system gives you a comprehensive profile for every client you work with, including their preferences, travel companions, documents, and full trip history.

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Client Profiles

Each client has a dedicated profile containing:

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Contact Information

• Name, email address, phone number.
• Physical address (useful for sending documents or gifts).

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Travellers

Details for every person who might travel with this client:

• Family members and their ages.
• Travel companions with their own contact details.
• Special requirements per traveller (mobility needs, dietary restrictions, etc.).

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Documents

Secure storage for critical travel documents:

• Passport numbers and expiry dates — so you can check validity without asking again.
• Visa information for relevant destinations.
• Any other documents the client has shared.

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Preferences

Everything you’ve learned about how this client likes to travel:

• Dietary restrictions — vegetarian, halal, allergies.
• Seat preferences — aisle, window, extra legroom.
• Accommodation preferences — hotel vs. apartments, brand preferences, star rating minimums.
• Activity interests — adventure, culture, relaxation, food-focused.
• Budget range — what they typically spend per trip.
• Personal notes — anything else worth remembering (anniversary trips, a fear of heights, they always want an early check-in).

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Trip History

Every trip ever created for this client appears in their profile — past, present, and future. Click any trip to open it directly. See when they travelled, what they spent, and where they went. Use this history to personalise future recommendations.

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Notes

Add private notes to any client profile — call summaries, special requests, follow-up reminders, things they mentioned in passing. These notes are only visible to you and your team. They’re the kind of personal touches that turn first-time clients into lifetime clients.

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Saved Cards

When a client fills in a card-authorization form, their card is stored securely on your connected Stripe account — you never see or handle the full card number. The Saved cards panel on the client profile shows every card on file with only its brand, last four digits, expiry, status, and the date the client authorized it. From here you can:

• Charge an active saved card for a deposit or balance — enter the amount, add an optional note, and confirm. The charge is taken off-session (the client doesn’t need to return to a checkout). If the card is declined or needs extra verification, send the client a normal invoice instead.
• Revoke a card so it can no longer be charged. This also removes it from Stripe.

Revoked or expired cards can’t be charged. A charge can never exceed the amount the client authorized. For your protection and the client’s, Rooutie only ever stores the Stripe reference and the masked card details — never a full card number or security code.

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Adding a New Client

1. Go to Clients in the agent dashboard sidebar.
2. Click “Add Client”.
3. Enter their details — at minimum, an email address.
4. Save — the profile is ready to receive trips, notes, and documents.

You can also add clients on the fly when creating a new Client Trip, without leaving that workflow.

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Searching and Filtering

Your client list is searchable by name and email. As your client base grows, find anyone instantly without scrolling.