# Sembark Travel Software — Full Documentation > Sembark Travel Software is a B2B travel CRM and management platform for travel agencies, tour operators and DMCs — covering the full lifecycle from enquiry to quotation, booking, operations, payments and accounting. ## About Sembark Travel Software Sembark Travel Software is a browser-based B2B travel CRM and back-office management platform built for travel agencies, tour operators and destination management companies (DMCs). It runs on any device — PC, Mac or mobile — with no installation required, and connects every step of a travel business into one system. The software manages the complete sales and operations lifecycle: - **Enquiries & Leads** — capture leads from multiple sources, track and assign them, and follow up so no enquiry is missed. - **Itinerary Builder** — build custom travel packages and day-wise itineraries in seconds, with automatic tour costing. - **Quotations** — create, price and share professional quotes (including multi-option quotes) over WhatsApp and email. - **Bookings** — confirm trips and manage the booking lifecycle, customer documents, vouchers and supplier communication. - **Hotel Reservations** — automate hotel booking requests, track confirmation status and reduce manual errors. - **Tour Operations** — schedule transport/cabs, assign service providers and share trip and service details. - **Suppliers & Contracting** — manage supplier rates, seasons and contracts, and track supplier bookings and payouts. - **Payments & Accounting** — track collections from customers/agents and payables to suppliers with a 2-way accounting system, proforma invoices, payment gateway links, receipts and ledgers. - **Reminders & Notifications** — automate payment reminders and follow-ups via WhatsApp and email. - **Reports & Analytics** — sales, profit, check-in/checkout and operational reports to track performance and set targets. The product documentation is organised into these areas: Getting Started, Queries, Quotes, Hotel Bookings, Tour Operations, Accounting, Organization Settings, Master Data, Reports and Troubleshooting. Step-by-step training guides and a full release-note history are also available. # Getting Started with Sembark Source: https://sembark.com/travel-software/docs/getting-started.md Learn on how to get started with Sembark and it's all features Sembark Travel Software is cloud based software solution that helps businesses in Travel Industry to manage Sales, Operations, Accounts, Taxes, Reports, and Employees to enhance the efficiency of Sales, Enable Ease of Operations, Error free Accounts & Taxation to increase Revenue & Margin and Lower Expenditures. ## Create New Account If you are working in a Travel Business (e.g. DMC, Tour Operator or Travel Agency) and are looking for a solution to manage and grow you day to day sales, operations, and accounting, you should [create your an account](https://sembark.com/register/) on Sembark and give it a try. ![Image showing page for open signup](https://sembark.com/assets/images/uploads/open_signup_page.png) ## Existing Account If you already have an account, please follow these documentations to get most out of the software. --- # Login into Sembark Source: https://sembark.com/travel-software/docs/login.md Learn how to login into Sembark Once you're onboarded to Sembark, you can access your dashboard using your registered email address and password. ## How to Login 1. Visit [https://sembark.com](https://sembark.com) and click on the Login link at the top of the page. 2. Enter your registered email address and password to access your Sembark Dashboard. ![Image showing login page on Sembark](https://sembark.com/assets/images/uploads/docs-login-og.png) ## Facing Issues While Logging In? Here are some common problems you may encounter while trying to log in, along with suggested solutions: ### 1. Invalid Credentials If you receive an “Invalid Credentials” error, it means the email or password entered is incorrect. :::note TODO Add Image showing invalid credentials error ::: #### Solutions - If you've forgotten your password, use the "Forgot Password" link to reset it. - Double-check your email address for typos. - If you're unsure of your registered email, contact your account admin for verification. - Ensure you're logging in from the correct link. Visit [https://sembark.com](https://sembark.com) and then click on `Login`. ### 2. Too Many Failed Attempts After multiple failed login attempts, a "Too Many Attempts" error may appear, along with a countdown timer that temporarily restricts further login attempts. #### What to Do - Wait until the countdown ends before trying again. - Avoid repeated failed logins, as they can lead to temporary lockouts. - If issues persist, try resetting your password or contacting support. ### 3. Login Blocked Due to Multiple Active Sessions To maintain account security and prevent misuse, login access may be temporarily blocked if the same account is used on multiple devices or locations simultaneously. #### Why This Happens - This is a security measure to avoid unauthorized usage or data conflicts. - Please ensure only one person accesses an account and logs in from trusted devices only. :::caution Data Corruption & Inconsistencies Using the same account on multiple devices or browsers can lead to data corruption and system instability. ::: #### Best Practices - Use your account only on trusted devices. - Avoid sharing your login credentials. - Maintain one active session at a time. ### 4. Account Disabled If your account is disabled, you'll be unable to log in. This can happen for the following reasons: :::note TODO Show image showing account disabled error ::: #### Admin Action - Your team admin or manager may have temporarily or permanently disabled your account. - Contact your team manager or admin for assistance. #### Overdue Subscription - Accounts with unpaid or overdue subscription fees will be disabled automatically by our system. - If you're an Account Admin, contact Sembark Support immediately. - Regular users should reach out to their team admin or manager for more information. ### 5. System Upgrade in Progress If you see a message like in the screenshot - "We're currently upgrading our system! Please check back later... - it means Sembark is being updated. :::note TODO Add image showing system upgrade in progress screenshot ::: #### Solution - Wait 10–15 minutes for the update to complete. - Once the process is done, you can log in as usual. - This occurs when new features or improvements are going live. --- For further help or technical support, feel free to contact our support team via or through the in-app help center. --- # Reset Password Source: https://sembark.com/travel-software/docs/reset-password.md Learn how to reset your password incase you don't remember the password. Incase you have forgotten your account password, you can reset them. To reset the password, click on \`Forgot Password\` link from the Login page. ![Image showing password reset call to action](https://sembark.com/assets/images/uploads/docs-reset-password-cta.png "Password Reset Button") This will open the new page. Enter your login email address here and click \`Get Instructions\`. You will receive an email regarding which will contain further instructions. ::: info Forgot Email Please contact with your Account Administrator to retrieve your email address. ::: ## Troubleshooting Here are some common issues which you might face while resetting your password. ### Can't Reset Password Error Sometime, when you try resetting your password, you might get `Can't Reset Password` error message. ![Image showing error message for can not reset password.](https://sembark.com/assets/images/uploads/docs-reset-password-troubleshooting-cant-reset.jpg) Here are some common causes to this problem: - **Incorrect Email address**. Please check with your account admin to verify the email address. - **Account archived or disabled**. Please check with your account admin. ### Email Not Received If you got a success message in your Dashboard UI after password reset request, the email delivery service might take some time to deliver the email and your email client might take some time to retrieve the email. It can sometimes take **up to 5 minutes to receive** the email. Also, please check your **spam folder** in your email client. --- # Passwordless Login with Passkeys Source: https://sembark.com/travel-software/docs/passwordless-login.md Learn how to setup password-less login and add more security to your account on Sembark. Creating a strong and unique password which is easy to remember is really hard. Most of the time, we either pick an easy password or use the same password across different logins. Easy passwords are easy to guess by attackers and the same password creates issues if one of our accounts gets compromised. Multi-Factor Authentication (OTP, TOTP) can also be compromised if our OTP receiving service (email account) gets compromised. Most of the time we use the same device (mobile, PC) to login into our account. We can easily secure our accounts if we can somehow force our account access from only these devices and use something like bio-metric or device authentication methods. And good news is, teams from Google, Microsoft, and Apple collaborated to implement this method in their softwares (browsers), following the specs from [FIDO](https://fidoalliance.org/) , to enable [Password-less login](https://developers.google.com/identity/passkeys) . And we are really excited to bring the same into your Sembark Dashboard. With this method, you can restrict access to your account on particular device(s). You can also completely disable password-based login for your account. ## Requirements The concept of Password-less login is similar to having **a lock (account access) with two slots for two different keys/passwords (i.e. public and private keys)**. An account can only be accessed if you have both the keys at the same time. One of the key (public-key) is stored on the server and the other key (private-key) is stored on a device known as **Authenticator**. These Authenticators may have additional features such as PIN code or biometric sensors (fingerprint, facial recognition…) that offer user verification. ### Roaming Authenticators Authenticators of this class are removable from, and can "roam" among, client devices such as **Bluetooth connected Phone**, **USB** or a **Card with NFC** Capabilities. If your PC doesn't have a security chip, then connecting your PC to your personal Smartphone via Bluetooth will enable you to use your Phone as Authenticator. ### Platform Authenticators A platform authenticator is usually not removable from the client device. For example an **Android smartphone** or a Windows 10/Mac computer with the associated **security chips** can act as an authenticator. ## Device Registration Once you have an Authenticator as mentioned above, to register a particular device, first login into the device using your password. Now, open your `Profile > Password and Authentication` and click on `Add Passkey` to start the device registration. ![Image showing action button to Add Pass Keys](https://sembark.com/assets/images/uploads/docs-add-passkeys-btn.jpg) Next, click on `Get Started with Passkeys` button to initiate the process. This will initiate the device registration process. ::: caution Device Dependent Steps This process and steps vary from device to device so please follow the steps mentioned in the flow for your device. ::: As the last step, you will be requested to assign a name to your device. Give a name to your device (e.g. Chrome Office PC) and continue. Once completed, refresh the page and you should see your device in the listing page. ## Test Login To check if your password-less login is working on the device, click on `Test Login` . This will initiate a similar workflow with your Authenticator. ![Image showing flow to test login via Bluetooth connected Device](https://sembark.com/assets/images/uploads/docs-test-paskey-login.jpg) Once successful login, you should receive a success message. This will also update your **login screen on this device** to include the passwordless login method as shown below. ![Image showing login via Passkeys](https://sembark.com/assets/images/uploads/docs-login-via-passkeys.jpg) ::: note Device and Authenticator MUST be the same When using Password-less login, the device and the authenticator MUST be the same as they were during the device registration. ::: ## Disable Password Login Once you have registered all the devices where you want to access your account, you might want to disable login via password. This way, no-one can login into your account using your password. Only the registered devices will be able to access your account via password-less login. ![Image showing disable password login checkbox button](https://sembark.com/assets/images/uploads/docs-disable-password-login.jpg) ::: caution Only Admins can re-enable Before disabling password-login, please ensure that you have registered all the devices which should have access to your account. Once disabled, only the **Admins** can enable password-login to your account. ::: ### Admin Access Control Admins users can disable/enable password-login for any account as per the requirements. This allows Admins to control access of team members on particular devices. For example, if we want to restrict account access to the Office's PCs only, Admin can request all the team members to register their respective PC and then he/she can disable password-login for all team members. This way, team members can safely access their account on allowed devices. --- # Two-Factor Authentication Source: https://sembark.com/travel-software/docs/two-factor-authentication.md Two-factor authentication enhances the security of your account by requiring a second verification step-beyond just your password-when logging in. Two-factor authentication enhances the security of your account by requiring a second verification step-beyond just your password-when logging in. ## Steps to Set Up Two-Factor Authentication To setup two factor authentication (aka 2FA), you should visit your profile settings from top-right header navigation under your profile icon. Once on the profile settings page, click on `Password and Authentication` tab in the navigation. On this page, locate the `Two Factor Authentication` section and click on `Setup Two-Factor Authentication` button. Now, follow the guidelines on the screen to setup 2FA for your account. :::note TODO Add image showing steps to setup two factor authentication ::: ### 1. Set Up an Authenticator App - Download and open any authenticator app such as Google Authenticator, Microsoft Authenticator, or 1Password. - Use the app to scan the QR code displayed on your screen. ### 2: Enter Verification Code - After scanning, your app will generate a 6-digit code. - Enter this code in the "Verification Code" field and click Verify to complete the setup. Once verified, 2FA will be enabled for your account, and you'll need to use the code from your app during log in. To get the code, simply open the `Authenticator App` to get the OTP. ## FAQs ### Is the Authenticator App required to setup the 2FA in Sembark? Yes. Authenticator Apps provide a secure to generate the OTPs which doesn't require any SMS changes. These apps automatically generate time-based OTPs which you can use to login. ### Can I setup 2FAs for multiple accounts on my mobile device? Yes. You can setup 2FAs for multiple accounts. This allows Admins to monitor and secure logins of their team members. To setup, simply ask the team members to login into their accounts and during 2FA setup, scan the QR code from your mobile app. After setup, you will need to provide OTPs to your team members to allow them to login. ### Can I delete a 2FA setup? Yes. To delete/remove 2FA, you should visit your profile's password and authentication section and click on `Remove` button to from `Two-Factor Authentication` section to remove the specific setup. ### Can Admins enforce 2FA on team members? Not directly. Team members are free to setup the 2FAs on their accounts. But once a Team member setups 2FA, Admins can enforce that this 2FA can not be removed. Hence, enforcing 2FAs require two steps. 1. Team member need to setup the 2FA on their account. 2. Admin needs to disable the removal of 2FA from `User Management` section from `Organization's Security` settings. --- # Account Security and Password Policies Source: https://sembark.com/travel-software/docs/account-security.md Understand Sembark's password policies, session management and account security features Sembark enforces a set of security policies on every account to keep your business data safe. This page explains these policies so that you are not surprised when the software asks you to update your password or logs you out. ## Password Requirements When setting or updating a password, the following rules apply: - Strong passwords are enforced. Use a mix of uppercase, lowercase, numbers and special characters. Any special character is supported. - You can not reuse any of your **last 3 passwords**. - Passwords expire every **180 days**. You will receive a notification 7 days before expiry so that you can update it without losing access. :::tip Instead of remembering complex passwords, consider setting up [Passwordless Login with Passkeys](https://sembark.com/travel-software/docs/passwordless-login.md) or [Two-Factor Authentication](https://sembark.com/travel-software/docs/two-factor-authentication.md) for stronger and easier login. ::: ## Sessions - After you change your password, **all your active sessions are logged out** and you must login again with the new password. - Inactive sessions are automatically timed out after **20 minutes** of inactivity. - Simultaneous logins on multiple desktop devices are blocked. You can stay logged in on one desktop and one mobile device at a time. ## Admin Controls Account admins have additional controls from the **Organization > Users** page: - Reset or set a password for any team member, with an option to force a password change on next login. - Enable or disable Two-Factor Authentication for team members. When 2FA is enabled by an admin, the team member can not disable it themselves. - View security details of every user such as 2FA status and when the password was last updated. See [Users and Teams](https://sembark.com/travel-software/docs/users-and-teams.md) for the complete user management documentation. ## Privacy All images uploaded to Sembark are automatically stripped of EXIF metadata (location, device and timestamp information) to prevent accidental leakage of sensitive details. --- # Dashboard, Notifications and Global Search Source: https://sembark.com/travel-software/docs/dashboard-and-notifications.md Your personalized dashboard widgets, the notifications center and global trip search After login, your dashboard gives you a personalized overview of your day based on your role. ## Dashboard Widgets - **Sales Overview** — monthly/weekly/today sales stats for team admins and the sales team. - **Follow-ups and Reminders** — pending and completed follow-ups sorted by Today, Yesterday, Next 7 Days and Past 7 Days. Admins and team managers can view follow-ups of all team members with per-member filtering. - **Starting and Ending Trips** — trips starting and ending, filtered by Today, Yesterday, Next 7 days and Past 7 days; click any stat to see the full listing. - **Live Trips with Due Payments** — live and about-to-start trips with pending collectables, so nothing starts unpaid. - **Quote Booking Diff badges** — reservation/operations dashboards show difference counts on the Hotel Bookings and Cab Schedules cards. The top navigation bar also shows the count of follow-ups pending for **today** for quick access. ## Notifications The centralized notification center collects all your workspace notifications — new integrated leads, task assignments, report completions and more. New notifications are checked automatically in the background, and a red dot shows the unseen count. ## Global Search Use the search bar in the top navigation to find any trip by its **Trip ID** across all stages. Archived data (old cancelled/completed trips) can be included via the fresh/archival data toggle in Global Search and Advanced Filters. ## What's New After every software update, the **What's New** button in the top navigation (highlighted for a couple of minutes) opens the latest [release notes](https://sembark.com/travel-software/release-notes/) — also available anytime from the top-right menu. --- # Queries Source: https://sembark.com/travel-software/docs/queries-overview.md How to view listing of new, in progress and converted queries on Sembark Queries are primary entity to manage data on Sembark. Any Leads, Bookings, Packages, Trips are considered as Queries. All queries are listed on Trips page which can be accessed via **Trips** link from the top navigation. ![Image showing query listing page](https://sembark.com/assets/images/uploads/queries_overview.png) ## Query Stage A query goes through different stages during based on different actions e.g. New Query, In Progress, Converted etc. Queries for different stages can be accessed from left side navigation provided on **Trips page**. ### New Query When a query gets created in goes into _New Query_ stage. A query remains in this stage until a quote is created or the query gets **cancelled**. These can be accessed via **New Query** tab on the left side of Trips page. ### In Progress When a quote is created for a query, it moves to _In Progress_ stage. A query will remain in this stage until it gets converted. These can be accessed via **In Progress** tab on the left side of Trips page. ### Converted As the name suggests, queries after conversion moves to the _Converted_ stage. A query will remain in this stage until it is live (on trip) or get cancelled. These can be accessed view **Converted** tab on the left side of Trips page. ### On Trip When the current date lies between a converted query's duration, the query moves to _On Trip_ stage. ### Cancelled Any query can be cancelled at any time before _On Trip_ stage. All cancelled queries are listed in **Others** tab on the Trips page. ## Filters Queries can be filtered using a simple search or by using advanced filtering. Using the search input, you can search by query id, source name, guest name etc. If you want to filter the different query attributes e.g. tags, sources, team member etc., you can use the advanced filters. Advanced filters can be accessed by clicking on advanced search icon. ![Image showing query filtering options](https://sembark.com/assets/images/uploads/queries_search_filters.png) --- # Add New Query Source: https://sembark.com/travel-software/docs/add-a-query.md Learn how to add a new query on Sembark Queries are packages or bookings requested by your travel partners or guests. To add a new query: 1. Visit the **Trips** page from top navigation 2. Click on **Add New Query** option on the top right corner of Trips page ![Image showing Step 1 and Step 2](https://sembark.com/assets/images/uploads/add_new_query_step_1_2.png) 3. Fill query details like Destination, Dates, Duration and click **Save Details** to create a new query. ![Image showing a page to add new query](https://sembark.com/assets/images/uploads/add_new_query.png) > If you are using the Sembark B2B connections feature, accepting any incoming package/quote request will automatically create > a new query. Once you add a new query, you will see a new page with query details and an option to \*Create Quote\*\*. To create a new quote, you will have two options - **[Create a quote](https://sembark.com/travel-software/docs/create-quote.md):** You can create a new quote by yourself where you will provide details for hotels/cabs services and you will manage the full operation for the trip. - **Request a Package:** Using the Request Package Option, you can request packages from businesses in your connection. Preferred for Travel Agencies or Businesses who don't want to manage/operate a package. To view all your new queries, please visit the **Trips** listing page and click on **New Query** tab on the left side of page. --- # Query Details Source: https://sembark.com/travel-software/docs/query-details.md View a particular query's details on Sembark From the queries listing page, you can click on the query id to go to the query's detailed page. This page gets updated based on the [query stage](https://sembark.com/travel-software/docs/queries-overview.md#query-stage). On the top of this page, you can view the basic details of the query like destination, guest details, tags, sales and ops team etc. ![Image showing query details page](https://sembark.com/assets/images/uploads/query_details.png) When a query is in _New Query_ stage, you will see a [Create Quote](https://sembark.com/travel-software/docs/create-quote.md) option bellow query basic details. From here, you can create a quote by yourself or request from other connected businesses. Once some quotes are created for a query (_In Progress_ stage), you will see the **latest quote** just bellow the query basic details. Along with this, a tabbed navigation bar will also appear just bellow the basic details. You can create new quote from scratch or edit an existing quote. After a conversion, you can view all the service bookings (hotels, cabs, flights etc.) and the accounting for this query. This allows **one stop management** of a query for all team members. ### Basic Details ![Image showing basic query details](https://sembark.com/assets/images/uploads/query_details_basic_details_section.png) Basic details are shown on the top section of the query details page. Here you can see the query id, guest details, query source, basic query details etc. ### Tags ![Image showing tags on query](https://sembark.com/assets/images/uploads/query_details_tags.png) You can assign tags to queries to easily filters and manage query workload load. For example, you can assign "Interested" tag to some queries to quickly identify queries in which client is interested. Queries can be filtered by tags on the query listing page using [advanced filters](https://sembark.com/travel-software/docs/queries-overview.md#filters). ### Sales and Operations Team ![Image showing sales and operations team on query](https://sembark.com/assets/images/uploads/query_details_team_members.png) You can assign sales and operations team members for a query. When creating a new query, the creator is automatically added to Sales Team for that query. **This controls the access to visibility of a query**. A sales person can only view queries in which he/she is added to the sales team. ### Quotes After quote creation , we will see the latest given quote in the **Basic Details** tab just bellow the query basic details. ![Image showing latest quote and all quotes tab on a query](https://sembark.com/assets/images/uploads/query_details_quotes.png) To view all the quotes for a query, you can click on **All Quotes** tab. Here you will see a list of quotes created for this query. ![Image showing all quotes on a query](https://sembark.com/assets/images/uploads/query_details_all_quotes.png) ### Follow ups and Comments Follow ups allows team members to log summarized conversion with client. This way, you can pick up a query where you left and other team member can see and analyse the query progress. You can also set reminder time along with follow up log to never miss an update. ### Service Bookings After query, bookings for all the services (e.g. hotels, cabs etc.) will be initialized automatically. You can view all the services bookings for a query in the **Services Bookings** tab on query details page. ![Image showing all services bookings for a query](https://sembark.com/assets/images/uploads/query_details_services_bookings.png) From here, operations team can manage all the bookings of services for a this query. This allows one step visibility of all bookings and their status for a query. ### Accounting ![Image showing all accounting and payments for a query](https://sembark.com/assets/images/uploads/query_details_accounting_payments.png) You can manage all accounting for a query from the query details page itself. Accounting for a query can be accessed by clicking on **Accounting** tab on the query details page. ### Team Activities You can view all the activities (e.g. quote creating, payments logging, booking updates etc.) that your team member have done on a query in the **Activities** tab --- # Follow-ups and Tags on queries Source: https://sembark.com/travel-software/docs/query-followups.md How to assign tags and follow up on queries on Sembark Add follow-ups every time you speak with the client. It is shown on the right side of the page. You can also assign tags to quickly identify your interested or non-interested leads. ## Follow-ups You can view the latest follow-up on a query in the queries listing page itself under the "In Progress" tab. ![Image showing follow ups](https://sembark.com/assets/images/uploads/followups_in_queries_list.png) ### Add New Follow-ups On a query details, you can all the follow-ups for this query as shown in the figure bellow. ![Image showing follow ups](https://sembark.com/assets/images/uploads/add_followup_cta.png) Click on `Add Comment` to add a follow-up comment to this query. Provide a descriptive text for the followup and click on `Save` to save these details. ![Image showing follow ups](https://sembark.com/assets/images/uploads/add_followup_page.png) ### Reminders To recieve reminders regarding your follow-ups, you should set a `Due Date` and time when adding a follow-up. You will recieve a email for follow-up reminder, 30 minutes prior to the due date and time. ## Tags Similar to follow-ups, you can attach `Tags` to a query. Tags allows you to categories and filter queries easily. You can add tag(s) from the query details page from the tags ui in the header section. Click on pencil icon to add or remove tags from a query. --- # Conversion Source: https://sembark.com/travel-software/docs/query-conversion.md How to mark a query as converted on Sembark Once the guest or the client accepts your package and wants to buy it, you should mark the query as converted. ### Select Quote for Conversion To convert a query, go to the desired quote and click on "Convert Using Quote" option on a quote. You can any of the quotes from this query and it quote doesn't have to the latest quote. ![Image showing option to select a quote for conversion](https://sembark.com/assets/images/uploads/query_conversion_quote.png) ### Verify Details A new page will open to verify the details given by the salesperson before conversion. Once you verify all the details click on Yes. I have verified the details mentioned in the box. ![Image for quote details verification before conversion](https://sembark.com/assets/images/uploads/query_conversion_verify_details.png) ### Create Instalments Next step is to add the instalment details. Make instalments as required. Select due dates for payment of each instalment. ![Image for instalment payments of the converting query](https://sembark.com/assets/images/uploads/query_conversion_instalments.png) Add any comments regarding price or instruction for operations team in the given comment box. Once all details are filled, click on **Mark as Converted** to convert the query. --- After conversion, the query will be moved to the [Converted](https://sembark.com/travel-software/docs/queries-overview.md#converted) stage which can be accessed on queries listing page. --- # Query Cancellation Source: https://sembark.com/travel-software/docs/query-cancellation.md How to cancel a query on sembark If you want to cancel the query you can click on the "Cancel Mark (x)" on the trip's details page's basic details section. ![Image showing query cancellation option](https://sembark.com/assets/images/uploads/query_cancellation_option.png) Now select a cancellation reason, select a reminder date for postponed queries (optional) and provide any more information in the comments input. Once all information is filed, click on **Mark as Canceled** to cancel the query. ![Image showing query cancellation page](https://sembark.com/assets/images/uploads/query_cancellation.png) Once canceled, this query will be listed in **[Others](https://sembark.com/travel-software/docs/queries-overview.md)** tab on query listing page. --- # Trip Plan Requests (Integrated Leads) Source: https://sembark.com/travel-software/docs/trip-plan-requests.md Manage leads from your website, Meta and Google Ads integrations in the Trip Plan Requests module When you integrate your website landing pages, Meta (Facebook/Instagram) Ads or Google Ads Lead Forms with Sembark, those leads are collected in the **Trip Plan Requests** module. You can access it from the top navigation under **Trips > Trip Plan Requests**. These integrated leads are **not** automatically moved to your leads management because most of them require a follow-up call to collect missing details such as destination, expected start date and pax details. Once you have these details, you can move a lead to trips with one click. To set up an integration, see the [Integrations](https://sembark.com/travel-software/docs/integrations.md) documentation. ## Dashboard The Trip Plan Request dashboard gives you an overview of your integrated leads: - Total leads received - Active and pending follow-ups - Leads moved to trips - Archived leads You can apply advanced filters for trip sources and sales persons, and download lead reports filtered by destination and status. ## Follow-up Notes You can add follow-up notes to any lead, with optional due dates and a resolved status. When a lead is moved to a trip query, its notes are automatically carried into the trip's **Tasks & Comments** so no context is lost. ## Tags Assign tags to leads (e.g. hot, spam, tier-1) to categorize and filter them during follow-ups. Tags are also included in the downloaded reports. ## Auto Distribution of Leads Instead of manually assigning every lead, admins can configure rule-based auto distribution from **Organization > Repository**. Rules support multiple conditions: - Trip destination - Number of adults / group size - Trip duration - Campaign and lead source Leads matching a rule are distributed among the selected team members in a round-robin manner. You can create multiple rules and reorder them to control priority. Team members on leave can be excluded from distribution. ## Bulk Assign Leads To reassign many leads from one sales person to another (e.g. role changes or team member exits), use the bulk assignment option. Filter the leads by date range, destination, team member or lead type, then select the new owner. Leads from deleted team members can also be reassigned. A confirmation with the exact lead count is required before the change is applied. --- # Tasks and Comments Source: https://sembark.com/travel-software/docs/tasks-and-comments.md Assign tasks to team members and track them from the All Tasks page Along with [follow-ups](https://sembark.com/travel-software/docs/query-followups.md), Sembark provides a Tasks & Comments module to coordinate work between team members on a query or trip. ## Assign Tasks to Team Members From the **Tasks & Comments** section of a query, you can add a task and assign it to a fellow team member. The assignee receives an **email notification** when a task is assigned to them. ## All Tasks Page The All Tasks page lists every task with its **Source**, **Guest** and **Assigned To** details. Tasks are sorted with pending items first, followed by overdue and resolved items. All users can filter tasks by: - Destination - Created By - Task Status The **Assigned To** filter is available to Admin and Head roles for supervising team workloads. ## Follow-ups Dashboard Your dashboard shows all pending and completed follow-ups sorted by Today, Yesterday, Next 7 Days and Past 7 Days, so you can check your day's work without relying on email reminders. The top navigation bar also shows the count of follow-ups pending for today. Admins and team managers can additionally monitor pending and completed follow-ups of all team members with per-member filtering. --- # Guests and Tourist Management Source: https://sembark.com/travel-software/docs/guests-and-tourists.md Manage multiple tourists, tourist groups and travel documents on a trip Every trip starts with a primary guest, but most trips have multiple travellers. Sembark lets you manage the complete tourist list of a trip along with their documents and service assignments. ## Add Tourists to a Trip From a trip's details page, you can add and manage multiple tourists with the following details: - Type (Adult / Child) and Salutation (Mr., Mrs., Ms.) - Name, Date of Birth / Age and Nationality - Phone number and Address - Billing information and Remarks - Primary guest designation Guest salutations are used across the software — in trip details, vouchers, invoices, emails, WhatsApp sharing and reports. ## Tourist Groups For larger trips, you can organize tourists into **Tourist Groups** and assign services logically. Tourists (individually or as a group) can be assigned to: - Specific hotels - Transport services, including cab-level assignments for multi-cab services - Activities and tickets A tourist group requires at least one tourist before it can be saved. When sharing services with suppliers or generating vouchers, you can choose whether to include the guest list. Guest lists appear in hotel vouchers when guest details are completely filled. ## Tourist Documents Attach documents such as Passport or Visa to a tourist's profile with a document ID and description. Document types are customizable from Organization Settings (see [Users and Teams](https://sembark.com/travel-software/docs/users-and-teams.md) for organization administration). Documents stay with the tourist profile on the trip. ## Guest Billing Details For B2C trips, you can store billing details (address, GSTIN, PAN etc.) for guests using the pencil icon next to the guest details. These details are used while generating [Proforma Invoices](https://sembark.com/travel-software/docs/proforma-invoices.md). --- # Trip Holding, Locking and Data Archival Source: https://sembark.com/travel-software/docs/trip-holding-and-locking.md Put trips on hold before conversion, understand trip locking and old data archival Beyond the regular [conversion](https://sembark.com/travel-software/docs/query-conversion.md) flow, trips support a few lifecycle states worth knowing. ## Trip Holding When a customer has committed but not paid, put the trip **On Hold** instead of fully converting it. Holding: - Initializes all service bookings (hotels, transport, activities) so reservations can start early — with payments in an on-hold status. - Generates a holding email and [trip voucher](https://sembark.com/travel-software/docs/trip-vouchers.md) with the payment schedule. - Auto-assigns reservation and operations teams, same as conversion. Convert the trip from hold to confirmed when the payment arrives. Instalment listings have a filter to exclude on-hold booking payments. ## Dropping a Converted Trip If a converted trip cancels, drop it — refund instalments are created automatically for the customer and from suppliers, and you can record cancellation charges per service. All service bookings move to the "Trip Dropped" stage with no further updates. Dropped trips remain visible in the Dropped tab. ## Trip Locking Trips **auto-lock 7 days after their end date** — locked trips prevent all detail modifications, protecting completed records for accounting. Admins can: - Manually lock a trip earlier from the Past Trips section. - Unlock a locked trip if a correction is genuinely needed. ## Auto-Cancellation of Stalled Leads Leads in New or In-Progress status whose trip end date passed 2+ days ago are cancelled automatically to keep your pipeline clean. They can be restored manually if needed. ## Old Data Archival Old, rarely-modified data moves to an archival bucket automatically — cancelled trips after one month, converted trips one year after their start date. Archived data stays fully accessible via the fresh/archival toggle in Global Search and Advanced Filters. --- # Quotes Source: https://sembark.com/travel-software/docs/quotes-overview.md What are quotes and how to create them on Sembark Quotes are the fundamental entities to create packages for queries. A query can have multiple quotes. A quote consists of services like accommodation, transportation, flights etc. with a package price. ![Image showing quotes overview](https://sembark.com/assets/images/uploads/quotes_overview.png) --- # Create New Quote Source: https://sembark.com/travel-software/docs/create-quote.md How to create a quote on Sembark From a query's detailed page, you can create a new quote. If this is the first quote, click on **Create Quote** option to create a quote. You will redirected to quote creation page where you have options to add Hotels, Transportation, Flights and any extra services required. ![Image showing Create Quote option](https://sembark.com/assets/images/uploads/select_create_quote_option.png) ## Services To create a quote, you can provide hotels, transportation, flights and any extra services. If only have to provide details for the services that you are providing e.g. if you are only providing hotels, you can skip transportation, flights and any other services. ### Hotels To add a hotel for the first night, click on Add Hotel. Mention the name of the hotel, rooms, room type, meal plan, number of pax to add the hotel. Similarly to add a hotel for the next night click on the next night button and fill the details. To add different hotels select to add another hotel option. To add any extra services in hotels e.g. Honeymoon Cake, Special Dinner etc., select **Add Hotel Extra Services** option to add extra services. ![Image showing Add hotels in new Quote](https://sembark.com/assets/images/uploads/add_quote_hotels.png) ### Transportation In similar way of hotels, you can transportation. Simply select day, cabs and service type to add transportation. Similarly click on **Next Day** or Duplicate to add more services. To add transportation prices, you can either add prices for individual service or add transportation package price to the last service. To add any extra services, simply click on **Add Transport Extra Service** to add extra services. ### Flights To add flight details, click on **Add Round Trip** or **Add One way** options. Provide basic details for flights like airports, airline, flight number and prices. You can search flights via the content API (details auto-fetched) or enter them manually, including connecting and multi-city itineraries — see the [Flights documentation](https://sembark.com/travel-software/docs/flights.md) for details. ### Extras If you are providing some extra services which doesn't belongs to hotels or transportation, you can add them here. Simply provide the service name, date of service and prices to add an extra service. ### Summary After you have entered all services, you should review them in the **Summary** section. Here you can see all the provided services along with any misconfiguration warnings e.g. 2 rooms were needed but you only entered 1 etc. ## Prices Once all details are filled and checked in the summary section, calculate the price that needs to be offered for the package. You can either enter prices manually or use a multiplier to get the selling price. Once the prices is filled, you can click on **Save Quote** option to create the quote. --- Once a quote created, the query will move to the **In Progress** stage. You can view all "In Progress" queries by visiting the Trips Listing page and clicking on "In Progress" from left sidebar. --- # Share Quote Source: https://sembark.com/travel-software/docs/share-quote.md Learn how to share quote with client and download PDF from Sembark After quote creation, you can see quotes for a query on query's detailed page. The latest quote will be shown on the query's basic details and you can see all quotes from **All Quote** tab. If you are on "All Quotes" page, click on any quote from the left side navigation to view it's details. From the quote details, you can **Share** and **Download** for this quote. To share this quote, click on the Share button. If you are on you PC desktop, you can share the package view WhatsApp. If you are using a smart phone device, you can share the package details via any option supported by your device e.g. email, WhatsApp, Telegram etc. You can use the download option to download and view the quote PDF. ## Share To make it easier for the sales team to share packages, Sembark provides message content for most common ways of communicatation: `WhatsApp` and `Email`. To share a quote, simply click on `Share` button as shown in the figure bellow. ![Image showing booking ledger for a Hotel Group](https://sembark.com/assets/images/uploads/quote_share_cta.png) ### Via WhatsApp Bellow figure shows the WhatsApp message content which you can copy and share with your customers. If you have provided customer's phone number, you can directly click on `Send via WhatsApp` button which will open the WhatsApp application on your system. :::note Please add the customer's phone number into you contacts list for ease of communicatation for WhatsApp. ::: ![Image showing booking ledger for a Hotel Group](https://sembark.com/assets/images/uploads/quote_share_via_whatsapp.png) ### Via Email ![Image showing booking ledger for a Hotel Group](https://sembark.com/assets/images/uploads/quote_share_via_email.png) ## Downloads You can also download the packages as files to share with your customers and business partners. ### As PDF A beautiful PDF is generated for all your quotes which ready to be downloaded and share. ![Image showing booking ledger for a Hotel Group](https://sembark.com/assets/images/uploads/quote_pdf_download_cta.png) ### As Word Document You can download a Word Document (`.docx`) file which can be easily edited after download. You can use this option to share the quote with you business partners which requires intermediate editing of quotes. ![Image showing booking ledger for a Hotel Group](https://sembark.com/assets/images/uploads/quote_word_document_download_cta.png) :::info If these files have not been generated or there are some changes in your business profile (e.g. Updated Business Name, Business Logo etc.), you can always use the `Regenerate Files` option to re-generated these files. ::: --- # Update Quote Source: https://sembark.com/travel-software/docs/update-quote.md How to update a quote details on Sembark You can update a quote by simply clicking **"Create New Quote using these Services"** option on quote details page. As you might have guessed, this option will take you to the new quote page with all details auto-filled because an existing quote can not updated. Update will simply create a new quote and flow will be the same as of [quote creation](https://sembark.com/travel-software/docs/create-quote.md). --- # Quote Pricing, Markup and Taxes Source: https://sembark.com/travel-software/docs/quote-pricing.md Understand pricing strategies, markup, taxation, rounding, FOC and multi-currency support in quotes After adding services in a quote, the final step is to set the selling price. Sembark provides multiple pricing strategies and automated markup, taxation and rounding so you can quote at your desired price with an estimated profit. ## Pricing Strategies - **Overall** — set markup and taxes on the total package cost and share a single package price. - **Per-Person (PP)** — share per-person prices along with the total. The system calculates per-person rates across different room-night configurations as long as all adults and children are allocated to beds or marked complimentary. - **Per-Component (PC)** — apply markup and taxation per component (hotels, transport, activities, extras) with separate tax rates and optional rounding per component. Two taxation strategies are available: _Tax on Cost + Markup_ or _Tax on Only Markup_. - **Per-Component Per-Person (PC-PP)** — component-wise markup and taxation with per-person price display for clients. ## Markup Markup can be applied in three modes: 1. **Percentage** — auto-updates whenever the cost changes. 2. **Fixed total markup** — automatically distributed across the package. 