> ## Documentation Index
> Fetch the complete documentation index at: https://docs.rooutie.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Clients

> Your CRM — everything you know about every client, in one place

# 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.

## Client Profiles

Each client has a dedicated profile containing:

### Contact Information

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

### 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.).

### 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.

### 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).

## 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.

## 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.

## 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.

## 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.

## Searching and Filtering

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