Basic CMS Guide for TravelOnly

This guide provides essential instructions for effectively managing your TravelOnly admin. It covers everything from creating agent profiles and managing customer databases to content creation and lead management, ensuring you have the tools needed to optimize your operations.

Chieniel Marshall
143 steps
17 minutes

Travelagencytribes

Navigate to [https://admin.travelagencytribes.com/auth/login](https://admin.travelagencytribes.com/auth/login)

Creating Individual Agent Profile(s)

Go to Settings

Click "Manage My Team"

Click "+ New"

Complete the fields, upload a profile photo and click create

Then you complete all the other information after the profile has been created

Options to change several things about user and their access and interaction with your website

Click here.

Uncheck the "Receives leads" field and they will not receive leads as they are generated.

Create their bio description here

Add their address (optional) and social media links

Always "Save" your changes before moving to another section of the CMS.

Click this dropdown.

If an agent is no longer with your organization but could return, you can change their role to Customer. This way, you won't have to create a new user profile from scratch.

Customer Database/Contact List

Go to Contacts

Here you will find the list of all the contacts in your agency's database.

Details such as, subscription status, agent assigned, and tags applied by action.

Under the "Contact" column of your customer database, you will see the contact details of each customer. Important notes will also be included to indicate invalid email addresses, emails that have bounces and subscription status for those who have unsubcribed. Contacts marked "Unsubscribed by marketing emails" are for those who have removed themselves from your email list by way of the unsubscribe feature in the footer of your newsletter. Contacts marked "Unsubscribed" have been removed from your email list in house; the subscription button was turned off within your admin. Invalid email addresses have been assessed by our system and marked as an email address that cannot be used.

There are several filtering options that you can use to view your contacts.

Click "Tags"

The tag "savvy" will show a list of all contacts currently subscribed to your newsletter.

The "contest" tag lists the names of customers who are added to your customer database by the contest entries they completed on your website.

Click "Status" to filter your customer database by a list of contacts who are unscubscribed or a list of contacts who have unsubscribed from your newsletter.

Click "Belongs to" to filter your contacts and display customers based on the agents they are assigned to.

Click "Created", and you can see the customers added to your database based on a date or time span.

Click this icon to access the analytics for each customer - you will know if they are interacting with your website and newsletter.

Click "CSV" to receive a copy of your customer database.

Click "CSV" to Upload your CSV file of your customer database.

A modal will appear with instructions you must follow to succesfully upload your CSV file. Create your file with columns and data in the exact order as the modal shows. To easily assign an agent, add the agent ID number from the system in the 5th column of the spreadsheet.

If your file meets the criteria of the system, click the button to upload your file.

If all is well, you will see a green confirmation button. Click to confirm and complete your upload.

But a grey Confirm button means that there are errors in your file that must be corrected.

The system will show what should be fixed in red highlights.

Click "Cancel" to upload the correct file, but be sure to refresh the page first.

If you are reinstating an employee and you used the demote to customer option, instead of deleting their profile, find their contact information in the customer database.

Click "Promote to Employee"

Wait for this popup to appear and confirm your changes.

Leads Management

Click this icon.

The leads section lists all valid leads generated by your website.

Click on the title of a lead.

All the information used to create the lead will be displayed in the appropriate section.

You will find the customer Information, location, language they speak and the purpose of the lead as long as they provide it.

There's now a textbox that you can use to respond to customers directly from the lead they've created. Type your response, as you would an email in the textbox. You can also attach files (pdfs and images) to your response. Then hit the send button.

Click here to"Assign an agent"

Click this dropdown.

Select an agent, include a message if so desired, and hit the submit button.

Change the status to mark a lead as complete

And you can also reopen a lead.

Creating Content

Click this icon.

Click "Create Content"

Click this dropdown and choose the type of content you want to create.

Complete the form to begin the process - this is the way it begins for all the content types.

Click "Create →"

For a testimonial, create the attributions or credits before moving on to the testimonial itself.

Add the customer name in the "Who is the testimonial from?" field. And even though it's not quite visible here, the Author field is how you assign the testimonial to an agent. Please note, this system will only assign one agent to a single testimonial.

Input the destination if there is one in the location field.

In the content section, is where you will input the actual testimonial.

Click this icon to include images, if any, with each testimonial. This is the same process of including images in the body of other content.

Before to wait for the green tick symbol on the image you upload to confirm that it has succesfully been uploaded to our servers.

Also scroll down to ensure that the quality of the image if not broken or distorted during the upload. If it looks wonky, do it again.

Always save the changes you make.

Change the status of your content

Click "Active" to make it live on your website for public access. Scheduled, to select a date and the system will make it live on your website at the end of that day. Private, means that only individuals with the link to the content can access it.