3. **Per-person markup** — the total markup is auto-calculated from per-person values. ## Taxes Add a tax percentage (e.g. GST) on the final package amount and all price components update automatically. Admins can configure available tax types (GST, VAT, TCS etc.) with display names and default percentages from Organization Settings — see [Currencies and Taxes](https://sembark.com/travel-software/docs/currencies-and-taxes.md). ## Rounding Enable price rounding to round the total and per-person prices. With per-component strategies, rounding applies to each component's cost + markup + taxes (and flights) separately before summing the total. ## Free of Cost (FOC) Travellers - **Package-level FOC** — mark complimentary travellers at the package level (Overall pricing strategy). The system recalculates per-person pricing for paying travellers only, and this reflects in quotations, PDFs, vouchers and emails. - **Transport exclusion** — with per-person pricing, you can exclude specific adults from transport charges (at least one adult must bear the transport cost). - **Activity FOC** — mark one or more guests as FOC for specific activities so only paying members are charged. FOC adults and children are configured separately. This is not available for group tickets, and is shared with suppliers only. ## Multi-Currency Quotes You can use supplier rates in different currencies (e.g. hotels in USD, cabs in EUR) and sell in a single currency. Exchange rates are auto-populated from your organization's master exchange rates, and the system warns you if your quote's rates differ from the master rates. After conversion, bookings are initialized in the original supplier currency. :::note Once a trip is converted and has paid instalments, the package currency can not be changed. ::: ## Rate Changes and Safety - During a quote edit, system rates are not silently reset. If rates changed between amendments, the system notifies you and asks whether to keep the old rates or update to the new ones before saving. - Backend/system rates are visible in the Quote Summary so you can identify any modified rates. - If you modify a quote after conversion with a price lower than the existing one, the system warns you before saving. --- # Multi-Option (Multi-Category) Quotes Source: https://sembark.com/travel-software/docs/multi-option-quotes.md Create quotes with multiple package options like Deluxe, Luxury and Premium with different hotels and meals Customers often ask for multiple package categories (e.g. 3 Star / 4 Star, or Deluxe / Luxury / Premium) before deciding. Instead of creating separate quotes, you can create a single quote with **2 to 6 options**, each with different hotels and meal plans. The system auto-calculates option-wise prices. ## Create Options While creating a quote, add package options and configure each option's hotels. To speed this up, copy hotels from one option to another using one of the change types: - **Change Hotels** — same stay plan, different hotels - **Change Meal Plan** — same hotels, different meal plan - **Custom Change** — full manual control ## Similar Hotel Options Within a single option, you can also attach **Similar Hotel Options** for the same night and location. Prices are auto-calculated based on the highest-priced option, and hotel names can automatically include a "/Similar" suffix (with a per-quote override). Hover over any hotel price to see its bifurcation (per-room, extra beds, CNB etc.) without entering edit mode. ## Sharing and Conversion Quote sharing (WhatsApp, Email, PDF) presents all options with their prices, including option-wise pricing with hotel details. When using the Per-Component markup strategy, component-wise breakup sharing is also supported with multiple options. During [conversion](https://sembark.com/travel-software/docs/query-conversion.md), select the option the customer finalized. After conversion, only the selected option remains editable. --- # Flights in Quotes Source: https://sembark.com/travel-software/docs/flights.md Search and add flights with the content API or manual entry — one-way, connecting, round trip and multi-city Sembark provides an advanced flights system for quotations with two ways to add flights: 1. **Search and Add via API** — powered by a flight content API integration 2. **Manual Entry** — full control when a flight isn't available via search Both methods support every itinerary type, and you can add new **Airports and Airlines** to the system as needed. :::info Flight Content Only API The API search fetches flight **details only** (schedules, airports, terminals, travel class, timezones) — **rates are not retrieved**. You always enter prices yourself. ::: ## Search and Add via API Search by **Departure date, Flight number and Departure city** — the flight schedule details are fetched automatically: - Departure and arrival city with terminals - Travel class - Timezone (airports correctly follow Daylight Savings Time) All fetched details remain fully editable, and you can add extra details like **Baggage (Adult & Infant), Fare type and Meal type**. Everything is shareable across WhatsApp, Quote PDF, Email, Voucher and Word documents. ## Add Flights Manually Enter the same details yourself — departure date, flight number, cities, terminals, class — plus baggage, fare type and meal type. Manual entries behave identically in sharing and documents. ## Itinerary Types ### One-Way Direct A single flight with no return ticket, e.g. Bengaluru → Mumbai. ### One-Way Connecting A one-way journey with connections, e.g. Bengaluru → Hyderabad → Mumbai. The quote shows **layover times along with the total duration**. ### Round Trip Onward and return legs in one itinerary, e.g. Delhi → Dubai (onwards) and Dubai → Delhi (return). ### Multi-City Three or more cities under one itinerary, e.g. Delhi → Mumbai, Pune → Hyderabad, Hyderabad → Jaipur. A multi-city icon identifies these in the Quote PDF. ## Flight Dates Flights are not restricted to trip dates — select any date, which helps when guests fly earlier or extend their stay. ## Flight Pricing - Flight prices are included in per-person price displays during sharing, and a "Flights (inc.)" label clarifies whether flights are inclusive. - When price rounding is enabled, flight selling prices are also rounded, and tax can be applied to flights. - **Zero rates are supported** — if a detailed package breakup is not available, save the quotation with zero cost and selling price for flights. - With item-wise price breakups, flight price details are included in Quote Emails and PDFs, with subtotals per component. For overall pricing behavior, see [Quote Pricing, Markup and Taxes](https://sembark.com/travel-software/docs/quote-pricing.md). --- # Quote PDF and Email Template Customization Source: https://sembark.com/travel-software/docs/quote-templates.md Customize fonts, sections, branding, greetings and layout of your Quote PDFs and Emails Admins can fully customize how shared quotes look. Templates are managed from **Top Navigation > User Icon > Organizations > Repository > Templates**. Changes apply to Quote PDFs and Quote Emails, with live previews for many settings. ## Fonts and Appearance - Choose font families for **Body Text**, **Headings** and **Section Headings**. Available options include Inter, Montserrat, Roboto, Playfair Display, Work Sans, Syne, Nunito, Cormorant Garamond, Jost, Outfit, Lora and more. - Customize page border styles (8 options) with per-direction width, section title background colors and borders. - Set the PDF background color (a light brand shade) with opacity control. - Your brand color theme from the Business Profile is applied to headers and section highlights. - Control the watermark (brand name + trip ID) opacity for all generated PDFs; set it to zero to remove it. ## Sections — Show, Hide and Reorder You can control the visibility and order of PDF sections: - Total Price, Flights, Hotels, Transfer & Activity, Day Wise Itinerary, Important Notes, Inclusions & Exclusions - Package Overview layout: _Label & Value_ or _Table View_ - Hotels: multiple card styles; customizable section title - Day Wise Itinerary: _Stacked_ or _Side-by-Side_ layouts with image positioning - Quoted Price sections can be reordered, with option-wise pricing display - Customize section titles for Inclusions and Exclusions, Terms & Conditions and Transportation - Organize inclusions/exclusions under category headings — categories appear in PDF, email, WhatsApp and trip vouchers ## Prices - **Hide Prices** — generate quotation PDFs without pricing. Enable at template level with a per-PDF override checkbox. - **Component-wise totals** — display subtotals after each component (Hotels, Transport, Activities, Flights, Other Inclusions) instead of only the grand total. ## Greetings and Notes - Set custom greeting messages with rich-text formatting and placeholders such as `CUSTOMER_NAME` and `BRAND_NAME`. - Add **Important Notes** to quotations with markdown formatting; they are visible in the Quote Email and can be reordered. - Attach customer remarks with categories, shared in WhatsApp, Email and PDF. ## Destination Images and Branding Pages - Upload a full-page portrait destination image with an optional dark/light overlay showing guest details, start date and duration. - Add a full-page customer testimonials or branding page per destination, automatically included at the end of the Quote PDF. - Upload brand header and footer banner images used in Quote, Hotel Voucher and Trip Voucher PDFs. - Customize the Sales Representative title (default: "Your Holiday Consultant") or remove it. Salesperson contact numbers (set by Admins on the Users page) appear in the PDF footer. ## Branded and Non-Branded PDFs For B2B sharing, generate **non-branded PDFs** without header, footer, greetings and salesperson details. Upload separate non-branded header/footer/destination images and enable non-branded generation per trip source (B2B, B2C or both) in the template settings. ## Word Document Download Quote content can also be downloaded as an editable MS Word document (.docx) alongside PDF — useful for B2B partners who re-brand quotes. See [Share Quote](https://sembark.com/travel-software/docs/share-quote.md). --- # Quote Suggestions and Reusing Quotes Source: https://sembark.com/travel-software/docs/quote-suggestions.md Speed up quoting by reusing past personalized quotes with smart suggestions Most quotes resemble one you have already made. Sembark surfaces your past work so you can quote in seconds instead of rebuilding from scratch. ## Quote Suggestions During quote creation, the system suggests matching quotes from your **past personalized quotes** for the destination and duration. Each suggestion shows: - Basic trip details and an expandable **itinerary summary** - Hotel options, with a price bifurcation tooltip on hover Pick a suggestion to start from it and adjust services, hotels and prices for the new customer. When searching within suggestions, the default day restriction is removed so you can search across all quotes of the destination. :::note Disabled hotels, transport services and activities are excluded from suggested quotes, so you never reuse stale data. ::: ## Reuse an Existing Quote From any quote's details, use **Create New Quote using these Services** — a new quote opens with all services pre-filled for editing. This is also how you "update" a quote, since quotes themselves are immutable history — see [Update Quote](https://sembark.com/travel-software/docs/update-quote.md). ## After Conversion When a quote is edited after conversion, [bookings stay in sync](https://sembark.com/travel-software/docs/hotel-booking-changes.md#sync-with-quote-changes) — pending bookings auto-update while supplier-assigned ones are preserved for review, and the system warns if the new price is lower than the existing one. --- # Hotel Bookings Source: https://sembark.com/travel-software/docs/hotel-bookings-overview.md Learn how to view and manage hotel bookings for all your queries Hotel bookings for all your converted queries can be managed at one place. You can view all your hotel bookings by clicking on **Hotel Bookings** menu option which comes when hovering over the cursor on **Trips**. ![Image showing option to navigate to hotel bookings page](https://sembark.com/assets/images/uploads/hotel_bookings_navigation_option.png) On hotel bookings page, you can view bookings by there booking status e.g. In Progress, Booked etc. Basic query details are also visible with each booking to quickly view client and query details. ![Image for hotel bookings listing page](https://sembark.com/assets/images/uploads/hotel_bookings_overview.png) ## Booking Status All the hotel bookings are group by Query. Hence the booking status works in group. You will update the status of individual bookings and the end results will be applied to the whole query. For example, if any of the hotel booking in a query has "In Progress" booking status, the status of query will remain in "In Progress" even if all other bookings are booked. ### Initialized This is the first stage in the bookings process which gets automatically applied when a booking gets created. ![Image showing initialized hotel booking status](https://sembark.com/assets/images/uploads/hotel_bookings_stages_initialized.png) All the queries which have hotel booking status as "Initialized", will be placed into "New" tab of the "Hotel Bookings page". These are considered as **New Hotels Bookings**. ### In Progress When the booking process (e.g. email conversation, online booking etc.) starts for a hotel booking, it moves to the "In Progress" stage. All _In Progress_ bookings can be accessed via "In Progress" tab on the hotel bookings listing page. ### Changed A booking can be changed in-case of room unavailability or any other reasons (e.g. price issue, no updates etc.) due to which booking process won't go any further. ### Booked When a booking is confirmed by hotels, you should mark the booking as "Booked". When all the bookings for a query are marked as "Booked", the query moves to "Booked" stage. All _Booked_ queries can be accessed via "Booked" tab on the hotel bookings listing page. ![Image showing booked hotels](https://sembark.com/assets/images/uploads/hotel_bookings_stages_booked.png) Once a hotel is booked, you can generate and share hotel voucher with clients. ### Dropped After a booking is booked, there may be cases when you want to drop this booking e.g. in case of trip cancellation. You can mark a booking as "Dropped" only after it has been booked. ## Filters You can search hotel bookings by keywords or use advanced filter to get the results for a specific hotel, query source etc. ![Image showing search and advanced filters on hotel bookings page](https://sembark.com/assets/images/uploads/hotel_bookings_filters.png) ## Check-Ins and Check-Outs For hotel-wise daily management of arrivals and departures — with a daily listing, calendar view, custom columns and downloads — see [Hotel Check-Ins and Check-Outs](https://sembark.com/travel-software/docs/hotel-check-ins-and-outs.md). --- # Update Status of a Hotel booking Source: https://sembark.com/travel-software/docs/hotel-booking-update-status.md How to update status of a hotel booking on Sembark You can update the hotel booking status from the listing page itself. Click on the pencil icon just right to the current status on any hotel booking. ![Image showing option to update hotel booking status](https://sembark.com/assets/images/uploads/hotel_bookings_update_status_option.png) A dialog box will open. Select your desired status and provide any more information asked. The options in the **Select Status** input will vary based on the current booking status. Once completed, click "Update Status" to change the booking status. ![Image showing form to update hotel booking status](https://sembark.com/assets/images/uploads/hotel_booking_update_status_form.png) --- # Hotel Booking Vouchers Source: https://sembark.com/travel-software/docs/hotel-booking-vouchers.md How to create hotel booking vouchers on Sembark After hotels are confirmed and booked, you can generate vouchers to share the booking details with your clients. ### Generate Vouchers On the booked hotel, click on the "File" icon to get started with voucher generation. ![Image showing hotel booking voucher generation option](https://sembark.com/assets/images/uploads/hotel_bookings_voucher_generate_option.png) On the next screen, you will be asked to provide a booking confirmation number which is optional. Verify the hotel details (e.g. address, check-in and check-out etc.) which will used to generate the voucher. You can edit details if not needed. ![Image showing form to generate hotel booking voucher](https://sembark.com/assets/images/uploads/hotel_bookings_voucher_generation_form.png) Once all information is checked, click on **Generate Voucher** to generate the voucher. Give it a moment to generate the PDF for the voucher and your voucher is ready to share. ### Download and Share After voucher has been generated, you will get option to download the voucher as PDF and a button to mark the voucher as sent. ![Image showing send and download hotel booking voucher option](https://sembark.com/assets/images/uploads/hotel_bookings_voucher_send_download_options.png) Once voucher is shared with clients, click on the "Attention" icon to mark the voucher as sent. You will start seeing a green mark on the hotel booking once the voucher is sent. --- # Hotel Booking Enquiry Emails and WhatsApp Source: https://sembark.com/travel-software/docs/hotel-booking-enquiries.md Send auto-generated booking enquiries to hotels via Email and WhatsApp After a trip is converted (or put on hold), hotel bookings are initialized automatically from the quoted services. To start a booking, send the hotel a booking enquiry — Sembark auto-generates it for you with guest details, stay details and room requirements, so there is no manual data entry. ## Send via Email From a hotel booking, open the enquiry email composer. The hotel's contact details are visible in the composer for easy selection. - Click the email button to open your email client with the recipient and subject auto-filled, or copy the content to paste into your own workflow. - If a hotel has multiple contacts, the other contacts are automatically added in CC. - Multiple stays for the same hotel are included in a single email to minimize back-and-forth. - The email includes transfer pickup times where relevant, and any hotel notes marked for sharing. ## Send via WhatsApp The same enquiry can be shared via WhatsApp. For "In Progress" bookings, a **Sent Via WhatsApp** tag is available to track which properties you have already contacted. ## Customize the Enquiry Template Admins can customize the enquiry email subject and greeting text from **Organization > Templates**. Smart placeholders are supported: - `{{TRIP_ID}}` - `{{BRAND_NAME}}` - `{{HOTEL_SUPPLIER_NAME}}` - `{{CUSTOMER_NAME}}` - `{{REFERENCE_ID}}` The same greeting is used in WhatsApp sharing. ## After the Enquiry Once the hotel confirms availability, [update the booking status](https://sembark.com/travel-software/docs/hotel-booking-update-status.md) to Booked with the confirmation details and proceed to [vouchers](https://sembark.com/travel-software/docs/hotel-booking-vouchers.md) and payments. Successful bookings automatically become part of the hotel's booking ledger, and payment instructions can be provided with payment tracking. --- # Hotel Changes, Replacements and Drops Source: https://sembark.com/travel-software/docs/hotel-booking-changes.md Replace hotels, handle drops and cancellation charges after bookings Plans change — hotels get sold out, customers upgrade, trips get cancelled. Sembark lets you handle hotel modifications from the same booking view without redoing the work. ## Change or Replace a Hotel During a booking status update, you can add a replacement hotel before or after the booking confirmation. The booking moves to the **Changed** status and the new hotel goes through the regular enquiry and confirmation flow. ## Drop a Hotel If a hotel is no longer needed, drop the booking. During the drop process you can add **cancellation/drop charges**, and the associated supplier payments update automatically to reflect the charges. ## Sync with Quote Changes When the quotation is updated after conversion (e.g. an extra night or a different room type), pending booking prices auto-update based on the latest converted quote and applicable booking rates. Bookings already assigned to suppliers are preserved for manual review. Use the **Quote Booking Diff** listing (Top Navigation > Trips > Quote Booking Diff, or Bookings > Quote Booking Diff for reservation/operations teams) to find trips where the latest quotation and booked services don't match. Dashboard cards also show a difference-count badge for Hotel Bookings and Cab Schedules. ## Payment Safety Once any linked instalment is paid, booking modifications such as re-assignment or unbooking are disabled to protect your accounting. Payment totals only change through package or booking detail changes — see [Outgoing Payments](https://sembark.com/travel-software/docs/outgoing-payments.md). --- # Self-Booked Accommodation Details Source: https://sembark.com/travel-software/docs/self-booked-accommodations.md Track hotels booked outside Sembark via third-party portals or corporate tie-ups Sometimes accommodations are booked outside the regular supplier flow — on third-party portals, through loyalty programs or corporate tie-ups. You can still keep the trip's records complete by adding **self-booked accommodation details**. ## Add Self-Booked Details Sales, Reservation and Operations team members can add self-booked hotel details to a trip's bookings. Provide the property and stay details as booked on the external platform. When these details are shared with guests via WhatsApp or Email, they are clearly marked as **Self-Booked**, so the guest knows the booking source. ## Why Use It - The trip voucher and operational documents stay complete with all stays. - The operations team has full visibility of where guests stay each night, which also appears in transfer service schedules. - Costs remain trackable against the trip for accurate profit reports. For regular supplier-based bookings, see the [Hotel Bookings Overview](https://sembark.com/travel-software/docs/hotel-bookings-overview.md). --- # Hotel Check-Ins and Check-Outs Source: https://sembark.com/travel-software/docs/hotel-check-ins-and-outs.md Daily check-in/check-out listing and calendar view for hotel-wise reservation management Alongside the trip-wise hotel booking process, Sembark provides a hotel-wise view of all **check-ins and check-outs** — so the reservations team can manage and reconfirm upcoming arrivals and departures per hotel, day by day. ## Daily Listing The check-in/out listing shows upcoming check-ins and past check-outs for better daily management: - Reconfirm upcoming check-ins with hotels before guest arrival. - Review past check-outs for reconciliation and follow-ups. - Package due and paid amounts appear alongside, including pending dues of hotel and operational bookings, so payment issues surface before check-in. - Entry type (Manual vs Sheet Upload) and package rate of exchange (ROE) are visible per booking. ## Calendar View Switch to the calendar view for a month-at-a-glance picture of check-ins and check-outs — quickly spot busy days and navigate to any date's arrivals and departures. ## Filters and Custom Columns - Advanced filters narrow the listing by hotel, destination, dates and more. - Customize which columns appear in the report and **save your selections as presets** for one-click reuse later. ## Downloads - Download daily, weekly or monthly check-in/out reports with the applied filters and your column preset. - Reports covering **multiple months** can be downloaded in a single request — large reports are emailed to you with a dashboard notification. Downloads are rate-limited to 5 per 30 minutes. Related: [Hotel Bookings Overview](https://sembark.com/travel-software/docs/hotel-bookings-overview.md), [Operational Reports](https://sembark.com/travel-software/docs/operational-reports.md). --- # Cab Schedules Source: https://sembark.com/travel-software/docs/cab-schedules-overview.md How to manage cab booking for queries on Sembark All cab schedules can be managed on one consolidated view of cab schedules. ![Image showing cab schedules navigation option](https://sembark.com/assets/images/uploads/cab_schedules_navigation_option.png) Sembark provides two view for Cab schedules: **Calendar View** and **Listing View** ### Calendar View On calendar, you can view day wise schedules for your queries. You can navigate between days and view schedules for a particular dates. ![Image showing cab schedules overview](https://sembark.com/assets/images/uploads/cab_schedules_overview.png) --- # Assign Service Provider for Cab Schedules Source: https://sembark.com/travel-software/docs/cab-schedule-assign-service-providers.md Learn how to share quote with client and download PDF from Sembark You can assign drivers and service providers to any cab schedule. After assignment, you can mark the cab schedule as booked, which will enable sharing options for cab schedule details between client and service provider. --- # Operational Bookings and Tour Operations Calendar Source: https://sembark.com/travel-software/docs/operational-bookings.md Manage cab schedules and activity bookings from the combined Tour Operations calendar and day views After a trip is converted, all quoted transport and activity services automatically become **operational bookings**. The Tour Operations module gives your operations team a complete picture of what needs to be booked, assigned and shared. ## Tour Operations Calendar The operational calendar combines **cab schedules and activity/ticket bookings** in a single view. Stats show booked and pending counts across both service types. A single day cell shows the first item with additional items in a tooltip; clicking a cell shows all services for that day and trip. A filter lets you view only trips **starting** on a selected date, and you can navigate between days with arrows or the date picker. ## Single Day View Click any date to see all cab schedules and activity bookings for that day — an overview of cabs and tickets, a detailed list, and download options. Filter by service type (cab/ticket) as needed. You can also manually **re-order** a day's services to match the actual movement plan. ## Assign Suppliers and Drivers Assign transporters, drivers and activity suppliers to services individually or in bulk: - When assigning multiple same-day bookings to the same driver, the system shows the driver's existing assignments to prevent over-assignment. - Update suppliers for transport and activity services **across multiple trips** from a single day view, with filters for destination, service city and valid drivers. - Remove suppliers from multiple bookings in one go by unselecting during assignment. - Add remarks, internal team comments (never shared with customers) and confirmation details (driver, cab, PNR/Ticket ID) — these flow into vouchers and communications. See [Assign Service Provider](https://sembark.com/travel-software/docs/cab-schedule-assign-service-providers.md) for the basic flow. ## Multi-Cab Services and Capacity For services with multiple cabs, manage each cab individually — pickup time, duration, remarks, internal comments and even a per-cab confirmation number which appears at cab level in the Trip Voucher. Cab capacity (with child age thresholds) can be defined in master data, and the system warns during quotation if seating is insufficient. ## Pick-up and Drop Locations Maintain precise pick-up/drop locations at the location level or per service, including dynamic options like the check-in/checkout hotel. Locations appear in WhatsApp/email sharing, trip vouchers and operational reports, with cab-wise customization for multi-cab services. ## Keep Bookings in Sync with the Quote When a quote is updated after conversion, unbooked services auto-update while supplier-assigned bookings are preserved for manual review. Use **Sync Bookings with Quote** to manually sync, and the **Quote Booking Diff** listing to find mismatches. ## Downloads Download the monthly tour operations chart or a single day's operational services as Excel — see [Operational Reports](https://sembark.com/travel-software/docs/operational-reports.md). --- # Share Transfer and Activity Details Source: https://sembark.com/travel-software/docs/share-operational-services.md Share driver, transfer and activity details with guests and suppliers via WhatsApp and Email Smooth tours depend on everyone knowing the plan — guests, drivers and suppliers. Sembark lets you share operational details individually or in bulk via **WhatsApp and Email**. ## Share with Guests Share transfer details (cab, driver, pickup time) with guests directly from the operational bookings. The shared message can include: - Hotel check-in/checkout and stay details - Trip arrival and departure details - Activity details with timings and slots You can share transport service details with guests **before a driver is assigned** for advance communication, and follow up with driver details later. ## Share with Suppliers and Drivers Share booking enquiries and confirmed schedules with transport and activity suppliers via WhatsApp and Email — individually or in bulk. Supplier-facing messages include service details, pax and timing. - Optionally exclude guest personal details when sharing with suppliers/drivers. - A contact number priority setting on supplier contacts ensures the preferred phone number appears in the Trip Voucher for each operational service. - Hotel stay details appear in the service schedule popup so drivers know pickup points. ## Movement Charts For day-level coordination, download the day's movement chart with pax and pickup-drop timings — see [Operational Reports](https://sembark.com/travel-software/docs/operational-reports.md). --- # Trip Vouchers Source: https://sembark.com/travel-software/docs/trip-vouchers.md Generate, customize and share trip vouchers with itinerary, hotels, transfers and support details The trip voucher is the single document your guest carries on tour — it includes trip details, day-wise itinerary, hotels with check-in/check-out dates and times, transfers with pickup/drop timings, activities with slots, arrival/departure details, guest list and destination support numbers. ## Generate a Trip Voucher From a converted (or on-hold) trip, generate the voucher from the docs section. You can copy the content or **download it as PDF**, and also download an editable **Word** version. Vouchers display the date and time they were generated. ## Customization - Customize the voucher title and re-arrange sections. - Choose whether to show **driver details or supplier details** for transfers. - Select the download size — A4 or A3. - Choose which destination-linked **bank account** appears on the voucher from a dropdown (works for held and converted trips). - Hide the total package price (template-level setting with per-PDF override). - Toggle the **guest list**: for on-hold trips a checkbox controls visibility; for confirmed bookings the guest list is always displayed. - Toggle the full itinerary off if not needed. - Customize or remove the helpline/support text from your business profile settings. - Generate the voucher **without company branding** (name, logo, headers/footers, bank accounts) for B2B partner sharing. PDFs carry your brand's header/footer banners and a watermark (brand name + trip ID) whose opacity is controlled in the [PDF template settings](https://sembark.com/travel-software/docs/quote-templates.md). ## Hotel Vouchers Individual hotel vouchers are separate documents sent per hotel — see [Hotel Booking Vouchers](https://sembark.com/travel-software/docs/hotel-booking-vouchers.md). Confirmation details (PNR, confirmation number, point of contact) and prices with bifurcation can be optionally included, and a combined hotel voucher can be downloaded as PDF or Word. --- # Activity and Ticket Bookings Source: https://sembark.com/travel-software/docs/activity-bookings.md Manage travel activity and ticket bookings with suppliers, confirmations and payments Travel activities and tickets quoted in a package automatically become bookings after conversion, managed alongside cab schedules in the [Tour Operations calendar](https://sembark.com/travel-software/docs/operational-bookings.md). ## Manage Activity Bookings - Track booking status and assign suppliers individually or in bulk, just like cab schedules. - Add remarks and confirmation details (PNR, Ticket ID etc.) during editing or supplier assignment — included in vouchers and communications. - Activity slot timings selected during quotation flow into vouchers and operational documents. - Internal team comments stay private to your team and are auto-passed from sales comments after conversion. ## Activity Suppliers Suppliers can be enabled for activity/ticket supply in their profile — the same supplier can provide both transport and activities, or you can create activity-only suppliers. All supplied activity bookings appear in the supplier's booking ledger. See [Unified Suppliers Management](https://sembark.com/travel-software/docs/suppliers.md). ## Payments Supplier payments are auto-created during activity/ticket booking, same as cab bookings. Log payments and manage the supplier ledger from the trip's accounting or the supplier's page — see [Outgoing Payments](https://sembark.com/travel-software/docs/outgoing-payments.md). ## Vouchers Once an activity is supplier-assigned and marked booked, generate a dedicated **Activity Voucher** with QR codes, ticket numbers, PNRs and file attachments — see [Travel Activity Vouchers](https://sembark.com/travel-software/docs/activity-vouchers.md). ## Sharing Share activity booking details with suppliers and guests via WhatsApp and Email, individually or in bulk — see [Share Service Details](https://sembark.com/travel-software/docs/share-operational-services.md). --- # Travel Activity Vouchers Source: https://sembark.com/travel-software/docs/activity-vouchers.md Generate, download and share activity vouchers with QR codes, ticket numbers and file attachments Activity Vouchers provide a dedicated voucher generation workflow for activities added in quotations. Generate, download and share activity vouchers directly from the Service Booking page — with full support for QR codes, ticket numbers, PNRs and file attachments — instead of relying on manual workarounds or external documents. ## Generate a Voucher Navigate to a confirmed/booked activity booking — a **Generate Voucher** button appears on the activity screen. :::note Voucher generation is only possible for confirmed bookings Before you can generate a voucher, you must assign a supplier to the activity and mark it as booked. The Generate Voucher button will not appear until then. See [Activity Bookings](https://sembark.com/travel-software/docs/activity-bookings.md). ::: Clicking Generate Voucher first shows a summary of the activity details — activity name, number of pax, supplier name, timing, duration, and activity start and end time — before you proceed. ## Upload Methods Choose how ticket or QR information is attached to the voucher. ### Attach File Use when you have a ticket or booking confirmation saved as a file. 1. Select the **Attach File** option. 2. Upload your file(s) — PDF, PNG, JPG and JPEG are supported, single or multiple at once. 3. Click **Generate Voucher**. If you upload multiple files, the downloaded voucher is packaged as a ZIP file. ### Upload QR Use when you have individual QR codes or ticket numbers for members. 1. Select the **Upload QR** option. 2. The **Activities Included** section lists all sub-activities under the parent activity — select the ones to include. 3. For each activity, fill in the voucher validity, remarks, confirmation number / PNR / ticket number and the number of members. For each member's ticket, either **scan a QR** (allow camera access and point at a QR from any image or PDF — the ticket number/PNR fills in automatically) or **upload a QR image** (JPG, JPEG, PNG or PDF — the PNR/ticket number is extracted automatically, with an optional remark per upload). :::note Member counts must match The number of tourist names and ticket/voucher numbers you can add is determined by the Number of Members you select. ::: ## Voucher Preferences Before generating, you can: - **Remove Branding** — strips the header and footer branding for a clean, non-branded voucher PDF, useful when sharing with guests. - **Terms and Remarks** — add notes that apply to the complete parent activity voucher. ## After Generation Back on the Service Booking screen, three options appear on the activity: 1. **Download Voucher** — download directly; multiple files come as a ZIP. 2. **Voucher Pending** — mark or send the voucher. 3. **Regenerate** — replace or update the voucher. ### Regeneration Click **Regenerate** to update an existing voucher — previously uploaded files and QR data are shown with an "Already Uploaded" indicator. Remove old uploads, add new files or QR uploads alongside existing ones, then generate again. Works for both upload methods. ## Where to Find Generated Vouchers - **Service Booking page** — download directly from the activity. - **Docs section of the trip** — one **combined voucher** covering all activities in the quotation plus separate individual vouchers per activity. These can be copied, downloaded as PDF or downloaded in Word format. ## Supported Ticketing Scenarios Activity Vouchers handle the full range of real-world cases: - **Single QR, multiple members (names known)** — e.g. a group ticket QR listing 4 named guests. - **Single QR, multiple members (names not available)** — member names are not mandatory; the voucher still generates. - **Individual QR per member** — e.g. a Burj Khalifa booking for 5 guests, each with their own QR. - **Single ticket, multiple activities, separate QR per activity** — e.g. a Jaipur City Tour covering Amer Fort, City Palace, Albert Hall and Hawa Mahal, each with its own QR. - **Single ticket, multiple activities, separate QR per member per activity** — the fully itemized case. --- # Accounting Source: https://sembark.com/travel-software/docs/accounting-overview.md What is accounting and how to manage accounts on Sembark Sembark provides solutions to easily manage your company accounting. From day to day payments to monthly clearance, it has all covered. Easily create different accounts like expense, assets, liabilities, revenue etc. to handle all your accounting and transactions. You can verify all the accounting activities with your bank statement to keep everything in check and verified. ![Image showing option for navigation to accounting page](https://sembark.com/assets/images/uploads/accounting_navigation_option.png) ## Accounts You can manage all your accounts e.g. expense, liabilities, company etc. at one place. ![Image showing list of accounts](https://sembark.com/assets/images/uploads/accounting_accounts_overview.png) ### Company Accounts You can create accounts owned by your company to manage all your company debits and credits. **Company** tab will contain accounts attached to your company which you can do at the time of account creation. ### Account Types Account types allows you to group your accounts based on its type. You can assign account type(s) to an account at the time of creation. All your account types will become tabs on the left side of accounts page. ![Image showing account types as tabs](https://sembark.com/assets/images/uploads/accounting_account_type_tabs.png) ### Tags You can use tags as the secondary level of information you want to attach to an account e.g. assign "Duties and Taxes" to some "Liabilities" accounts that holds duties and taxes transactions. ## Payment and Instalments To easily view and manage future/past incoming and outgoing payments, Sembark uses the concept of **Instalments**. Instalments gets automatically created for your incoming (client, guest etc.) and outgoing (bookings, flights etc.) payments at the time of booking only. ![Image showing outgoing payments page](https://sembark.com/assets/images/uploads/outgoing_payments_oveview.png) Once created, instalments can be easily transformed into accounting transactions when making payments. This allows you to see all your accountings and transactions at one place and keep records of all **what went to where**. ![Image showing payment logging for an instalment](https://sembark.com/assets/images/uploads/log_instalment_payment_form_with_action_on_listing.png) ## Accounting Transactions Any payments entry between two accounts will be listed on transactions page where you can view all the details and perform actions like update transaction accounts, revert etc. ## Bank Statement You can verify and create accounting transactions by uploading your company's bank statements. This allows you to manage all your bank account statements in one consolidated view. These statements will be linked to accounting transactions which provides a complete picture of each statements entry. ### Suspense Entries To easily manage bank statements that needs more time for verification, you can use the **Suspense account** to upload these statement. You can later verify and update these entries to correctly map to your desired accounts. --- # Create New Account Source: https://sembark.com/travel-software/docs/create-accounting-account.md Learn how to create new accounting account on Sembark You can create a new account by visiting the **Accounts** listing page and clicking on **Add Account** option on top right corner. ![Image showing option to create new accounting account](https://sembark.com/assets/images/uploads/create_accounting_account_option.png) This will open a new page where you can select whether it is a company account or not. Fill other information as requested. If you want to create more accounts, click on **Add More** and provide details for that account. Once done, click on **Save Account** to save the account(s) details. --- # Proforma Invoices Source: https://sembark.com/travel-software/docs/proforma-invoices.md Learn how to generate Proforma/Draft Invoices for your B2B/B2C sales will auto-filled billing details and particulars with ready-to-share Email and PDFs. You can easily generate Proforma/Draft Invoices for your B2B/B2C sales will auto-filled billing details and particulars with ready-to-share Email and PDFs. To view your Proforma Invoice(s) for a Trip, visit the `Accounting > Invoices Tab` from the Trip's Detailed page. ![Image showing Proforma Invoices Tab on Trip's Details Page](https://sembark.com/assets/images/uploads/release-1-142-trip-details-invoice-page.jpg) ## Create Proforma Invoice To create a Proforma Invoice for a Trip, visit the `Accounting > Invoices Tab` from its detailed page. ![Image showing action button to create invoice](https://sembark.com/assets/images/uploads/release-1-142-create-invoice-cta.jpg) This will initiate the invoice creation flow. ### Billing Addresses In the top header section of creation flow, you will see seller's (your) and buyer's (B2C/B2B) billing addresses along with billing details. **Seller (Your) Billing Details** Invoices will automatically use the **Destination-wise** billing addresses from your Oganization's Settings page. To update any info in your billing details, please update them in from `Organization > Settings` from the **Billing Addresses** section. [Checkout the product documentation](https://sembark.com/travel-software/docs/contact-and-billing-addresses.md) for more details. ::: note Destination-wise and Primary Addresses Invoices will use destination-wise billing address and fallback to your primary billing address if not specified. When updating your billing address details, please make sure you are updating the correct address. ::: **Buyer (B2B/B2C) Billing Details** Software will automatically pick the billing details from the B2B (Trip Sources) and B2C (Guests) if you have updated the same in source details. You can also update the buyer's billing details directly from the Invoice creation/updation flow. ### Place of Supply In most of the cases, place of supply will determine the type of taxation applicable in your sales. The place of supply should be according to the provided services and your accounting rules. Please consult with your accounts team and government rules to ensure proper `place of supply` is selected for your sales. ### Particulars All services and their taxation details must be provided with a proper description of every item. Using the taxation details from the quotation, system will auto-fill the particulars and taxation details. You **MUST verify and ensure** that these details are as per your accounting and government rules. ::: caution Liability and Correctness Software will help in auto-filling the details of particulars and taxation but these details might be incorrect or may not follow local accounting or government rules. Hence, these details MUST be verified and corrected by the Invoice issuer before issuing any invoice. ::: ### Terms and Special Notes You can also include (optional) any special notes and terms applicable for a particular invoice. ### Payment Details Proforma Invoices will automatically use the bank accounts details from your Organization's setting page. You should add bank account details if you want the software to automatically include these details in generated invoices. [Checkout the Bank Accounts documentation](https://sembark.com/travel-software/docs/bank-accounts.md) for more details. ## Sharing Invoice You can share invoices via Email or you can download the PDF which is automatically generated for all your invoices. To share the Invoice via Email, click on **Copy** icon which will copy the Invoice as Email. Simply paste the content in your Email composer and it is ready to be shared. ![Image showing toolbar actions on an Invoice](https://sembark.com/assets/images/uploads/release-1-142-share-invoice-toolbar.jpg) You can also download the Invoice as PDF and share a copy as per your requirements. ## Update Proforma Invoice You can update the details of a Proforma Invoice in the same way you create an Invoice. To update, visit the Invoice's detailed page and click on **Edit** icon, right next to the Copy button. --- # Incoming Payments and Instalments Source: https://sembark.com/travel-software/docs/incoming-payments.md Track collectables from customers and agents with instalments, due dates and verification When a query is [converted](https://sembark.com/travel-software/docs/query-conversion.md), the package amount is split into **instalments** with due dates. The Incoming Payments dashboard (top navigation under **Accounting > Incoming Payments**) brings all collectables — from guests and B2B agents — into one place. ## Instalment Lifecycle An instalment moves through these states: 1. **Due / Overdue** — payment is expected by the due date. 2. **Paid (Unverified)** — a payment has been logged (usually by the sales team) but not yet verified by accounts. 3. **Paid (Verified)** — the accounts team has verified the transaction. The instalment details popup shows a summary, contact details based on the payment type, and tabs for Comments, Related Instalments, Transactions and Activities, with actions specific to the current state. ## Log a Payment Open an instalment and log the collected amount with the date, payment mode and accounts involved. The debit and credit accounts selected during logging are visible on the Trip Payments page. Payment dates can not be set in the future. Collected and due amounts are visible to the tour operations team too, so pending collections surface before the trip starts. The dashboard also highlights live and about-to-start trips with due payments. ## Filters and Downloads - Filter instalments by type using the **Payments For** filter (Hotels, Transports, Activities), by destination, or exclude on-hold booking payments. - Trip Reference ID and guest details appear as separate columns in the instalment listing. - Download instalment lists as Excel (max 500 items per download — apply filters for larger datasets). ## Refunds When a converted trip is dropped, refund instalments for the customer are created automatically. Track them in [Outgoing Payments](https://sembark.com/travel-software/docs/outgoing-payments.md) and update their status as refunds are processed. ## Receipts and Preferences - Generate [payment receipts](https://sembark.com/travel-software/docs/payment-receipts.md) for verified collected payments. - Define [customer payment preferences](https://sembark.com/travel-software/docs/payment-preferences.md) to auto-apply instalment breakdowns during conversion. ## Automate Collections with the Payment Gateway With the [Payments by Sembark gateway](https://sembark.com/travel-software/docs/payment-gateway.md), payment links are embedded in every shared quotation and invoice — clients pay online (cards, UPI, Netbanking), reminders go out automatically, and payments confirm and reconcile in real time with T+1 settlement. --- # Payment Gateway — Automated Collections with Payments by Sembark Source: https://sembark.com/travel-software/docs/payment-gateway.md Collect payments automatically with pay-ready quotations, payment links, reminders and instant tracking Payments by Sembark is a payment gateway solution that automates your payment collections. Instead of sharing bank details and waiting for transfer confirmations, every quotation, voucher and invoice you create carries an embedded payment link — and collections, confirmations and receipts happen automatically. It works for both B2B (agents) and B2C (direct customers) setups, with no technical integration required — onboarding works directly with your existing workflow. ## How It Works 1. **Set instalment rules** — define the instalment percentages you collect from clients. Rules can be edited anytime or adjusted per quotation. These work alongside your [customer payment preferences](https://sembark.com/travel-software/docs/payment-preferences.md). 2. **Share pay-ready quotations** — payment links are embedded automatically in every quotation, voucher and invoice you share. 3. **Client pays online** — clients pay via credit/debit card, UPI, Netbanking and other methods. 4. **Instant confirmation and tracking** — you receive an instant email update on payment completion, and the trip's payment records and reports update in real time. 5. **Auto-generated receipts** — clients can download their payment receipt themselves with one click. 6. **T+1 settlement** — collected payments are settled to your bank account within one working day. ## Automated Follow-ups and Intent Capture - The system automatically sends **payment reminders** to clients for pending instalments, reducing delays without manual follow-up calls. - **Intent capture** notifies your team when a client shows payment interest or starts the payment process, so you can follow up before the opportunity slips away. ## Payment Dashboard Track all gateway payments, instalments and pending collections from a centralised dashboard — full visibility for admins, and deal-wise visibility for each salesperson. Gateway collections appear alongside your regular [incoming payments](https://sembark.com/travel-software/docs/incoming-payments.md) for a complete cash-flow picture. ## Failed and Cancelled Payments When a payment does not complete, the dashboard categorizes the failure so you know what happened: - **Cancelled** — payment timeout or cancelled by the client. - **Failed** — payment declined, authentication failed or technical errors. Hover over a failed payment to see the failure category, the specific reason and the detailed error message. ## Transaction Charges Multiple options let you split transaction charges between your business and the client, reducing pricing friction while maintaining conversions. :::info Getting Started The payment gateway needs to be enabled for your organization. Reach out to your account manager or our support team to get started. ::: --- # Outgoing Payments to Suppliers Source: https://sembark.com/travel-software/docs/outgoing-payments.md Track and log payables to hotels, transporters and activity suppliers, including bulk payment logging Every confirmed hotel, transport and activity booking auto-creates supplier payments. The Outgoing Payments dashboard (**Accounting > Outgoing Payments**) tracks all payables and refunds in one place. ## Log Supplier Payments Open a payable instalment and log the paid amount with date, mode and accounts. Once any linked instalment is paid, the related booking is protected against modifications, and payment totals only change via package/booking detail updates. ## Log Multiple Payments (Bulk Clearance) Suppliers are usually paid in batches. Use **Log Multiple Payments** to clear many payables in a single transaction: - Filter by Supplier Type, Currency, Payment For, Due Between, Destination and Trip. - Select at least 2 payments; a partial amount can be applied sequentially across the selected payments. - One transaction is created with a common Reference ID covering all the payments. - Verifying one payment of a bulk transaction verifies all payments in it (with an explicit confirmation), and unverify follows the same pattern. - If two users try to process the same payment simultaneously, the system prevents the conflict with a clear message. ## Supplier Ledgers Every supplier (hotel, transporter, activity provider) has an automatic **booking and payments ledger** on their details page — all upcoming and past bookings, payment status, amounts due and month-wise volumes. Transport supplier ledgers can be viewed trip-wise for clearer communication. Download ledgers as Excel to share and cross-verify with suppliers. ## Refunds to Customers Refund payments from dropped trips also appear in Outgoing Payments. On-time refunds matter as much as on-time collections for long-term B2B relationships. ## Payment Preferences Define when suppliers should be paid (e.g. 7 days after booking date, month end of service) with [payment preferences](https://sembark.com/travel-software/docs/payment-preferences.md) — due dates are then created automatically. --- # Payment Receipts Source: https://sembark.com/travel-software/docs/payment-receipts.md Generate receipts for verified collected payments For every **verified** collected payment, you can generate a payment receipt to share with the customer or agent. ## Generate a Receipt From the verified payment's details, generate the receipt — it includes the trip details and the payment transaction details. Receipts carry a "computer generated" disclaimer with a "No signature/stamp required" footer. ## Terms and Conditions You can link Terms & Conditions to a receipt. Once linked, the same T&Cs are auto-linked to future receipts so you do not need to select them every time. Manage your T&Cs from the [Organization Repository](https://sembark.com/travel-software/docs/terms-and-conditions.md). ## Related - [Incoming Payments and Instalments](https://sembark.com/travel-software/docs/incoming-payments.md) — logging and verifying collections - [Proforma Invoices](https://sembark.com/travel-software/docs/proforma-invoices.md) — request payments with invoice documents --- # Supplier and Customer Payment Preferences Source: https://sembark.com/travel-software/docs/payment-preferences.md Automate due dates for supplier payouts and customer instalments with payment preferences Payment preferences automate the creation of due dates so your team doesn't compute them per booking. ## Supplier Payment Preferences Define payment terms for hotel, transport and activity suppliers. Each preference is built from: - **Reference events** — Booking Date, Service Date, Month End of Booking, Month End of Service - **Day offsets** — e.g. 7 days after the reference event - **Amount share percentages** — e.g. 50% on booking, 50% before service Assign a preference to specific suppliers; their payable instalments then follow that schedule automatically. Preferences remain editable per booking, and unused hotel preferences can be deleted from **Organization > Repository > Hotel Payment Prefs**. ## Customer Payment Preferences Define instalment breakdowns that are auto-applied when a trip is [converted](https://sembark.com/travel-software/docs/query-conversion.md). A preference can be conditioned on: - Days before trip start - Trip duration (nights) - Package amount range (per currency) Reference events for the instalments are Trip Conversion, Trip Start and Trip End with day offsets. Options include separating the flight cost into its own instalment and a minimum first-instalment threshold. With preferences configured, the conversion dialog pre-fills the instalments — your sales team just verifies and confirms. --- # Accounting Ledgers, Downloads and Account Tools Source: https://sembark.com/travel-software/docs/accounting-ledgers-and-downloads.md Monthly ledgers, transaction downloads and merging duplicate accounts Beyond day-to-day payment logging, the accounts team gets tools for statements, exports and cleanup. ## Monthly Ledgers View month-wise accounting statements (last three months) showing overall summaries and the individual transaction entries. ## Downloads - **Accounts** — download accounting accounts by type (Assets, Liabilities etc.) as Excel with account details, tags and closing balances. - **Transactions** — download all accounting transactions for a selected date interval, or the transactions of a single account with debit/credit amounts. - **Instalments** — download incoming and outgoing instalment lists (max 500 per download; use filters for larger sets). ## Merge Duplicate Accounts Manually created duplicate accounts (Company and Employee/User types) can be merged. Select the duplicates, choose the primary account, and all transactions are transferred to it; the duplicates are disabled. Auto-created accounts (Supplier, Guest, Hotel, Trip Source) can not be merged. ## Report Activity Monitoring Admins can monitor who downloaded which reports — report name, downloaded by, filters used, time and download type (direct or email). See [Report Downloads](https://sembark.com/travel-software/docs/sales-reports.md#report-downloads-and-monitoring) for details. For the fundamentals of accounts, transactions and bank statements, start with the [Accounting Overview](https://sembark.com/travel-software/docs/accounting-overview.md). --- # Contact and Billing Addresses Source: https://sembark.com/travel-software/docs/contact-and-billing-addresses.md Manage all your contact and billing addresses from once place. Create primary and destination-wise addresses ensure correct contact and billing details are shared in all your sales and operations. Manage all your contact and billing addresses from once place. Create primary and destination-wise addresses ensure correct contact and billing details are shared in all your sales and operations. ## Contact and Billing Address In your dashboard, your can manage your Contact and Billing addresses from your Organization's Settings page. The Contact addresses are used during the sales process (in quotation PDF). The Billing Addresses are using in your conversations regarding the billing such as Proforma Invoices, Reservation Enquiry email etc. ## Multiple Addresses You can add multiple contact/billing address according to your needs based on your Sales Destinations. In case of multiple addresses, your addresses will be divided into two categories: Primary and Destination-wise Address. ### Primary Addresses Primary addresses are your default addresses which software will use when a Trip Destination is not explicitly assigned an Address. When adding address(es) in your Organization, **the first address MUST a primary address and MUST NOT be associated with any Trip Destination**. ### Destination Wise Addresses Along with your **Primary Address(es),** you can add new Addresses (contact/billing) and set Trip Destination(s) to it which will allow you to use different address based on the Trip Destination. ::: caution Only When Required You should associate Trip Destination(s) to an Address if and only if the Trip Destination need to use a different address than your Primary Address. ::: Before creating destination wise address(es), **you MUST add a primary address.** Your first Address (Contact and Billing) will be your primary address and you **MUST NOT** associated it with any Trip Destination. After creating a primary address, you can add new address(es) and select Trip Destinations to use the address(es) for specific destination only. ![Image showing option to attach Trip Destination to Address](https://sembark.com/assets/images/uploads/release-1-141-destination-wise-addresses.jpg) ## Add New Address To add Contact/Billing addresses, simply visit your organization's settings page and scroll-down to the Contact/Billing Addresses section. ![Image showing billing address and how to add new](https://sembark.com/assets/images/uploads/release-1-141-billing-address.jpg) Adding the billing addresses is similar to how you would a contact address except the billing details. You should set **Additional Billings** details to include any extra information for the billing e.g. GSTIN, PAN, CIN etc. as mentioned bellow. In the contact details, you should include the contact details of your Accounts Team. ``` GSTIN: GYPOS123123KKSDF PAN: GYPGSS123SSDG CIN: 153223424GHSDG123123 ``` --- # Bank Accounts Source: https://sembark.com/travel-software/docs/bank-accounts.md You can save your bank account details which software will automatically include in various payments collection related communications such as Invoices and Vouchers. You can save your bank account details which software will automatically include in various payments collection related communications such as Invoices and Vouchers. ## Add Bank Account To add a bank account, visit your Organization's settings page from `Top Header > User Icon > Organization > Settings`. Click on **Bank Accounts** tab and click on **Add** button. This will initiate the addition flow. ![Image showing bank account addition form](https://sembark.com/assets/images/uploads/docs-bank-accounts-new-form.jpg) Here you should provide your bank account details such as **Name, Account No., IFSC Code** etc. Verify that these details are correct as per your accounts details before proceeding further. In the next section of **Linked Sembark Account**, you can either select an existing account or select the toggle button to create a new account. In most cases, you will want to select the checkbox to create a new account. Now, click on **Save Details** to save your bank account details. --- # Multi-Branding Source: https://sembark.com/travel-software/docs/multi-branding.md Learn how to easily manage multiple brands of your company in Sembark Travel Software. ::: caution Private Closed Beta (Separate Offering and Billing) The multi-branding is still in private closed beta and is only enabled per-request basis. It is also a separate offering apart from your existing monthly subscription. Please contact our Sales Team for more details. ::: If you have multiple brands for your company, you can easily manage your Sales and Reservations according to your brands associated with destination(s). Managing your multiple brands is the same as managing details of your primary brand in your current system. You can associate logo, trip destinations, contact and billing addresses, and bank account to your brand. The system will take care of sharing the correct branding details during sales (WhatsApp, Email, PDF) and operations (Hotel Booking Email, Vouchers and Cab Schedule Sharing) based on the associated destination to your trips. ## Add New Brand You can add new brand details from your Organization's Profile Settings page as shown below. Click on `Add Brand` to start the flow. ![Image showing add new brand action button](https://sembark.com/assets/images/uploads/docs-multi-branding-add-brand-cta.jpg) On the next screen, please provide all the necessary details. - Brand's display or short name (branding name) - Brand's full registered/official name, used in billings - Logo for the Brand - Trip Destinations where you want to use this brand details - Support Contact details (optional) Once completed, click on `Create Brand` and you are done. ## Contact and Billing Addresses You can associate the brand's contact and billing addresses. Contact addresses are used during your Sales Process and Billing Addresses are used in Operations and Billing process. System will automatically pick the brand and address details based on the destination of trips. [Check the full documentation](https://sembark.com/travel-software/docs/contact-and-billing-addresses.md) of addresses on how to add and manage business addresses. ## Bank Account Details You can also associate bank accounts details to your brand from the Bank Account section in the Brand's details page. Simply click on `Add Bank Account` and follow the steps. [Check the full documentation](https://sembark.com/travel-software/docs/bank-accounts.md) of bank accounts on how to add and manage bank account details. ## Trip ID Prefix You can set a custom brand prefix code (3-6 characters, letters and hyphens only) for trip IDs from the Brand's profile settings. The prefix is visible in quotations, service bookings, accounting documents and reports, with different prefixes supported per brand. ## Non-Branded Documents For B2B sharing, you can upload separate non-branded header and footer images (without brand identification) used when generating [non-branded Quote PDFs](https://sembark.com/travel-software/docs/quote-templates.md#branded-and-non-branded-pdfs) and vouchers. --- Learn more about the multi-brand offering on the [Multi-Brand Expand add-on page](https://sembark.com/travel-software/add-on/multi-brand-expand/) — brand-level data segregation, dynamic branding across documents and centralised reporting. --- # Users, Roles and Teams Source: https://sembark.com/travel-software/docs/users-and-teams.md Invite team members, assign roles and manage user accounts Manage your team from **Organization > Users**. Here admins can invite team members, control their roles and handle account lifecycle. ## Invite Team Members Add a team member with their email — they receive an invitation to set up their account. New accounts start in Test Data Mode until email verification, and invites are synced between Test and Live data modes. ## Roles Each user gets a role that controls which features they can access: - **Admin** — full access including organization settings, templates and reports - **Sales Head / Salesperson** — leads, quotes, conversions and collections - **Reservation Head / Reservation** — hotel bookings and supplier communication - **Operation Head / Operation** — cab schedules, activity bookings and tour operations - **Data Operator** — master data uploads such as contracts and rates - **Accounts** — payments, transactions and accounting ## Teams Teams let you **group users** to match how your business is organized — by department, destination or both. - **Destination-wise teams** — create teams around your trip destinations so leads, quotes and bookings for a destination flow to the right group. Integrated leads can be [auto-distributed](https://sembark.com/travel-software/docs/trip-plan-requests.md) to the appropriate destination team. - **Team manager** — each team can have a manager, who gets **access to the team's data**: their members' leads, follow-ups, trips and reports. Managers can monitor pending and completed follow-ups of all team members with per-member filtering, and assign trips to members of their team. - **Trip-level assignment** — Sales, Reservation and Operations teams are assigned per trip (automatically on conversion, adjustable later), so every stage has a responsible team. - **Reporting by team** — sales and profit reports support team columns and team-wise filtering, letting managers and admins compare performance across teams. - **Access restrictions** — teams also act as an access-control boundary: admins can restrict [Trip Sources to specific teams or users](https://sembark.com/travel-software/docs/trip-sources.md#team-level-access-restrictions), keeping valuable B2B relationships compartmentalized. ## Manage a User From a user's details page, admins can: - View status, 2FA status, when the password was last updated, and the reason for disabling. - **Reset or set the password**, optionally forcing a change on next login. - **Enable/disable Two-Factor Authentication** — an icon next to the user's name indicates 2FA status. Admin-enabled 2FA can not be disabled by the user. - **Change the login email** — migrates all system data to the new email; use when the employee stays but the email changes. - **Temporarily disable** the account — blocks login without deleting any data; re-enable anytime. - Delete the user, with clarity on the billing impact and a reason for the records. Disabled, deleted and unverified users stop receiving all notification emails. ## Salesperson Contact Numbers Admins can associate contact numbers with salespersons — these are displayed in the Quote PDF footer so customers can reach their consultant directly. --- # Lead Integrations Source: https://sembark.com/travel-software/docs/integrations.md Connect your website, Meta Ads, Google Ads and chatbots to receive leads directly in Sembark Bring leads from all your acquisition channels directly into Sembark. Integrated leads land in the [Trip Plan Requests](https://sembark.com/travel-software/docs/trip-plan-requests.md) module in real time. API Integration is enabled for all accounts by default. ## API Integration (Websites and Landing Pages) 1. Visit **Organization Settings > Integrations** and click **New Integration**. 2. Provide a name and description, then copy the generated **access token**. 3. Forward your form submissions to Sembark's Trip Plan Requests API via HTTP POST using the access token in the `Authorization: Bearer` header. The API accepts fields such as `name`, `phone_number`, `destination`, `comments`, number of nights and multiple destinations. Pass a unique `client_request_uid` (e.g. email or phone) to prevent duplicate leads. Ready-made guides exist for **WordPress form plugins** (WPForms, Formidable Forms, Elementor Forms, Fluent Forms, QuForm, MetForm, Hustle Popup), **Google Forms** (via Apps Script) and **BotPenguin chatbots** — see the [integrations section](https://sembark.com/travel-software/integrations/) on our website. ## Meta (Facebook/Instagram) Ads Connect your Facebook pages and ad accounts so leads from Meta lead forms flow into the dashboard in real-time via webhooks, supplemented by periodic syncing to cover platform outages. A manual re-fetch is also available. Meta leads integration is billed separately. ## Google Ads Lead Forms Integrate the Google Ads Lead Form extension from **Organization > Settings > Integrations** to auto-import campaign leads. ## After Integration - Configure [auto lead distribution](https://sembark.com/travel-software/docs/trip-plan-requests.md#auto-distribution-of-leads) rules so leads reach the right salesperson automatically. - Tag, follow up and move leads to trips from the Trip Plan Requests dashboard. --- # Terms and Conditions Management Source: https://sembark.com/travel-software/docs/terms-and-conditions.md Manage T&C presets used in quotes, invoices and receipts from the Organization Repository Terms and Conditions are managed centrally under **Organization > Repository > Repositories**. The sales team selects the appropriate T&C while creating a quote, and the same repository feeds invoices and payment receipts. ## Create and Update Create T&Cs with the rich-text editor (bold, italic, lists, links, headings — keyboard shortcuts supported). When you update a T&C, the old version is archived automatically and existing quotations keep the version they were created with — an "archived" badge appears on those package details. When a new quote is created from a quote that used an archived T&C, the system auto-updates it to the latest version, so nothing needs manual fixing. ## Archive Unused T&Cs Archive T&Cs that are no longer in use from the Repository. Existing quotations and itineraries remain unaffected. ## Customization - The T&C section title in Quote Email/PDF can be customized by admins in [template settings](https://sembark.com/travel-software/docs/quote-templates.md). - Default T&Cs can be set for [Proforma Invoices](https://sembark.com/travel-software/docs/proforma-invoices.md) from the invoice template. - T&Cs can be linked to [payment receipts](https://sembark.com/travel-software/docs/payment-receipts.md) and auto-link on future receipts. ## Related Presets The Repository also manages **Inclusion/Exclusion presets** for itineraries — create reusable presets and select them during quote creation, with optional category headings to group them in shared documents. --- # Currencies, Exchange Rates and Tax Types Source: https://sembark.com/travel-software/docs/currencies-and-taxes.md Configure master exchange rates, currency formatting and tax types for your organization If you sell in multiple currencies or markets, configure your organization-wide currency and tax settings once and let the software apply them everywhere. ## Master Exchange Rates Store exchange rates per currency pair (From/Base Currency > To/Counter Currency with a rate value) at **Organization > Settings > Currencies**. These rates: - Auto-populate during quote creation - Trigger a warning if a quote's rates differ from the master rates Currencies with non-2-decimal precision are fully supported (e.g. JPY with 0 decimals, KWD with 3 decimals) — for contracts, exchange rates and packages. ## Currency Formatting (Localization) Admins can configure region-specific currency formatting: - **Indian Standard** (3-2-2 grouping), **International** (3-3) or **European Dot** (3-3 with dots) - Optional solidus (`/-`) suffix for integer amounts - Rounding display options: 1, 5, 10, 50, 100 Proforma invoices display currency codes (INR, USD etc.) instead of symbols for international clarity. ## Tax Types Admins can add and update tax types (GST, VAT, TCS etc.) with a name, display name and default percentage. If a tax's display name is left blank, it is hidden from customer-facing shares. The configured tax types appear as a dropdown during [invoice creation](https://sembark.com/travel-software/docs/proforma-invoices.md) and quote taxation. ## Bank Accounts and Currency Each [bank account](https://sembark.com/travel-software/docs/bank-accounts.md) is associated with a currency (plus IBAN/SWIFT codes for international accounts). When logging payments, the system auto-determines whether exchange rates are needed based on the currency match. --- # Notify — Automated Customer Communication Source: https://sembark.com/travel-software/docs/notify-automated-communication.md Automate WhatsApp updates for bookings, payments, vouchers and trip reminders [Notify by Sembark](https://sembark.com/travel-software/add-on/notify/) is an add-on that automates customer communication over WhatsApp — booking confirmations, payment reminders, vouchers and trip updates go out automatically at the right moments, instead of your team typing them manually. ## How It Works 1. **Activate and set up** — enable Notify, connect the WhatsApp API and configure your account settings. 2. **Configure triggers and templates** — define key events across the booking lifecycle and set up personalized message templates for each. 3. **Auto triggers run** — the system sends real-time updates at key stages: booking confirmation, payments, vouchers and upcoming trip reminders. Vouchers, invoices and travel documents are shared automatically. ## In-Dashboard Conversation Control View, track and manage all WhatsApp conversations directly from the trip's dashboard — respond, monitor or take over any chat without switching screens. Message **delivery and read tracking** gives complete communication visibility. ## Internal Team Alerts Notify also alerts your own teams — sales, operations and accounts — on key actions like payments received, bookings converted and tasks assigned. ## Multi-Channel Ready The automation flow is designed to extend beyond WhatsApp to email and other channels from the same trigger configuration. :::info Add-On Solution Notify is an add-on and needs to be enabled for your organization. Visit the [Notify page](https://sembark.com/travel-software/add-on/notify/) for details, or reach out to your account manager. ::: --- # Trip Destinations Source: https://sembark.com/travel-software/docs/trip-destinations.md Manage trip destinations with images, support numbers, child age limits and check-in/out defaults Trip Destinations are the regions/circuits you operate (e.g. Rajasthan, Kerala, Bali). Almost everything in Sembark — leads, quotes, rates, reports — is organized around them. Manage destinations from **Organization > Repository > Trip Destinations**. ## Destination Settings Each destination carries defaults applied across the software: - **Images** — landscape and full-page portrait images with optional dark/light overlay, used as Quote PDF covers. Non-branded variants can be uploaded for non-branded PDFs. A customer reviews/branding page image can be added per destination for the PDF footer. - **Support contact numbers** — included in vouchers and post-conversion communications. - **Maximum child age** — enforced during query creation and quotation. - **Standard child age ranges** — automatically inherited by hotels (override per hotel if needed). - **Default check-in/check-out times** — e.g. 12:00 / 11:00, auto-applied to new hotels on upload and customizable per hotel. - **Addresses, bank accounts and brands** — destination-wise [addresses](https://sembark.com/travel-software/docs/contact-and-billing-addresses.md) and [bank accounts](https://sembark.com/travel-software/docs/bank-accounts.md) make invoices and vouchers regionally correct. ## Disable and Re-enable Disable destinations you no longer operate — they disappear from selection menus while historical data stays intact. A disabled destination can be re-enabled by updating it or creating a new destination with the same name. --- # Hotels Master Data Source: https://sembark.com/travel-software/docs/hotels-master-data.md Add and manage hotels with room types, meal plans, extra bed configuration, notes and availability controls Your hotel inventory powers quotations and reservations. Hotels can be added manually, in bulk via CSV rate sheets, or on-the-fly during quotation with **Quick Add** (name, location, meals, rooms — complete the details later). The hotels listing shows whether each hotel was added manually or via sheet, its rate validity and check-in/out times, with filters for rate expiry, entry type and last updated by/date, plus an Excel download. ## Hotel Details - **Room types** with pricing, extra beds and complimentary child configuration. Append `(nR)` to a room type name to cap available rooms (e.g. `Super Deluxe (4R)`) — quotes warn when the quantity exceeds availability. - **Extra beds** — configure adult extra beds (`nAWEB`), child extra beds (`nCWEB`) and children without bed (`nCNB`) separately, via rate sheets or manual entry. - **Meal plans** — managed as a dataset under **Organization > Repository > Meal Plans** along with Room Types; you can see how many hotels use each before deleting. - **Contacts** — contact persons with international phone numbers, used in booking enquiry emails (multiple contacts auto-CC). - **Images and photo links** — building photos and a gallery/details link shown in Quote PDFs. - **Check-in/check-out times** — auto-set from the destination defaults, editable per hotel; included in vouchers. - **Child age ranges** — inherited from the destination, overridable per hotel. ## Hotel Notes Add notes at hotel level, room-type level or meal-plan level for specific date ranges, and choose where they appear — WhatsApp, email, vouchers (or voucher-only), quotation PDFs or internal only. General notes can apply to all hotels or a subset by meal plan/date range, appearing as "Applicable to all". ## Stop Sale and Blackout Dates From the hotel detail page (no full edit required), configure: - **Stop Sale** — hard block: the hotel/room type can not be quoted or booked for those dates. - **Blackout dates** — soft warning: quoting requires a manual rate. Both can apply to all or specific room types. ## Housekeeping - **Merge duplicates** — select duplicate hotels, choose the primary; all payments, bookings and ledgers move to it. Merged hotels are disabled. Irreversible. Entry-type icons help identify the right record during merge. - **Disable/enable** — remove unused hotels from selection menus while keeping existing data; re-uploading a disabled hotel auto-enables it. - **Activity log** — every hotel has an Activity tab tracking who created/updated it and uploaded rates. - **Hotel groups** — organize properties into groups for management and ledger filtering. For rates and seasons, see [Rates and Seasons](https://sembark.com/travel-software/docs/rates-and-seasons.md). --- # Transport Services and Cab Types Source: https://sembark.com/travel-software/docs/transport-services-master-data.md Manage transfer/sightseeing services, cab types, capacities and closing days Transport services (transfers, sightseeing routes etc.) and cab types drive the transportation part of your quotes and operations. Add them manually (single or multiple in one workflow), via CSV upload, or on-the-fly during quotation with **Quick Add** (From, To, destination, service name, itinerary description). ## Two Ways to Store Cab Pricing Sembark supports two modules for storing your cab services, matching how transport is contracted in different regions: 1. **Service-wise (Point A to B)** — fixed services with defined routes (e.g. "Airport to City Hotel Transfer"), each priced per cab type and season. Best when suppliers quote per route. 2. **Metric-wise** — composable pricing built from metrics such as **Per Km, Per Night, Driver Allowance, Per Adult, Per Children, Parking, Days** etc. The cab price calculator combines these metrics (with reusable presets) during quotation. Best when suppliers bill by usage. You can use both side by side — service-wise for standard transfers, metric-wise for custom routings and multi-day usage. ## Bulk Data Entry — CSV and On-System Sheets Two ways to add and maintain data in bulk: - **CSV upload** — the classic route: prepare rate sheets offline and upload them. - **On-system sheet editor** — an Excel-like view inside Sembark to create and edit data in bulk without leaving the system. Sheets are organized in folders, with dropdowns for cab types, metrics (with presets) and seasons with date ranges. The editor lets teams **view diffs between versions, track full change history, and cross-verify the latest records** — with version comparison and rollback — bringing Excel-style management and the system into one view. ## Transport Services - **Route points** — define start (A) and end (B) points; maintain precise pick-up/drop locations at location level or per service, including dynamic options like the check-in/checkout hotel. - **Start time and duration** — defaults that auto-populate cab schedules after conversion. - **Images** — included in Quote PDFs and operational documents. - **Short codes** — add internal reference codes with `[[Code]]` in the service name (e.g. `City Transfer [[SC01]]`). Visible during quotation, never shared with customers or suppliers. - **Closing days** — set closing days of the week and specific date ranges, via sheet upload or manual entry. The system warns and prevents saving a package when a service is closed on the selected dates. - **Editing** — edit services directly (name, distance, duration). Name edits mark the service as disabled in existing quotations; other edits auto-update everywhere. - **Reordering** — reorder services to control their order in quotation dropdowns. - **Filters and bulk actions** — filter by rate validity, entry type (manual/sheet), status and destination; bulk disable services; download as Excel. - **Activity log** — a Log tab tracks all modifications on the service detail page. ## Cab Types Manage cab types (WagonR, Innova, AC Bus, …) from **Organization > Repository**. They are listed alphabetically and support: - **Short codes** — `Innova [[INV01]]` for internal contracting reference. - **Capacity** — define seating capacity and complimentary child age with `Cab Name {{3 Pax}} {{4y+}}` format in sheets or manual entry; the quote warns when seating is insufficient. Only age and capacity values are allowed inside `{{}}` brackets. - **Archival** — archive unused or duplicate cab types. ## Suppliers, Cabs and Drivers - **Suppliers** — create transport suppliers with booking ledgers and [payment preferences](https://sembark.com/travel-software/docs/payment-preferences.md). Suppliers can also be enabled for activity/ticket supply. - **Cabs** — individual vehicles with license plates and capacity. - **Drivers** — name, phone and details, assignable to schedules. Rates (including metric-based cab pricing) are covered in [Rates and Seasons](https://sembark.com/travel-software/docs/rates-and-seasons.md). --- # Travel Activities and Tickets Source: https://sembark.com/travel-software/docs/travel-activities-master-data.md Manage activities, ticket types, closing days and configurations Travel Activities cover guided tours, entry tickets, adventure activities and similar services with per-ticket pricing. Add them manually, via CSV upload, or during quotation with **Quick Add** (activity name, destination, age configuration, ticket name). ## Activity Details - **Ticket types** — multiple tiers per activity (standard, premium, VIP). Each ticket type can have its own image (with a fallback to the activity image). A single duration applies per activity — if you need multiple durations, put them in the ticket type name. - **Age configuration** — child age ranges per ticket; children outside the ticket age range and not complimentary are auto-assigned adult tickets so everyone is allocated. Group tickets auto-generate their configuration during quotation. - **Short codes** — `[[Code]]` in the service column for internal reference; visible during quotation and passed to operations, never shared externally. - **Slot timings** — select time slots during quote creation; included in vouchers, PDFs and operational documents. Start times show in the quotation PDF. - **Closing days** — set closing days of week and date intervals via CSV (e.g. `(Mon, Tue)` and `(1 Apr 2026 - 4 Apr 2026)`) or manual entry; quotation and booking warn when an activity is closed. ## Management - **Filters and bulk actions** — filter by rate expiry, entry type (manual/sheet/mix) and destination; bulk disable/enable; re-arrange tickets. - **Disable/enable** — disabled activities leave existing usage intact with a disability badge and disappear from selection menus; re-uploading auto-enables. - **Activity log** — track who created/updated the activity and uploaded rates. Activities can be quoted standalone (including multi-day) without linking to a transport service. For supplier assignment and booking flow after conversion, see [Activity Bookings](https://sembark.com/travel-software/docs/activity-bookings.md). For rates, see [Rates and Seasons](https://sembark.com/travel-software/docs/rates-and-seasons.md). --- # Unified Suppliers Management Source: https://sembark.com/travel-software/docs/suppliers.md Manage hotel, transfer and activity suppliers in one place with combined bookings and ledgers The **Suppliers** module brings all your suppliers together in one place — Hotels, Transfers and Activities/Tickets — making supplier-related work easier for the Reservations, Operations and Admin teams. Access it from the top navigation. ## One Supplier, Multiple Services If a supplier provides multiple services (for example, hotels **and** transfers), create a **single supplier** and assign all applicable services to it. Each supplier's page shows all related bookings and services in one view for day-to-day tracking. ## Hotel Suppliers — Direct vs 3rd-Party Hotel bookings support both contracting models through the same module: - **Direct booking** — the existing flow for contracted hotels remains unchanged; the hotel's detail page acts as the supplier view, showing direct bookings and any bookings handled through third-party suppliers for that hotel. - **3rd-party suppliers** — the reservations team can assign and manage hotel suppliers directly during the [booking process](https://sembark.com/travel-software/docs/hotel-booking-enquiries.md); the earlier Booking Method selection now uses the Suppliers module. ## Consolidated Bookings View Each supplier has a **combined overview of bookings across service types** — hotel stays, transfers and activity tickets — in separate tabs on the supplier's detail page. ## Booking Ledger Every supplier's **booking and payments ledger is maintained automatically** — each confirmed booking becomes a ledger entry without any manual bookkeeping. - **Month-wise view** — track monthly bookings per supplier to see your business volume with them at a glance and spot anomalies early. - **Booking and payment status together** — each entry carries full booking details (booking date, service/due dates, amount) along with its payment status (paid, due, cancellation charges), so reconciliation happens in one view. - **Download and cross-verify** — export the ledger as Excel/CSV and share it with the supplier to reconcile bookings and settle accounts, easing month-end closures. ## Payments Confirmed bookings auto-create supplier payables, following the supplier's [payment preferences](https://sembark.com/travel-software/docs/payment-preferences.md) when configured — track and clear them in [Outgoing Payments](https://sembark.com/travel-software/docs/outgoing-payments.md), including bulk clearance across trips. ## Supplier Contacts Maintain contact persons per supplier with phone and email. A preferred contact number priority ensures the right number appears in trip vouchers per operational service, and supplier contact details are visible below the hotel name in service bookings. Related: [Transport Services](https://sembark.com/travel-software/docs/transport-services-master-data.md), [Travel Activities](https://sembark.com/travel-software/docs/travel-activities-master-data.md), [Hotels Master Data](https://sembark.com/travel-software/docs/hotels-master-data.md), [Rates and Seasons](https://sembark.com/travel-software/docs/rates-and-seasons.md). --- # Supplier Rates, Seasons and Contract Uploads Source: https://sembark.com/travel-software/docs/rates-and-seasons.md Upload selling and booking rates for hotels, transport and activities with seasons and date intervals System rates are what make automated tour costing possible — once your contracted rates are uploaded, quotes calculate prices automatically and accurately. ## Seasons and Date Intervals Rates are organized into **seasons** with date intervals. Overlapping seasons are supported — the latest uploaded rates take priority. Week-day wise (Monday–Sunday) rates are supported for hotels, cabs and activities. ## Selling vs Booking (Ops) Rates You can maintain two rate sets: - **Selling rates** — used during quotation. - **Booking/operational rates** — your buying cost, uploaded by appending `(Ops)` to the season name. After conversion, bookings initialize with these booking rates (when system rates were used in the quote), giving accurate payables and profit. ## Hotel Rates Upload via CSV with seasons, room types, meal plans, occupancies and prices. Extra bed configuration (`nAWEB`, `nCWEB`, `nCNB`) and room caps (`nR`) ride along in the sheets — see [Hotels Master Data](https://sembark.com/travel-software/docs/hotels-master-data.md). ## Transport Rates Upload cab rates per service and cab type via CSV. Additional capabilities: - **Supplier-wise booking rates** — mention the supplier code in the vehicle name (e.g. `Innova [[ABC Travels]]`); rates auto-update when service/date/cab type changes. - **Cab metric pricing** — metric-based pricing (Per Km, Parking, Night charges, Days, Per Adult, Per Children, Per Adult × Day, …) for the cab price calculator during quotation, with reusable **metric presets**. Manage pricing through the in-system sheet interface or CSV, organized in folders, with version control, comparison and rollback. CSV uploads auto-create missing metrics. ## Activity Rates Upload ticket prices via CSV with configurations for adult, child and group tickets, including closing-day columns. ## Exchange Rates and Currencies Rates can be uploaded in different currencies per supplier and converted during quotation using your [master exchange rates](https://sembark.com/travel-software/docs/currencies-and-taxes.md). Bookings stay in the original supplier currency. :::tip Migrating from offline processes? Your existing Excel sheets with supplier details and contracted rates can be adapted to the upload formats — the onboarding team helps with the initial migration. ::: --- # Trip Sources (B2B Agents and Channels) Source: https://sembark.com/travel-software/docs/trip-sources.md Manage B2B agents and lead channels with contacts, billing details, tags and ledgers Trip Sources represent where your business comes from — B2B travel agents, online platforms, campaigns and direct channels. Every query is attributed to a source, powering source-wise reports and B2B accounting. Manage them from **Organization > Repository > Trip Sources**. ## Source Details Page Each source has a detail page with four tabs: - **Details** — name, addresses and contacts. - **Trips** — all trips from this source filtered by stage (New Inquiry, In Progress, On Hold, Converted, On Trip, Past, Canceled, Dropped). - **Payments** — outgoing and incoming payments with the source. - **Accounts** — accounting accounts for B2B sources. ## Contacts Add contact/enquiry persons with designations; mark one as **primary** so it appears first and auto-selects during query creation. For B2B sources, an email icon in listings reveals the source's contact email. ## Billing Details Attach billing details (address, GSTIN etc.) to B2B agent sources — used automatically when generating [Proforma Invoices](https://sembark.com/travel-software/docs/proforma-invoices.md). ## Tags Create and assign multiple tags per source (e.g. platinum, regional) — visible in the agent dropdown and usable in filters. ## Team-Level Access Restrictions Trip Sources are valuable business assets — admins can restrict **which teams or users can view a given source**. With restrictions in place: - Only the assigned teams/users see the source in query creation, listings and filters; everyone else simply does not see it. - Admins keep full visibility and control over the source's access list. - Sensitive B2B agent relationships stay compartmentalized, reducing the risk of data leaks when team members change roles or leave. ## Housekeeping - **Merge duplicates** — select duplicate sources, choose the primary, verify and merge; data is consolidated. - **Enable/disable** — disable sources that no longer send queries; they disappear from query creation but stay in reports and filters for a month, and can be re-enabled anytime. ## Reports Download trip source data (query counts, conversion, revenue) and source-wise sales reports for B2B analysis — see [Sales Reports](https://sembark.com/travel-software/docs/sales-reports.md). --- # Itineraries (Day-Wise Templates) Source: https://sembark.com/travel-software/docs/itineraries.md Manage reusable day-wise itinerary templates with descriptions and images Itineraries are reusable day-wise templates — titles, descriptions and images — that power the day-wise schedule in your quotes. They are linked to transport services and activities, so selecting services during quotation auto-generates the customer-facing itinerary. ## Manage Itineraries - Create itineraries with day titles and rich-text descriptions using the editor (bold, italic, lists, links, headings — with keyboard shortcuts). - Add **images** to itineraries; they appear in Quote PDFs (ensure you have usage rights for gallery images). - Itinerary descriptions can be set on transport services too (including via Quick Add during quotation). ## Usage in Quotes During quote creation, each day's itinerary is auto-filled from the selected services' templates. The sales team can edit any day's content per quote without affecting the master template. A toggle can exclude the full itinerary from quote sharing and trip vouchers when not needed. Related master data: [Transport Services](https://sembark.com/travel-software/docs/transport-services-master-data.md), [Travel Activities](https://sembark.com/travel-software/docs/travel-activities-master-data.md), [Trip Destinations](https://sembark.com/travel-software/docs/trip-destinations.md). --- # Sales and Lead Reports Source: https://sembark.com/travel-software/docs/sales-reports.md Monitor sales by team, destination and source with downloadable reports and custom column presets Access sales reports from the top navigation under **Trips > Sales Reports**. Reports are available at daily, weekly and monthly granularity with filters for destination, salesperson and trip source, and Excel/CSV export. Salespersons can view their own reports; team admins see everyone. ## Report Types - **Sales Reports** — overall sales with package amounts, cost price, tax, pax details and Trip Reference IDs. - **Salesperson Performance** — conversion rates, assigned leads and profit per team member, with linked leads/conversions for cross-verification. - **Destination Sales** — leads, conversions and profits per destination. - **Trip Source Sales** — performance per B2B agent/channel. - **Lead Reports** — lead listings with source city/state/country, source email, tags, currency and salesperson columns. ## Custom Columns and Presets Customize which columns appear in trip sales reports and save them as reusable **presets** (default presets: Detailed and Overview). Select any custom date range with quick options (Last 3/6 months, 1 year). ## Report Downloads and Monitoring - Large reports (e.g. 32+ days of data) are generated in the background and **emailed** to you, with a dashboard notification. - Trips and queries can be downloaded as Excel/CSV per stage (New, In-Progress, On-Hold, Converted, Dropped). - Admins can monitor all report downloads — report name, downloaded by, filters used, time and download type — for data governance. For profit-focused reports, see [Profit and Checkout Reports](https://sembark.com/travel-software/docs/profit-and-checkout-reports.md). --- # Profit, Check-In and Checkout Reports Source: https://sembark.com/travel-software/docs/profit-and-checkout-reports.md Analyze trip profitability and manage starting/ending trips with check-in and checkout reports ## Trip Checkout Reports Download reports for trips **ending** in a selected period with revenue, actual profit and supplier booking details. Filter by team, destination and source; future incomplete trips can be filtered via the advanced filter. Use these to identify your most profitable trips and improvement areas. ## Trip Check-In Reports Download reports for tours **starting** in a selected month/week/day, with hotel-wise check-in/check-out details, package due/paid amounts and package rate of exchange (ROE). Columns are customizable with savable presets, and multi-month downloads are supported (large reports arrive via email; rate-limited to 5 downloads per 30 minutes). ## Trip Profit Report Per-trip cost/profit report (downloadable once all services are booked) including trip overview, quotation details, booking status and payment status. Columns include Cost Currency, Profit Amount, Profit Percentage, Sell Currency, Revenue and Rate of Exchange, plus Sales/Reservation/Operation team columns. Profit calculations handle multi-currency sales correctly — the package amount is computed in the costing currency using the quotation's exchange rates. Quoted prices auto-sync when a quote is updated after conversion. ## Sales Profit Bifurcation Sales report downloads can include profit bifurcation per service type and total margin percentages. Related: [Sales Reports](https://sembark.com/travel-software/docs/sales-reports.md), [Operational Reports](https://sembark.com/travel-software/docs/operational-reports.md). --- # Operational and Hotel Reports Source: https://sembark.com/travel-software/docs/operational-reports.md Tour operations downloads, movement charts and hotel check-in/check-out reports ## Tour Operations Downloads From the Tour Operations Calendar or the single-day listing: - **Monthly chart** — all bookings with check-in/out and arrival/departure details, trip-wise, as Excel. Columns include suppliers, cab and number plate, currency, pending/confirmed booking counts and amounts, paid/due amounts, refunds and pick-up/drop locations. - **Single day** — all services for the day with trip details, supplier assignments and payment status. The transporter report includes linked activities (up to 4 per service) and pick-up/drop locations. - **Movement chart** — pax and pickup-drop timings for a day's cabs, for ground coordination. Columns are customizable with savable presets, and applied filters carry into the downloads. ## Hotel Check-In/Check-Out Reports Hotel-wise tracking of guests checking in and out — daily, weekly or monthly — with advanced filters, custom column presets, package due/paid amounts and entry-type indicators. Multi-month downloads are supported in a single request; large reports are emailed with a dashboard notification (rate-limited to 5 downloads per 30 minutes). For the day-to-day listing and calendar view of arrivals and departures, see [Hotel Check-Ins and Check-Outs](https://sembark.com/travel-software/docs/hotel-check-ins-and-outs.md). ## Hotel Booking Ledgers Export any hotel's (or hotel group's) booking ledger as Excel/CSV with full room configuration details (base price, extra beds, CNBs), room/room-night counts and payment status. See [Hotel Bookings Overview](https://sembark.com/travel-software/docs/hotel-bookings-overview.md). ## Quote-Booking Differences The **Quote Booking Diff** listing shows trips where the latest quotation and booked services don't match, with tabs for future, on-trip and past trips — a daily checklist for reservation and operations teams. --- # Network Error Source: https://sembark.com/travel-software/docs/network-error.md Network Error is a very common issue as it the network and connectivity is composed of many layers and any layer can fail the connection. Here are common causes and their possible solutions. Your software relies on a good and stable internet connection to work seamlessly. The `Network Error` is a very common issue as the network and connectivity is composed of many layers and any layer can fail the connection/network. Here are common causes and their possible solutions. ## ISPs Issue Internet Service Providers generally updates their infrastructures to handle the increasing needs of customers and enforce more security rules on a regular basis. This can sometimes result in a very high connection time due to DNS resolution and other checks. If a request **takes too long to respond**, the browsers will automatically close the connection. ### Identification This error generally **affects all connections (including login)** with our infrastructure so none of the modules will work. The requests will **generally take too long**, and you will continue seeing spinners and finally you will see the "Network Error" notification on your dashboard. ### Possible Fix Try switching to a different internet service provider temporary e.g., from JIO to Airtel. ## Request Errors In your dashboard, you will normally send data to Sembark servers for storage (e.g., supplier contracting, query creation, quotation, hotel booking etc.). All these data/requests get validated on server before storage. Sometimes, the validation fails, and you might get a "Network Error". ### Identification When submitting a form or uploading files, you are getting "Network Error" notification on your dashboard. ### Possible Fix Please check that your data/files follow the correct format and have valid fields. ## Unstable Connectivity This is a very common problem in remote and hilly areas where connectivity is not stable (network comes and goes). This can also happen due to some government regulation and restriction on ISPs in some areas. ### Identification The unstable connectivity will generally cause "Network Error" notifications in-between your software usage. Most of the time your work will not be interrupted, and you can continue using the software. But it may result in data inconsistencies. ### Possible Fix Please contact with your ISPs and ensure that you have stable connection throughout the software usage. ## Error on Specific Pages Sometimes, there might be issues with some specific pages which can results in a "Network Error" on load. ### Identification This error generally **affects specific pages**. The requests will generally take too long, and you will continue seeing spinners and finally you will see the "Network Error" notification on your dashboard. ### Possible Fix This issue can either be cause by a connection failure or a server failure. Here are some possible solutions: - Refresh the page. - Retry the page load when your team members are not active (early morning, before lunch etc.) - Contact Us. ## No-connectivity or Offline This is a very rare case when you are using the software without network connection. ### Identification The whole software UI be greyed out (all grey, no other colors). You will get network error on all pages. ### Possible Fix Please connect to a good and stable internet connection to use the software. ## Others If you are getting a `Network Error` but none of the above seems to be the identification and fix, please contact us on our support groups/channels. --- # Software Updates, Sessions and Timezone Issues Source: https://sembark.com/travel-software/docs/software-updates-and-sessions.md Fix stale software versions, unexpected logouts and timezone mismatch blocks ## Software Update Required Sembark ships updates frequently. If you see an update message or the dashboard behaves unexpectedly after a release, force-refresh the browser: - Windows/Linux: `ctrl + shift + r` - Mac: `cmd + shift + r` You can check what changed via the **What's New** button in the top navigation, which highlights for a couple of minutes after an update. ## Unexpected Logouts These are security behaviors, not bugs: - Inactive sessions time out after **20 minutes**. - Changing your password logs out **all** active sessions. - Simultaneous logins on multiple desktops are blocked (one desktop + one mobile is fine), and successful logins are limited to 2 per 30 minutes. See [Account Security](https://sembark.com/travel-software/docs/account-security.md) for the full policy list. ## Timezone Mismatch Block The software verifies that your device timezone matches your organization's timezone — a mismatch blocks access with on-screen instructions, because mixed timezones corrupt date-based data like check-ins and schedules. **Fix:** set your operating system timezone to the organization timezone, then reload. Multi-timezone offices (multi-country teams) are supported — if your team genuinely operates from another timezone, ask your admin to configure it rather than changing device clocks. ## Still Stuck? For connectivity-related problems, see [Network Error](https://sembark.com/travel-software/docs/network-error.md). Otherwise reach us at [support@sembark.com](mailto:support@sembark.com). --- # Training --- # 02. Sales Overview Source: https://sembark.com/travel-software/training/sales.md Overview of Sales. Sales process in your Sembark Travel Software includes Lead Management, Package Quotes, Follow-ups, Sales Reports and Payments Collections. Below is an overview of these processes. ## Leads Management Below is the Leads Management dashboard which you can visit from clicking on `Trips` from top-left navigation bar. Here you will be able to see all the leads in different stages such as `New`, `In-Progress`, `Converted` etc. Read the [Queries documentation](https://sembark.com/travel-software/docs/queries-overview.md) for details on every stage and filter. ### API Integrated Leads If your have integrated your Landing Pages or other Lead Generation Platforms such as Facebook/TripCrafters with Sembark Travel Software, then those leads will be listed in `Trip Plan Requests` module. This module can be accessed from top-left navigation under `Trips > Trip Plan Requests` link. If you don't see this link, it means there are no integrations. Read the [Trip Plan Requests documentation](https://sembark.com/travel-software/docs/trip-plan-requests.md) for follow-up notes, tags and auto-distribution of these leads, and [Lead Integrations](https://sembark.com/travel-software/docs/integrations.md) to set up new channels. These API Integrated Leads are **NOT** automatically moved to the `Leads Management` because most of the time, these leads will require a follow-up call to collect more information regarding the requirements such as destination, expected tour start-date, pax details etc. ## Sales Reports With sales reports, dedicated and personalized, you can can easily monitor your monthly/weekly sales with just one click. You can access the sales reports from top-left navigation under `Trips > Sales Reports` link. Here you can further apply filters for destination and sources to get a concise report or take follow-up calls. Read the [Sales Reports documentation](https://sembark.com/travel-software/docs/sales-reports.md) for all report types and custom column presets. ## Payments Collection After sales, collecting on-time payments with follow-ups can make a huge difference in cash-flow in a company. You can easily track all your collectable with a dedicated incoming payments tracking dashboard which you can access from top navigation under `Accounting > Incoming Payments`. A package's total amount is usually distributed in multiple instalments with different due dates. On this dashboard, you can track all those upcoming, overdue and paid instalments. Read the [Incoming Payments documentation](https://sembark.com/travel-software/docs/incoming-payments.md) for the full collection workflow. Once you collect a payments or take a follow-up, you can easily log those entries with respective instalment. This way, your accounts team can check the collection and verify the transaction in their own process. The collected and due amounts are also available to Tour Operations team to ensure there are no pending payments before trip start. ### Outgoing Payments As a salesperson, you also have access to Outgoing Payments (payables/debits) which shows a list of refunds from **Dropped Trips**. On-time refunds are as important as on-time collection to have good customer experience and long term relationships with your buyers, in-case of agents. Read the [Outgoing Payments documentation](https://sembark.com/travel-software/docs/outgoing-payments.md) for details. --- # 03. Leads and Queries Source: https://sembark.com/travel-software/training/leads-and-queries.md Learn about Leads and Queries in your Sembark Travel Software and how to add new queries Now let's deep dive in the leads and their management process. ## Leads/Trips Stages You sales leads/trips are categoried with different status/stages to ensure proper Follow-Ups and work distribution. Here is an overview of these stages. 