Let's create a blog.

Click this dropdown.

Click the "Title" field and input your blog's title.

Click the "Summary" field and here you can input an overview of what your blog is about.

Click "Click to upload, or drag and drop" for your cover image

Click "Create →"

Click "Editor editing area: main" you can type in the text of the body of your content here or copy and paste but use ctrl+shift+v for Windows users or Option + Cmd + Shift + V for mac users, to avoid inputting your content with the same format you copied it with.

Click "Save"

Click "Content"

Type " [[enter]]"

There are menu options that make editing your content easy to do.

Highlight your text and click on B to make bold

Click this icon for italics

Click this icon to underline your text.

Click this icon to insert a single image at a time into the body of your content.

Ensure that you first place your cursor where you intend to place the image.

Click this icon.

If after you have uploaded your image, it looks distorted like the image below, don't panic. Click on the image and delete it, then try the upload again.

Wait for the green tick icon that should appear in the top right corner of the image to confirm a sucessful upload.

Click this icon to insert a caption below your image.

Highlight your caption to edit as you would any other text in your content.

Click "Font Size"

Click "19"

Click here.

Click this icon.

Click "Font Color"

Click "Orange"

Place your cursor where in a new position and click.

Click "Insert"

Click "Insert media"

Copy and paste the link to a YouTube or Vimeo video you want to add to the body of your content. Then click on the green tick symbol to confirm.

Always "Save" your changes

Click "Places, Tags & Category"

Tagging Content

There are three important tags for TravelOnly content, and we have made it easier to apply them to your content. You just have to click on the tag that you need and it will be applied to your content and will add your content to your website when you have published or made it active.

Multiple tags, means that your content will be displayed in more than area of your website.

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A very useful tag to remember is "featured". Type this into the additional tags field and when your content is published or active on your website, it will can be found on your home page until new content is published and replaces it.

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Click this dropdown to assign a category to your content - this helps to place your content in the correct places on your website. There is also the option to leave this blank if the categories provided do not fit your content.

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Click the "Location" field to apply Geotagging or tag a destination to your content. Applicable and available geotags will appear as you input the location and you can choose one.

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Click the "Source" field to apply source or supplier tags. You may need to consult TravelOnly for help with the supplier tags applicable to your content. This is not mandatory, it's just another way that helps to keep your content together. So if you are promoting several cruise offers from a specific supplier, applying the supplier tag helps your customers to find all the content you have from that supplier in one place.

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To promote your exclusives, groups and specials, your content must be created as products.

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Click this dropdown.

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Click the "Title" field.

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Click the "Summary" field.

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Click here.

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Click "Create →"

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Create your "Content"

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Click "Travel Date"

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Click the "Select date" fields to set the start and end dates of the product.

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Click "Places, Tags & Category"

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Remember that the tag(s) selected will determine where your content is displayed on your website.

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Click "Terms & Conditions" to add your own information like booking conditions, deposit amount and deadline, etc.

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Click here.

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**Click *Itinerary* to create individual itinerary items.** **Please note:**\ This feature only supports itineraries listed one day at a time. It will not work for entries with overlapping days (e.g., Days 4–6 At Sea).

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Click the "Title" field.

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Here's an example of a single itinerary item title. And the details of that day would be added in the content field.

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Click "Add" to create the itinerary item.

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A new and empty itinerary content box will appear so that you can continue to create your itinerary items.

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Click on the Choose Files button to add a "cover image" to your itinerary item, and upload an image from your device.

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Click "Add"

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If you need to edit an itinerary item, click on the edit icon.

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Click here to delete a broken image, or to change it.

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Click here to replace the image deleted

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Click inside the content box to edit or add to the content you previously created.

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Click "Save" to save the changes made to your itinerary item.

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Click "Save" to upate your progress.

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Here's a quick tip for previewing the content on your website to see the progress your're making without publishing your content until you are finished. Click "Meta Information"

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Double-click the "Adjust permalink" field and copy that text.

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Click this icon to open your website.

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14 Nights - indicates the number of days set for the duration of the trip (start and end dates set)

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Here you can see the itinerary items created.

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If you created your own terms and conditions, it will appear below the itinerary items and above the default terms and conditions of the template.

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When published, content tag mygroup, will be found on the My Groups page

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Click "myspecial"

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Content tagged myspecial can be found on the "My Specials" page

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And those tagged exclusive create a banner on your home page under the "Exclusive Offers" section. More than products tagged "exclusive" will create a slideshow of exclusive offers.

Mail Activity

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Go to Settings

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Click "Mail Activity"

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You can monitor the mail activity of your website from here. You can confirm newsletter deliveries and interaction for each subscriber.

And Finally

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Click here for the shortcut to your website