1. **New**: This is the very first stage of every new leads. As soon as a lead is entered in the software, it will be listed here. 2. **In Progress**: After the first quotation, leads will be moved from `New` to this stage. A lead will stay in the `In-Progress` stage during Follow-Ups till the lead is moved to on-hold/converted or if the lead gets cancelled. 3. **On Hold**: Once a lead is confirmed for conversion, you will move the lead to `On-Hold` or the `Converted` stage. If you have customers who will be sending the first payment after the hotel vouchers, then you will first move the lead to this `On-Hold` stage and once the payment is received, you will then move the lead to `Converted`. This process is dependent on your business use cases. 4. **Converted**: This section will contains the list of recent conversion/sales/confirmed bookings. The leads will stay in this stage until their start date comes. 5. **On Trip**: As the name implies, your live/on-trip leads will be listing in this section. This will be a place for you to take on-trip Follow-Ups and contact calls. 6. **Past-Trips**: Your converted trips which have ended will be listed in this section. The most recent check-outs will be listed on top and hence, it is great place to collect customer feedback or do necessary updates in the quotation. 7. **Canceled**: This section will have the `Canceled` leads which did not get converted. You can manually cancel a lead or the system will automatically cancel the leads on their travel end-date pass. 8. **Dropped**: If a tour gets **cancelled, after conversion/sales**, it will listed in this `Dropped` section. Here you will be able to track the refunds status or any other processes. ## Add New Lead/Query/Trip To add a new query, please click on `Add New Query` from the Leads Management dashboard. This will redirect you to a new page where you can enter the lead's details. As you can see in the above image, you are requested to enter the details regarding the Query Source and Contact, Travel Destination with dates and pax, Guest details if available and any notes of requirements. Let's go through each section and fill the details. ### Query Source First, we will enter the details of the source of this query. In Sembark, Trip/Query Sources are devided into two categories: 1. **B2B-Agencies**: These sources provides leads directly or via an Online Marketplace. Some common example are your B2B Partners, Travel Triangle. Along with the source details such as company name, you will also have some contact person's details. These sources acts as intermediator agents during the follow-ups and other lead processes such as payments, vouchers etc. 2. **B2C/Referrals**: Leads from these sources are received directly or via a portal. These source don't as as agent/intermediator after lead generation and you will be dealing with the customer directly. For the purpose of this guide, we will select a B2C source. Please search for `Direct` in the query source input and select the `Direct Query` from the options. Now, we will leave the `Reference ID` blank and will keep the Sales Team to `You`. ### Destination and Duration Next up are the journey details such as Trip Destination, Tour Start Date (expected), Duration and Pax details (Adults and Child). For the Destinations, we will select the first Destination from the dropdown. Then we will select a start date using the date-picker (pick any date), and the enter number of nights (e.g. 4). Next, we will select the number of Adults (e.g. 2) and click on `Plus` button to add children. Here we want to add one child with age of 4yrs, so we will select `4y` from the dropdown. ### Guest Details Now we will enter the guest details. Because we have selected the source as B2C, we will have to enter the guest details. For B2B query sources, this will become optional because we will have an agency contact and we generally don't have guest details for B2B leads. For the name of the guest, enter a name of your choice (e.g. Aman Singh), followed by the phone numbers (e.g. 8989898989). We can also add email and the guest's origin city if have those information available, but for the purpose of this guide, we will leave them empty. ### Comments Next, we have an option to enter any lead specific information or requirements. Let's assume that the guest wants to have 4 star accommodation with a budget of 60k. Let's enter these details in the comments box. These details will be available to us on this lead's detailed page and during the quotation process. --- Once you have entered all the required details, click on `Save Details`. This will save the query details and redirect us to it's detailed page. :::success Congratulations You have successfully added your first lead. If you go back the Leads Management dashboard, you should now see this lead/query in the `New` stage listing page. ::: Now, let move on to the next step of Package Quotation. ## References Deep dive into leads and queries with the full documentation: - [Queries Overview](https://sembark.com/travel-software/docs/queries-overview.md) — stages and filters - [Add New Query](https://sembark.com/travel-software/docs/add-a-query.md) and [Query Details](https://sembark.com/travel-software/docs/query-details.md) - [Follow-ups and Tags](https://sembark.com/travel-software/docs/query-followups.md) and [Tasks and Comments](https://sembark.com/travel-software/docs/tasks-and-comments.md) - [Trip Plan Requests](https://sembark.com/travel-software/docs/trip-plan-requests.md) — integrated leads from your website and ad campaigns - [Guests and Tourists](https://sembark.com/travel-software/docs/guests-and-tourists.md) — manage the complete traveller list of a trip --- # 04. Package Quotes Source: https://sembark.com/travel-software/training/package-and-quotes.md Sembark Travel Agency Software APIs to store data of leads generated on your own platform After adding a lead into the Software, you are now ready to start building your first Package Quote. ::: info If you not on a new lead's details page, click on `Trips` from top-left navigation and click on the **ID (blue link)** of your newly created lead. This will open the leads detailed page. ::: ## Query Details On the new lead's detailed page, you can see the basic details that we entered during the creation process such as lead source, destination, duration, pax and guest details. Software will also auto generate a unique identifier for the trip and we will refer to this ID as `Trip ID`. You can also the comments that we added in the `Follow-ups` section on the right side. Now let's create our first **Package Quote**. A package quote consists of packge services such as Accommodation, Transfers and a quoted price with markup and taxes. ## Create Package Quote To create our first package quote, we will click on `Create Quote`. This will redirect us to package creation page. Let's first go through this page's layout and different details. - As an overview, you will see the basic details for the package such as destination, duration and pax details. - Next to that, you have option to control the settings for multiple-category package quotes (e.g. 3 Star, 4 Star, Premium etc.). - Following these basic settings, we have different sections to enter the details for `Accommodation`, `Transportation/Activities`, and `Flights`. - Now, if you keep on scrolling, you will have a section to preview the package details. - Next to that, you have controls for Markup and Taxes. - Finally, at the bottom of the page, you can view the final quote prices. Now let's add our package details. For the purpose of this guide, we will create for a single category 4 Star package with a 4 pax capacity vehicle, without any Activities or Flight inclusions. ### Accommodation To add Accommodation for the package, we will scroll down to the Hotel/Accommodation section on the quote creation page. We will click on the `Add Hotel` button which will open the form to select the nights, hotel, meal plan, room type and other inputs. Let's go through each of these fields as we will the form. - **Stay Nights**: We will first select the nights on which we want to have the first stay of the Trip. We can select multiple nights for a single stay as well. Let's select the 1st and 2nd nights from the selection menu of nights. - **Hotel**: Next, we will select the hotel of accommodation. If you know the hotel's name, you can search in the selection menu search else you can click on the `Advanced Search` icon, next to the hotel search box to open the advanced search of hotels where you can filter by city, meal plan and star category ([learn more](https://sembark.com/travel-software/docs/create-quote.md#hotels)). For this guide, we will select the hotel from the selection menu. Click on type in to search for any hotel of your choice and then select it from the menu. - **Meal Plan**: Once you select the hotel, the first meal plan from the hotel will be auto-selected. You can modify it if you want. - **Room Type**: Similar to meal plan, the first room type will be auto-selected as well. You can also change it if you want. For this guide, we will keep selected as default. - **Pax Allocation**: For our Tour, we want to provide a double bed room with an extra mattress. So, we will allocate the mattresses to every pax in the Tour. First, we will select the `2` (double occupancy) in the Pax/Room input field. This is the number of pax in a room, without any extra mattresses or child without mattresses. - **Number of Room(s)**: Now, we enter the number of rooms in the next input. For this tour, we will provide a single room only, hence we will enter `1` in the `No. of rooms` input field. _As soon as you enter the rooms, you should see the rates in the right side of the screen. There will be two rows (one per night), system rates for the selected hotel, meal plan, room type and base occupancy during the selected dates_. - **Adults with Extra Bed (AWEB)**: Next, we will enter the total number of adult extra beds required. In our case, we will provide one extra bed and so, we will enter `1` in the `AWEB` input field. _This should automatically update the system rates for extra beds in the prices panel on the right side_. Please note that this is total of all extra beds required in the selected hotel and rooms. If we need five extra beds, we will enter the `5` here. - **Child with Extra Bed (CWEB)**: Similar to adults with extra bed, we can enter the total number of extra beds for children. We will keep it zero for this guide. - **Child without Extra Bed (CNB)**: We can also enter the details of children without extra bed (CNB) if we have any in our Tour. For this guide, we will set it to zero as well. Once completed, you should a screen similar to as shown below. To add accommodation for remaining nights, we will click on `Next Night` button and fill the details for remaining nights as we did for the first and second nights. :::caution Recommend We highly recommend adding accommodation details of other nights before moving to the next steps. This will increase your familiarity with the system and increase your proficiency. ::: Once completed, we are ready to move on to the next section. For more details on the Accommodation section, please visit the [full documentation on Quote creation](https://sembark.com/travel-software/docs/create-quote.md) to learn about all other options such as Advanced Search, Similar Options, Multiple Room Type's per hotel etc. To offer multiple package categories (e.g. 3 Star / 4 Star), see [Multi-Option Quotes](https://sembark.com/travel-software/docs/multi-option-quotes.md). ### Transportation and Activities As we have completed the Accommodation part, we will now add the Transportation and Activities for this Trip. Adding Transportation and Activities is as simple as selecting the days and their respective itinerary titles. But before we start entering the day-wise services, let's first examine the configuration settings of this section. 1. **Same Cab Type for All**: This setting allows us to define and restrict the cab type for all the Transportation services. This is very useful if we are working in areas where we provide single type of cab(s) for the whole package. For the purpose of this guide, we will enter the cab details per-service, hence keeping this option **unchecked**. Please feel free to take the other adventure path (there isn't much difference). 2. **Add Prices as Once**: Based on the settings of your organization, this option might not be available to you on this page. If you don't see it on the screen, please move on to next step. This option allows us to add Lump-sum rates for Transportation using matrices such as total number of days/nights, running Kms, parking charges etc. For the purpose of this guide, we use the service-wise rates and we will keep this option **unchecked** as well. To learn more about this option, please visit the [documentation on cab metric pricing](https://sembark.com/travel-software/docs/rates-and-seasons.md#transport-rates). Now, to add these details, we will click on the `Add Service` button. This will open the form the enter the day-wise transportation details. Here, we will enter the following details: - **Day**: We will select the `1st Day` from the Days selection menu. You can select multiple days if any of your services span multiple days. - **Service Location**: Next, we will select the service location. Based on the destination of our Tour and master data, you should search for the starting point of the Transportation or some keywords from the Itinerary of first day. For example, if our first day's itinerary is `Jaipur to Ajmer - Sightseeing and Transfer`, we would search `Jaipur` in this input. After search, you should some results for requested location. Pick any of the desired location. :::tip Checkout all Service Locations To get an idea of the service locations format which is used by your organization, you can click on the Transport Services link (in new tab) from the top navigation bar. ::: - **Service Type**: Once you select the location, the `Service Type` input will be auto-filled with the first service on the selected locations. You can change the selected service by click on the selection menu and choosing a different option. - **Cab Type**: Next, we will select a cab type from the `Cab Type` selection menu. Pick any of the desired cab type for this tour which can accommodate 3 people. As soon as you select a cab type, the system will automatically fetch the rates for selected cab type, for selected transportation services. Here, you can increase the quantity of cab type and add more cab type(s) if required. For the purpose of this guide, we will have one cab type with quantity as one only. Once we have entered these details, we can add more Transportation and Activities for the selected day. Just below the added service, you should a button to add more `Transport Service` and `Activity/Ticket`. Or you may also see a single button for `Add More` if your organization is not configured to use the Activity/Tickets. If that is the case, then you can skip all the information regarding the Activity/Ticket services if your prefer. You can add more `Transport Services` for the selected day if needed, else we will add some `Activity/Ticket` for this next. To add Activity/Tickets, click on the `Add Activity/Ticket` button which will open the form to add tickets details. To add activity/ticket details, we will need to fill following fields: - **Name**: We will search for the name of the activity/ticket we want to include. Similar to transportation services, you will want to search for a location point of the activity. Let's assume that we want to include a ticket for `Rishikesh - River Rafting`, then we will search for `Rishikesh` in the name of the activity. You can also search for the ticket name (e.g. `River Rafting`) and it will list all the activity involving River Rafting. Let's select an appropriate option from the selection menu. :::tip Checkout all Activity/Tickets To get an idea of the activity/ticket format which is used by your organization, you can click on the Travel Activities link (in new tab) from the top navigation bar. ::: - **Ticket Type**: As soon as you select the `Name` option, the first ticket type will be automatically selected. You will also notice that the ticket configuration(s) (in the rights panel) have been automatically generated for selected activity/ticket name and type, and the system has automatically fetched the rates for all the configurations. You can also change the selected ticket type from the selection menu if required. ### Summary Preview After entering all the services, scroll to the **Summary** section. Here you can review every service we added — night-wise accommodation, day-wise transportation and activities — along with the fetched system rates. The summary also highlights any **misconfiguration warnings**, e.g. a night without accommodation, missing prices, or 2 rooms needed but only 1 entered. Resolve these warnings before moving to pricing. You can also see the backend/system rates here, which helps you identify if any rate was manually modified during entry. ### Per-Person Costing Below the summary, the system shows the per-person cost bifurcation — how the total cost distributes across adults, children with extra bed and children without bed. This works as long as every pax is allocated to a bed or marked complimentary. Per-person prices are what you can later share with B2C customers in quote communications. ### Markup Next, we will add our profit margin using the **Markup** controls. You can add markup in three ways: 1. **Percentage** — enter a percentage and the markup amount auto-updates whenever the cost changes. 2. **Fixed total amount** — enter a lump-sum markup which is distributed automatically. 3. **Per-person markup** — enter markup per person and the total is auto-calculated. For this guide, enter a percentage markup (e.g. `15`) and watch the selling price update instantly. ### Taxes and Rounding After markup, add the applicable tax (e.g. GST percentage) — all price components update automatically. The available tax types are configured by your admin ([Currencies and Taxes](https://sembark.com/travel-software/docs/currencies-and-taxes.md)). Enable **price rounding** to round the total and per-person prices to clean figures for sharing. ### Final Pricing At the bottom of the page, review the final quoted price — total package price along with per-person prices. You can fine-tune the final price manually, and the system will show your estimated profit. For advanced pricing strategies (per-component markup, FOC travellers, multi-currency), see the [Quote Pricing documentation](https://sembark.com/travel-software/docs/quote-pricing.md). --- Once you have filled the necessary package services and confirmed the prices, you can click on `Save Quote` button at the bottom of this page. This will save the package quote details and will redirect you to the `Itinerary Preview/Editing` page. ## Itinerary, Inclusion and Terms ### Day Wise Itinerary The day-wise itinerary is auto-generated from the transport services and activities we selected — each day gets its title and description from the master itinerary data. You can edit any day's title and description using the rich-text editor (bold, italic, lists, links), and reorder or rewrite content as needed for this customer. If you prefer not to share the full itinerary, a toggle lets you exclude it from quote sharing and vouchers. ### Inclusion and Exclusions Next, select the package **Inclusions and Exclusions**. Instead of typing them every time, your organization maintains reusable presets — pick the appropriate preset and adjust if needed. Inclusions/exclusions can be organized under category headings which appear in the Quote PDF, email and WhatsApp sharing. ### Terms and Conditions Finally, select the applicable **Terms & Conditions** from your organization's repository. T&Cs are managed centrally by your admin ([learn more](https://sembark.com/travel-software/docs/terms-and-conditions.md)), so you just pick the right one — e.g. domestic vs international terms. --- Once you have configured the required settings, you can click on `Save Itinerary`. This will save the itinerary and redirect us to the Trip's Details page with the `Latest Quote` information. :::success Well Done **Congratulation.** You have successfully created your first package quote. There was a lot to go through but this time will keep on reducing on your future quotations and you will be able to quote withing 1 minutes. As, this package was created in a systematic way (total costing, markup and taxes), editing this quote during your **Follow-ups will be much faster** and can be done within seconds. ::: --- # 05. Quotation Sharing Source: https://sembark.com/travel-software/training/share-quotes.md Training on sharing package quotes with customers via WhatsApp, Email, PDF and Word. Once you have created the Package Quote, it is ready to be shared with your customers. From the trip's details page, open the latest quote and use the share options. Let's practice each channel. ## Via WhatsApp If the guest's phone number is available, click the WhatsApp share button — a pre-formatted message opens with the package details, prices and your branding details. Toggle options let you control what is included (e.g. per-person prices, price breakup grouped by service type, trip reference ID). ## Via Email Use the email share option to copy the fully formatted quote email — destination images, hotels, day-wise itinerary, prices, inclusions/exclusions and terms — and send it from your email client. The appearance (greeting, fonts, section order) follows the templates configured by your admin. ## PDF and Word Downloads Download the quote as a branded **PDF** for professional sharing, or as an editable **Word document (.docx)** — useful for B2B agents who re-brand quotes. If your business profile changed after generating files, use **Regenerate Files** to refresh them. Multi-option quotes present all package categories with option-wise prices, so the customer can choose. :::tip Admins can customize everything about shared quotes — fonts, sections, hide-prices, branded/non-branded variants — from the [Quote Templates](https://sembark.com/travel-software/docs/quote-templates.md) settings. ::: Read the full [Share Quote documentation](https://sembark.com/travel-software/docs/share-quote.md) for all options. ## After Sharing — Follow-ups Log a follow-up with a reminder date on the query so the lead does not go cold ([Follow-ups and Tags](https://sembark.com/travel-software/docs/query-followups.md)). When the customer confirms, proceed to [conversion](https://sembark.com/travel-software/docs/query-conversion.md) — select the final quote (and option), verify details and set up payment instalments. :::success Done That completes the sales loop: lead → quote → share → follow-up → conversion. Next, learn what happens after conversion in the [Reservations](../reservations/) and [Tour Operations](../tour-operations/) guides. ::: --- # 06. Accounting and Payments Source: https://sembark.com/travel-software/training/accounting.md Training overview of payments collection, supplier payouts, invoices and accounting in Sembark. Sembark brings all your money flows — collectables from customers/agents and payables to suppliers — into one place with a 2-way accounting system. In this guide, we will walk through the day-to-day accounting processes. For complete details on any step, follow the linked documentation. ## Incoming Payments (Collections) When a trip is [converted](https://sembark.com/travel-software/docs/query-conversion.md), the package amount is split into instalments with due dates. Open **Accounting > Incoming Payments** from the top navigation to see all upcoming, overdue and paid instalments. Practice the collection flow: 1. Open a due instalment, log the collected payment with the date, mode and accounts. 2. As the accounts team, verify the logged payment to confirm the transaction. 3. Generate a [payment receipt](https://sembark.com/travel-software/docs/payment-receipts.md) for the verified payment. Read the [Incoming Payments documentation](https://sembark.com/travel-software/docs/incoming-payments.md) for instalment states, filters and downloads. :::tip Configure [customer payment preferences](https://sembark.com/travel-software/docs/payment-preferences.md) once, and instalment breakdowns will be pre-filled automatically during every conversion. And with the [Payments by Sembark gateway](https://sembark.com/travel-software/docs/payment-gateway.md), clients pay through embedded payment links with automated reminders, instant confirmation and T+1 settlement — no manual collection chase. ::: ## Outgoing Payments (Supplier Payouts) Every confirmed hotel, transport and activity booking auto-creates supplier payables. Open **Accounting > Outgoing Payments** to track them. Practice the payout flow: 1. Filter payables by supplier type, destination or due dates. 2. Log a single payment, or use **Log Multiple Payments** to clear a batch in one transaction. 3. Open a supplier's details page and review their booking and payments ledger; download it as Excel to share with the supplier. Read the [Outgoing Payments documentation](https://sembark.com/travel-software/docs/outgoing-payments.md) for bulk clearance and verification details. ## Proforma Invoices For B2B agents and B2C guests, create proforma invoices from **Trip > Accounting > Invoices Tab**. Billing details are auto-filled from [destination-wise addresses](https://sembark.com/travel-software/docs/contact-and-billing-addresses.md) and the buyer's records, with [bank account details](https://sembark.com/travel-software/docs/bank-accounts.md) included automatically. Read the [Proforma Invoices documentation](https://sembark.com/travel-software/docs/proforma-invoices.md) for the full flow. ## Accounts, Transactions and Statements Behind every payment are debit/credit entries in accounting accounts. Review: - [Accounting Overview](https://sembark.com/travel-software/docs/accounting-overview.md) — accounts, transactions and bank statement verification with suspense entries - [Create New Account](https://sembark.com/travel-software/docs/create-accounting-account.md) — add company accounts (banks, cash etc.) - [Ledgers and Downloads](https://sembark.com/travel-software/docs/accounting-ledgers-and-downloads.md) — monthly statements, Excel exports and merging duplicate accounts ## Refunds When a trip is dropped, refund instalments are created automatically for customers and from suppliers. On-time refunds matter as much as on-time collections — track them in the same payment dashboards. :::success Done With collections, payouts, invoices and verification in your routine, your business runs on a healthy, auditable cash-flow. Next, explore [reports](https://sembark.com/travel-software/docs/profit-and-checkout-reports.md) to analyze profitability. ::: --- # 07. Hotel Reservations Source: https://sembark.com/travel-software/training/reservations.md Training overview of the hotel reservations process in Sembark. After every sale, hotel bookings are **automatically initialized** from the quoted services — no re-entry of data. The reservations process takes each booking from enquiry to confirmed voucher. In this guide, we will walk through that flow. ## Bookings Dashboard Open the Hotel Bookings dashboard from the navigation. Bookings move through stages: `Initialized`, `In Progress`, `Changed`, `Booked` and `Dropped`. Bookings are grouped by trip, and a trip shows the lowest status among its bookings. Read the [Hotel Bookings Overview](https://sembark.com/travel-software/docs/hotel-bookings-overview.md) for stages and filters. ## Send Booking Enquiries Practice the enquiry flow on a converted (or test) trip: 1. Open a booking and review the auto-generated enquiry — guest details, stays and room requirements are pre-filled. Multiple stays for the same hotel go in one email. 2. Send it via email (hotel contacts are pre-listed, extra contacts auto-CC) or share via WhatsApp and mark the booking with the "Sent Via WhatsApp" tag. Read the [Booking Enquiries documentation](https://sembark.com/travel-software/docs/hotel-booking-enquiries.md) — including how admins customize the enquiry template with placeholders. ## Track and Update Status When the hotel responds, [update the booking status](https://sembark.com/travel-software/docs/hotel-booking-update-status.md) with confirmation details. If the hotel is unavailable, add a replacement hotel or drop it with cancellation charges — see [Changes and Drops](https://sembark.com/travel-software/docs/hotel-booking-changes.md). For stays booked outside Sembark (portals, corporate tie-ups), add [self-booked accommodation details](https://sembark.com/travel-software/docs/self-booked-accommodations.md) so trip documents stay complete. ## Generate Vouchers Once a booking is `Booked`, generate and share the [hotel voucher](https://sembark.com/travel-software/docs/hotel-booking-vouchers.md) — verify hotel details, add the confirmation number and point of contact, download the PDF and mark it sent. ## Payments and Ledgers Confirmed bookings create supplier payables automatically, following the hotel's [payment preferences](https://sembark.com/travel-software/docs/payment-preferences.md) if configured. Each hotel's booking and payments ledger is maintained automatically — review it on the hotel's details page and download it for reconciliation. See [Outgoing Payments](https://sembark.com/travel-software/docs/outgoing-payments.md). Hotels can be booked directly (contracted) or through 3rd-party suppliers — both are managed in the [unified Suppliers module](https://sembark.com/travel-software/docs/suppliers.md), which also covers transfer and activity suppliers with combined booking views. ## Daily Checklist - Watch the **Quote Booking Diff** badge on your dashboard for trips where quotes and bookings have drifted apart. - Use [Hotel Check-In/Check-Out reports](https://sembark.com/travel-software/docs/operational-reports.md) to prepare for arriving and departing guests. :::success Done That's the reservations loop: enquiry → confirmation → voucher → payment. Next, learn the [Tour Operations process](../tour-operations/). ::: --- # 08. Tour Operations Source: https://sembark.com/travel-software/training/tour-operations.md Training overview of cab schedules, activity bookings and trip vouchers in Sembark. Tour Operations is the most customer-facing part of your business — guests experience your work directly through transfers, activities and on-ground support. After conversion, all quoted transport and activity services automatically become **operational bookings**, and this guide walks through running them. ## The Tour Operations Calendar Open the Tour Operations calendar to see all upcoming cab schedules and activity bookings in one view, with booked/pending stats. Click a date to open the **day view** with every service of that day. Read [Operational Bookings](https://sembark.com/travel-software/docs/operational-bookings.md) and the [Cab Schedules Overview](https://sembark.com/travel-software/docs/cab-schedules-overview.md) for views and filters. ## Assign Suppliers and Drivers Practice the assignment flow on a day view: 1. Pick an unassigned transfer service and assign a transporter/driver — the system shows the driver's existing same-day assignments to prevent over-booking. 2. Add remarks, internal comments and confirmation details (driver, cab number). 3. For activities, assign the activity supplier and add ticket confirmation details (PNR/Ticket ID). 4. Use bulk assignment to handle many services across trips at once. See [Assign Service Provider](https://sembark.com/travel-software/docs/cab-schedule-assign-service-providers.md) and [Activity Bookings](https://sembark.com/travel-software/docs/activity-bookings.md). ## Share Details Share transfer and activity details with guests via WhatsApp/Email — including hotel stay and arrival/departure details — and booking details with suppliers and drivers. You can share with guests even before a driver is assigned. Read [Share Service Details](https://sembark.com/travel-software/docs/share-operational-services.md). ## Trip Vouchers Generate the [trip voucher](https://sembark.com/travel-software/docs/trip-vouchers.md) — the single document with the full itinerary, hotels, transfers, activities and support numbers — and share it with the guest as PDF. For booked activities, also generate [Activity Vouchers](https://sembark.com/travel-software/docs/activity-vouchers.md) with QR codes, ticket numbers and attachments — individually per activity or as one combined voucher from the trip's Docs section. ## Before Trip Start — Checklist - Verify pending collections: due amounts are visible to operations so no trip starts with unpaid balances ([Incoming Payments](https://sembark.com/travel-software/docs/incoming-payments.md)). - Check the **Quote Booking Diff** listing for mismatches between quote and bookings. - Download the day's [movement chart](https://sembark.com/travel-software/docs/operational-reports.md) for ground coordination. :::success Done That's the operations loop: calendar → assignment → sharing → voucher. A smooth operation here directly drives reviews, repeat business and growth. ::: --- # 09. Data Management Source: https://sembark.com/travel-software/training/data-operator.md Training overview of master data management — destinations, hotels, transport, activities and rates. Sembark really shines when it is fed with your personalized data — hotels, transport services, activities, itineraries and contracted rates. As a Data Operator (or anyone managing data sheets), your work powers automated costing for the whole sales team. This guide covers the data management process. ## Where Data Lives All master data is managed from **Organization > Repository**. The main datasets are: - [Trip Destinations](https://sembark.com/travel-software/docs/trip-destinations.md) — your operating regions with defaults (images, support numbers, child age, check-in/out times) - [Hotels](https://sembark.com/travel-software/docs/hotels-master-data.md) — properties with room types, meal plans, extra bed configuration, contacts and notes - [Transport Services and Cab Types](https://sembark.com/travel-software/docs/transport-services-master-data.md) — routes, vehicles, capacities and closing days - [Travel Activities](https://sembark.com/travel-software/docs/travel-activities-master-data.md) — activities and ticket types - [Trip Sources](https://sembark.com/travel-software/docs/trip-sources.md) — B2B agents and channels with billing details ## Upload Rates Contracted rates make automated tour costing possible. Practice this flow: 1. Prepare the CSV rate sheet for a dataset (hotels, transport or activities) with seasons and date intervals. 2. Upload **selling rates** for quotation, and **booking rates** (append `(Ops)` to the season name) for accurate payables after conversion. 3. Verify rates by creating a test quote and checking the fetched system rates. Read [Rates and Seasons](https://sembark.com/travel-software/docs/rates-and-seasons.md) for sheet formats, supplier-wise rates and the cab metric pricing system. ## Keep Data Clean - Merge duplicate hotels and trip sources; disable unused entries — selection menus stay clean while history is preserved. - Use entry-type indicators (manual vs sheet) and "last updated" filters to audit data freshness. - Configure closing days and stop sale/blackout dates so the sales team can not quote unavailable services. - Activity logs on hotels, transport services and activities show who changed what. ## Report Missing Data If you don't operate on data directly, you are probably _using_ it — when something is missing or wrong during quotation, sales team members can add it on-the-fly with **Quick Add** (hotels, transport services, activities) and data operators complete the details later. :::success Done Clean, current master data means faster quotes and fewer booking surprises. Next, learn [Administration](../admin/) for users, templates and reports. ::: --- # 10. Administration and Reports Source: https://sembark.com/travel-software/training/admin.md Training overview of users, teams, templates, integrations and reports for admins. If you handle administrative tasks — user invitations, organization settings, branding, integrations and performance monitoring — this guide is your map of the admin processes. ## Users and Teams Invite team members and assign roles (Admin, Sales, Reservation, Operations, Data Operator, Accounts) from **Organization > Users**. Practice: 1. Invite a new user and assign a role. 2. Review a user's details page — status, 2FA, password age. 3. Try the admin controls: password reset, temporary disable, 2FA enforcement. 4. Create a **team** — group users by department or destination, and assign a **team manager** who gets access to the team's leads, follow-ups and reports. Read [Users, Roles and Teams](https://sembark.com/travel-software/docs/users-and-teams.md) and [Account Security](https://sembark.com/travel-software/docs/account-security.md) for the security policies your team will encounter. ## Organization Profile and Branding - Set up [contact and billing addresses](https://sembark.com/travel-software/docs/contact-and-billing-addresses.md) — primary first, then destination-wise. - Add [bank accounts](https://sembark.com/travel-software/docs/bank-accounts.md) with currencies for invoices and vouchers. - Configure brands with [Multi-Branding](https://sembark.com/travel-software/docs/multi-branding.md) if you operate multiple identities, including trip ID prefixes per brand. ## Templates Customize how your quotes, invoices and vouchers look — fonts, sections, greetings, branded/non-branded variants — from **Organization > Repository > Templates**. Read [Quote PDF and Email Templates](https://sembark.com/travel-software/docs/quote-templates.md). Also manage the shared repositories: [Terms & Conditions](https://sembark.com/travel-software/docs/terms-and-conditions.md), inclusion/exclusion presets and [payment preferences](https://sembark.com/travel-software/docs/payment-preferences.md). ## Integrations Connect your website forms, Meta Ads and Google Ads so leads flow directly into [Trip Plan Requests](https://sembark.com/travel-software/docs/trip-plan-requests.md), then configure auto-distribution rules. Read [Lead Integrations](https://sembark.com/travel-software/docs/integrations.md). ## Currencies and Taxes If you sell internationally, configure [master exchange rates, currency formatting and tax types](https://sembark.com/travel-software/docs/currencies-and-taxes.md). ## Reports and Monitoring Build a weekly monitoring routine: - [Sales Reports](https://sembark.com/travel-software/docs/sales-reports.md) — team, destination and source performance with custom column presets - [Profit and Checkout Reports](https://sembark.com/travel-software/docs/profit-and-checkout-reports.md) — actual profitability of completed trips - [Operational Reports](https://sembark.com/travel-software/docs/operational-reports.md) — operations volume and hotel check-ins/outs - Report download monitoring — who downloaded what, with which filters :::success Done You now have the full admin toolkit: people, branding, templates, integrations and reports. Combine it with the role-specific guides to onboard your whole team. ::: --- # FAQs --- # How to start using Sembark Source: https://sembark.com/travel-software/faqs/how-to-start-using-sembark.md Our onboarding process is easy and intuitive. It takes only 7 days to implement in your whole company. Basic documentation process takes 2 days after that We give free training to your staff. --- # What is team strength behind this software Source: https://sembark.com/travel-software/faqs/what-is-team-strength-behind-this-software.md Sembark is founded by IIT Kanpur and NIT Kurukshetra Alumni in February 2019 to provide State of the Art Tech Solution to Travel Industry. We have developed best in class solutions to grow revenue and profit to new heights for Travel Stakeholders. --- # What type of support is available Source: https://sembark.com/travel-software/faqs/what-type-of-support-is-available.md A dedicated support team is available to answer any of your queries. We take support requests on high priority so you don't have to wait anytime. In addition, our highly trained support staff will make periodic site visits, at no cost to you. --- # Do I need to install any new Software Source: https://sembark.com/travel-software/faqs/do-i-need-to-install-any-new-software.md No, Sembark is browser-based so you only need an internet connection and a browser. You can use PC, Mac or even on your mobile phone to use Sembark. --- # Who can use Sembark Software Source: https://sembark.com/travel-software/faqs/who-can-use-sembark-software.md We have made a gold standard software for [Tour Operators](https://sembark.com/best-travel-crm-software-suite-tour-operators/), [Destination Management Company](https://sembark.com/best-travel-crm-software-suite-dmc/) and [Travel Agencies](https://sembark.com/best-travel-crm-software-suite-travel-agencies/). --- # Will my data be safe and backed up in Sembark Source: https://sembark.com/travel-software/faqs/will-my-data-be-safe-and-backed-up-in-sembark.md Absolutely. Our database is secure and is backed upon regular basis. --- # Release Notes --- # AI Email Parsing & Revocable Permissions Version 1.176 · 2026-06-13 · by Utkarsh Jain Source: https://sembark.com/travel-software/release-notes/1-176.md This release introduces AI Email Parsing — a fully automated pipeline that connects your email inbox to Sembark, converts incoming travel Enquiries into leads, and keeps the entire conversation history linked to the trip. Alongside that, we have added revocable permissions per user for tighter access control, and expanded quote email customisation with options to show or hide activity timing and remove transport or activity sections entirely. Let's dive into more details. ## AI Email Parsing We have introduced AI Email Parsing — a feature that connects your email mailbox to Sembark and automatically converts incoming travel Enquiry emails into Trip Plan Requests (leads). The AI reads each incoming email, decides whether it contains a valid travel Enquiry, and if it does, creates a lead in the system without any manual effort. ![Image showing the Mail Messages page with AI Lead tags and processing statuses](https://sembark.com/assets/images/uploads/release-notes-1-176-the-mail-messages-page-with-ai-lead-tags-and-processing-statuses.jpg) **Why this feature matters**\ \ Travel agencies receive dozens of Enquiry emails every day. Previously, someone had to read each email, extract the relevant details, and manually create a lead in the system. This was time-consuming and prone to leads being missed or delayed. With AI Email Parsing, the moment an Enquiry lands in your inbox, it is processed automatically — so your sales team can focus on converting leads rather than entering them. ### Setting Up Your Email Mailbox Before the AI can start processing emails, you need to connect an email mailbox to Sembark. **Navigate to Profile → Organisation → Settings → Integrations → New Integration** Scroll down and click on the Email Mailbox integration option. ![Image showing the Email Mailbox option on the New Integration screen](https://sembark.com/assets/images/uploads/release-notes-1-176-settings-the-email-mailbox-option-on-the-new-integration-screen.jpg) **Creating the Integration** A New Mailbox Integration modal will open. Fill in two fields: * Integration Name — A label to identify this integration in your integrations list (e.g., Enquiries Mailbox or Sales Inbox). * Description — A short note about what this mailbox is used for. Click Create Integration to continue. **Choosing a Connection Method** Once the integration is created, you will see two options: * Gmail OAuth — for connecting a Gmail account through Google's authorisation flow * IMAP/SMTP — for connecting any email account using server settings Select IMAP/SMTP to proceed. **Configuring the Mailbox Identity** On the configuration page, fill in the following fields: * Mailbox From Name — This name will appear as the sender name on all outgoing emails sent through this mailbox. * Mailbox Email — The email address that will be used for sending and receiving emails. **Selecting a Setup Style** Under Setup Style, choose a Mailbox Preset that matches your email provider. Available presets are: * Google Workspace / Gmail, Microsoft 365 / Outlook, GoDaddy, Hostinger, Zoho Mail * Custom — use this if your provider is not listed (e.g., Yahoo Mail) Selecting a preset automatically fills in the server settings for you. **Example:** Selecting Google Workspace / Gmail auto-populates the IMAP host as imap.gmail.com along with the correct port and username format. Next, set the provider type to IMAP + SMTP. You will also see three optional toggles: * Enable Incoming Synchronisation — allows the system to receive and process incoming emails * Enable Outgoing Send — allows the system to send emails through this mailbox * Push Read/Unread State Back to IMAP — when you mark an email as read or unread inside Sembark, that change is reflected back on your actual email server as well ![Image showing the mailbox configuration page with preset selector, toggles, and server fields](https://sembark.com/assets/images/uploads/release-notes-1-176-the-mailbox-configuration-page-with-preset-selector-toggles-and-server-fields.jpg) **Incoming and Outgoing Server Settings** If you select a preset, both the Incoming Server (IMAP) and Outgoing Server (SMTP) fields will be pre-filled. You only need to provide an App Pass code. To learn more about \`How to generate Gmail App Pass Code\`, [click here.](https://support.google.com/accounts/answer/185833?hl=en) Paste the generated app password into the App Password field in Sembark and click Add Mailbox. Your mailbox is now connected and ready to start receiving and processing emails. ### Viewing Incoming Emails Once your mailbox is set up, a new item called **Mail Messages** becomes available under the Trips navigation menu. The Mail Messages page shows all incoming emails from every connected mailbox. The page automatically refreshes every **1 minute** to fetch new messages. You can also refresh it manually at any time. ![Image showing the Mail Messages page with a list of incoming emails and status labels](https://sembark.com/assets/images/uploads/release-notes-1-176-the-mail-messages-page-with-a-list-of-incoming-emails-and-status-labels.jpg) ### **Understanding AI Lead Statuses** Each email on the Mail Messages page is tagged with a status based on how the AI processed it. #### Lead Created When the AI finds enough information in an email to identify it as a travel Enquiry — such as a destination, travel dates, number of travellers, or specific requirements — it automatically creates a **Trip Plan Request (TPR)** with a unique number. The email is tagged as **Lead Created** and the TPR is tagged with an **AI** label, indicating it was automatically generated by the parser. #### No Enquiry Found If the AI determines that the email does not contain enough relevant travel information to create a lead, it tags the email as No Enquiry Found. **The email was reviewed but did not meet the criteria for a lead. No TPR is created.** #### Parsing Skipped This status appears when a follow-up email arrives in an already-processed conversation thread. How this works in practice: 1. A customer sends an Enquiry email. 2. The AI processes it and creates a TPR. 3. Your team converts the TPR into a Trip and sends the customer a quotation. 4. The customer replies to the same email thread. 5. That reply email appears on the **Mail Messages** page but is tagged **Parsing Skipped**. This prevents the system from creating a duplicate lead from a follow-up reply. The conversation is already linked to an existing trip.\ \ **Direct Navigation to Leads and Trips** Each conversation entry provides direct links: * **Lead ID** — click to open the Trip Plan Request (TPR) page for that lead, where you can review the original Enquiry details. * **Trip ID** — click to go directly to the Trip page, where you can review quotations sent, track the communication history, and continue managing the booking. ### Parsing Usage Report At the top of the Mail Messages page, click Parsing Usage to open the usage dashboard. This dashboard shows a detailed breakdown of how your AI Email Parsing credits have been used. You can filter the data by a specific day, week, month, or a custom date range. ![Image showing the Parsing Usage dashboard with metric cards and the detailed activity table](https://sembark.com/assets/images/uploads/release-notes-1-176-the-parsing-usage-dashboard-with-metric-cards-and-the-detailed-activity-table.jpg) ::: note AI Parsing Credits AI parsing now uses a separate credit balance and billing system, independent of existing billing. Credits are consumed based on actual usage, and no credits are charged when the feature is not used. ::: #### **Email History Within a Trip** Once a lead is converted into a Trip, an Emails tab becomes available inside that Trip. This tab contains the complete communication history for that trip — from the original Enquiry email through to the latest customer reply. ![Image showing the Emails tab inside a Trip with the full conversation timeline](https://sembark.com/assets/images/uploads/release-notes-1-176-email-conversation.jpg) #### **How the Conversation Timeline Works** Example scenario: A customer sends a travel Enquiry for a Jaipur trip (6 nights / 7 days, 2 adults and 2 children, travel date 15th June). The AI parses the email and creates a TPR tagged with an AI label. Your team converts the TPR into a Trip, prepares a quotation, and sends it to the customer. The outgoing email is recorded in the Emails tab. When the customer replies, their response is automatically synchronised into the same email thread inside the trip. Every entry shows a relative timestamp (e.g., 1 hour ago, 2 days ago), giving your team a chronological view of the full conversation without needing to check the email inbox separately. ### Manage Access A team-based access control system for connected email mailboxes. Admins can now define which teams have access to a mailbox and precisely what each team is allowed to do within it, from reading emails to sending replies. **Accessing Mailbox Permissions** Navigate to Organisation → Settings → Integrations → select your Email Mailbox integration → Manage access\ \ **Configuring Permissions Per Team** For each team you add to a mailbox, you can independently allow or deny three permissions: * **Read** — team members can view incoming emails in the mailbox * **Templates** — team members can access and use saved email templates when composing replies * **Replies** — team members can send email replies directly from the mailbox \ You can allow or deny any combination of these permissions per team. Multiple teams can be added to the same mailbox with different permission levels each. ![Image showing manage access](https://sembark.com/assets/images/uploads/release-notes-1-176-manage-access.jpg) ### Complete End-to-End Journey The AI Email Parsing feature covers the entire customer journey from first contact to active booking: 1. Customer sends an Enquiry email to your connected mailbox. 2. AI processes the email and creates a Trip Plan Request automatically. 3. Your team reviews the TPR and converts it into a Trip. 4. A quotation is prepared and sent to the customer. 5. The customer's reply is automatically synchronised into the Trip's Emails tab. 6. The full conversation history is accessible in both the Trip and the Inboxes section of the integration. Every communication stays linked, traceable, and available in one place throughout the sales and trip management lifecycle. ### Benefits * Enquiry emails are converted into leads automatically — no manual data entry required. * Duplicate lead creation is prevented through the Parsing Skipped logic. * The full email conversation history lives inside the Trip, eliminating the need to switch between Sembark and your inbox. * The Parsing Usage dashboard gives clear visibility into credit consumption and parser performance. * Smart Skips reduce unnecessary credit usage on non-Enquiry emails. ## Email Sharing from Quotations You can now send a quotation to a customer directly from within Sembark, tied to an ongoing email conversation. The quotation is delivered from your connected mailbox and lands in the same thread the customer is already part of — keeping the entire communication history in one place. ![Image Showing Email sharing from quotations](https://sembark.com/assets/images/uploads/release-notes-1-176-email-sharing.jpg) ## Revocable Permissions Per User We have introduced revocable permissions at the individual user level, giving organisations finer control over what each team member can access and do within the system. You can now grant or remove specific permissions for any user directly from their profile, independent of their assigned role. ### Why this feature matters Previously, a user's access was determined entirely by their role. If you wanted to restrict or expand access for a specific person, you had to either change their role or adjust the role's permissions — which affected every user with that role. Revocable permissions solve this by letting you make targeted changes per user without touching the role configuration. ### How Revocable Permissions Work When you view a user's profile, you can now see and manage a set of permissions assigned specifically to that user. Each permission can be individually granted or removed. This allows two scenarios: * **Restricting a user** — you can remove a permission that their role normally allows, so that specific user no longer has access to that capability. * **Expanding a user's access** — you can grant a permission that their role does not include, without changing the role itself. ### Accessing the Feature **Navigate to Profile → Organisation → Team Members → Select a user → Permissions** Review the listed permissions and toggle as needed for that specific user. ![Image showing flow of revocable the permissions ](https://sembark.com/assets/images/uploads/release-notes-1-176-revokable-permission.jpg) ### Benefits * Apply targeted access restrictions without modifying role-level settings. * Expand access for specific users without creating new roles. * Maintain clean role structures while accommodating individual exceptions. * Reduce risk by revoking sensitive permissions for specific team members when needed. ## Other Improvements * **Trip Quote Templates:** Now, you can add header on the first page and footer on the last page of the Trip Quote Template PDF, ensuring all generated quote documents have a complete and consistent Header and footer regardless of length. * **Transport Service Export:** Resolved an issue where the Transport Service export was not correctly applying destination filters and certain other filter combinations, resulting in incomplete or incorrect export data. Exports now return accurate, fully filtered results. * **Chinese Language Support :** Added a new font family with proper support for Chinese characters, improving the display and print quality of quotes, vouchers, and other documents containing Chinese-language content. * **Show / Hide Activity & Transport Timing in Quote Email & WhatsApp:** A new Activity & Transport Timing toggle has been added to the Quote Email Template settings. This lets you control whether activity timings (start time, end time, or duration) are displayed in Quote Emails and WhatsApp messages. --- # Advanced Quote PDF Template Settings, Branded & Non-Branded PDF Version 1.175 · 2026-06-06 · by Utkarsh Jain Source: https://sembark.com/travel-software/release-notes/1-175.md Version 1.175 brings a significant overhaul to how your Quote PDFs look and feel. We have introduced advanced customisation options for your PDF templates — covering font control, section layout variations, and section visibility — alongside a brand-new Branded and Non-Branded PDF capability that will help DMCs working with B2B agents. Let's dive into more details. ## 1. Advanced Quote PDF Template Settings We have significantly expanded the customisation capabilities of the Quote PDF Template, giving you granular control over fonts, section layouts, and section visibility — so you can create more polished, attractive, and brand-aligned quotation PDFs for your customers. ### Accessing the Quote PDF Template All settings described in this section are available within the Quote PDF Template. Navigate to **Profile** → **Organization** → **Repository** → **Templates** → **Quote PDF Template** to get started. ![Image showing the full Quote PDF Template settings page](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-the-full-quote-pdf-template-settings-page.jpg) ### Why this feature matters Previously, the PDF template offered very limited design flexibility. Font choices were restricted to a single family applied uniformly across the entire document, section layouts were fixed with no variation options, and there was no way to hide sections you did not need. The result was a one-size-fits-all PDF that made it difficult to differentiate your brand or tailor the output for different trips. With this update, you have full control over how your Quote PDFs are designed — from typography to layout to content visibility. ### Font Family Enhancements We have added multiple new font families and introduced a three-level font selection system so different parts of your PDF can carry their own distinct typographic identity. ![Image showing the Font Family, Heading Font Family, and Section Heading Font Family settings](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-the-font-family-heading-font-family-and-section-heading-font-family-settings.jpg) ### New Font Families Eight new font families are now available for selection across all font settings: * **Playfair Display** — Elegant serif, ideal for premium and luxury travel brands * **Work Sans** — Clean, modern geometric sans-serif * **Syne** — Contemporary display typeface with a distinctive character * **Nunito** — Friendly, rounded sans-serif suitable for approachable brands * **Cormorant Garamond** — Classic high-contrast serif for a sophisticated feel * **Jost** — Geometric sans-serif with a clean, modern look * **Outfit** — Simple, versatile sans-serif for everyday use * **Lora** — Contemporary serif with calligraphic roots, ideal for editorial-style PDFs ### Three-Level Font Control Font selection is now split into three distinct roles, each controlling a different layer of your PDF's typography: **1. Font Family (Body Text)** This is the existing font selection, now clearly labelled as controlling the **body-level text** throughout the PDF — descriptions, narrative paragraphs, and supporting content within each section. You can find this under **Settings** → **Font Family** in the template. ![Image Showing body level font family](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-the-sub-heading-font-family.jpg) **2. Heading Font Family** A new dedicated selection for **heading-level text** within sections — such as hotel names in the Hotels section, transport and activity names in the Transfer and Activities section, table column headings, day titles in Day Wise Itinerary, and inclusion/exclusion heading labels. Find this under **Settings** → **Heading Font Family** in the template. ![Image Showing heading level font family](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-the-heading-font-family.jpg) **3. Section Heading Font Family** A separate font selection specifically for **section-level headings** — the prominent banner-style title that appears at the top of each section block (e.g., "Hotels / Accommodations", "Day Wise Itinerary", "Transportation and Activities"). ![Image Showing heading level font family](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-the-section-font-family.jpg) Find this under **Settings for Section Title** → **Section Heading Font Family** in the template. **Note:** Each of these three selections is independent. You can mix font families across levels to create a typographic hierarchy that matches your brand identity — for example, using a serif heading font paired with a clean sans-serif body font. ### Section Layout Variations We have added style variation options for three core PDF sections — **Package Overview**, **Hotels / Accommodations**, and **Day Wise Itinerary** — so you can customise how information is visually presented in each. A live **preview** is shown on the right side of the template settings page whenever you change a style selection. ![image showing section settings with preview panels for Overview, Hotels, and Itinerary](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-section-settings-with-preview-panels-or-overview-hotels-and-itinerary.jpg) ### Package Overview Section In **Settings for Package Overview Section**, a new **Package Overview Style** selection now controls how the overview information is displayed: **Label & Value** *(existing style, now selectable)* * Displays each overview field as a label-value pair — a tile with a heading and its corresponding value below it * Familiar layout, suitable for a clean and structured look **Table View** *(new)* * Displays the same overview information in a compact tabular format * Ideal for PDFs where you want a more condensed, data-oriented overview at the top A **Package Overview Preview** panel on the right side updates in real time as you switch between these options, so you can see exactly how the section will appear in the generated PDF before saving. ![Image showing PDF package overview preview](https://sembark.com/assets/images/uploads/release-notes-1-175-package-overview-section-table-view-pdf.jpg) ### Hotels / Accommodations Section In **Settings for Hotels Section**, a new **Hotel Card Style** selection controls how each hotel's information card is rendered within the PDF: ![Image showing Hotels-Accommodations Section-table view](https://sembark.com/assets/images/uploads/release-notes-1-175-hotel-accomodation-section-pdf.jpeg) ### Day Wise Itinerary Section In **Settings for Day Wise Itinerary Section**, a new **Itinerary Style** selection controls the layout of service-level content (activities, transfers, highlights) within each day: **Stacked** *(previous behaviour, now explicitly selectable)* * Presents service name, description, and image stacked vertically * Under Stacked, an **Image** sub-selection controls image width: * `Aligned to Service` — Image is sized and aligned to match the width of the service name and description block * `Full Width` — Image expands to the full width of the PDF, giving a more immersive, editorial look **Side by Side** *(new)* * Presents service description and image side by side — service name and details on the left, image on the right *(or as configured)* * An **Image** sub-selection controls image position across services: * `Right` — Image always on the right for all services * `Left` — Image always on the left for all services * `Alternative` — Image alternates between left and right for consecutive services (e.g., 1st service: right, 2nd service: left, 3rd service: right, and so on), creating a dynamic editorial look An **Itinerary Preview** panel updates in real time based on your style and image selections. ![Image showing Day Wise Itinerary Section - Side by side](https://sembark.com/assets/images/uploads/release-notes-1-175-day-wise-itinerary-section-side-by-side.jpg) ### Show, Hide, and Reorder PDF Sections We have enhanced the existing section reorder functionality to now also allow you to **hide specific sections** from the generated Quote PDF — giving you full control over which sections appear and in what order. ![Image-showing-the-Show-Hide-&-Reorder-PDF-Sections-panel-with-hidden-sections-on-the-left-and-visible-sections-on-the-right](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-the-show-hide-reorder-pdf-sections-panel-with-hidden-sections-on-the-left-and-visible-sections-on-the-right.jpg) ### How it works The **Show, Hide & Reorder PDF Sections** panel (previously labelled "Reorder PDF Sections") now presents two columns: * **Hidden Sections** *(left side)* — Sections listed here will not appear in the PDF * **Visible Sections** *(right side)* — Sections listed here will appear in the PDF in the order shown To include a section, move it from the left (hidden) to the right (visible) using the arrow control on each section. To hide a section, simply leave it on the left side. The order of sections on the right determines the order they appear in the generated PDF. ### Available Sections The following sections are available to show, hide, and reorder: * Total Price * Flights * Hotels / Accommodations * Transfer and Activity * Day Wise Itinerary * Important Notes * Inclusions & Exclusions **Example**: If you do not want to include the **Total Price** section in a particular PDF template, simply leave it on the left (hidden) side when configuring the template. All trips using this template will then generate PDFs without the Total Price section. **Note**: This setting is applied at the template level — all trips using that particular Quote PDF template will follow the same section visibility configuration. ### Benefits * Full typographic control across body text, element headings, and section headings independently * Eight new font families to match a wider range of brand identities * Real-time previews for section layout changes reduce trial-and-error * Flexible hotel card and itinerary layouts to create more visually engaging PDFs * Ability to hide irrelevant sections creates cleaner, purpose-fit PDFs for different trip types ## 2. Branded and Non-Branded PDF Generation We have introduced a **Non-Branded PDF** capability that allows DMCs to generate a clean, brand-free version of their Quote PDF directly from within a trip — making it easy to share quotations with B2C customers through B2B agents without exposing the DMC's brand identity. ![Image showing the Hide Branding settings section in the Quote PDF Template](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-the-hide-branding-settings-section-in-the-quote-pdf-template.jpg) ### Why this feature matters A common workflow in the travel industry involves DMCs creating quotations in Sembark, which B2B agents (tour operators) then forward to their direct customers (B2C travellers). However, the standard Quote PDF carries the DMC's branding — including the header, footer, greetings, and salesperson details — which B2B agents cannot share directly with end customers. Previously, there was no way to generate a stripped-down PDF from within the software. Agents had to manually edit PDFs or create separate documents. This feature solves that friction entirely by giving DMCs the ability to generate a non-branded version of any trip's PDF on demand. ### Setting Up Non-Branded PDF #### Step 1: Enable the Setting in Your PDF Template Open the **Quote PDF Template** (accessible from **Profile** → **Organization** → **Repository** → **Templates**) and scroll to the **Hide Branding** section. You will find two independent toggles: * **Hide Branding for B2B** — When enabled, the option to generate a non-branded PDF will appear on trips where the trip source is B2B * **Hide Branding for B2C** — When enabled, the option will appear on trips where the trip source is B2C You can enable one or both depending on your workflow. This gives you control over which trip types the non-branded option is available for. ![Image showing the Hide Branding section with the B2B and B2C checkboxes](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-the-hide-branding-section-with-the-b2b-and-b2c-checkboxes.jpg) #### Step 2: Upload Non-Branded Header and Footer Images Navigate to **Profile** → **Organization** → **Brands** → *\[Select your Brand]* Under your brand's settings, you will now find two sets of header/footer upload fields: * **Branded Header / Footer** — Your existing header and footer images (unchanged) * **Non-Branded Header / Footer** *(new)* — Separate header and footer images that contain no brand name, logo, or brand-identifying elements When a non-branded PDF is generated, the system will use these non-branded header and footer images in place of the standard branded ones. ![image showing the brand settings page with branded and non-branded header/footer upload fields side by side](https://sembark.com/assets/images/uploads/release-notes-1-175-non-branded-header-footer-settings.jpg) #### Step 3: Upload Non-Branded Destination Images Navigate to **Profile** → **Organization** → **Repository** → **Destinations** → *\[Select a Destination]* On the destination detail page, you will now find two image upload fields: * **Branded Image** — The existing destination image (used in standard PDFs) * **Non-Branded Image** *(new)* — A separate destination image that does not contain any brand watermark, logo, or overlay When a non-branded PDF is generated, the non-branded destination image will be used as the cover image for that destination. If no non-branded image has been uploaded for a destination, the destination image will not appear in the non-branded PDF. ![Image showing non-branding destination image](https://sembark.com/assets/images/uploads/release-notes-1-175-non-branded-destination-image-setting.jpg) ### Generating a Non-Branded PDF from a Trip Once the template setting is enabled and your non-branded assets are uploaded, you can generate a non-branded PDF directly from any qualifying trip. Navigate to the **Trip Detail Page** → **Basic Details** tab (or **All Quote** tab) → find the PDF share/download area → click the **ellipse (⋯)** menu → **Regenerate Files** Inside the Regenerate Files panel, you will now see a **Hide Branding** checkbox. Check this option and generate the PDF — the output will be a non-branded version of the quotation. **Note**: The Hide Branding option will only appear on trips whose trip source matches the setting you enabled in the template (B2B, B2C, or both). ![image showing the Regenerate Files panel with the Hide Branding checkbox visible](https://sembark.com/assets/images/uploads/release-notes-1-175-image-showing-the-regenerate-files-panel-with-the-hide-branding-checkbox-visible.jpg) ### What Gets Hidden in a Non-Branded PDF When the **Hide Branding** option is selected during PDF generation, the following elements are removed or replaced: * **Greetings** — The opening greeting message (which typically references the brand name) is hidden entirely * **Last Page Footer** — The branded footer on the final page of the PDF is hidden * **Salesperson Overview** — The salesperson attribution block shown at the end of the PDF is hidden * **Header and Footer Images** — Replaced with the non-branded header and footer images you have uploaded under your brand settings * **Destination Cover Image** — Replaced with the non-branded destination image uploaded in the destination repository **Important**: Hotel images, transport service images, and activity images are **not** replaced in the non-branded PDF — the same images are used in both branded and non-branded versions. You should ensure that any images uploaded for hotels, transport, and activities do not contain brand logos, watermarks, or other brand-identifying elements, as these will appear as-is in the non-branded output. ### Benefits * DMCs can generate brand-free PDFs for B2B agent distribution without any manual editing * Separate control for B2B and B2C trip sources gives flexibility for different distribution workflows * Non-branded assets (header, footer, destination images) can be set up once and reused across all trips * No separate document creation needed — everything is managed within the existing trip and template workflow ## Other Improvements **1. Hotel Voucher — Generated Timestamp**: Hotel vouchers now display the date and time the voucher was generated, making it easier to track which version of the voucher was shared with a hotel or supplier. **2. Trip Voucher — Check-in and Check-out Time**: Check-in and check-out times are now included in the trip voucher, giving guests and suppliers clear arrival and departure timing without needing a separate communication. **3. Hotel Booking Tag — Sent Via WhatsApp**: A new tag **Sent Via WhatsApp** is now available in the **Select Tag** option for hotel bookings. This tag is available only when the hotel booking is in the **In Progress** stage, allowing your team to track which hotels have already been contacted via WhatsApp. **4. Activity Voucher — Upload Status Text Fix and QR Scan Styles**: Corrected a typo in the "Uploaded" status label on the Activity Voucher screen, and improved the visual appearance of the QR scan interface for a cleaner, more consistent experience. --- # Activity Voucher, Activity FOC, Total FOC & Trip Plan Request- Bulk Assign Version 1.174 · 2026-05-11 · by Utkarsh Jain Source: https://sembark.com/travel-software/release-notes/1-174.md This release introduces Activity Vouchers — a complete voucher generation workflow for trip activities — along with FOC (Free of Cost) support at both the activity and trip level. We have also added bulk assignment feature for Trip Plan Requests, making it easy to redistribute leads across your sales team. Several enhancements and fixes round out this update. Let's dive into more details. ## Activity Vouchers We have introduced Activity Vouchers, a dedicated voucher generation workflow for activities added in quotations. You can now generate, download, and share activity vouchers directly from the Service Booking page — with full support for QR codes, ticket numbers, PNRs, and file attachments. {% youtube "https://www.youtube.com/watch?v=jWDQcvej9G8" %} ![Image showing the Generate Voucher button on the Activity screen in Service Booking](https://sembark.com/assets/images/uploads/release-notes-1-174-generate-voucher-button-on-the-activity-screen-in-service-booking.jpg) ### Why this feature matters Earlier, there was no structured way to generate vouchers for activities. Teams had to rely on manual workarounds or external documents. With Activity Vouchers, you can now produce clean, detailed vouchers — with or without supplier branding — that are ready to share or download in seconds. ### Getting Started To generate voucher for confirmed booking, navigate to confirmed/booked activity bookings where you should a `Generate Voucher` button becomes visible on the activity screen. ::: note Voucher generation is only possible for confirmed bookings Before you can generate a voucher, you must assign a supplier to the activity mark it as confirmed. The `Generate Voucher` button will not appear until a supplier has been assigned and the activity is marked as booked. ::: ![Image showing the supplier assignment field and the Generate Voucher button](https://sembark.com/assets/images/uploads/release-notes-1-174-image-showing-the-supplier-assignment-field-and-the-generate-voucher-button.jpg) ### Voucher Details Preview When you click Generate Voucher, a summary of the full activity details is displayed before you proceed. This includes: - Activity Name - Number of Pax - Supplier Name - Timing - Duration - Activity Start and End Time ### Choosing an Upload Method After reviewing activity details, you select how you want to attach ticket or QR information to the voucher. There are two methods: #### Method 1: Attach File Use this method when you have a ticket or booking confirmation saved as a file. 1. Select the Attach File option. 2. A Select File section will appear below. 3. Upload your file — supported formats are PDF, PNG, JPG, and JPEG. 4. You can upload a single file or multiple files at once. 5. Click Generate Voucher to complete the process. Note: If you upload multiple files, the downloaded voucher will be packaged as a ZIP file. ![Image showing the Attach File upload section with file format options](https://sembark.com/assets/images/uploads/release-notes-1-174-attach-file-upload-section-with-file-format-options_.jpg) #### Method 2: Upload QR Use this method when you have individual QR codes or ticket numbers for members. 1. Select the Upload QR option. 2. An Activities Included section opens, listing all sub-activities under the parent activity. 3. Select the activities you want to include. For each activity, you can fill in: - Voucher Validity - Remarks - Confirmation Number / PNR / Ticket Number - Number of Members ![Image showing the Activities Included section with sub-activity selection and member detail fields](https://sembark.com/assets/images/uploads/relese-notes-1-174-image-showing-the-activities-included-section-with-sub-activity-selection-and-member-detail-fields.jpg) #### Scanning or Uploading QR Codes For each member's ticket, you can either scan a QR or upload a QR image: Scan QR: - Allow camera access on your device. - Point the camera at a QR from any image or PDF. - The system automatically reads and fills in the Ticket Number / PNR. ![Image Showing Scan QR code from mobile ](https://sembark.com/assets/images/uploads/relese-notes-1-174-scan-qr.jpg) Upload QR: - Upload a JPG, JPEG, PNG, or PDF file containing the QR. - The system automatically scans and extracts the PNR / Ticket Number. - You can also add a remark against each upload. ![Image Showing Upload QR code](https://sembark.com/assets/images/uploads/relese-notes-1-174-upload-qr.jpg) Important: The number of tourist names and ticket/voucher numbers you can add is determined by the Number of Members you select. The counts must match. ### Voucher Preferences Before generating, you can configure the following options: Remove Branding: - When enabled, the header and footer branding is stripped from the PDF. - A clean, non-branded voucher PDF is generated — useful when sharing with guests. Terms and Remarks: - You can add notes or remarks that apply to the complete parent activity voucher. ### After the Voucher is Generated Once you click Generate Voucher, you are redirected back to the Service Booking screen. Three options appear on the activity: 1. Download Voucher — Download the generated voucher directly. Multiple files are packaged as a ZIP. 2. Voucher Pending — Mark or send the voucher. 3. Regenerate — Replace or update the voucher (detailed below). ![Image showing the three post-generation options on the Service Booking screen](https://sembark.com/assets/images/uploads/relese-notes-1-174-the-three-post-generation-options-on-the-service-booking-screen.jpg) ### Voucher Regeneration If a voucher has already been generated and you need to update it, click the `Regenerate` option on the Service Booking screen. When the regeneration screen opens: - All previously uploaded files or QR data are already visible. - An Already Uploaded indicator appears below the existing uploads. From here, you can: - Remove previously uploaded files or QR data. - Add new files or QR uploads. - Upload additional files alongside the existing ones. After making your changes, click Generate Voucher again. This works for both the Attach File method and the Upload QR method. ### Where to Access the Generated Voucher Once a voucher is generated, it is available in two places: ##### 1. Service Booking Page Download the voucher directly from the activity on the Service Booking page. ![Image showing the generation options on the Service Booking screen](https://sembark.com/assets/images/uploads/relese-notes-1-174-generation-options-on-the-service-booking-screen.jpg) ##### 2. Docs Section Navigate to the Docs Section of the trip to find: - One Combined Voucher covering all activities in the quotation. - Separate individual vouchers for each activity. Vouchers in the Docs Section can be: - Copied - Downloaded as PDF - Downloaded in Word format ![Image showing the activity voucher section on the Docs section](https://sembark.com/assets/images/uploads/relese-notes-1-174-docs-activity-voucher.jpg) ### Supported Use Cases Activity Vouchers are built to handle the full range of real-world ticketing scenarios. Here are all the cases covered: #### Case 1: Single QR — Multiple Members (Names Known) One QR covers multiple members and all names are available. **_Example_**: A group activity ticket QR lists 4 members — Guest A, Guest B, Guest C, and Guest D. All four names are known and can be added individually. #### Case 2: Single QR — Multiple Members (Names Not Available) One QR covers multiple members but individual names are not listed. The voucher can still be generated. Member names are not mandatory in this case. #### Case 3: Individual QR Per Member Every member has their own separate QR for the same activity. **_Example:_** A Burj Khalifa activity booking for 5 guests — each guest has their own QR code. All five can be uploaded individually and the voucher will be generated per member. #### Case 4: Single Ticket with Multiple Activities, Separate QR Per Activity One parent ticket covers multiple activities, and each activity inside it has its own QR. **_Example:_** A Jaipur City Tour ticket includes Amer Fort, City Palace, Albert Hall, and Hawa Mahal — each with a separate QR code. #### Case 5: Single Ticket — Multiple Activities — Separate QR Per Member Per Activity One parent ticket covers multiple activities, and every individual member has their own QR for each applicable activity. **_Example:_** A Jaipur City Tour for 5 guests (Guest A through E), covering Amer Fort, City Palace, Albert Hall, and Hawa Mahal. Each guest has a unique QR for every activity in the tour. #### Case 6: No QR Available — PNR / Confirmation Number Only No QR exists for the booking, but a PNR or Confirmation Number is available. Multiple members can still be added. The voucher is generated using the PNR details alone. #### Case 7: No QR and No Individual Member Tickets No QR and no per-member tickets are available. Only overall booking details exist. **_Example:_** The booking confirmation only states "Activity Ticket for 5 Members." This is fully supported — the voucher is generated based on the booking information available. #### Case 8: Single Ticket — One PNR — One QR — One Member The simplest scenario: one ticket, one PNR, one QR, one guest. Fully supported. #### Case 9: One Booking — Multiple Travellers — Different Ticket Numbers A single booking with one PNR and one QR, but each traveller within the booking has a different ticket/sheet number. All traveller ticket numbers can be entered separately under the same parent booking. ### Benefits - Full support for individual, group, and complex multi-activity ticket structures. - Automatic QR scanning removes manual data entry for ticket and PNR details. - Vouchers are available for download in multiple formats from both the Service Booking page and the Docs section. - Regeneration ensures vouchers stay current without starting from scratch. - Branding can be removed for customer-facing copies when needed. ## Activity FOC We have introduced the Activity FOC feature, which lets you designate one or more guests as `Free of Cost` (**_FOC_**) for a specific activity in the quotation. The activity cost is then calculated only for the paying members. {% youtube "https://www.youtube.com/watch?v=-irxabCVTGk" %} ![Image showing the three post-generation options on the Service Booking screen](https://sembark.com/assets/images/uploads/relese-notes-1-174-foc-button-on-the-activity-section-in-the-quotation.jpg) ### Why this feature matters Many activities in group trips include complimentary entries — for example, one guide or one escort who joins the activity at no charge. Without a dedicated FOC field, teams had to manually adjust prices or add workaround notes. Activity FOC handles this correctly inside the pricing logic itself. ### How Activity FOC Works #### Step 1: Add the Activity Add the required activity to the quotation as usual. #### Step 2: Click the FOC Button Once the activity is added, an FOC button appears in the top-right area of the activity section. Click it to open the FOC configuration. #### Step 3: Enter FOC Quantities Separate input fields appear for: - FOC Adults - FOC Children Enter the number of guests (Adults/child separately) who should be considered Free of Cost in each category. ![Image showing the FOC quantity input fields for Adults and Children](https://sembark.com/assets/images/uploads/relese-notes-1-174-image-showing-the-foc-quantity-input-fields-for-adults-and-children.jpg) ::: note Not available in Group Tickets **This feature is not available for group activity tickets.** ::: ### Pricing Calculation Activity FOC changes the cost calculation so that only paying members are charged. Example: - Total guests in the trip: 5 - FOC given: 1 - Activity cost per person: INR 100.00 Only 4 members are charged: 4 × 100 = INR 400.00 The final activity cost is INR 400.00, not INR 500.00 ### Rules and Limitations **_1. FOC count cannot be equal to the total number of guests_** You cannot mark all guests as FOC. At minimum, one guest must always be a paying member. **_Example: If there are 5 guests, the maximum FOC allowed is 4._** **_2. FOC Cannot Exceed Total Guest Count_** _The FOC value must always be less than the total number of adults or children in the respective category._ ::: info Supplier only Sharing of Activity FOCs Activity FOC details can only be shared with suppliers and service providers. This information is not visible to customers. ::: ![Image showing Sharing of activity FOC ](https://sembark.com/assets/images/uploads/relese-notes-1-174-sharing-foc.jpg) ### Benefits - Accurately reflects complimentary activity inclusions in your cost calculations. - Eliminates manual price adjustments for FOC guests. - Keeps supplier-facing documents accurate without exposing internal pricing logic to customers. ## Total Package Free of Cost (FOC) We have introduced **Total FOC (Free of Cost)** members support at the package level as well, allowing you to mark a specific number of travellers as complimentary. The system automatically recalculates the per-person pricing by distributing the total package cost only among paying travellers, giving you accurate quotations without any manual work. You can set Total FOC while creating a new query or later from the pricing strategy section on the trip detail page. {% youtube "https://www.youtube.com/watch?v=Q5Mkl3rXWZo" %} ### Why this feature matters When handling **Group Tours** or special bulk travellers requests, it is common to offer a few seats as complimentary — for tour leaders, group coordinators, or as part of a promotional deal. Previously, there was no straight forward way to formally account for these travellers within the system. You had to manually adjust pricing or add notes outside the system, which made quotations inaccurate and difficult to share with clients and required manually intervention on every quotation sharing by manually calculating the per-person prices and adding text notes. **With this update, Total FOC is now a part of your trip pricing workflow.** ### Where to Set Total FOC There are two places where you can enter the Total FOC count for a trip. ### On the New Query Form When creating a new query from the **Trips** module using the **New Query** button on the top right, you will now see a **Total FOC** field alongside the existing **Number of Adults** and **Number of Children** fields in the **Destination and Duration** section. Enter the number of complimentary travellers you want to include for this trip. ![Image showing the FOC column in the Basic Details New Query form](https://sembark.com/assets/images/uploads/release-notes-1-174-foc-column-in-the-basic-details-new-query-form.jpg) ### In the Pricing Strategy Section If you did not set the Total FOC while creating the query, or if you need to add or update it later, you can do so from the **Pricing Strategy** section while creating a quotation. When the pricing strategy is set to **Overall**, you will see a new Total FOC field within it where you can enter or modify the complimentary pax count. This means you can always adjust Total FOC during quotation creation, without needing to go back to the query form. ::: caution Overall Only The Total FOC option is available only when the pricing strategy is set to **Overall**. The other three pricing strategies — **Per Person**, **Per Component**, and **Per Person Per Component** — do not support Total FOC. ::: The Total FOC value entered on the new query form automatically reflects in the pricing strategy section, and any changes made in the pricing strategy section are saved back to the trip as well. ![Image showing the FOC column in the Pricing Strategy](https://sembark.com/assets/images/uploads/release-notes-1-174-foc-column-in-the-pricing-strategy.jpg) ### Validation Rule The Total FOC count must always be less than the total number of travellers (adults + children). It cannot be equal to or greater than the total pax count, since at least one traveller must remain as a paying guest. ### How Total FOC Affects Pricing Total FOC is available only when you use the **Overall** pricing strategy. The other three strategies — **Per Person**, **Per Component**, and **Per Person Per Component** — do not include this option. Here is how the calculation works: 1. You enter all hotel details and other services as usual for the full group, including the Total FOC travellers. 2. The system calculates the **total package price** for all travellers. 3. It then divides this total by the **remaining paying travellers** (total pax minus Total FOC) to arrive at the adjusted **per-person price**. **Example:** If your total package price is ₹60,000 for 10 travellers and you mark 2 as FOC, the per-person price will be calculated as ₹60,000 ÷ 8 = ₹7,500 per person. The FOC travellers are included in the trip but are not charged. **Important:** The total package amount itself does not change. FOC only affects how the cost is distributed on a per-person basis. Your hotel bookings, service costs, and supplier payments remain calculated for the full group. ### Total FOC Across Quotation, Voucher, and Sharing Once you save the Total FOC details, they are reflected across all the places where trip pricing is visible and shared: **Trip Details Page:** The Total FOC count and adjusted per-person pricing are visible in the pricing section. **Quotation Sharing:** When you share a quotation with a client, the price per person reflects the adjusted amount after accounting for FOC travellers. **Quotation PDF:** The exported PDF includes the Total FOC information, showing clients a clear breakdown of the pricing. **Trip Voucher:** The Total FOC details are also visible in the trip voucher, so your operations team and suppliers have full visibility of the complimentary pax. **Email Sharing:** Quotations sent via email also carry the updated per-person pricing with FOC accounted for. ![Image showing the Total FOC Sharing](https://sembark.com/assets/images/uploads/release-notes-1-174-total-foc-sharing.jpg) ### Benefits - Set Total FOC from the query form upfront or add it later from the pricing strategy section — flexible entry at any stage - Accurate per-person pricing that automatically adjusts based on paying guests only - Works within the overall pricing strategy, keeping your per-component costs unaffected - Consistent Total FOC information across trip details, quotations, PDFs, vouchers, and emails - Simple validation ensures at least one paying traveller is always present - Clean, professional quotations and vouchers that clearly reflect your FOC offering to clients ## Trip Plan Request – Bulk Assign We have introduced the Bulk Assign feature on the Trip Plan Request page. This allows you to reassign multiple leads from one sales person to another in a single action — useful when team members are unavailable, leaving the organisation, or when leads need to be redistributed by destination or workload. ![Image showing the Ellipsis menu on the Trip Plan Request page with the Bulk Assign Leads option](https://sembark.com/assets/images/uploads/release-notes-1-174-ellipsis-menu-on-the-trip-plan-request-page-with-the-bulk-assign-leads-option_.jpg) ### Why this feature matters Previously, reassigning leads had to be done one at a time. For organisations managing large volumes of leads — especially during team changes — this was time-consuming and error-prone. Bulk Assign makes it possible to move dozens of leads in one step, so no lead falls through the cracks. ### Common Use Cases - A sales person is leaving the organisation and their active leads need to be handed over. - A team member goes on extended leave and their leads need temporary coverage. - Leads for a specific destination need to be moved to a specialist team member. - You want to consolidate leads from multiple team members under one person. ### How to Use Bulk Assign #### Step 1: Open Trip Plan Requests Navigate to Trip Plan Requests. #### Step 2: Apply Filters You must apply filters before bulk assigning. This helps you target exactly the leads you want to reassign. Available filters include: - Date Range (Created Between) - Destination - Team Member - Lead Type - Any other available filters Example 1 — Reassign by Employee: Sales Person X is leaving. Filter leads created between 1 April to 30 April assigned to Person X, then reassign them all to a replacement. Example 2 — Reassign by Destination: Dubai leads should now be handled by Member Y instead of Member X. Filter by destination = Dubai, then bulk assign to Member Y. Example 3 — Merge Leads from Multiple Members: Filter for leads from both Member X and Member Y, then assign all of them to Member Z in one action. #### Step 3: Open Bulk Assign Once the filtered leads list appears: 1. Click the Ellipsis (⋮) option at the top of the list. 2. Select Bulk Assign Leads. ![Image showing the filtered leads list and the Ellipsis menu with Bulk Assign Leads option](https://sembark.com/assets/images/uploads/release-notes-1-174-filtered-leads-list-and-the-ellipsis-menu-with-bulk-assign-leads-option.jpg) #### Step 4: Select Leads A modal window opens displaying all filtered leads. You can: - Select individual leads using checkboxes. - Select all filtered leads at once. #### Step 5: Choose a Sales Person Below the lead list, a Choose Sales Person dropdown appears. Select the team member you want to assign the leads to. #### Step 6: Confirm the Assignment A confirmation step is required before the assignment goes through. Example: If you selected 5 leads, you must type 5 in the confirmation field. Only after entering the correct number will the assignment proceed. This prevents accidental bulk reassignments. ![Image showing the Bulk Assign modal with lead selection, Choose Sales Person dropdown, and confirmation field](https://sembark.com/assets/images/uploads/release-notes-1-174-bulk-assign-modal-with-lead-selection-choose-sales-person-dropdown-and-confirmation-field.jpg) #### After Assignment Once confirmed: - The selected leads move to the new sales person immediately. - The Team Member column updates to show the new assignee's name. - The new sales person can begin working on those leads right away. ### Support for Deleted Team Members We have also extended Bulk Assign to support deleted team members. If a team member has already left the organisation and their account has been removed, their old leads are not lost. You can still locate those leads by filtering for the deleted member and reassigning them to an active sales person. The Team Member dropdown in the filter is ordered as follows: 1. Active Users 2. Disabled Users 3. Deleted Users This ensures that historical leads from former team members remain accessible and manageable. ### Benefits - Reassign dozens of leads in one step instead of updating each one manually. - Maintain continuity when team members are unavailable or leave the organisation. - Filter by destination, date range, or team member to reassign exactly the right leads. - Deleted team member support ensures no lead is ever permanently orphaned. ## Text Higlighting and Table Support in Text Editor - Markdown Editor — Text Highlighting: You can now highlight text inside the markdown editor to draw attention to key information in quotations and documents. - Markdown Editor — Table Support: Tables can now be created directly inside the markdown editor, allowing you to add structured data within quotation content. ![Image showing markdown table and text highlight ](https://sembark.com/assets/images/uploads/release-notes-1-174-markdown-table-and-text-highlight.jpg) ## Bank Account Dropdown in Trip Voucher Pricing Bank Account Dropdown in Trip Voucher Pricing: A dropdown has been added to the Trip Voucher Pricing section that lists all bank accounts linked to the selected destination. You can choose which bank account details to display on the customer-facing voucher. This works for both Hold/Unhold conditions and normal converted quotations. ![Image Showing Bank accounts drop down in Trip voucher](https://sembark.com/assets/images/uploads/release-notes-1-174-trip-voucher.jpg) ## Other Improvements - Hotel Inquiry Mail — Hotel Notes Included: Hotel notes added to a booking are now included in the hotel inquiry email, provided the notes are set to display in quotation, voucher, or both. Notes marked as "Internal Use Only" are not included. - Inclusion / Exclusion Heading Customisation: The section titles for Inclusion and Exclusion can now be renamed. Navigate to Profile → Organisation → Templates → Quote Period → Edit → Settings for the Inclusion / Exclusion section to customise. - New Columns in Trip Operation Service Report: The Trip Operation Service Report now includes Paid Amount, Due Amount, Refund Payment Amount, Paid Refund Payment Amount, and Due Booking Amount columns for better payment and refund visibility. - Hotel Night Count Display Fix: Fixed an issue where multiple hotel services on the same day caused night counts to display incorrectly (e.g., "1, 2, 3, 4, 5 nights"). Each hotel service now correctly shows its own individual night count (e.g., "1 Night", "1 Night"). --- # Stop Sale & Blackout Dates, Customer Payment Preferences, and Pick-up & Drop Locations Version 1.173 · 2026-04-21 · by Utkarsh Jain Source: https://sembark.com/travel-software/release-notes/1-173.md # 1. Stop Sale & Blackout Dates for Hotels We have added **Stop Sale Dates** and **Blackout Dates** for hotels, giving you direct control over hotel availability and rate validity for specific date ranges. These two date types serve distinct purposes and behave differently across the quotation and booking workflows. {% youtube "https://www.youtube.com/watch?v=XpdYTsaD2AA" %} ## Why this feature matters Previously, managing blackout dates required a workaround — teams had to leave rates blank for the blackout date ranges in the hotel rate sheet. There was no dedicated way to mark dates as sold out or to enforce stop-sale restrictions at the system level. This feature replaces that rate sheet hack with a proper, structured setup — giving you explicit control over both blackout and stop sale dates with clear warnings and enforcement at the point of quotation and booking. ## Understanding the two date types Let’s go into the details of these two types of configurations. ### Stop Sale Dates (Sold Out) Stop Sale dates indicate that a hotel or specific room type is completely unavailable for the selected date range. Common reasons include property sold out, maintenance periods, or any scenario where no bookings should be accepted. **System behavior:** - When a quotation includes a hotel on a Stop Sale date, the system displays a hard warning: **"Stop sell dates, no booking allowed, unavailable on \[date]"** - The system **will not allow** you to save the quotation - this is a blocking restriction - In **Service Booking**, if Stop Sale dates are set after the quotation was already created, the system will block that hotel from being booked for those dates. ### Blackout Dates (High Demand / Contract Not Valid) Blackout dates indicate that the contracted rates are not valid for the selected date range — typically during peak seasons, festivals, or high-demand periods. The hotel may still be available, but at different (often higher) rates. **System behavior:** - The system displays a soft warning: **"Blackout dates (contract not valid), use ad hoc rates"** - The system **will not auto-fill** the system rate in the **Given** column for the blackout dates — the rate field defaults to `0` - You **cannot save** the quotation with a `0` price for the blackout date — you must manually enter a rate (contact the hotel for current pricing or use the system rate if appropriate) - The warning **does not block** saving the quotation once a valid rate is entered - The blackout date warning is also displayed during **Service Booking**, keeping you aware while proceeding with the booking. ## Accessing the feature You can configure Stop Sale and Blackout dates in three places: 1. **While adding a new hotel**: Navigate to **Services** → **Hotels** → **Add Hotel** — find the new section in the hotel form 2. **While editing an existing hotel**: Navigate to **Services** → **Hotels** → select a hotel → **Edit** — find the new section in the editing page 3. **From the hotel detail page** (without full edit): Navigate to **Services** → **Hotels** → select a hotel → **Details** tab → scroll to the **Stop Sale / Blackout / Room Types** section — click to open the panel and add or modify date intervals directly ![](https://sembark.com/assets/images/uploads/release-notes-1-173-soldout-dates.jpg "Image shows understanding the two types") ## Setting up at hotel level (all room types) By default, the checkbox **"Apply the restriction to all room types"** is checked. In this mode, you configure two date interval sections: **1. Block the quotation/booking (Sold Out) for following dates** Add one or more date ranges here. These dates will be treated as Stop Sale dates and will apply to the entire hotel (all room types). **2. Make the rooms for high demand — Blackout (ask manual rates during quotation/booking)** Add one or more date ranges here. These dates will be treated as Blackout dates and will apply to the entire hotel (all room types). ![](https://sembark.com/assets/images/uploads/release-notes-1-173-setting-up-at-hotel-level.jpg "Image shows setting up at hotel level") ### Setting up at room type level If you need different restrictions for different room types, uncheck the **"Apply the restriction to all room types"** checkbox. The interface changes to a room-level configuration: - **Room Type** — Select the room type from the dropdown - **Close on Date Interval** — Add one or more date ranges for the selected room type By default, room-level entries act as **Stop Sale (Sold Out)** dates. To mark them as **Blackout dates** instead, check the **"Allow quotes and booking"** checkbox below the entry. When checked, the dates become Blackout dates (warning only, no blocking). When unchecked, they remain Stop Sale dates (blocking). You can add multiple combinations: - Select different room types with different date intervals - Mix Stop Sale and Blackout dates across room types - Use the **"Add closing dates for the room type"** option to add additional entries **Example:** - Room Type A + Jan 1–10: Blackout dates (Allow quotes and booking checked) - Room Type B + Room Type C + Jan 5–15: Stop Sale dates (Allow quotes and booking unchecked) - Room Type A + Feb 1–5: Stop Sale dates ![](https://sembark.com/assets/images/uploads/release-notes-1-173-setting-up-at-room-level.jpg "Image shows setting up at room level") ## Impact on quotation and booking workflow ### During quotation creation - If a hotel is added to a quotation for dates matching **Stop Sale dates**, the system shows a blocking warning and **prevents saving** the quotation - If a hotel is added to a quotation for dates matching **Blackout dates**, the system shows a warning, does not auto-fill the system rate in the **Given** column, and requires you to manually enter a rate before saving ### During service booking - **Blackout dates**: A warning is displayed while booking the service, keeping you informed that the hotel is on blackout for the selected dates. You can proceed with the booking. - **Stop Sale dates**: If Stop Sale dates are set after a quotation was already created, the system blocks that hotel from being booked in Service Booking for the affected dates. ![](https://sembark.com/assets/images/uploads/release-notes-1-173-warning.jpg "Image shows impact on quotation and booking workflow") ## Benefits - Prevent accidental quoting and booking on dates when hotels are unavailable - Flag high-demand dates where contracted rates are not valid, prompting manual rate entry - Configure restrictions at the hotel level or granularly at the room type level - Manage date intervals directly from the hotel detail page without a full edit - Enforce availability rules consistently across quotation creation and service booking # 2. Customer Payment Preference We have introduced **Customer Payment Preferences**, allowing you to define standardized installment breakdowns for customer payments. You can set conditions based on trip timing, duration, and package value — and the system will automatically apply the matching preference when converting a trip package. {% youtube "https://www.youtube.com/watch?v=_xAro8e315I" %} ## Why this feature matters Previously, payment preferences existed only for suppliers and hotels. On the customer side, sales teams had to manually calculate installment breakdowns every time a package was converted — figuring out how many days until the trip, what the package value was, and how to split payments accordingly. This feature automates that process by letting you define rules once and have them apply automatically across all matching trips. ## Accessing the feature Navigate to **Profile → Organization → Repository → Customer Payment Preference** ![](https://sembark.com/assets/images/uploads/release-notes-1-173-customer-payment-preference-accessing-the-feature.jpg "Image shows accessing the feature for customer payment preferences") ## Setting up a customer payment preference Each preference has two sections: **Define Conditions** and **Installment Breakdown**. ### Define Conditions Conditions determine when a payment preference applies. You can use one or more of the following: **1. Day Before Trip Start** This condition checks how many days remain between the current date (when converting or editing the package) and the trip start date. - **Condition dropdown**: `Is less than` or `Is greater than` - **Days input**: Enter the number of days **Example:** Day Before Trip Start → Is less than → `15` — this preference applies if the trip starts within the next 15 days from the date of conversion. **2. Trip Duration (Number of Nights)** This condition checks the total duration of the trip in nights. - **Condition dropdown**: `Is less than` or `Is greater than` - **Nights input**: Enter the number of nights **3. Package Range** This condition checks the total package amount. - **Condition dropdown**: `Is less than` or `Is greater than` - **Amount input**: Enter the amount - **Currency selection**: Select the applicable currency Since packages can be in multiple currencies, you can add multiple entries for different currencies under this condition, each with its own amount threshold and less than / greater than logic. ![](https://sembark.com/assets/images/uploads/release-notes-1-173-defining-conditions.jpg "Image shows setting up of customer payment preferences") ### Installment Breakdown If the defined conditions match, this breakdown determines how the package amount is split into installments. Each installment entry has three fields: **1. Reference Event** - `Trip Conversion` — the date when the package is converted - `Trip Start` — the trip start date - `Trip End` — the trip end date **2. Day Offset from Reference** - Positive values (e.g., `+3`) mean days **after** the reference event - Negative values (e.g., `1`) mean days **before** the reference event **3. Amount Share from Total Amount** - Enter the percentage of the total package amount for this installment **Example:** | Installment | Reference Event | Day Offset | Share | | ----------- | --------------- | ---------- | ----- | | 1st | Trip Conversion | `+3` | 50% | | 2nd | Trip Start | `-1` | 50% | In this example, the first 50% is due 3 days after trip conversion, and the remaining 50% is due 1 day before the trip starts. ![](https://sembark.com/assets/images/uploads/release-notes-1-173-conditioning-example.jpg "Image shows example of instalment breakdown ") ### Additional conditions in installment breakdown **Include Flight Cost in Total Installment** When checked, if the trip package includes flights, the system separates the flight cost from the total amount before applying the percentage split, and then adds the full flight cost to the **first installment**. **Example:** Total package is ₹1,200 and flight cost is ₹200. The system calculates: ₹1,200 − ₹200 = ₹1,000. The 50-50 split applies to ₹1,000 (₹500 each). The first installment becomes ₹500 + ₹200 (flight) = ₹700. The second installment is ₹500. **Include Minimum First Installment** When checked, you can set a minimum amount (with currency selection) that the first installment must meet. If the calculated first installment falls below this threshold, it is raised to the minimum amount. You can add multiple entries for different currencies. ## How it applies during trip conversion 1. Navigate to any in-progress trip → select a package → click **Convert on Hold** or **Convert Using This Code** 2. In the **Installments** section, if the package matches all defined conditions of a saved payment preference, that preference is **automatically applied** 3. The installment breakdown appears below with the calculated amounts for each installment based on the preference rules 4. You can view which preference is applied in the **Payment Preference** column **Important:** If you edit the applied payment preference manually, the trip will not be counted in the **"Used In"** column of that preference. ## Payment gateway integration If you have a payment gateway integration enabled, the system uses the applied customer payment preference to determine the first installment amount. The payment link shared with the customer will reflect the first installment amount as per the preference breakdown. ## Managing preferences The **Customer Payment Preference** list displays all saved preferences in a table with: - **Description**: A summary of the conditions and breakdown rules - **Used In**: The number of packages where this preference has been applied (excluding manually edited ones) - **Created By**: The user who created the preference Each preference has an ellipsis menu (⋯) with a **Disable** option. Disabled preferences will not be applied to any new packages. ## Benefits - Eliminate manual installment calculations during trip conversion - Standardize payment terms across your organization - Automatically handle flight cost separation in installments - Set minimum first installment thresholds per currency - Reduce errors and save time during the conversion and payment sharing process # 3. Pick-up & Drop Location for Transport Services and Travel Activities We have added **Pick-up and Drop Location** management for transport services and travel activities. You can now maintain a list of precise pick-up and drop locations at the service or ticket level, and these locations flow automatically into service booking, sharing documents, trip vouchers, and reports. {% youtube "https://www.youtube.com/watch?v=rAINfxwJFTo" %} ## Why this feature matters Transport services already have a **Start City** and **End City** in the location section, but these are high-level location markers — for example, "Hawa Mahal" as the start point and "Ajmer Fort" as the end point. In operations, when sharing service details with service providers, drivers, and guests, you need precise pick-up and drop points — for example, "Hawa Mahal Main Gate" or "Cafe opposite Hawa Mahal" for pick-up, and "Ajmer Fort East Entrance" for drop. Similarly, certain travel activities that include transport (such as cruises or excursion packages) also require precise pick-up and drop information. Until now, there was no structured way to manage these precise locations, leading to ad hoc communication and inconsistencies across the operations workflow. ## Accessing the feature for transport services Navigate to **Services** → **Transport** → select or add a transport service ![](https://sembark.com/assets/images/uploads/release-notes-1-173-navigation-to-transport.jpg "Image shows accessing the feature for transport services") ## Setting up pick-up and drop locations on transport services ### Location level (all services) By default, the **Quick Add** mode is enabled, which hides the pick-up and drop location fields. Click on **Quick Add** to uncheck it and reveal the full location section. When the checkbox **"Use same pick-up/drop point for all services"** is checked (default), the pick-up and drop location list is set at the **location level** and applies to all services under that location. - **Pick-up Locations**: Add one or more pick-up location entries using **Add More** - **Drop Locations**: Add one or more drop location entries using **Add More** The **sequence** in which you add the locations matters — the first entry in each list becomes the **default selection** in Service Booking after the quotation is converted. ![](https://sembark.com/assets/images/uploads/release-notes-1-173-setting-up-pick-up-drop-in-transport-services.jpg "Image shows Pick-up and drop locations of transport services") ### Service level (per service) If you uncheck **"Use same pick-up/drop point for all services"**, the pick-up and drop location fields move to the **individual service level**. Each service under the location can then have its own distinct list of pick-up and drop locations with independent sequencing. The functionality remains the same — multiple entries, sequence-based default selection — but you gain granular control per service. ![](https://sembark.com/assets/images/uploads/release-notes-1-173-setting-up-at-service-level.jpg "Image shows Pick-up and drop locations at service level") ## Using hotel as pick-up or drop location In many real-world scenarios, the pick-up or drop point is the guest's hotel. Since the hotel changes based on the trip and package, you cannot hardcode hotel names into the pick-up/drop location list. To handle this, we have added a **checkbox with a dropdown** below both the pick-up location list and the drop location list: **For pick-up location:** - **Use Check-in Hotel as Pick-up** — the system finds the hotel where the guest has a check-in or stay on the service day, and uses that hotel name as the pick-up location - **Use Checkout Hotel as Pick-up** — the system finds the hotel where the guest has their last night (checkout day) on the service day, and uses that hotel name as the pick-up location **For drop location:** - **Use Check-in Hotel as Drop** — same logic as above, applied to the drop point - **Use Checkout Hotel as Drop** — same logic as above, applied to the drop point ### How the hotel matching works - **Check-in Hotel**: The system looks for a booked hotel where the service day falls on the hotel's first day **or** any mid-stay day - **Checkout Hotel**: The system looks for a booked hotel where the service day falls on the hotel's **last day** of stay - The hotel must be **booked** (not just quoted) for the match to apply - When this checkbox is checked, the pick-up/drop location list selection is **frozen** — you cannot manually select from the list, as the system is using the hotel name instead ### Controlling the checkbox from service masters The checkbox setting (checked or unchecked) is configured on the **service level** in your service masters. When this service is used in a quotation and converted: - If the checkbox was **checked** in the service master, it appears **checked by default** in Service Booking - If the checkbox was **not checked** in the service master, it appears **unchecked** in Service Booking - You can override the setting in Service Booking if needed ## Pick-up and drop locations in service booking After a quotation is converted, in **Service Booking**: 1. Open the service → click the service name → click **Edit** 2. In the **Timing** section (where pick-up time and duration already exist), you will now find **Pick-up Location** and **Drop Location** fields 3. The default selection is based on the sequence set in the service master 4. You can change the selection to any other location from the list, or use the hotel checkbox options ![](https://sembark.com/assets/images/uploads/release-notes-1-173-pick-up-and-drop-locations-in-service-booking.jpg "Image shows Pick-up and drop locations in service booking") ### Cab-wise customization (transport services only) Below the timing section, there is a checkbox: **"Customize these details cab-wise"**. Clicking this moves the pick-up location, drop location, pick-up time, and duration fields to the **cab level**. If a service has multiple cabs, each cab can have its own pick-up and drop location settings. ## Pick-up and drop locations for travel activities Navigate to **Services** → **Travel Activities** → select or edit a travel activity The same pick-up and drop location functionality is available for travel activities and follows the same structure: - **Activity level**: Check **"Use same pick-up/drop point for all services"** (refers to all ticket types under the activity) to set locations for the entire activity - **Ticket level**: Uncheck the checkbox to set pick-up and drop locations per ticket type - **Hotel as pick-up/drop**: The same check-in/checkout hotel checkboxes are available - **Service Booking**: Same behavior — default selection based on sequence, editable by the user ![](https://sembark.com/assets/images/uploads/release-notes-1-173-navigation-to-travel-activities.jpg "Image shows Pick-up and drop locations for travel activities") ## Where pick-up and drop locations appear ### Sharing documents Pick-up and drop locations are included in the following sharing formats (for both transport services and activities): - Guest WhatsApp message template - Service provider WhatsApp message template - Driver WhatsApp message template - Booking inquiry for suppliers (WhatsApp and email) ### Trip voucher Pick-up and drop locations are displayed in the **Trip Voucher** for both transport services and travel activities, including hotel-based locations when the check-in/checkout hotel option is active. ### Reports The following reports now include pick-up and drop location data: - Trip Operation Service Report - Operation Calendar Month Report - Operation Booking Day - All Services Report - Operation Booking Day - Transporter Report ## Benefits - Maintain precise pick-up and drop locations at the service or ticket level, separate from the high-level start/end city - Automatically populate pick-up/drop locations in service booking based on your configured defaults - Dynamically resolve hotel-based pick-up and drop points based on the guest's actual booking - Share accurate location details with guests, drivers, and service providers across WhatsApp, email, vouchers, and reports - Reduce manual communication and ensure consistency across the entire operations workflow # Other Improvements - **Confirmation Details for Transport Cabs**: You can now enter a confirmation detail number for each cab in Service Booking, which is displayed in the Trip Voucher at the cab level. - **Start Time and Duration for Transport Service on Quote Page**: You can now add the transport service start time and duration at the time of quotation creation, allowing the operations team to work with pre-filled timing details without having to set them later. - **API Integration Enabled for All Tenants**: API Integration is now enabled by default for all tenants. The **Trip Plan Request** feature activates automatically once at least one integration has been configured. - **Package ROE in Trip Check-in/Check-out Report**: The package rate of exchange (ROE) is now included in the Trip Check-in/Check-out report for better financial visibility. - **Self-Booked Hotel Details in Departure Transfers**: Fixed an issue where self-booked hotel details were not reflecting correctly for departure transfer services. - **Destination Sequence Fix**: Fixed an issue with destination sequencing to ensure destinations appear in the correct order. - **Room Type Improvements**: New tenants will no longer have default room type data pre-populated. You can now bulk-remove room types that are no longer in use. --- # Supplier Payment Preferences, Transport Cost Distribution, and Trip Source Enhancements Version 1.172 · 2026-03-20 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-172.md This update introduces comprehensive supplier payment preferences for transport and activities, enhanced quotation controls including flexible transport cost distribution and trip ID prefixing. We’ve improved payment gateway error categorization for better visibility, added category organization for inclusions/exclusions, and expanded trip source management with detailed pages. Account merging capabilities and several workflow improvements are also included. Let’s dive into more details. # 1. Supplier Payment Preference We have introduced **Supplier Payment Preferences** for transport and activity suppliers, extending the payment preference functionality that was previously available only for hotels. ## Accessing Payment Preferences Navigate to **Profile** → **Organization** → **Repository** → **Supplier Payment Preference** **Important change**: The previous “Hotel Payment Preference” has been consolidated into this new module. ![](https://sembark.com/assets/images/uploads/release-notes-1.172-supplier-payment-preference-navigation.jpg) ## Three-Tab Structure The Supplier Payment Preference module contains three tabs: 1. **Hotel**: Payment preferences for direct hotels and hotel suppliers 2. **Activity**: Payment preferences for activity suppliers 3. **Transport**: Payment preferences for transport suppliers ## Creating Payment Preferences Click **New** in any tab to create a payment preference. ![](https://sembark.com/assets/images/uploads/release-notes-1.172-payment-preference-adding-process.jpg) ### Reference Events Each service type has specific reference events you can use: **For Hotels:** * Booking Date * Check-In Date * Check-Out Date * Booking Month End * Check-Out Month End **For Activities:** * Booking Date * Service Date * Month End of Booking * Month End of Service **For Transport:** * Booking Date * Service Date * Month End of Booking * Month End of Service ### Configuring Payment Terms For each reference event: 1. **Select Reference Event**: Choose from the available options (e.g., Booking Date) 2. **Day Offset from Reference**: Set when payment is due relative to the reference * `0` = On the reference date * `+1` = One day after the reference date * `-1` = One day before the reference date 3. **Amount Share (%)**: Percentage of total amount due on this date **Example:** * 50% one day after Booking Date * 50% on Check-In Date **Rules:** * You can add multiple reference events * Total amount share must equal 100% * The system shows a summary of your payment terms below the configuration ## Setting Payment Preferences on Suppliers Once payment preferences are created, assign them to specific suppliers: Navigate to **Suppliers** → **Transport Suppliers** / **Activity Suppliers** / **Hotel Suppliers** ![](https://sembark.com/assets/images/uploads/release-notes-1.172-supplier-detail-payment-preference-navigation.jpg) ### Assigning to Suppliers 1. Select a supplier and go to their detail page 2. Click **Edit Payment Preference** in the top right corner 3. A popup opens showing all service types this supplier provides 4. For each service type (Transport, Activity, Hotel), select the appropriate payment preference 5. Save your changes If a supplier provides multiple services (e.g., both transport and hotels), you can set different payment preferences for each service type in one step. ![](https://sembark.com/assets/images/uploads/release-notes-1.172-assigning-payment-preference-to-supplier.jpg) ## Using Payment Preferences During Booking When you book services with suppliers that have payment preferences configured: **Hotel Bookings:** 1. Select the supplier during hotel booking 2. The configured payment preference appears automatically 3. An **ellipsis icon** (•••) appears beside the preference 4. Click the ellipsis and select **Edit** to modify the payment preference for this specific booking only **Activity and Transport Bookings:** * Payment preferences appear automatically when you select a supplier with configured preferences * Edit option available for single bookings and multiple service bookings * Customize the preference for specific bookings as needed ![](https://sembark.com/assets/images/uploads/release-notes-1.172-using-preference-while-booking.jpg) ## Automatic Payment Creation Once bookings are confirmed: * Navigate to **Accounting** to see payment installments * Payments are automatically created based on the payment preference distribution * Payment due dates are calculated according to reference events and day offsets * Each installment reflects the percentage distribution you configured ## Benefits * **Automated Payment Scheduling**: No manual calculation of payment due dates * **Supplier-Specific Terms**: Different payment terms for different suppliers * **Flexible Configuration**: Edit payment preferences per booking when needed * **Consistent Application**: Same payment terms applied across all bookings with a supplier * **Better Cash Flow Management**: Clear visibility of upcoming payment obligations # 2. Transport Cost Distribution for Adults We have added the ability to **exclude specific adults from transport charges** when using per-person pricing strategy, giving you more flexibility in how transport costs are distributed. ## Why this feature matters By default, when using per-person pricing strategy, transport charges are distributed equally among all adults. However, there are cases where you may want to exclude certain adults from transport costs—such as when one adults who is not included in transport or receiving complimentary transport. ## Accessing the Feature This feature is available during quotation creation: Navigate to **Quotation** → **Pricing Strategy** → Select **Per Person** strategy ## How to Configure When the **Per Person** pricing strategy is selected and transport services are included in the quotation: 1. A new checkbox appears: **Excluding Transport Charges for \[X] Adults** 2. Check this box to enable the feature 3. By default, it sets the value to `1` adult 4. You can increase the number of adults to exclude ### Additional Option When you enable transport exclusion, another checkbox is automatically selected: * **Include Adult with Extra Bed in Transport** This ensures that if you have an “Adult with Extra Bed” in your quotation, that adult is excluded from transport charges first. ![](https://sembark.com/assets/images/uploads/release-notes-1.172-exclude-adult-transport-checkbox.jpg) ## Rules and Limitations **Minimum Distribution Rule:** You cannot exclude all adults from transport charges. At least one adult must bear the transport cost. **Example with 10 adults:** * Maximum you can exclude: 9 adults * Minimum who must be included: 1 adult This ensures transport charges are always distributed to at least one person. ## Where Changes Reflect The excluded transport charges appear in: **Quotation Display:** * Right-side segregation panel shows adjusted per-person charges * Transport cost distribution clearly visible **All Sharing Formats:** * Quotation PDF * Email quotations * WhatsApp quotations **Proforma Invoice:** * Per-person breakdown reflects the exclusion * Generated automatically based on quotation pricing **Profit Reports:** * Per-person pricing calculations show accurate distribution ## Use Cases * **Tour Leader**: One adult is the tour guide and receives complimentary transport * **Group Bookings**: Specific adults in the group have different pricing arrangements * **Special Arrangements**: Custom pricing agreements where certain travelers are exempt from transport costs # 3. Branded Trip ID with Prefix We have added the ability to set a **custom prefix for Trip IDs** at the brand level, allowing you to add company or brand identification to all trip references in shared documents. ## Why this feature matters A branded trip ID prefix helps: * Identify trips from specific brands in multi-brand operations * Maintain professional branding across all client-facing documents * Easily distinguish trips when working with external partners * Add company identification to all shared materials ## Setting Up Trip ID Prefix Navigate to **Profile** → **Organization** → **Settings** → **Profile** tab ### Configuring Prefix per Brand 1. You’ll see all your brands listed 2. Each brand has a **Brand Prefix Code** field 3. Click the **ellipsis icon** (•••) beside a brand 4. Select **Edit Details** 5. Enter your desired **Brand Prefix Code** ![](https://sembark.com/assets/images/uploads/release-notes-1.172-trip-id-prefix-navigation.jpg) ## Prefix Rules **Character Requirements:** * **Minimum**: 3 characters * **Maximum**: 6 characters * **Allowed**: Letters (A-Z, a-z) and hyphen (-) only * **Not allowed**: Numbers, spaces, special characters (except hyphen) **Examples of Valid Prefixes:** * `ABC-` * `TOUR-` * `DMC-` **Examples of Invalid Prefixes:** * `AB` (too short) * `ABC 123` (contains space and numbers) * `COMPANY_` (contains underscore) ## How It Works Once you set a prefix: * **New Trip IDs**: All new trips for that brand will have the prefix * Example: `ABC-1234`, `ABC-1235`, `ABC-1236` * **UI Display**: Prefix is **not** shown in the software interface * **Shared Documents**: Prefix appears in all shared materials ## Where Prefix Appears The Trip ID prefix is displayed in the following documents and communications: **Quotations:** * Quotation PDF * Quotation Email * Quotation WhatsApp Message * Partner Sharing (Email) **Service Bookings:** * Hotel Inquiry Email * Hotel Inquiry WhatsApp * Hotel Voucher * Service Sharing (Transport/Activities) - Email and WhatsApp * All Services Sharing **Accounting:** * Proforma Invoice **Documents:** * Trip Voucher * Hotel Voucher (in-system) **Reports:** * Profit Reports ![](https://sembark.com/assets/images/uploads/release-notes-1.172-trip-id-prefix-sharing-documents.jpg) ## Removing Prefix If you want to remove a brand prefix: 1. Edit the brand details 2. Clear the **Brand Prefix Code** field 3. Save changes 4. Future trips will not have a prefix 5. Existing trips with prefixes retain them in historical documents ## Benefits * **Professional Branding**: Consistent brand identification across all materials * **Multi-Brand Management**: Easily distinguish trips from different brands * **Partner Communication**: Clear identification when working with agents and suppliers * **Document Organization**: Easier to file and reference trip documents * **Client Recognition**: Clients can quickly identify your company from trip IDs # 4. Accounting Account Merge We have introduced an **Account Merge** feature that allows you to consolidate duplicate manually-created accounts, streamlining your accounting workflows and improving data accuracy. ## Why this feature matters Over time, duplicate accounts can be created manually for the same purpose due to human error or changing requirements. This leads to scattered transactions across multiple accounts, making reconciliation, auditing, and reporting more complex. The Account Merge feature solves this by allowing you to combine duplicate accounts into a single master account. ## Which accounts can be merged You can merge the following types of manually-created accounts: * **Company Accounts**: Accounts created for your company entities * **Employee/User Accounts**: Accounts created for employees or users **Important**: The following automatically-created accounts **cannot** be merged: * Supplier accounts (auto-created with suppliers) * Guest accounts (auto-created with trips) * Hotel accounts (auto-created with hotels) * Trip source accounts (auto-created with trip sources) ## How to merge accounts Navigate to **Accounting** → **Accounts** and click the **ellipsis icon** (•••) in the top right corner. ![](https://sembark.com/assets/images/uploads/release-notes-1.172-account-merge-navigation.jpg) ### Step 1: Select Duplicate Accounts 1. Click **Merge Accounts** from the menu 2. The “Merge Duplicate Accounts” popup opens 3. Search for accounts you want to merge by name 4. All matching accounts appear in the search results 5. Select the duplicate accounts you want to consolidate 6. Selected accounts appear on the right side ### Step 2: Choose Primary Account 1. From your selected accounts, choose one as the **Primary (Master) Account** 2. This account will be retained as the single source going forward 3. All other selected accounts become duplicate accounts ### Step 3: Complete the merge Once you confirm: * **All transactions** from duplicate accounts are transferred to the primary account * The primary account becomes the single consolidated account with complete transaction history * Duplicate accounts are merged and no longer appear as separate entities, and will get disable * Going forward, all new transactions use the primary account only ## Benefits * **Simplified Reconciliation**: All transactions in one account instead of scattered across duplicates * **Easier Auditing**: Single account to review for all related transactions * **Streamlined Reporting**: Download transactions from one consolidated source * **Better Data Quality**: Eliminate duplicate accounts and maintain clean accounting records * **Time Savings**: No need to check multiple accounts for the same information # 5. Payment Gateway Error Categorization We have enhanced **Payment Gateway transaction tracking** with detailed error categorization, providing clearer visibility into why payments fail and helping you take appropriate action. ::: info Payment Gateway - Optional Add-On for Seamless Payment Collection Payment Gateway is an optional add-on feature that enables you to collect payments directly from your customers. Share payment links via email, WhatsApp, or PDF, and get paid faster with multiple payment options, T+1 settlement, automated payment verification, and instant receipt generation—all integrated seamlessly into your travel sales workflow. If you're interested in enabling Payment Gateway to streamline your payment collection, please contact our sales team at **[sales@sembark.com](mailto:sales@sembark.com)** or connect with your support POC to learn more about this feature and pricing. ::: ## Why this feature matters Previously, all unsuccessful payment attempts were grouped together as “Failures.” However, not all failures are actual technical errors—many are customer actions like abandoning the payment page or canceling the transaction. This new categorization helps you: * Understand the true nature of payment issues * Identify genuine technical problems vs. customer behavior * Take appropriate follow-up actions * Improve payment success rates ## Accessing Payment Gateway Transactions Navigate to **Accounting** → **Payment Gateway** → **Transactions** tab You’ll see transaction summaries with: * **Amount**: Total transaction amount * **Successful**: Number of successful transactions * **Failures**: Number of failed transactions (now categorized) ![](https://sembark.com/assets/images/uploads/release-notes-1.172-payment-gateway-transaction-navigation.jpg) ## Two Main Categories Payment failures are now split into: ### 1. Cancelled Transactions Customer-initiated actions that stopped the payment process: **Payment Timeout:** * Customer clicked the payment link * Opened the payment page * Left the page without completing payment * Session timed out **Payment Canceled:** * Customer intentionally canceled the payment * Customer closed the payment window * Customer choose not to proceed ### 2. Failed Transactions Genuine technical or payment processing errors: **Payment Declined:** * Bank declined the transaction * Insufficient funds * Card limit exceeded * Bank-side restrictions **Authentication Failed:** * Incorrect CVV/PIN entered * Failed OTP verification * Security authentication issues * Cardholder verification failed **Technical Errors:** * Payment gateway errors * Network connectivity issues * System timeout during processing * Integration errors ![](https://sembark.com/assets/images/uploads/release-notes-1.172-payment-gateway-failure-categories.jpg) ## Viewing Detailed Error Information In the **Transactions** table: 1. Failed transactions show a **Failure Status** instead of the amount 2. **Hover** over the failure status 3. A tooltip appears showing: * **Failure Category** (Canceled or Failed) * **Specific Reason** (e.g., “Payment Declined”, “Authentication Failed”) * **Detailed Error Message** from the payment gateway (when available) ## Taking Action **For Canceled Transactions:** * Follow up with customers to understand why they abandoned payment * Send payment reminders * Offer assistance with the payment process **For Failed Transactions:** * Contact customers to retry with different payment method * Check if there are recurring authentication issues * Verify customer’s payment details are correct ## Benefits * **Better Insights**: Understand true failure reasons vs. customer abandonment * **Targeted Follow-ups**: Different actions for cancellations vs. failures * **Improved Success Rates**: Address root causes of payment issues * **Support Efficiency**: Quickly identify if issue needs technical support * **Customer Service**: Provide better assistance based on error type # 6. Inclusion & Exclusion Categories We have enhanced the **Inclusions and Exclusions** feature with the ability to add **category headings**, allowing you to organize inclusion and exclusion items into logical groups. ## Why this feature matters Previously, inclusions and exclusions were simple line items without grouping. Category headings allow you to: * Organize items into logical sections (e.g., “Accommodation”, “Meals”, “Transport”) * Create more professional and readable quotations * Help clients quickly find relevant information * Maintain consistency across quotations ## Accessing Inclusions/Exclusions Navigate to **Profile** → **Organization** → **Repository** → **Inclusions/Exclusions** ![](https://sembark.com/assets/images/uploads/release-notes-1.172-inclusion-exclusion-navigation.jpg) ## Creating Presets with Categories Click **New** to create a preset: ### Adding Category Headings For each line item, you can now add: 1. **Category** (Optional): A heading to group related items * Example: “Accommodation”, “Meals”, “Transportation”, “Activities” 2. **Description** (Required): The actual inclusion or exclusion detail **Flexibility:** * Some items can have both category and description * Some items can have only description (no category) * Mix and match as needed within the same preset ![](https://sembark.com/assets/images/uploads/release-notes-1.172-inclusion-exclusion-category-heading.jpg) ## Using Category Presets in Quotations During quotation creation: 1. Navigate to the **Inclusions/Exclusions** section 2. Select your preset with categories 3. The categories and descriptions populate automatically 4. You can edit categories and descriptions for this specific quotation ## Where Categories Appear Category headings display in: * **Quotation PDF**: Grouped sections with clear category headers * **Quotation Email**: Organized sections for better readability * **Quotation WhatsApp**: Structured format with category groupings * **Trip Voucher**: Grouped sections with clear category headers ![](https://sembark.com/assets/images/uploads/release-notes-1.172-inclusion-exclusion-in-documents.jpg) ## Benefits * **Better Organization**: Logical grouping of related items * **Professional Appearance**: Structured, easy-to-read quotations * **Improved Clarity**: Clients can quickly scan by category * **Flexibility**: Use categories where helpful, skip where not needed * **Consistency**: Reusable presets maintain standard organization # 7. Trip Source Detail Page We have completely redesigned the **Trip Source Detail Page** with a comprehensive four-tab structure, providing complete visibility into trip sources similar to supplier management. ## Accessing Trip Source Details Navigate to **Profile** → **Organization** → **Repository** → **Trip Sources** Click on any trip source to open its detail page. ![](https://sembark.com/assets/images/uploads/release-notes-1.172-trip-source-detail-navigation.jpg) ## Four-Tab Structure The new detail page contains four tabs: ### 1. Details Tab View and manage trip source information: * **Trip Source Name** * **Address**: Primary address * **Billing Address**: Separate billing address if different * **Contacts**: All contact persons associated with this trip source * **Created By**: User who created this trip source ### 2. Trips Tab See all trips associated with this trip source. **Left-Side Filters:** * **New Inquiry**: Trips in initial inquiry stage * **In Progress**: Trips being worked on * **On Hold**: Trips temporarily on hold * **Converted**: Successfully converted trips * **On Trip**: Trips currently in progress * **Past Trips**: Completed trips * **Canceled**: Canceled trips * **Dropped**: Dropped opportunities * **All**: Complete list of all trips Use these filters to quickly find trips in specific stages for this trip source. ### 3. Payments Tab View all payments related to this trip source: **Two Views:** * **Outgoing Payments** (default): Payments you need to make to this trip source * **Incoming Payments**: Click **Refund** button to see payments received from this trip source Similar to the supplier payment view, providing complete payment visibility. ### 4. Accounts Tab View the accounting account associated with this trip source: * Account details * Transaction history * Account balance information **Note**: This tab only appears for trip sources that have associated accounts. B2C (Business-to-Consumer) trip sources do not have accounts and will not show this tab. ![](https://sembark.com/assets/images/uploads/release-notes-1.172-trip-source-four-tabs.jpg) ## Benefits * **Complete Overview**: All trip source information in one place * **Trip Tracking**: See all trips from a source across all stages * **Payment Management**: Track payments to and from trip sources * **Account Visibility**: Access accounting information when needed * **Consistent Interface**: Similar structure to supplier management * **Improved Efficiency**: No need to navigate to multiple locations for trip source information # 8. Hide Hotels Checkbox in Service Sharing Added a **checkbox to hide hotel check-in/check-out details** when sharing transport and activity bookings with suppliers. ## Where to access * **Trip Detail Page** → **Service Booking** → Click on a transport or activity service → **Share** * **Operational Bookings** → Select services → **Share** ![](https://sembark.com/assets/images/uploads/release-notes-1.172-hide-hotels-checkbox-service-sharing.jpg) ## How it works * Checkbox is **unchecked by default** (hotel details hidden) * Check the box to **include** hotel check-in and check-out details in the supplier communication ## Use Case In some cases, transport or activity suppliers don’t need hotel details (e.g., no pickup/drop from hotel). This gives you control over what information to share with suppliers. - - - # Other Improvements * **Trip Report - Additional Columns**: Added Trip Source Country and Trip Source State columns to Trip Lead Report for better geographic tracking and filtering of trip sources * **Reference ID in Hotel Enquiry Email Template**: Added {{REFERENCE_ID}} variable to the Hotel Booking Enquiry Email template subject line. Navigate to Profile → Organization → Repository → Templates → Hotel Booking Enquiry Email Template to use this variable. If no reference ID is set for a trip, the variable will not display in the email subject * **Destination Filter in Outgoing & Multi-Payment**: Added Destination filter to Outgoing Payments, Incoming Payments, and Log Multiple Payment flow. Filter payments by destination combined with Supplier or Hotel filters to process destination-specific payments efficiently * **Package Currency in Trip Lead Listing**: Currency codes now appear beside package amounts in all trip listing tabs for better clarity * **Tags in Trip Plan Request Report**: Trip Plan Request Report now includes a Tags column. Multiple tags appear comma-separated in the downloaded CSV report * **Multi-Payment Processing Enhancement**: Improved bulk payment processing to prevent conflicts when multiple users attempt to log the same payment simultaneously. Users now see a clear message if a payment is already being processed in a bulk transaction * **Room Night Total in Hotel Booking Report**: Corrected room night calculation accuracy in Hotel Booking Report downloaded from hotel detail pages * **Outlook Email Font Compatibility**: Fixed font rendering issues across different versions of Outlook email clients to ensure consistent email appearance * **Multi-Guest Group Validation**: Tourist groups now require a minimum of 1 tourist before saving. System prevents creation of empty tourist groups * **GST Display Consistency**: Fixed GST number display to show the same GST consistently across Proforma Invoices, emails, and WhatsApp communications --- # Bulk Payment Clearance, Quote PDF Enhancements, and Supplier Management Improvements Version 1.171 · 2026-02-16 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-171.md This update introduces a powerful bulk payment clearance system that allows you to log multiple payments in a single transaction, streamlining your payment workflows. We’ve enhanced the Quotation PDF with pricing visibility controls and component-wise totals, added comprehensive report activity tracking for admins, and improved supplier management in operational bookings. Guest salutations are now supported system-wide, and several workflow improvements have been added across payment verification, templates, and reports. Let’s dive into more details. ## 1. Bulk Payment Clearance System We have introduced a **Bulk Payment Clearance** feature that allows you to log multiple payments in a single transaction, significantly reducing the time and effort required to process payments for suppliers and hotels. ### Why this feature matters Previously, each payment had to be logged individually, which was time-consuming when processing multiple payments for the same supplier or hotel. The new bulk payment clearance system lets you select and process multiple payments at once, creating a single transaction for better tracking and efficiency. ### Where to access This feature is available in three locations: 1. **Accounting** → **Outgoing Payments** 2. **Supplier Detail Pages** → **Payments tab** (Transport, Activities, and Hotel Suppliers) 3. **Hotel Detail Pages** → **Payments tab** ### Using Bulk Payment Clearance in Outgoing Payments Navigate to **Accounting** → **Outgoing Payments** and click the **Log Multiple** button in the top right corner beside the search bar. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-bulk-payment-outgoing-navigation.jpg) ### Step 1: Filter Payments A popup opens where you need to apply filters to select the payments you want to process. **Mandatory Filters:** * **Supplier Type**: Choose between “Suppliers” or “Direct Hotel” * If you select “Suppliers”, an additional dropdown appears to select a specific supplier * You can search and select one supplier from the list * **Currency**: Select the currency for the payments you want to log **Important**: You can only process payments for one supplier or hotel at a time in a single bulk transaction. **Optional Filters:** * **Payment For**: Filter by service type (Cabs, Activities, or Hotel) - only appears when “Suppliers” is selected * **Due Between**: Filter payments by due date range * **Trip**: Select a specific trip if you want to clear payments for that trip only Once you’ve applied your filters, click **Next**. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-bulk-payment-filter-step.jpg) ### Step 2: Select Payments All payments matching your filters are displayed with the following information: * **Amount**: Payment amount * **Contact**: Details about the payment including associated trip, service type (activity/hotel/transport), and other relevant information * **Due Date**: When the payment is due **Selection options:** * Select individual payments by checking the boxes * Use **Select All** to select all displayed payments * **Sort payments** by Due Date (Ascending or Descending) **Minimum requirement**: You must select at least 2 payments to proceed with bulk payment clearance. Click **Next** to continue. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-bulk-payment-select-payments-step.jpg) ### Step 3: Confirm and Process Payment A confirmation screen shows a summary of your selected payments: **Payment Summary:** * **Total Amount**: Combined amount of all selected payments * **Total Transactions**: Number of payments being processed * **Payment List**: All selected payments displayed **Transaction Details:** You need to fill in the following information: * **Debit Account**: Defaults to your company account (for outgoing payments) * **Credit Account**: Defaults to the supplier’s account * You can change these accounts if needed * **Paid Amount**: Shows the total amount being paid * **Paid On**: Date of payment * **Reference ID**: **Mandatory** field for tracking this bulk transaction * This reference ID will be used to identify all payments processed in this transaction * **Amount Confirmation**: Type the total amount to confirm the payment **Partial Payment Option:** If you need to pay a partial amount instead of the full total: * Check the **Partial Payment** checkbox * Edit the **Paid Amount** to your desired amount * The system will apply the partial payment in sequence: * Full amounts are paid for installments in order * The last installment is split into two parts * Example: For payments of ₹3,000, ₹3,000, and ₹4,000 (total ₹10,000), if you pay ₹9,000: * First two payments (₹3,000 each) are fully paid * The ₹4,000 installment is split: ₹3,000 marked as paid, ₹1,000 remains as a new installment **Use Case**: This is useful when suppliers or hotels request a specific payment amount that doesn’t match your total due payments. Click **Save** to process the payment. A success message confirms “Payment logged successfully.” ![](https://sembark.com/assets/images/uploads/release-notes-1.171-bulk-payment-summary-confirmation.jpg) ### Using Bulk Payment Clearance in Supplier Pages Navigate to any supplier detail page: * **Services** → **Transport Suppliers** / **Activity Suppliers** / **Hotel Suppliers** * Select a supplier and go to the **Payments** tab * Click **Log Multiple** in the top right corner ![](https://sembark.com/assets/images/uploads/release-notes-1.171-supplier-payment-tab-navigation.jpg) **Simplified filters:** Since you’re already on a specific supplier’s page, the system knows which supplier you’re working with. You only need to apply: * **Currency** (Mandatory) * **Payment For** (Optional) - for transport/activity suppliers only * **Due Between** (Optional) * **Trip** (Optional) The rest of the process is identical to the Outgoing Payments flow. ![image.png](https://sembark.com/assets/images/uploads/release-notes-1.171-supplier-bulk-payment-filters.jpg) ### Using Bulk Payment Clearance in Hotel Pages Navigate to a hotel detail page: * **Services** → **Hotels** * Select a hotel and go to the **Payments** tab * Click **Log Multiple** in the top right corner ![](https://sembark.com/assets/images/uploads/release-notes-1.171-hotels-payment-tab-navigation.jpg) **Hotel-specific filters:** Since you’re on a specific hotel’s page: * **Currency** (Mandatory) * **Due Between** (Optional) * **Trip** (Optional) Note: The “Payment For” filter is not available for hotels as they don’t have multiple service types. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-hotel-bulk-payment-filters-1.jpg) ### Transaction Management When you log multiple payments using bulk clearance, the system creates **one single transaction** for all selected payments. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-transaction-navigation.jpg) ### Viewing Bulk Payment Transactions Navigate to **Accounting** → **Transactions** to see all transactions: * **One transaction** is created for the entire bulk payment (not separate transactions for each installment) * The **Reference ID** you provided is displayed against this transaction * Hover on the ellipsis (•••) menu and click **Details** to see complete information **Transaction Details include:** * **Transaction Details**: Date, Narration, Created By * **Accounts Involved**: Debit and Credit accounts used * **Trips and Installments**: Complete list of all payments/installments processed in this bulk transaction This allows you to backtrack and see exactly which payments were included in any bulk payment transaction. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-transaction-detail-view.jpg) ### Payment Verification for Bulk Payments After logging bulk payments, you can verify, unverify, or revert them through the **Installment Detail Page**. ### Accessing Installment Details Each payment processed in the bulk clearance has its own installment detail page where you can manage it. **Bulk Payment Indicator:** At the top of the installment summary, you’ll see a message: * “This installment was logged by combining \[X] payments into one” * Example: “This installment was logged by combining 10 payments into one” This clearly indicates the payment was part of a bulk transaction. ### Verifying Bulk Payments When you verify one payment from a bulk transaction: 1. Click **Verify Payment** 2. A confirmation popup shows: * **Payment Details**: * Amount * Number of installments involved * Payment paid on date * Logged by (username) * Debit and Credit accounts * Reference ID * **Trips and Installments**: All payments included in this bulk transaction **Additional Confirmation Checkboxes:** * **Checkbox 1** (existing): “I have verified with accounts that this is a valid transaction” * **Checkbox 2** (new): “This will verify all \[X] installments for a total amount of \[Currency] \[Amount] under this payment” Both checkboxes must be checked to proceed. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-verify-payment-flow-popup.jpg) **Important**: Verifying one payment from the bulk transaction **automatically verifies all other payments** that were logged together. Click **I understand, this is verified** to complete verification. ### Unverifying Bulk Payments The unverify process follows the same pattern: 1. Click **Unverify Payment** 2. Review payment details and installments 3. Check the confirmation: “This will unverify all \[X] installments for a total amount of \[Currency] \[Amount] under this payment” 4. Confirm to unverify Unverifying one payment **unverifies all payments** in the bulk transaction. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-unverify-payment-flow-popup.jpg) ### Reverting Bulk Payments If you need to revert a bulk payment: 1. Click **Revert Payment** 2. View all payments involved in this bulk transaction 3. Add a comment explaining the reason for reverting 4. Confirm the revert action Reverting one payment **reverts all payments** that were logged together in the bulk transaction. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-revert-payment-flow-popup.jpg) ### Benefits * **Time Savings**: Process multiple payments in minutes instead of logging each individually * **Single Transaction**: One transaction for all payments simplifies reconciliation * **Reference ID Tracking**: Track entire bulk payment groups with one reference ID * **Flexible Filtering**: Find and select relevant payments quickly with powerful filters * **Partial Payment Support**: Pay exact amounts requested by suppliers * **Complete Audit Trail**: Full visibility of which payments were processed together ## 2. Report Activities - Admin Monitoring We have introduced a **Report Activities** module that gives admins complete visibility into which team members are downloading reports, what filters they’re using, and when downloads occur. ### Accessing Report Activities Navigate to **Profile** → **Organization** → **Repository** → **Report Activities** This feature is **admin-only** for monitoring and security purposes. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-report-activities-navigation.jpg) ### What You Can See The Report Activities page displays comprehensive information about all report downloads: **Columns displayed:** * **Report Name**: Which report was downloaded * **Downloaded By**: User name who downloaded the report * **Filter Used**: What filters were applied when generating the report * **Created At**: Date and time of download * **Download Type**: How the report was delivered * **Direct**: Downloaded directly in browser * **Email**: Sent to user’s email address ### Viewing Detailed Information Hover on the ellipsis (•••) menu beside any report activity and click **Details** to see: * Complete filter parameters used * **Selected Columns**: Exact columns included in the downloaded report * Full download timestamp * User information ![](https://sembark.com/assets/images/uploads/release-notes-1.171-report-activity-details-view.jpg) ### Why This Matters * **Data Security**: Monitor access to sensitive financial and operational data * **Team Oversight**: Track which reports your team members are using most frequently * **Compliance**: Maintain audit trails for report downloads * **Usage Patterns**: Understand which reports are most valuable to your team * **Accountability**: Full visibility of who downloaded what and when ### Reports Tracked Report activities are currently recorded for the following reports: * **Operation Booking - Day Report - All Service Report** * **Operation Booking - Monthly Download Report** * **Operation Booking - Monthly Overview Download Report** * **Trip Check Out Report** * **Trip Check In Report** * **Leads Report** * **Trip Plan Requests Report** * **Trip Plan Requests Report - (Trip Sources & Sales Person)** Additional reports may be added to tracking in future updates. ## 3. Daily Operations Bulk Booking System We have extended supplier management capabilities to the **Operational Bookings** module, allowing you to update suppliers for transport and activity services across multiple trips from a single day view. ### Accessing the Feature Navigate to **Bookings** → **Operational Bookings** and select a specific date (e.g., February 14, 2026). You’ll see all transport services and activities scheduled for that day across all trips. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-operational-bookings-day-navigation.jpg) ### Updating Suppliers in Bulk Click the **Update Supplier** button in the top right corner to see two options: ### Update Cab Suppliers 1. Click **Update Cab Supplier** 2. The “Assign Service Provider to Schedules” popup opens 3. Select the cab services you want to update (from multiple trips for that day) 4. Click **Next** 5. Assign the service provider: * **Supplier Name**: Select the transport supplier * **Driver**: Assign specific driver * **Cab Details**: Add cab information * **Update Pricing**: Modify service pricing if needed 6. Check **Confirm Booking with Supplier** 7. Click **Assign** to update **Key Difference from Trip-Level Updates:** In the trip’s Service Booking section, you can only update suppliers for that specific trip’s services. Here in Operational Bookings, you can see and update **all transport services across multiple trips** for a particular day. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-update-cab-supplier-flow.jpg) ### Update Activity Suppliers 1. Click **Update Activity Supplier** 2. The “Assign Service Provider to Booking” popup opens 3. Select the activities you want to update (from multiple trips for that day) 4. Click **Next** 5. Assign the activity supplier 6. Update any relevant details 7. Confirm and assign ![](https://sembark.com/assets/images/uploads/release-notes-1.171-update-activity-supplier-flow.jpg) ### Filtering for Efficient Use the filters in Operational Bookings to narrow down services: * **Destination**: Filter by specific destinations * **Service City**: Show services in particular cities * **Valid Drivers**: Filter by driver availability * And more… This makes it easy to update suppliers for specific groups of services efficiently. ### Reports Consolidation As part of this update, we’ve consolidated the report download options: * Previous: Separate buttons for “All Services Report”, “Transport Report”, and “Activities Report” * **Now**: Single **Download Reports** button with a dropdown menu containing all three options This cleaner interface reduces clutter while maintaining access to all report types. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-download-reports-button-consolidation.jpg) ### Benefits * **Multi-Trip Management**: Update suppliers across all trips for a day from one screen * **Bulk Operations**: Process multiple service updates simultaneously * **Day-Level Visibility**: See all operational requirements for a specific date * **Efficient Filtering**: Find and update relevant services quickly * **Centralized Workflow**: Manage suppliers without navigating to individual trips ## 4. Quotation PDF Enhancements We have added three powerful enhancements to the Quotation PDF that give you more control over pricing visibility and presentation. ### Accessing Template Settings Navigate to **Profile** → **Organization** → **Repository** → **Templates** → **Quote PDF** All three enhancements are configured at the template level with activation options during PDF generation. ![](https://sembark.com/assets/images/uploads/release-notes-1.171-quote-pdf-template-navigation.jpg) ### Enhancement 1: Hide Prices in Quotation You can now generate quotation PDFs without showing any prices, allowing clients to review inclusions before seeing costs. ### How to Configure **Step 1: Enable in Template** * In the Quote PDF template, find the **Settings for Pricing** section * Check the **Hide Price in Quote** checkbox * Save the template ![](https://sembark.com/assets/images/uploads/release-notes-1.171-hide-price-template-checkbox.jpg) **Step 2: Use When Generating PDF** * Go to any trip and click the **PDF** button to regenerate the quotation * A new checkbox appears: **Hide Quote Price** * This checkbox only appears if you enabled “Hide Price in Quote” in the template * Check **Hide Quote Price** to generate a PDF without pricing ![](https://sembark.com/assets/images/uploads/release-notes-1.171-hide-price-pdf-regeneration-checkbox.jpg) ### Use Case This is particularly useful when you want to: * Share quotation details without revealing pricing initially * Let clients focus on inclusions and itinerary before discussing costs * Avoid price-based comparisons in early conversations * Show full pricing only after the client is satisfied with the package content Once the client is happy with the quotation, regenerate the PDF without the “Hide Quote Price” option to show full pricing. ### Enhancement 2: Component-Wise Price Totals Display subtotals after each component (Hotels, Transport, Activities, Flights, Other Inclusions) instead of only showing a grand total at the end. ### How to Configure **Step 1: Enable in Template** * In the Quote PDF template, find the **Settings for Pricing** section * Check the **Show Price Breakup Component-Wise Total** checkbox * Save the template ![](https://sembark.com/assets/images/uploads/release-notes-1.171-component-wise-total-template-checkbox.jpg) **Step 2: Use When Generating PDF** * Go to any trip and regenerate the quotation PDF * A new checkbox appears: **Component-Wise Price Total** * This checkbox only appears if you enabled it in the template * Check this option to generate a PDF with component-wise totals ![](https://sembark.com/assets/images/uploads/release-notes-1.171-component-wise-total-pdf-regeneration-checkbox.jpg) ### What It Shows When enabled, the PDF displays: * **Hotels** section with all hotel details * **Subtotal for Hotels** at the end of the hotels section * **Transport** section with all transport services * **Subtotal for Transport** at the end * **Activities** section with all activities * **Subtotal for Activities** at the end * **Flights** section with flight details * **Subtotal for Flights** at the end * **Other Inclusions** section * **Subtotal for Other Inclusions** at the end ### Benefits * **Transparent Pricing**: Clients can see cost breakdown by component * **Better Understanding**: Clear visibility of where costs are allocated * **Easy Comparison**: Simplifies comparing quotes with similar itineraries * **Professional Presentation**: Organized pricing structure ### Enhancement 3: Show Activity Start Time Display start times for activities in the quotation PDF when available. ### How to Configure * In the Quote PDF template, find the **Settings for Transfers and Activities** section * Check the **Show Activities Start Time** checkbox * Save the template **Effect:** * All future quotations will include activity start times (if added for those activities) * This is a template-level setting without a per-PDF toggle * Start times appear automatically for activities that have this information ![](https://sembark.com/assets/images/uploads/release-notes-1.171-activity-start-time-setting-pdf.jpg) ### Benefits * **Better Planning**: Clients know exact timing for each activity * **Schedule Coordination**: Easier to plan daily itineraries * **Professional Detail**: More comprehensive quotation information * **Clear Expectations**: Clients understand time commitments for activities ## 5. Proforma Invoice - Line Item Rearrangement We have added the ability to **rearrange line items** in Proforma Invoices, giving you control over the sequence in which items appear. ### Accessing the Feature Navigate to any trip → **Accounting** tab → **Proforma Invoice** tab → Create or edit a Proforma Invoice ![](https://sembark.com/assets/images/uploads/release-notes-1.171-proforma-invoice-rearrange-feature.jpg) ### How to Rearrange Items Once you’ve added line items to your Proforma Invoice: 1. Click the **Rearrange** button in the Particulars section 2. A popup displays all your line items with: * **Description**: Item description * **Amount**: Item amount * **Drag handle**: Use to reorder items 3. **Drag and drop** items up or down to your preferred sequence 4. Click **Apply Order** to save the new arrangement The line items are reordered in the Proforma Invoice editor. ### Saving the Changes After rearranging: * Click **Save** to save the Proforma Invoice with the new sequence * Download the PDF to see items in your preferred order * You can edit and rearrange again anytime ### Use Case This is helpful when: * The first item added should appear last in the final invoice * You want to group similar items together * Client requests a specific order of line items * You need to reorder after adding new items ## 6. Hotel Check-In/Out Details in Service Schedules We have added **hotel check-in, check-out, and stay details** to the Schedule Details popup for transport and activity services. ### Where to Access The Schedule Details popup is available in two places: 1. **Operational Bookings** → Select a day → Click on any transport or activity service 2. **Trip Detail Page** → **Service Booking** tab → Click on any transport or activity service ![](https://sembark.com/assets/images/uploads/release-notes-1.171-service-schedule-hotel-details.jpg) ### What’s New The Schedule Details popup now shows: * **Service Name** and details * **Hotel Check-In Details**: Where the guest is checking in on that day * **Hotel Check-Out Details**: Where the guest is checking out on that day * **Hotel Stay Details**: Where the guest is staying on that service day * **Self-Booked Hotel Details**: Also included when applicable ### Why This Matters When viewing a transport or activity service, you can now see: * **Pickup Location**: Where to pick up guests based on their hotel * **Drop Location**: Where guests are staying or checking out * **Guest Location**: Current accommodation for that day This is especially useful for: * **Transport Coordination**: Drivers know exact pickup/drop locations * **Activity Planning**: Organizers know where guests are staying * **Operational Clarity**: Complete picture of guest locations for each service Previously, this information was only visible at the day level. Now it’s available directly on each service for quick reference. ## 7. Guest Salutation Support System-Wide We have added **salutation support for guest names** throughout the entire system, allowing you to add titles (Mr., Mrs., Ms.) to guest names. ### Adding Salutation When creating a new trip or editing guest details: * A **Salutation** field now appears beside the guest name field * Select from: **Mr.**, **Mrs.**, or **Ms.** * This field is optional ### Where Salutations Appear Once you add a salutation for a guest, it will be displayed wherever the guest name is shown: **In the System UI:** * Trip detail pages * Guest information sections * Service bookings * All trip-related screens **In Documents:** * Trip Vouchers * Hotel Vouchers * Proforma Invoices * Any document displaying guest information **In Communications:** * Email templates * WhatsApp messages * Guest sharing communications * All automated messages **In Reports:** * Trip Lead Reports * Sales Reports * Any report with a guest name column ### Benefits * **Professional Communication**: Proper titles in all guest interactions * **Personalized Service**: More formal and respectful communication * **Consistent Branding**: Professional appearance across all touchpoints * **Cultural Appropriateness**: Proper address titles for different guests ## 8. Instalment Details Pop-up - Redesigned Interface We have redesigned the **Instalment Details Pop-up** with better organization and clearer payment state visibility for easier payment management. ### Improved Organization The redesigned pop-up features a cleaner layout with distinct sections: **Instalment Summary:** * Amount display showing current instalment and total payment (e.g., INR 1,50,400 / 1,88,400) * Instalment tag indicating sequence (e.g., “2nd Instalment”) * Clickable trip details linking to the Trip Details page **Contact Details:** * Dynamically displays relevant information based on payment type (Transport, Activities, Hotel, B2B Agent, or Guest) * Shows supplier/hotel name, contact person, email, and phone with appropriate service tags ### Payment States The interface adapts to show relevant actions for each payment state: * **Due State**: Shows payment due date with Log Payment button (and Payment Link button for Payment Gateway enabled trips) * **Paid (Unverified)**: Displays payment details with Verify Payment button and Revert Payment option * **Paid (Verified)**: Shows verified status with Generate Receipt button and Unverify Payment option * **Overdue State**: Highlighted in red with payment options ### Four-Tab Details Section Quick access to comprehensive information: * **Comments**: View and add comments with timestamps * **Related Instalments**: Overview of all instalments in the payment plan * **Transactions**: Complete audit trail of financial transactions * **Activities**: Timeline of all actions performed on this instalment ![image.png](https://sembark.com/assets/images/uploads/release-notes-1.171-instalment-details-popup-redesign.jpg) ### Benefits * **Clear visual hierarchy**: Information organized in logical sections * **State-specific actions**: Only relevant options appear for each payment state * **Dynamic contact details**: Contextual information based on payment type * **Clean interface**: Optional fields hidden when not in use ## 9. Other Improvements * **Trip Source City and Email in Trip Lead Report**: Trip Lead Report now includes the trip source city and email fields for better lead tracking and communication * **B2B Trip Source Email Icon**: An email icon now appears for B2B trip sources in the trip lead list. Hover over the icon to see the source’s email address * **Proforma Invoice Currency Display**: Currency symbols have been removed from Proforma Invoices and replaced with currency codes (e.g., INR, USD) for clearer international invoicing * **Cab Type Parsing Improvements**: Enhanced validation for cab type special codes. Only age and capacity values are now allowed inside {{}} brackets. Multiple short codes and incorrect formatting are invalidated during quotation and rate upload processes * **Email Blocking for Inactive Users**: All notifications and emails are now blocked for disabled, deleted, and unverified users to prevent email bounce and delivery penalties * **Timezone Issue Fixes**: Resolved various timezone-related issues across the system to improve data listing accuracy and reporting when accessing from multiple timezones --- # Enhanced Sales Reports, Transport Service Improvements, and Cab Metric Pricing Sheet System Version 1.170 · 2026-02-03 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-170.md This update enhances the Trip Sales Report with custom column presets and multi-month download capabilities, expands custom date downloads across all sales reports, and adds manual controls for transport service closing dates. We've also introduced a comprehensive sheet management system for cab metric pricing, allowing you to create, manage, and upload pricing sheets directly in the system or via CSV. Several workflow improvements and bug fixes are also included. Let’s dive into more details. ## 1. Trip Sales Report - Custom Columns and Custom Date Download We have enhanced the **Trip Sales Report** with powerful customization options, allowing you to create custom column presets and download reports for extended date ranges. ### Accessing the feature Navigate to **Trips** → hover and click **Sales Reports** → select the **Trips** tab → click **Download Report**. ![](https://sembark.com/assets/images/uploads/release-notes-1.170-trip-sales-report-navigation.jpg) ### Custom Date Range Selection ### How it works * By default, the current month is selected * Click **Edit** to modify the date range * Select any custom date range using the date picker * The report will generate data for your selected period ### Column Presets The new preset system allows you to save custom column configurations for repeated use. ### Default presets Two presets are available by default: * **Detailed**: Includes all available columns (replaces the previous “Detailed Report” download) * **Overview**: Shows summary columns only (replaces the previous “Overview Report” download) These presets mirror the functionality of the two separate download options that existed before this update. ![](https://sembark.com/assets/images/uploads/release-notes-1.170-custom-date-range-selection.jpg) ### Creating custom presets Switch to the **Custom Columns** tab to build your own preset: 1. Browse columns organized by **category groups** 2. **Search** for specific columns using the search box 3. **Select** the columns you want to include 4. Review selected columns in the “Selected Columns” section below 5. Click **Save** 6. Enter a **Preset Name** and **Description** 7. The new preset appears in the **Presets** tab ### Using presets * Select any preset from the Presets tab * View all columns included in that preset * Click **Download** to generate the report with selected columns and date range ![](https://sembark.com/assets/images/uploads/release-notes-1.170-preset-creation-form.jpg) ### Download behavior Reports are generated based on two parameters: * **Date Range**: The period you selected * **Preset**: The column configuration you chose This combination gives you complete control over what data is exported and for which time period. ## 2. Multi-Month Custom Date Downloads for Sales Reports We have expanded custom date range downloads to **three additional sales reports**, making it easier to analyze data across extended periods. ### Available in these reports Navigate to **Trips** → **Sales Reports** and access: 1. **Sales Team Sales Report** tab 2. **Destination Sales Report** tab 3. **Trip Source Sales Report** tab ### How to download custom date ranges * Beside the **Full Report** button, click the **ellipsis icon** * Select **Custom Date Download** * Choose from quick options: * Last 3 months * Last 6 months * Last 1 year * Or select a **custom date range** using the calendar picker * Click **Download** ![](https://sembark.com/assets/images/uploads/release-notes-1.170-sales-reports-custom-date-download.jpg) ### Download delivery method The system handles report delivery based on the date range size: ### Short-range reports (up to 31 days) * Downloads immediately in your browser * Instant access to the Excel file ### Long-range reports (32+ days) * Report is sent to your **registered email address** * A **notification** appears in your notification panel confirming the email has been sent * This prevents browser timeouts for large datasets **Note:** This custom date download feature is also integrated into the Trip Sales Report, giving you consistent download behavior across all four sales report types. ## 3. Transport Service Closing Dates - Manual Entry We have added manual controls for setting **closing dates** for transport services, making it easier to mark when services are unavailable without using sheet uploads. ### What’s new Previously, transport service closing dates could only be set via sheet upload. You can now configure them directly in the system through the user interface. ### Two new fields ### Close on Day of Week * Select specific days when the service is closed (Monday, Tuesday, etc.) * Useful for weekly maintenance or regular off-days ### Close on Date/Interval * Add specific date ranges when the service is unavailable * Perfect for seasonal closures, holidays, or maintenance periods * Add multiple date ranges as needed ### How to set closing dates ### When adding a new transport service 1. Navigate to **Services** → **Transport** 2. Click **Create New Service** 3. **Uncheck** the “Quick Add” checkbox to reveal all fields 4. Scroll to find **Close on Day of Week** and **Close on Date/Interval** 5. Configure your closing schedule 6. Save the service ![](https://sembark.com/assets/images/uploads/release-notes-1.170-transport-service-add-closing-dates.jpg) ### When editing an existing service 1. Go to **Services** → **Transport** 2. Find your service and click the **ellipsis icon** on the service row 3. Select **Edit Service** 4. Update the **Close on Day of Week** and **Close on Date/Interval** fields 5. Save changes You can also access edit options from the service detail page within a specific location. ![](https://sembark.com/assets/images/uploads/release-notes-1.170-transport-service-edit-closing-dates.jpg) ### Warning messages The system helps prevent scheduling conflicts: ### During quotation creation * If you select a transport service that’s closed on the selected date, a **warning message** appears * The warning indicates the service is unavailable for that specific day * This helps you identify potential scheduling conflicts before finalizing the quotation ### For existing quotations * If a service closing date is added **after** the service is already included in a quotation * And the quotation falls within the newly added closing period * Warnings appear in: * Service Booking section * Operations booking for a day * Anywhere the service is displayed ![](https://sembark.com/assets/images/uploads/release-notes-1.170-closing-date-warning-messages.jpg) **Important:** These warnings are **informational only**—they don’t block your workflow. You can still proceed with the service if needed, but you’re made aware of the closure. ### Benefits * Set closing schedules directly in the UI without CSV uploads * Automatic conflict warnings during quotation * Same functionality as sheet upload, now accessible manually * Better visibility of service availability ## 4. Cab Metric Pricing Sheet System We have introduced a **Sheet System** for managing cab metric pricing that transforms how you add and maintain transport pricing in Sembark. This new feature allows you to create pricing sheets directly in the system with an Excel-like interface or upload them via CSV, while maintaining complete version history and folder organization. ### Why this feature matters Previously, cab metric pricing could only be added manually, which was not a user-friendly method for managing bulk pricing updates. This new Sheet System introduces two ways to manage pricing: upload via CSV files for those who prefer working in Excel, or use our new in-system sheet interface that provides an Excel-like experience directly within Sembark. The in-system Sheet System goes beyond simple CSV uploads—it allows you to create, edit, organize, and version-control all your cab metric pricing sheets without needing to maintain files externally, bringing complete pricing management into one centralized location. ### Accessing the Sheet System Navigate to **Services** in the main menu and hover to see the new **Data Drive** option at the bottom of the list. Click to open the Sheet System interface. ### Folder Organization When you first access Data Drive, you’ll see a folder structure to organize your pricing sheets. ### Creating folders and sheets * Click the **ellipsis icon** on the right side and select **Add Metric Sheet** * Enter a **Folder Name** to organize related sheets (e.g., “Peak Season 2026”, “Off-Season Rates”) * Provide a **Sheet Name** for easy reference * Select the **Currency** for all prices in this sheet * Once created, you can add more sheets to existing folders The folder view displays: * Folder name and total number of sheets inside * Creator name and creation date for each folder * Easy navigation between folders and sheets ![](https://sembark.com/assets/images/uploads/release-notes-1.170-add-metric-sheet-folder-creation.jpg) ### Two Ways to Add Pricing You can add cab metric pricing through two methods: ### Method 1: Create sheets in Sembark (Recommended) The system provides an Excel-like interface where you can build pricing sheets directly in Sembark with dropdowns, validation, and preset support. ### Method 2: Upload via CSV If you prefer working in Excel or Google Sheets, you can upload pricing via CSV files - the same way you currently upload transport services, activities, and hotel pricing. Both methods use the same pricing logic and produce identical results. The in-system sheet creation is more user-friendly with built-in validation and preset support. ### Sheet System Format and Columns The pricing sheet captures the following information: ### Action Column * **Duplicate**: Clone an entire row with all settings * **Delete**: Remove a pricing row ### Cab Type Column * Select from existing cab types in your system (Innova, Sedan, SUV, etc.) * **Add new cab types** directly from the sheet if needed * Searchable dropdown for quick selection ### Calculation Metric Column * Select the pricing metric for this cab type (Kilometer-wise, Day-wise, Night-wise, Extra Kilometers, etc.) * Choose from your already created metrics which you have been using already * **Create new metrics** directly from the sheet by typing a name and clicking “Add New” * The metric creation popup pre-fills the name and lets you select the system metric type (Kms, Days, Nights, Extra Kms, Total, Adults, Adults × Number of Days, Children, Children × Number of Days) **Using Calculation Metric Presets:** Click the **hamburger icon** in the Calculation Metric column to access presets: * Select from pre-created metric presets * Create new presets on the fly by typing a name and clicking “Add” * When you select a preset, all metrics in that preset are automatically added as separate rows for the cab type * You can add or remove metrics after applying a preset ### Seasons Column Seasons define the date ranges for which your pricing applies. **Adding date ranges:** * By default, one season is created * Add one or more date ranges to each season (e.g., Jan 1-20, Feb 1-24) * **Season names are editable** for your reference (e.g., “Peak Season”, “Holiday Rates”) * Season names are internal and not displayed in quotations **Adding multiple seasons:** * Click **Add Season** to create Season 2, Season 3, etc. * Use multiple seasons when the same cab type and metric have different prices for different date ranges * Each season can contain multiple date ranges **Example:** * Season 1: Jan 1-22, 2026; March 1-28, 2026; May 1-25, 2026 → ₹18/km * Season 2: Feb 1-28, 2026; April 1-30, 2026; June 1-30, 2026 → ₹28/km ### Adding Prices Under each season, enter the pricing for the selected cab type and calculation metric combination. ![](https://sembark.com/assets/images/uploads/release-notes-1.170-sheet-system-overview.jpg) **Important rules:** * You can add multiple calculation metrics for one cab type * Each cab type + metric + date range combination creates a unique pricing entry * Add as many rows as needed for different cab types and metrics ### Upload via CSV Format If you prefer uploading CSV files instead of using the in-system sheet creator: ### CSV Column Structure The CSV format includes additional columns since dropdowns aren’t available in Excel: * **Cab Type**: Type the exact cab type name * **Metric Name**: Type the metric name * **System Metric**: Specify the system metric (Kms, Days, Nights, Extra Kms, Total, Adults, Adults × Number of Days, Children, Children × Number of Days) * **Minimum Quantity**: If applicable for this metric * **Total Using Per Day Minimum**: If applicable for this metric * **Seasons**: Date ranges (same format as sheet system) * **Price columns**: Your pricing data ![](https://sembark.com/assets/images/uploads/release-notes-1.170-upload-csv-screen.jpg) ### How CSV upload works * If the metric name, system metric, and parameters match an **existing metric** in your Metrics module, prices are applied to that metric * If the combination is **new**, Sembark automatically creates a new metric in the Metrics module and applies the pricing * This ensures your CSV uploads never fail due to missing metrics ### Pricing Logic and Rules When managing cab metric pricing, the system follows these important rules: ### Latest price wins * If you upload pricing for the same cab type, metric, and date range multiple times, the **most recent upload** takes precedence * This applies across different sheets and within the same sheet ### Within a single sheet * If the same cab type + metric + date range appears in Row 1 and Row 4, the system uses **Row 4** (latest in the file) * Always ensure unique combinations to avoid confusion ### Managing Sheets Once sheets are created, you have full control over organization and versioning. ### Sheet tabs * Multiple sheets in a folder appear as **tabs** at the top * Click any tab to view or edit that sheet * Easy navigation between related pricing sheets ![](https://sembark.com/assets/images/uploads/release-notes-1.170-sheet-tabs-view.jpg) ### Editing sheets * Click on a sheet and select **Edit** from the options * Modify cab types, metrics, date ranges, or prices * Add new rows or remove existing ones * Changes apply only to the rows you modify **Important - Draft and Publish workflow:** When editing an already **published sheet**: 1. Make your changes in the editor 2. Click **Save Draft** (you cannot directly publish) 3. Go back to the sheet 4. Open it again and click **Upload Price** This two-step process ensures pricing changes are reviewed before going live. ![](https://sembark.com/assets/images/uploads/release-notes-1.170-sheet-editing-flow.jpg) ### Version Control Every edit to a sheet creates a new version, allowing you to track changes over time. ### Version history * **Version 1**: Original sheet creation * **Version 2**: First edit (saved as draft or published) * **Version 3**: Subsequent edits * Each version stores who made the changes and when ### Working with versions * View any previous version * Compare versions side-by-side * Edit any version and make it the current live version * Roll back to earlier pricing if needed ![](https://sembark.com/assets/images/uploads/release-notes-1.170-sheet-versions.jpg) ### Comparing Sheet Versions The comparison feature helps you identify exactly what changed between versions. ### How to compare * Open a sheet and select **Compare** * The latest version appears on the left by default * Select any older version from the dropdown on the right * Changes are highlighted in **orange and red** color-coded boxes ### What you can compare * Cab type changes * Metric changes * Date range modifications * Price adjustments * Added or removed rows This visual comparison makes it easy to audit pricing changes and understand what was updated. ![](https://sembark.com/assets/images/uploads/release-notes-1.170-compare-sheet-versions.jpg) ### Folder and Sheet Management ### Folder actions (ellipsis menu) * **Add Metric Sheet**: Create a new sheet in this folder * **Rename Folder**: Change the folder name * **Download Folder**: Downloads all sheets in the folder as a single Excel file with multiple tabs ### Sheet actions (ellipsis menu) * **Rename File**: Change the sheet name * **Download CSV/Excel**: Export this sheet as a CSV file * **Delete File**: Remove the sheet permanently ![](https://sembark.com/assets/images/uploads/release-notes-1.170-folder-sheet-management-actions.jpg) ### Use Case Summary The Cab Metric Pricing Sheet System solves critical workflow challenges: * **Before**: Manual one-by-one pricing entry, no bulk upload option, difficult to manage large pricing updates * **After**: Create sheets in Sembark, upload via CSV, maintain complete version history, compare changes visually, organize in folders * **Benefits**: * Centralized pricing management * No external file management needed * Complete audit trail with version control * Visual change tracking between versions * Bulk pricing updates via sheet or CSV * Team collaboration with creator tracking * Organized folder structure for different seasons or campaigns **Coming Soon**: This Sheet System will be extended to Transport Service pricing and Activity pricing in future updates, allowing you to manage all your pricing with the same sheet interface and version control capabilities. ## 5. Hotel Booking Enquiry - Customer Name in Email Subject We have added a **Customer Name variable** to the Hotel Booking Enquiry Email template, allowing more personalized communication with hotel suppliers. ### Accessing the template Navigate to **Profile** → **Organization** → **Repository** → **Templates** → **Hotel Booking Enquiry Email Template** ![](https://sembark.com/assets/images/uploads/release-notes-1.170-hotel-booking-email-template-variables.jpg) ### What’s new In addition to the existing variables, you can now use **Customer Name** in the email subject line. ### Available variables for subject * **{{BRAND_NAME}}**: Your brand name * **{{TRIP_ID}}**: The trip number * **{{HOTEL_SUPPLIER_NAME}}**: The hotel or supplier name * **{{CUSTOMER_NAME}}**: The guest/customer name *(new)* ### How it works When you send a hotel booking enquiry, the system dynamically replaces `{{CUSTOMER_NAME}}` with the actual guest name from the trip. ### For Direct source trips * Guest name is **mandatory** for direct bookings * The customer name is always populated and displayed correctly ### For B2B Agent source trips * Guest name is **optional** for B2B bookings * If no guest name is entered, the variable shows a **placeholder text**: `[[CUSTOMER_NAME_NA]]` * You can manually edit the email and replace it with the actual name before sending ### Benefits * More personalized email communication with hotels * Professional subject lines that include guest information * Flexibility to customize when guest name is unavailable ## 6. Trip Plan Request Report - Created On Field We have added a **Created On** column to the Trip Plan Request download report for better tracking of lead generation timing. ### What’s included The **Created On** field shows the exact date and time when a trip plan request was registered in the Sembark system. ### Why it matters Trip plan requests come from various integrations: * Google Ads campaigns * Website forms * Google Forms * Other marketing channels The **Created On** timestamp helps you: * Track lead response times * Analyze campaign effectiveness * Understand inquiry patterns by date * Audit lead flow timelines This field was previously missing from the Excel download and has now been added for complete reporting. ## 7. Hotel Merge - Entry Type Indicator When merging hotels, you can now see how each hotel was originally added to the system. ### Accessing hotel merge Navigate to **Services** → **Hotels** → click the **ellipsis icon** (top right) → select **Merge Hotels** ![](https://sembark.com/assets/images/uploads/release-notes-1.170-hotel-merge-entry-type-icon.jpg) ### What’s new Each hotel in the merge selection now displays an **Entry Type icon** indicating whether it was: * **Added manually** through the UI * **Added via sheet** upload ### Benefits * Quickly identify the source of hotel entries * Make informed decisions when merging duplicate hotels * Understand which hotels came from bulk uploads vs manual entry * Better data quality management ## 8. Other Improvements * **Hotel/Cab/Activity booking price sync**: Improved the syncing process when prices are updated during booking * **Empty price handling**: When setting an empty price for hotel bookings or extras, the system now correctly maintains the empty value instead of auto-filling * **Hotel voucher guest list**: Guest lists in hotel vouchers now display only when all guest details have been completely filled * **Sales Person visibility**: Added “Show More” option for better sales person selection in longer lists * **Text and grammatical fixes**: Corrected grammatical errors in Disable Transport Services popup and Children tooltip text * **Quote suggestion bug fix**: Resolved issue with quote suggestions not appearing correctly * **MS Word voucher crop fix**: Fixed cropping issue when downloading vouchers in Microsoft Word format * **Asynchronous report generation**: Improved report generation performance for large datasets * **Report download manager**: Introduced temporary storage system with download manager for better handling of large reports * **System rate change messaging**: Enhanced error messages when system rates change to provide clearer guidance --- # Multi-Guest Management, Enhanced Proforma Invoice, and All Task Filters Version 1.169 · 2026-01-19 · by Utkarsh Jain Source: https://sembark.com/travel-software/release-notes/1-169.md This update introduces a comprehensive multi-guest management system that allows you to add and manage multiple tourists for each trip, assign them to specific services and hotels, and share their details across all booking communications. We've also improved the Proforma Invoice with a dropdown for tax types and made task filters accessible to all users for better workflow management. Let's dive into more details. ## 1. Multi-Guest Management System We have introduced a powerful Multi-Guest Management System that transforms how you handle tourist information throughout the booking lifecycle. Previously limited to a single guest name per trip, you can now add complete details for all travellers and assign them to specific services. ### Trip Tourist Management Once a trip is created, you can now access the **Trip Tourist Management** module directly from the trip details page. ### How to access - Navigate to **Trip Details** where guest information is displayed. - Click the **edit icon** next to the guest name section to open the Trip Tourist Management interface. The management interface consists of two main tabs: **Tourist** and **Tourist Groups**. ![Image Showing the addition of tourist details ](https://sembark.com/assets/images/uploads/relese-notes-1-169-trip-tourist-addition-guest-details-.jpg) ### Adding Tourist Details The Tourist tab allows you to add comprehensive information for each traveler in your trip. ### Guest capacity - The number of tourists you can add is limited by the total guest count specified during trip creation. - For example, if you specified 10 guests while creating the trip, you can add details for up to 10 tourists only. ### Tourist information fields Each tourist entry captures the following details: - **Type** (Mandatory): Adult or Child - **Salutation**: Mr., Mrs., Ms. - **Name** (Mandatory): Full name of the tourist - **Date of Birth**: For age verification and documentation - **Age**: Required if tourist type is set to "Child" - **Nationality**: Country of citizenship - **Phone Number**: Contact information ### Additional tourist details Beyond basic information, you can add: - **Remarks and Comments**: Special notes or requirements for the tourist - **Address and Billing Information**: Complete address details for the guest - **Primary Guest Designation**: Mark one tourist as the primary guest for the trip ![Image Showing the additional tourist details ](https://sembark.com/assets/images/uploads/relese-notes-1-169-trip-tourist-additional-details.jpg) ### Tourist Document Management You can add important travel documents to each tourist's profile for easy reference. ### Document fields - **Document Type**: Select from a dropdown list (Passport, Visa, etc.) - This list is customizable from **Organization Settings** - Admins can add new document types as needed - **Document ID**: Enter the document number - **Document Description** (Optional): Additional notes about the document **Important**: Document details are stored with the tourist profile but are not displayed in the Settings > Documents section. They remain attached to the specific tourist throughout the booking process. Also, you can update/remove unused document types from the list. ![Image Showing the tourist document](https://sembark.com/assets/images/uploads/relese-notes-1-169-document-types-in-org.jpg) ### Tourist Groups The **Tourist Groups** tab enables you to create logical groupings of tourists for service assignments. ![Image Showing the tourist Groups](https://sembark.com/assets/images/uploads/relese-notes-1-169-tourist-groups.jpg) ### Why use tourist groups - Group specific tourists who will use the same services together (e.g., a family of four traveling together, or a group of friends on a corporate retreat) - Easily assign a subset of travelers to particular hotels, transport, or activities - Simplify communication by sharing details only for relevant tourists with service providers ### Creating tourist groups - Click **Create Group** and provide a group name - Select which tourists from your tourist list should be part of this group - You can create multiple groups with different combinations of tourists - Groups can be used across hotels, transport services, and activities ### Multi-Guest in Trip Voucher Tourist details are automatically integrated into trip documentation. ![Image Showing the Multi-Guest trip voucher](https://sembark.com/assets/images/uploads/relese-notes-1-169-trip-voucher.jpg) ### Guest list display and visibility control - Once you add multiple tourists, a **Guest List** section appears in the Trip Voucher under the Documents tab - By default, the guest list display is **enabled** (checkbox checked), and all tourist details you've entered will be shown in the voucher - If you haven't added any tourist details beyond the primary guest, the guest list section won't appear - You can **uncheck the Guest List checkbox** to hide the section from the trip voucher - This gives you flexibility to control what information is shared in official documents ### Assigning Tourists to Hotels Once you have added multiple Tourists/Groups, you can then assign specific tourists or groups to each hotel booking, ensuring accurate guest information is shared with properties. ### Default hotel assignment - By default, **all tourists** you've added are automatically assigned to all hotels in the trip after conversion/holding. - This ensures guest lists are ready without manual configuration in the first place. - If you have modified the tourists list for a particular hotel and later update the tourists list at the Trip level, the hotel's assigned tourist list will **not** be updated automatically to preserve your custom assignments. ### Custom Assignment in Hotels To assign specific tourists to a particular hotel: - Navigate to the hotel booking in your trip - Click the **edit icon** for the hotel - Find the **Assign Tourists to Booking** section in the editing screen - Uncheck tourists who won't be staying at this property - If you've created tourist groups, you can assign entire groups instead of individual tourists ![Image Showing the assigning of tourists in booking](https://sembark.com/assets/images/uploads/relese-notes-1-169-guest-assign-to-hotel.jpg) ### Hotel booking communication When sharing hotel booking details, you have control over guest list visibility: ![Image Showing the hotel booking communication](https://sembark.com/assets/images/uploads/relese-notes-1-169-hotel-booking-enquiry-email-and-whatsapp.jpg) - A **Guest List checkbox** appears in the hotel booking sharing options - This checkbox controls guest list display in both **Email and WhatsApp** communications - **When checked**: The guest list for assigned tourists is included in the booking details - **When unchecked**: The booking communication continues as before without displaying the guest list ### Assigning Tourists to Operational Services For operational services like transports and activities, you have granular control over tourist assignments. ![Image Showing the assigning tourists to operational services](https://sembark.com/assets/images/uploads/relese-notes-1-169-assigning-guest-to-transport-service.jpg) ### Service-level tourist assignment Unlike hotels, **no tourists are assigned by default** to services as the assignment varies from cab-to-cab and service-to-service. You must manually assign them: - Click on any **Transport** or **Activity** service - Click **edit** to open the service details - Find the **Assigned Tourists and Groups** section - Select individual tourists or groups who will use this service ### Cab-level assignments for transport For transport services, you can go even deeper: - Assign specific tourists to individual cabs within a transport service - Useful when different guests are traveling in separate vehicles - Ensures accurate passenger manifests for drivers and transport providers ![Image Showing the cab level assignments for transports](https://sembark.com/assets/images/uploads/relese-notes-1-169-assigning-guest-to-cab.jpg) ### Activity tourist assignment The same assignment capability exists for activities: - Edit any activity booking - Use the **Assigned Tourists for this Booking** section - Select relevant tourists or groups who will participate ![Image Showing the activity tourist assignment](https://sembark.com/assets/images/uploads/relese-notes-1-169-assigning-guest-to-activity.jpg) ### Service Sharing with Guest Lists When sharing operational booking details, guest lists can be included across multiple sharing formats with Suppliers and Drivers as well as Guests. ### Overall service sharing For comprehensive sharing that includes all transport, activities, and services: - **Guest Sharing**: Includes guest list checkbox for sharing with travelers - **Service Provider Sharing**: Includes guest list checkbox for sharing with vendors - **Driver Sharing**: Includes guest list checkbox for driver assignments All three sharing types support the guest list feature with dedicated checkboxes in both **Email and WhatsApp** formats. ![Image Showing the overall service sharing](https://sembark.com/assets/images/uploads/relese-notes-1-169-over-all-operation-sharing.jpg) ### Individual service sharing When sharing individual services (one transport booking or one activity): - The same guest list checkbox appears - You can control whether guest information is shared for that specific service - Works consistently across email and WhatsApp channels ![Image Showing the Individual service sharing](https://sembark.com/assets/images/uploads/relese-notes-1-169-individual-sharing.jpg) ### Guest Lists in Hotel Vouchers Hotel vouchers now automatically include guest information based on assignments. ![Image Showing the guest list in hotel voucher](https://sembark.com/assets/images/uploads/relese-notes-1-169-hotel-voucher.jpg) ### Default guest list inclusion - When tourists are assigned to a hotel, their details appear in the hotel voucher by default - The guest list shows all tourists assigned to that specific property ### Guest list controls based on booking status - **For trips on hold**: A checkbox allows you to show or hide the guest list in the voucher - **For confirmed bookings**: No checkbox appears—the guest list is displayed by default and cannot be hidden This ensures confirmed bookings always have complete guest information for hotel reference. ### Use case summary The multi-guest system solves a critical workflow gap: - **Before**: Only one guest name could be captured per trip - **After**: Complete details for all travelers can be recorded and managed ### Use case summary The multi-guest system solves a critical workflow gap: - **Before**: Only one guest name could be captured per trip - **After**: Complete details for all travelers can be recorded and managed - **Benefits**: - Assign specific guests to relevant services and hotels - Share accurate passenger manifests with transport providers - Provide complete guest lists to hotels and service providers - Maintain organized documentation across emails, WhatsApp, and vouchers - Streamline operations by grouping tourists for service assignments - Eliminate the need to maintain separate tourist and group lists in Excel sheets—all information is now centralized within the system. ## 2.Proforma Invoice - Tax Type Dropdown We have improved the **Proforma Invoice** creation process with better tax name handling. ![Image Showing the proforma invoice - Tax type dropdown](https://sembark.com/assets/images/uploads/relese-notes-1-169-proforma-invoice-text-type-dropdown.png) ### What changed - Previously, the **Tax Name** field under Particulars was a free-text entry - You had to manually type the tax name each time, which could lead to inconsistencies - Now, the Tax Name is a **selectable dropdown** with predefined options ### How it works - The dropdown automatically shows the **tax selected during quotation creation** as the default value - You can still change it by selecting a different tax type from the dropdown - This ensures consistency and reduces manual data entry errors ### Benefits - Faster proforma invoice creation with pre-filled tax information - Consistent tax naming across all invoices - Easy tax type changes when needed through dropdown selection ## 3.All Task Module - Filter Access for All Users We have expanded access to task filtering capabilities across all user roles for improved workflow management. ![Image Showing the All task module](https://sembark.com/assets/images/uploads/relese-notes-1-169-all-tasks-filters.jpg) ### What changed Previously, filters in the **All Task Module** were only visible to Admin users. This included: - Assigned To filter - Destination filter - Created By filter - Task Status filter ### New filter access After this update: - **All users** can now see and use most task filters: - Destination - Created By - Task Status - **Assigned To filter** remains restricted to leadership roles: - Admin - Sales/Reservation/Operation Head - Team Manager ### Benefits - Team members can filter and find their tasks more efficiently - Better visibility into tasks by destination or status without admin assistance - Leadership retains oversight capability through the Assigned To filter - Improved self-service and reduced dependency on admins for basic task filtering ## 4.Other Improvements - **Cab type display enhancement**: Improved UI to show clear visual distinction between Cab Type name and its code in the expanded view. - Hotel Booking Quote difference warning: Improved quote-booking diffing process to handle the multi-supplier hotel bookings for same hotel-nights e.g. 20 + 20 Room-Nights booked from different suppliers but sold as once unit in quotation (40 Room-Nights). - **Service Provider email subject**: Operation booking emails now include dynamic subject lines according to transport and activities included in email. - **Hotel supplier contact visibility**: Contact person details for hotel suppliers are now visible directly below the hotel name in service bookings. - **Dropdown overflow fix**: Ellipsis options in table rows no longer get clipped when clicked in the last row of tables. - **Payment Receipt footer update**: Changed footer text from "This is a computer generated document. No signature required." to "This is a computer generated document. No signature/stamp required." - **Sales Report lead filter**: Fixed the lead filtering functionality in Sales Team Report where clicking on the number of leads against each user now correctly filters and displays those trips. --- # Hotel Suppliers, Multi-Month Reports Download, Quote PDF Template, Bulk Trip Sales Assignment Version 1.168 · 2026-01-01 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-168.md This update brings a new unified Supplier module to manage hotel and other service suppliers in one place, along with improvements to Trip check-in/out reports, Quote PDF pricing sections, and hotel's booking enquiry communication. Admins can now manage trips and sales assignments in bulk, while reports and downloads have been enhanced for better visibility and ease of use. Several workflow and usability improvements have also been added across booking, quoting, and trip management. Let's dive into more details. ## Hotel Booking Enquiry Email Template We have introduced a new **Hotel Booking Enquiry Email Template** to give you better control over how booking enquiries are shared with hotels and suppliers. Admins can visit the \`Templates\` setting under the `Top Right -> Organization -> Repository -> Templates` to modify the template for Hotel Booking Enquiry Emails. ![Image showing navigation for Hotel Booking Enquiry Email Template](https://sembark.com/assets/images/uploads/release-notes-1-168-hotel-booking-enquiry-email-template-navigation.jpg) ### What’s new - You can now **customize the email subject** and **greeting text** based on your communication style or brand tone. - The same greeting will also be used when **[sharing booking details via WhatsApp](https://sembark.com/travel-software/release-notes/1-162.md#3-hotel-booking-enquiry-sharing-via-whatsapp)**, ensuring consistent messaging across channels. #### Smart placeholders - The template supports **placeholders** that are automatically replaced in the email content, provided by the system. - Common placeholders include: - `{{TRIP_ID}}` - `{{BRAND_NAME}}` - and other booking-related details This makes it easier to send clear, personalized booking enquiries without manually editing emails each time. ## Multi-Month Report Download for Trip Check-In / Check-Out Downloading Trip Check-In and Check-Out reports is now easier when working with longer date ranges. ![Image showing navigation flow for Trip check-in/out multi-month report download](https://sembark.com/assets/images/uploads/release-notes-1-168-trip-check-in-out-multi-month-download.jpg) ### What’s new - You can now **download reports covering multiple months** in a single request. - This is especially useful for **monthly reviews, audits, and operational tracking** without having to download reports month by month. ### Email and notifications - For large reports, the system will **send the report to your email** once it is ready. - A **dashboard notification** will also appear when the report has been emailed, so you don’t have to wait on the page. ### Usage limits - To keep the system responsive for everyone, these downloads are **rate-limited**. - Each report type allows **up to 5 downloads within 30 minutes** for a logged-in user. This improvement makes it more convenient to access historical trip data while keeping report downloads smooth and reliable. ## Price Section Customization in Quote PDF Template We have enhanced the **Quote PDF Template** to give you more flexibility in how price details are presented to customers. ![Image showing Quote PDF Template editing form with Price section highlighting](https://sembark.com/assets/images/uploads/release-notes-1-168-quote-pdf-template-price-section-ordering-form.jpg) ### Section reordering - You can now **reorder the "Quoted Price" sections** in the Quote PDF based on your preferred layout. - This allows you to highlight important price information in the order that best suits your sales or presentation needs. ### Option-wise pricing with hotels - The Quote PDF can now display **option-wise prices along with hotel details**, similar to how prices are shown in Quote Emails. - This makes it easier for customers to understand price differences between options without too much scrolling in PDFs. - When using this option, the section ordering of "Quoted Price" will be **ignored** as prices can not be shown multiple times. ### Better alignment with Quote Emails - These updates bring the **Quote PDF and Quote Email templates closer in behavior**, especially around sections and ordering. - This ensures a more consistent experience when sharing quotes across different formats. Overall, these improvements help present pricing information more clearly and in a way that matches your existing quoting workflows. ## Unified Suppliers Module We are introducing a new **Suppliers** module that brings all your suppliers together in one place, making it easier for Reservations, Operations, and Admin teams to manage supplier-related work. ### One place for all suppliers - You can now manage **Hotels, Transfers, and Activities/Tickets** under a single Suppliers module. - Existing **Transport and Activity suppliers** have already been migrated to this new module. ![Image showing all suppliers in header navigation](https://sembark.com/assets/images/uploads/release-notes-1-158-all-suppliers-top-navigation.jpg) ### Improved hotel supplier handling - The module now supports managing **hotel 3rd-party suppliers**, allowing the Reservations team to assign and manage suppliers directly during the booking process. - The earlier **Booking Method** selection for hotel bookings has been updated to use the new Suppliers module. - The existing **Direct Booking** flow remains unchanged and can still be used for contracted hotel bookings. ![Image showing hotel booking process to select direct vs 3rd party supplier](https://sembark.com/assets/images/uploads/release-notes-1-168-hotel-booking-direct-vs-supplier-selection-during-booking.jpg) ### Smooth migration of existing data - All earlier **non-direct booking methods** have been moved into the new Suppliers module. - Existing bookings linked to these suppliers have been migrated automatically, ensuring continuity without data loss. ### Flexible supplier setup - If a supplier provides multiple services (for example, **Hotels and Transfers**), you can create a **single supplier** and assign all applicable services to it. ![Image showing supplier's creation page with hotel highlighted](https://sembark.com/assets/images/uploads/release-notes-1-168-supplier-creation-page-highlighting-supplies.jpg) - Each supplier’s page shows **all related bookings and services** in one view, making day-to-day tracking easier. ### Consolidated supplier view - Suppliers now have a **combined overview of bookings** across different service types. ![Image showing different booking tabs for a supplier](https://sembark.com/assets/images/uploads/release-notes-1-168-supplier-detailed-page-with-bookings-highlighted.jpg) - For **Direct Hotel bookings**, the hotel’s detail page acts as the supplier view, showing both direct bookings and bookings handled through third-party suppliers for that hotel. ![Image showing Hotel's page with bookings using direct contracting](https://sembark.com/assets/images/uploads/release-notes-1-168-hotel-page-with-direct-bookings.jpg) This unified approach simplifies supplier management and improves visibility across reservations and operations workflows. ## Bulk Sales Person Assignment in Trips We have added a new **bulk assignment** feature to make it easier for Admins to manage sales ownership across multiple trips. ![Image showing trip bulk assignment of sales person](https://sembark.com/assets/images/uploads/release-notes-1-168-trip-bulk-sales-person-assignment-flow.jpg) ### Assign trips in one go - Admins can now **assign or change the Sales Person for multiple trips at once**. - Trips can be selected using different filters such as **current sales person, destination, or trip creation period**. ### Useful for team changes - This feature is especially helpful during **role changes, exits, or team restructuring**, where trips need to be reassigned quickly. - It can also be used for regular workload balancing across the sales team. ### Improved trip filters - The existing **Owners** filter has been split into two separate filters: - **Sales Team** - **Reservations / Operations Team** - This makes it easier to find the right set of trips before performing bulk assignments. Overall, this update reduces manual effort and gives Admins better control when managing trip ownership at scale. ## Improved Sales and Profit Reports We have improved the **Sales and Profit Reports** to provide clearer visibility into trips across different stages and outcomes. ### Better visibility across trip status - Reports now include more details for **updated trips after conversion** as well as **dropped trips**. - This helps teams better understand how trips have progressed and where changes have occurred over time. ### Improved handling for dropped trips - The **Trip Profit Report** has been updated to better handle dropped trips that include multiple booking components. - When the system is unable to prepare a report, **clear and simple messages** will be shown to explain the reason. ### Clearer guidance when data is incomplete - In cases where required booking or quote details do not match, or where certain information is missing, the report will clearly highlight the issue. - Common examples include mismatches between quote and booking details, or incomplete booking information for dropped trips. These updates make the reports easier to understand and help teams quickly identify and resolve gaps without digging into complex details. ## Enhanced Price-Syncing between Quote and Bookings We have improved the way prices are synced between **Quotes and Bookings** to reduce manual adjustments after a trip is converted. ### Automatic updates for pending bookings - For bookings that are **initialized but not yet assigned to a supplier**, the booking price will now update automatically. - Prices are adjusted based on the **latest converted quote** and the applicable booking rates. ### Fewer manual corrections - This update helps ensure that booking prices stay in line with the most recent quote changes. - It reduces the need for teams to manually review and correct prices after conversion. Overall, this improvement helps keep quote and booking prices aligned as trips move from planning to execution. ## Other Improvements - Sales persons can now **attach tags to new trips during creation**. Previously, tags could only be added after creating the trip. ![Image showing new Tags field addition during the Trip Creation](https://sembark.com/assets/images/uploads/release-notes-1-168-tags-during-new-trip-form.jpg) - You can now **use any special characters in passwords** to create stronger passwords. Earlier, only a limited set of special characters was allowed. - **Entry Type (Manual or Via-Sheet)** is now shown on the Hotel Bookings page for clearer visibility of how a booking was entered. - Fixed an issue with **flight departure and arrival times** where airport timezones changed incorrectly during daylight-saving periods. - The **software update message** now clearly highlights `ctrl+shift+r` (Windows/Linux) and `cmd+shift+r` (Mac) to force an update when breaking changes are applied. - **Cab types** are now listed **alphabetically** for easier selection. - A user’s **activity across different modules** linked to a trip is now recorded in the **Trip’s activity tab**, helping track sensitive changes and support audit discussions. - Added **“computer generated” disclaimer** to payment receipts. - **Flight price details** are now included in Quote Emails when using **item-wise price breakdowns**. - **Hotel Check-In/Out Excel downloads** now show `N/A` instead of `0` to clearly indicate unavailable sales rates. --- # Hyper localisation of Currency, Trip Plan Request Follow-up Notes Version 1.167 · 2025-12-17 · by Utkarsh Jain Source: https://sembark.com/travel-software/release-notes/1-167.md ## 1. Hyper Localisation of Currency This release introduces currency configuration capabilities, enabling region-specific formatting, rounding preference, and solidus (/-) display. These configurations can be managed **only by the admin** and ensure consistent currency representation across all modules. ![Image Showing Currency section setting](https://sembark.com/assets/images/uploads/release-notes-1-167-currency-new-setting.jpg) ### **New Currency Settings** - **3 currency formats:** - Indian Standard **(3-2-2 grouping)** → 100,00,000.00 - International Standard **(3-3 grouping)** → 10,000,000.00 - European Dot Separator **(3-3 grouping)** → 10.000.000,00 - **Solidus (/-)** - Enable or disable the solidus symbol for all price amounts (e.g., _INR 1,000 /-_) - **Rounding options** : **1, 5, 10, 50, 100** - _e.g. 36,803.20 rounded to 10 → 36,810_ ![Image showing Currency rounding and solidus setting](https://sembark.com/assets/images/uploads/release-notes-1-167-currency-solidus-and-rounding.jpg) ### Solidus (/-) Display Behaviour - When enabled, the solidus symbol is displayed in all shareable content including: - WhatsApp quote sharing - Email quote sharing - Email templates - Operational booking sharing - Cab schedule sharing - Quotations PDF - **NOTE:** Solidus appears only for **Integer** amounts and is hidden for decimal values.e.g. Since JPY does not allow decimal values, solidus is not used for JPY. ![Image Showing sharing of solidus (currency) ](https://sembark.com/assets/images/uploads/release-notes-1-167-currency-sharing.jpg) ### Quotation Rounding Behaviour - While creating or editing a quotation, rounding preference will automatically be set according to the selling currency's quotation rounding preference. ## 2. Tags and Follow-ups on Trip Plan Requests - You can now add **Follow Up Notes** against each lead in Trip Plan Requests. You can also specify an **optional due date/time** for the Follow Up Note. - Follow Up Notes can also be marked as **resolved** in the Trip Plan Request - All tags and follow-ups are now listed together in the **Tags and Follow-ups** column #### **What happens when a Trip Plan Request (Lead) is converted to a Trip Query?** When a lead is converted into a Trip query, the follow-up notes from the **Trip Plan Request** are moved to the **Task and Comments** section under the Trip's detail page and they can then be marked as **resolved**. ![Image Showing follow-ups notes section in trip plan request](https://sembark.com/assets/images/uploads/release-notes-1-167-follow-ups-in-trip-plan-requests.jpg) ## 3. Filter Trip Operational Bookings by Service Locations (A to B) You can now filter operational bookings by service location, allowing you to view services operating between specific locations. For example, an operator can see how many cabs are assigned from Gangtok City to Gangtok Airport, or vice versa, for a day, and plan the day’s operations accordingly. ![Image Showing Service location filter](https://sembark.com/assets/images/uploads/release-notes-1-167-service-location-filter.jpg) ## 4. Other Improvements - **Improved sharing of Hotel Extras Bookings** (remove check-in/out and nights details) - Show Entry Method (**Manual vs Sheet Upload**) of Transports and Activities during Quotation creation - Fixed an issue where unsettled refunds from price reductions were incorrectly added to new payments; pending refunds are now correctly deducted from subsequent payments before settlement. - Bug fix: Airports now follow Daylight Savings Time in the Flights module --- # Transport Services Edit, General Hotel Notes, New metrics, Multi cab Management in Single Service, and Cab Capacity Version 1.166 · 2025-12-09 · by Utkarsh Jain Source: https://sembark.com/travel-software/release-notes/1-166.md This release introduces major enhancements across Transport, Quotation, Security,Hotel and Task Management modules. Some of the major updates include transport service editing, multiple transport service addition, new cab cost metrics, cab capacity management, and improved multi-cab handling in a single service. System rate-change detection improves quotation accuracy, while destination-level child age ranges improve consistency across hotels . Task-assignment email notifications improve team communication, and admin-controlled 2FA strengthens account security. Several UI refinements, bug fixes, and workflow improvements have also been implemented for a smoother overall experience. Let’s go into more details. ## **1. Transport Services Edit** We have added the ability to edit transport services directly in the system. Previously, you could not edit any transport service after creation. If you mistakenly uploaded wrong information through a sheet/manual process or needed to make changes to existing services, the process was complicated and time-consuming you had to upload a new sheet entirely just to make changes. With this enhancement, you can now modify existing transport services directly in the system without needing to upload a new sheet. #### **Impact on Quotations** - **Service Name edits** mark the service as **Disabled** in existing quotations, but workflows continue without interruption. - **All other edits** (distance, duration, etc.) **auto-update in existing quotations** and are reflected in all new quotes as well. ![Image Showing Transport Service Edit](https://sembark.com/assets/images/uploads/release-notes-1-166-transport-service-edit.jpg) ## **2. Transport Service Multiple Add** Now, you can add multiple transport services in one go, it eliminates repetitive form filling when adding multiple services to the same route, improving operational efficiency and reducing time spent managing transport services. ![Image Showing Transport Service multiple Add](https://sembark.com/assets/images/uploads/release-notes-1-166-transport-service-multiple-add.jpg) ## **3. Metrics** In cab cost calculator  we have added new metrics - - **Per adult -** Calculates One time cost for a particular adult - **Per children -** Calculates One time cost for a particular children - **`Children below or equal the selected age are complimentary; above are counted in metrics`** - **Per Adult x Day -** Calculates metrics over the Adult multiplied by number of days. - **Per Children x Day -** Calculates metrics over the Children multiplied by number of days. Now, you can calculate the cost according to these metrics. These metrics will be very useful, If you charge on the basis of per adult, per child's cost for a particular service. Let’s understand this with a simple example- A company from Sri Lanka wants to calculate the cost for the water bottle which they are  providing during the service, so he/she  can calculate per adult cost for x no. of days also.  Water bottle cost - 20 LKR  No. of days - 5, No. of adult - 2 Per adult cost- 2 \* 20 = 40 LKR Per adult\*days- 10 \*20 = 100 LKR ![Image Showing Metrics new options](https://sembark.com/assets/images/uploads/release-notes-1-166-per-adult-metrics.jpg) ## **4. Cab Capacity** To improve accuracy during transport quotation creation and streamline overall workflow efficiency, we’ve introduced new options to define cab capacity within the Transport Module. These updates help prevent incorrect cab allocations and provide clearer visibility during quotation preparation. ### **4.1. Cab Capacity via Upload Sheet** You can now define cab capacity directly from the upload sheet using the **Cab Capacity** field. - The cab name format now supports: **Cab Name {{Capacity}} {{Child Age}}.** - _Example:_ `Xylo {{3 Pax}} {{4y+}}` - This capacity information is displayed in the quotation pop-up for quick reference. - If a user selects a cab with insufficient seating, the system shows a **warning message**, while still allowing the user to proceed if needed. - You can still use the short code using `[[SHORT_CODE]]` syntax. ![Image Showing Cab Capacity of Cabs](https://sembark.com/assets/images/uploads/release-notes-1-166-cab-capacity-new-sheet.jpg) ### **4.2. Manual Cab Capacity Entry** Cab capacity can also be added or updated manually within the module. - Users can enter **capacity** and **child age** details directly. - This information is visible in the quotation pop-up for convenient reference during cab selection. ![Image Showing Cab capacity manual](https://sembark.com/assets/images/uploads/release-notes-1-166-cab-capacity-manual.jpg) ## **5. Multi-cab Management in Single Service** The Multiple Cab Operations update introduces enhanced cab-level configuration within a single service booking. When the “Customise these Details Cabwise/Cabwise Timing” option is enabled, users can assign individual pickup time and duration for each cab. In addition, the update allows adding cab-specific remarks and internal comments also. ![Image Showing Multiple Cab Management in single service](https://sembark.com/assets/images/uploads/release-notes-1-166-multple-cab-operations-in-single-service.jpg) These configurations can be applied while editing service bookings, updating cab suppliers, or modifying transport service timings. Overall, this enhancement offers greater precision and clarity when handling multi-cab services with different routes, timings, or instructions. ![Image Showing remarks option while confirmed by supplier](https://sembark.com/assets/images/uploads/release-notes-1-166-multicab-update-time.jpg) All cab-level details—timings, remarks, and comments—are clearly reflected across operational views, schedules, and all sharing formats, including WhatsApp, email, and booking summaries, while service-level information remains visible for overall context. ![Image showing cab wise remarks in sharing](https://sembark.com/assets/images/uploads/release-notes-1-166-multicab-cab-remarks-sharing.jpg) ## **6. General Hotel Notes** Now, You can create General Hotel Notes that apply across all hotels instead of being linked to a single Hotel. These notes can be configured for all hotels by default or refined further using options like meal plan type or specific date ranges. These notes appear in a dedicated section during quotation creation and hotel booking, and are grouped as **“Applicable to all”** across summaries, service bookings, PDFs, WhatsApp, and emails. This feature allows teams to record common guidelines, instructions, or policies that should be visible for every hotel used in a quotation. You can set notes such as “Applicable for all hotels,” “Applicable for all hotels with a specific meal plan,” or “Applicable for all hotels for defined days.” These notes help ensure consistency, reduce repetitive data entry, and maintain standard information across quotes. They can be used internally or displayed in the PDF, and will also be shared through WhatsApp, email, vouchers, and PDFs as per the sharing options selected at the time of creating the note. **Slight modification in existing Hotel Notes feature** Now we can add notes voucher only also. ![Image Showing general hotel notes](https://sembark.com/assets/images/uploads/release-notes-1-166-general-hotel-notes.jpg) ## **7. Rate change detection for quotes to handle system rate change** Earlier to this update, if we had modified the system selling rates with custom prices during quotation, and if we tried to edit the quote when someone had changed the system selling rates (uploaded new contracts), then the modified prices would remain unchanged. The system would still show the correct latest rates but the selling prices would not get modified.  Let’s understand it with an example. - On day 1, we created a quote where the XYZ hotel had a system selling rates of INR 5,000. But we modified the prices to say 4,000 after looking at some offers online. - On day 2, someone uploaded the new rate sheets and modified the system rates to INR 3,500. - On day 3, we came back to make some amendments in the transportation section in the quote. The system will fetch the latest rates of 3,500 for the XYZ hotel but will neither notify nor update the manual rates.  Sometimes, it might be okay but most of the time, we would like to know of this change. This update is specifically designed for that purpose in mind. With this update, if the system rates change between quote amendments, you will get system notifications informing you regarding the same. You MUST set the new prices to save the new quotation. You can keep the older prices or update the prices as per the new rates as per your decision.  ![Image Showing Rate change detection for quotes to handle system rate change](https://sembark.com/assets/images/uploads/release-notes-1-166-rate-change-deduction.jpg) ## **8. Child Age range configuration on destination level** Introduced a new Child Age Range feature that improves the previous “Maximum Age for Child” field. Destinations can now define standard child age ranges, which hotels automatically inherit—reducing repetitive data entry and improving consistency across properties. You can still override these defaults for specific hotels when required. The updated age range structure seamlessly integrates with the Trip Module, where the end age functions as the maximum child age. ![Image Showing Child age range configuration on destination level](https://sembark.com/assets/images/uploads/release-notes-1-166-child-age-range-configuration.jpg) ## **9. 2FA By admins to team members** Previously only the individual users had the capability to add two factor authentication for themselves. Now with this update, Admins will have access to the two factor authentication settings for their team members from the User Management dashboard. Also an icon will be displayed next to the user’s name on the Users Management dashboard if two factor authentication is enabled for the user. If the admin enables two factor authentication for a team member then the team member would not be able to disable it and must enter the 2FA code during logins. However, the admin can disable the 2FA if required. ![Image Showing 2FA by admin](https://sembark.com/assets/images/uploads/release-notes-1-166-2fa-by-admin.jpg) ## **10. Task Assign Email** Added functionality to send automated email notifications when a task is assigned to a user. When User Y assigns a task to User X, the system sends an email informing User X about the newly assigned task. The existing reminder email functionality remains unchanged and will continue to work as before. ![Image Showing Task Assign Email](https://sembark.com/assets/images/uploads/release-notes-1-166-email-task.jpg) ## **11. Other Improvements** - Disable Activity & Transport Services will not shown in Suggested Quotes. - Bug fix in hotel Quote rate Reset. - 0 Night / 1 Day fixed in sharing. - New flow of rates in initial bookings. - ⁠Allow any date selection for Flights in Quotation. - If booked all cab services and there is pending activity then it will not showing in In- Progress. - Hotel Voucher file Name bug. - Missing confirmation warning removed From activity. - Invite Email on the new email address issue resolved. - Alignment issue in Quote PDF. - Ref. ID column added in operation booking day-wise all services report. - Payment log calendar Disabled for future dates. - Self Booked hotel permission given to operation team. - Multi-city icon in PDF (Flights). --- # Advanced Flight System and Account Protection Version 1.165 · 2025-11-19 · by Utkarsh Jain Source: https://sembark.com/travel-software/release-notes/1-165.md This release brings major enhancements to the Flight System with two new options for adding flights: Search & Add via API and Manual Entry. You can now seamlessly add One-Way, Round Trip, and Multi-City itineraries using either method. The API search auto-fetches flight details such as airports, terminals, travel class, and timezones, while still allowing full editability. You can also add new Airports and Airlines if needed. All added details—including baggage, fare type, and meal type—are fully shareable across WhatsApp, PDF, Email, Voucher, and Word formats. 1. Search and Add Flights Via API 2. Add Flights Manually Along with this you can add Round Trip, One Way, and Multi City flights using both methods. You can also add new Airports and Airlines according to your needs. ::: info Flight Content Only API Only Flight details will be fetched through the API search option, rates will not be retrieved ::: Let’s understand with some examples. ## 1. One-way Direct - **No return ticket** - e.g. Bengaluru → Mumbai (one-way flight) ### 1.1 Search and add Flights Via API You can get the entire flight details by simply **searching on** **Departure date, Flight number, and Departure city**. The flight schedule details like Departure and Arrival City, Terminals, Travel Class, Timezone are automatically fetched for you. You can then edit these details, or add more details like Baggage (Adult & Infants), Fare type, Meal type. **These details are also available when sharing via WhatsApp, Voucher, PDF, Email & Word.** ![Image showing how to search one-way flight](https://sembark.com/assets/images/uploads/release-notes-1-165-one-way-flight.jpg) ### 1.2 Add Flights Manually You can add the entire flight details manually by simply entering on Departure date, Flight number, and Departure city. The flight schedule details like Departure and Arrival City, Terminals, Travel Class, Timezone and also you can add more details like Baggage (Adult & Infants), Fare type, Meal type and all details are shareable WhatsApp, Voucher, PDF, Email & Word. ![Image showing one-way flights manually](https://sembark.com/assets/images/uploads/release-notes-1-165-manual-flight-one-way.jpg) ## 2. One-Way Connecting You can add the entire flight details via searching and manually. lets understand this with an example - e.g. Bengaluru → Hyderabad → Mumbai - Shows layover time along with the total duration ### 2.1 Search and add connecting Flights Via API ![Image showing one-way connecting flight](https://sembark.com/assets/images/uploads/release-notes-1-165-one-way-connecting-flight.jpg) ### 2.2 Add connecting Flights Manually ![Image showing Process of adding one-way flight manually](https://sembark.com/assets/images/uploads/release-notes-1-165-manual-flight-one-way-connecting.jpg) ## 3. Round Trip You can now add complete round-trip flight details either by searching or by entering the information manually.\ Let’s understand this enhancement with an example: - Delhi → Dubai (Onwards) Dubai → Delhi (Return) ### 3.1 Search and add Round trip Flights Via API ![Image showing round-trip flight ](https://sembark.com/assets/images/uploads/release-notes-1-165-flight-round-trip-api.jpg) ### 3.2 Add Round trip Flights Manually ![Image showing round-trip manually flights](https://sembark.com/assets/images/uploads/release-notes-1-165-round-trip-manual-flights.jpg) ## 4. Multi City You can now add comprehensive multi-city flight details using either the flight search feature or manual entry. Let's understand this with an example: - Covers 3 or more cities under one itinerary - Delhi → Mumbai Pune→ Hyderabad Hyderabad → Jaipur ### 4.1 Search and add Flights Via API ![Image showing multi-city flights](https://sembark.com/assets/images/uploads/release-notes-1-165-multi-city-flight.jpg) ### 4.2 Add Flights Manually ![Image showing multi-city flights manually](https://sembark.com/assets/images/uploads/release-notes-1-165-manual-flight-multi-city.jpg) ## 5. Security Update – Enhanced Account Protection This update also focused on strengthening the security of your account and personal data. This release includes multiple improvements to password protection, session handling, and image privacy. ### 5.1 Password History Protection You will no longer be able to reuse your last 3 passwords, ensuring stronger password hygiene and protection against repeated credential exposure. ### 5.2 Password Expiry Policy (180 Days) Passwords must now be updated every 180 days. You will be notified in advance (7 days before expiry) to reset your password before expiry to avoid access interruption. ::: caution Expiry Warning Few releases back, we added advanced rules for passwords to protect your account using a strong password. With this update, we request **you to please update your account with a strong password**. You will see a warning in the dashboard itself to update your password. ::: ### 5.3 Forced Logout After Password Change For enhanced security, all active sessions will be refreshed after a password change. This ensures that if credentials are compromised, previously logged-in devices are automatically signed out. ### 5.4 EXIF Data Removal from Images Image uploads will now have EXIF metadata automatically removed, preventing leakage of sensitive information such as location, device details, and timestamps. ### 5.5 Reduced Inactive Session Time The inactive session timeout has been reduced from 2 hours to 20 minutes to minimize the risk of unauthorized access from idle devices. --- # Travel Activity Bulk Disable,Trip Voucher Customisation, Trip Source Management & Transport and Travel activity logs Version 1.164 · 2025-11-04 · by Utkarsh Jain Source: https://sembark.com/travel-software/release-notes/1-164.md This release introduces major updates to Travel Activities, including advanced filters, bulk enable/disable options, and ticket re-arrangement. Trip Voucher customisation now allows title editing, section rearranging, and A3 downloads. Admins can manage Trip Sources with new enable/disable and primary contact options. Logs are added for both Travel Activities and Transport Services to track changes. Additional improvements include safer quotation handling, voucher file naming updates, and UI/functional enhancements across dashboard. Let's go into more details. ## 1. More Advanced Filters and Bulk Disable of Travel Activities We have updated the Travel activities dashboard and added advanced filters, bulk disabling & enabling of services, re-arranging of the travel activity tickets and more information about the activities and their tickets. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-travel-activities.jpg "Image Showing Travel Activity Dashboard") Let's go over the changes one by one. #### 1.1 More Advanced Filters In addition to that, new advanced filters like - Rate Expiry Dates, Manual vs Sheet Entry vs Mix Entry filters, Destination-wise filter have been added to filter out the Travel activities for specific needs and analysis. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-travel-activities-advanced-filter.jpg "Image Showing Travel Activity Advanced filters") #### 1.2 Bulk Disable of Travel Activity This release introduces bulk disabling of Travel Activity. Data Operators and Admins can now easily bulk disable Travel Activities to cleanup the data and better control the services, activities and itineraries shared with clients. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-travel-activities-bulk-disable.jpg "Image Showing Bulk disable of travel activity") #### 1.3 Re-arranging of activity tickets We have also added option for Re-arranging the activity Tickets. This will improve the selection options during quotation as well as during bookings when selecting activity tickets. When uploading travel activities via data sheets, the order will be automatically updated based on the order of services listing the data sheet. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-travel-activities-re-arrange.jpg "Image Showing Re-arrange option of tickets") ## 2. Trip Voucher Customisation Now, you can customise the Trip Voucher. We have added several options like customisation of the title, rearranging of the sections within the voucher. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-trip-voucher-template.jpg "Image Showing Trip Voucher Customisation") Along with this, we have added a new option during the Voucher download where you can customize the inclusion of driver details, instead of supplier details. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-driver-details-option.jpg "Image Showing option for showing driver details") The download paper size for Trip Voucher docs has also been updated to **A3** (earlier it was A4). This will accommodate more details in single pages as well as increases compatibility with MS Word. ## 3. Trip Source Management Admins can now disable the trip source which no longer provider queries to you. After disable, the Trip source will be removed from the listing during Query creation. You can always view the details of disabled Trip sources by using the advanced filteration. The disabled sources will be visible in Sales Reports and other filters for a month, after disable so that you can apply filters and view reports for disabled sources. Admins can also re-enable a Trip source if it was accidentally disabled or if you have new queries from them. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-trip-source-management.jpg "Image Showing Trip Source management") ## 4. Supplier and Source Contact Management The contacts modules has been revamped to provider more options such as primary contacts, associate designation with contacts for better communication. During listing, the primary contact will be visible first to highlight it's importance. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-trip-source-contact-management-flag.jpg "Image Showing option for contact management") ## **5.** Improved file names for Vouchers We have updated the voucher's file names to include the Trip ID in the file name. This will improve the after download process to easily sort the files with name so that you can get all vouchers for a trip in group. 1. While downloading the trip voucher, the trip vouchers now have Trip ID e.g **TRIP ID - 2165707.pdf**. 2. Hotel voucher have the Trip ID as well as Hotel Name e.g. **TRIP ID - 2165705 - ROYAL POTALA.pdf** ![](https://sembark.com/assets/images/uploads/release-notes-1-164-voucher-rename.jpg "Image Showing Voucher File Name") ## 6. Travel & Transport Activity Logs We have now added a new tab (Log) in Travel and Transport section to track user's modifications on the Travel activity and Transport Service details page. This enhancement enables you to review any changes made to the Travel activity and Transport Section records such as created by, updated by, rates uploaded by and other tracking. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-travel-activity-logs.jpg "Image Showing Travel Activity Log") ### For Transport Log ![](https://sembark.com/assets/images/uploads/release-notes-1-164-transport-service-log.jpg "Image Showing Transport Services Log") ## 7. Share Itineraries with Guest via WA/Email without Drivers Now, you can share the transport service details to guest without driver assignment. Earlier you were only able to share the details with the guest once the driver was assigned for that service. This allows operations team to share upcoming itinerary (next day) details with the guest in advance and share the driver details in the day of itinerary. ::: caution Driver Details Please note that this doesn't replaces the driver assignment process and you must assign the driver details when available. ::: ![](https://sembark.com/assets/images/uploads/release-notes-1-164-share-operational-bookings.jpg "Image Showing Sharing of Transport service Details to Guest Without Driver Assigned") ## 8. Transport Services Re-Ordering You can now **re-order** the transport services via Dashboard. Earlier, when adding new services, it would get attached at the end of services. With this update, you can update the order of services to improve the usage during quotation and operations. ![](https://sembark.com/assets/images/uploads/release-notes-1-164-transport-service-reordering.jpg "Image Showing Transport services Re-arrange") ## 9. Other Improvements - Prevent Reset of System Rates During Edit Quote in Transport & Activities to reduce accidental data mismatch error due to network issues. - Scrolling issue in numeric inputs (rates, phone numbers, no of cabs/activities) has been fixed to remove accidental data changes during scrolling over numeric inputs. - We have added automatic rate re-validation for Similar Hotels during quote editing. We have also fixed an issue with similar hotel options where the per-person calculation was not happening in certain cases. - We have added a **`Add more Button`** in Similar Hotel dialog to ease the process of multiple options. Earlier you would **`Duplicate`** button for it. The functionality remains the same but this provides a cleaner process to add multiple options - Fix the Transport Service Providers ledger when applying start/end date filters for Trip was not working as expected - We have added Markdown formatting options for Hotel Voucher's Notes as well as Customer remarks during Quotation. This allows you to embed links to different sources in notes and share them with customers. - Text alignment improvements in the Trip Quotation PDF in the rate section to align the per-person rates and texts. - Prevent Accidental Data Loss on Quotation Page where accidental clicks on back button or other links to redirect to other pages. You will now get a prompt to confirm the navigation so that you don't accidentally loos the quotation data. --- # Multipurpose Hotel Notes, Self Booked Accommodation, Custom Column Report & Upgraded Proforma Invoice Version 1.163 · 2025-10-17 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-163.md This update introduces multipurpose hotel notes that can be shared via WhatsApp, email, vouchers, or PDF. Self-booked accommodations can now be added and shared, clearly marked for guests and suppliers. Reports now support customisable columns, presets, and filters for faster access. You can now filter and download Trips by destination or status type to get relevant data and reports. Other enhancements include quick add for travel activities, detailed Proforma Invoices, expandable cab details, and multiple trip source tags. Several minor fixes and usability improvements are also included. ## 1. Multipurpose Hotel Notes You can now add “Hotel Notes” either hotel-wise or room-type–specific or meal type, which are valid for a defined date range. This option is available along with the Hotel Details section. This feature allows the operations and admin teams to record specific notes applicable for certain dates. These notes can be used internally or displayed in the PDF, helping improve coordination between the sales, operations, and vendor teams. ![Image showing Hotel Notes](https://sembark.com/assets/images/uploads/release-notes-1-163-hotel-notes-details-page.jpg) These notes will be shared via WhatsApp, email, vouchers, and PDF and We need to specify where we want to share it at the time of creating the note. ![Image Showing Hotel notes in Voucher](https://sembark.com/assets/images/uploads/release-notes-1-163-hotel-notes-quote-page.jpg) ## 2. Self Booked Accommodation Details We have added a “Self-Booked Accommodation” option on the service booking page, as some customers book hotels independently (via third-party portals, loyalty programme bookings, or corporate tie-ups). Every team member from sales, reservation and operations team can add these details. Sales team add these details during quotation creation so that operations team can easily use for day to day planning. Operations team can also add or amend these details when receiving these details after conversion. ![Image Showing self booked accommodation option](https://sembark.com/assets/images/uploads/release-notes-1-163-self-booked.jpg) ### 2.1 Addition after Conversion from Bookings These self booked accommodation details are ready to be shared with your Transport and Activity supplier in the existing WhatsApp and Email sharing format during Trip Operations. When sharing with Guests, these details will be explicitly marked as **Self Booked** to differentiate them from your booking details. During trip operations, these details also helps in aligning the transport system (pick-up and drop) ![Image Showing Self Booked Accommodation Service Booking Page ](https://sembark.com/assets/images/uploads/release-notes-1-163-self-booked-accomodation.jpg) ## 3. Custom Column report We have added the functionality of custom column in Trip check-in/check out report and Operation booking report. now, you can customise the reports as per your requirement and also save this report as a preset so you can easily use same preset in the future and In one click you can download the report. It will save time and also you are able to see the columns which you required in your report. ![Image Showing custom column option](https://sembark.com/assets/images/uploads/release-notes-1-163-custom-column-option.jpg) ### 3.1. Custom Column Presets You can create a different- different presets by selecting columns which you want to include in your report and These Pre-sets can be used in future for instant download. ![Image Showing Custom Column Presets](https://sembark.com/assets/images/uploads/release-notes-1-163-saved-presets.jpg) ## 4. Trip Plan Request- Download Now, you can Filter and download the Trips on the basis of filters. We have added filters like- destination, Status type that will help you in getting relavant data and you can also download the report for the same. ![Image Showing Download Button and Advanced Filters](https://sembark.com/assets/images/uploads/release-notes-1-163-trip-plan-request.jpg) ## 5. Expand button for cab types in Quotation and Cab Schedules We have add a expand button for cab type in quotation & Cab schedules. It is useful for seeing the cab full details. ![](https://sembark.com/assets/images/uploads/release-notes-1-163-expand-button.jpg) ## 6. Quick Add Travel Activity button To fasten the quote creation process when you need to add Travel activity on-the-spot, we’ve added a new “Quick Add” option. When the option is enabled (automatically enabled by system), you need to provide only minimal details (such as activity name, trip destination, tourist Age Configuration and ticket name). If you want to add more details, you can always uncheck the \`Quick Add\` option and add all the required details. ![Image showing quick travel activity button](https://sembark.com/assets/images/uploads/release-notes-1-163-quick-add-travel-activity.jpg) ## 7. Proforma Invoice upgraded with Component/Per-Person wise breakups - You can now create and share Proforma Invoices with Per-Person or Per-Component **itemized breakup** based on your quotation - You now have the ability to **specify** **tax only on profits** - You can now also choose to **hide tax breakup** completely, and share the section wise final prices directly ![Image Showing Proforma Invoice](https://sembark.com/assets/images/uploads/release-notes-1-163-proforma-invoice.jpg) ## 8. Trip Source Tag Multiple Assign Now, you can Assign Multiple Tags for a Particular Trip Source. By tagging we identify that from where we get this trip Source. For ex- Satte, OTM, Website Visit. ![Image Showing Trip Source Tag Multiple Assign](https://sembark.com/assets/images/uploads/release-notes-1-163-trip-source-multiple-tag.jpg) ## 9. Other Improvements - Issue on Quotation Page regarding the editing_total. - When uploading multiple rate sheets in Hotels and Activities, the error response will now include the file name as well as. In case of single file, this will NOT happen. - Travel Activity & Transport Services Wrong Sheet Uploaded Message Improvement. --- # Advanced Lead Assignment, Trip Plan Request Dashboard, Hotel Booking Sharing Via WApp Version 1.162 · 2025-10-04 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-162.md We’ve added support for quick hotel booking enquiry sharing via WhatsApp, and a new trip-plan request dashboard (for integrated leads) with new filters with advanced auto lead distribution rules. The trip report has been upgraded with custom columns, team-level tracking, and zero-rate flight support in quotation. ## 1. Advanced Integrated (Meta, GAds) Leads Auto Distribution We have improved the Integrated leads auto distribution process provide Admins more control over the auto distribution logics. This process has been completely revamped to provide **Rule-Based** auto assignment so that every lead is correctly assigned to a designated sales person. The new Rule-based distribution process supports for multiple conditions (Destination, No.of adults, duration, group size, campaigns, source etc.) and it Match leads with relevant expertise. it also Assign leads based on location (country, state, city) with the help of distribution logic that is round robin. ![Image Showing Lead Distribution](https://sembark.com/assets/images/uploads/release-notes-1-162-lead-distribution.jpg) ### 1.1 Distribution Rules In this section you can add Set rules to automatically distribute new trip requests among your team members. As you keep creating rules, they will keep moving to the top, and the highest priority will always be given to the latest one. If you want to re-arrange them, you can do so by choosing the rearranging option\ here is the example how you can add rule set ![Image showing Distribution rules](https://sembark.com/assets/images/uploads/release-notes-1-162-lead-distribution-rule.jpg) ## 2. Trip-Plan Request Dashboard We have added dashboard for trip plan request which involves the addition of sections and downloading option of report according filters to which shows the total leads, Active follow-up, pending follow-up, moved to trips & Archived leads. ![Image Showing Trip Plan Request Report](https://sembark.com/assets/images/uploads/release-notes-1-162-trip-plan-request-dashboard.jpg) We have also added some advanced filters- Trip Sources & Sales person. By using these filters you can filter out leads and download the report and Also, you can download full report. ![Image Showing trip Plan request Report advanced filter](https://sembark.com/assets/images/uploads/release-notes-1-162-trip-plan-request-filter.jpeg) ## 3. Hotel booking enquiry sharing via WhatsApp Along with existing enquiry method via Email, you can now share the Hotel Booking enquiry via WhatApp as well. This further fastens the booking process, leaving the email formalities for later stages. To share via Email, click on the WhatsApp tab, right next to the Email option when, sharing hotel booking enquiries. ![Image showing hotel booking enquiry sharing via whatsapp](https://sembark.com/assets/images/uploads/release-notes-1-162-hotel-booking-sharing-through-whatsapp.jpg) ## 4. Quick Add for Transport services To fasten the quote creation process when you need to add transport service details on-the-spot, we’ve added a new “Quick Add” option. When the option is enabled (automatically enabled by system), you need to provide only minimal details (such as From,To, Trip Destination, Service name & Itinerary description ). If you want to add more details, you can always uncheck the \`Quick Add\` option and add all the required details. ![Image showing quick add for transport services](https://sembark.com/assets/images/uploads/release-notes-1-162-transport-quick-add.jpg) ## 5. Trip Wise Profit report & Incoming Payments (Overdue) report changes  We have added Sales person column in Incoming Payments (overdue) report and also we renamed some column in the same report. ![Image showing incoming payments (overdue) report changes](https://sembark.com/assets/images/uploads/release-notes-1-162-sales-person-in-overdue.jpg) We have added Sales Team, Reservation Team & Operation Team columns in the tripwise Profit report in the Source and Guest Details section it will help accounts department to easily track incentives of there sales person. ![Image showing tripwise Profit Report](https://sembark.com/assets/images/uploads/release-notes-1-162-profit-report.jpg) ## 6. Saving of flight with zero rate Now, you can save the quotation by adding flight cost price and selling price zero. this is very helpful for the agents which get a package from the DMC and they don't have bifurcation of the package. so they simply put zero and save the payment and can easily share the package. ![Image showing saving of flight with zero rate](https://sembark.com/assets/images/uploads/release-notes-1-162-saving-flight-with-zero-price.jpg) ## 7. Transport Entry Method Showing during Quotation Now you can see the Transport entry method in the Transport service during quotation creation. It helps in tracking whether it is uploading from a sheet or manually. ![Image showing transport entry method showing during quotation ](https://sembark.com/assets/images/uploads/release-notes-1-162-entry-method.jpg) ## 8. IBAN & Additional Details in Bank Accounts We have added a IBAN and Additional Details fields in Bank accounts details section. IBAN Stands for International Bank account number, it is combination of country code, check details, bank code, sort code & account number. It provides a standardised, global system for identifying bank accounts, which reduces errors and speeds up the processing of international money transfers. You can use additional details field for entering codes, any additional useful information you want to share with your clients when sharing these bank account details. ![Image showing IBAN & Additional Details in Bank Accounts](https://sembark.com/assets/images/uploads/release-notes-1-162-bank-details.jpg) ## 9.Other Improvements- * B2B Trip source’s Location and Tag details visibility after Trip Source selection on New Query Page. --- # Task Management, Transporter wise Rates, OnTrip Changes, Rate compare in Profit Report, Hotel Entry Method Version 1.161 · 2025-09-25 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-161.md This release introduces significant enhancements like Task Management, reordering capabilities for transport and activities services in a day during quotation and inclusions/exclusions, along with automatic rate updates for cab bookings when service details change. Enhanced financial tracking now displays booking and paid amounts across operational bookings, while new Quick Add functionality for hotels simplifies hotel entry processes for faster quotation preparation. The quote email template has been improved with options to change the title of Accommodation section and package price displays.Let's go into more details of each update. ## 1. ⁠ Task Management ### 1.1 ⁠Task Assignment to fellow Team Members The new update has an 'assign-to-someone' field in the Tasks & Comments section to assign work to the relevant person in their organisation. ![Image showing assign to someone field](https://sembark.com/assets/images/uploads/release-notes-1-161-assign-to-someone.jpg) ### 1.2 ⁠More Details in Listing We’ve added new columns—Source, Guest, and Assigned To—to give you more clarity, and along with this, the pending leads were shown first, then overdue Tasks, and then resolved Tasks. ![Image showing All Tasks page](https://sembark.com/assets/images/uploads/release-notes-1-161-all-tasks.jpg) ::: info Naming convention for Assigned To details If task is created by you for yourselves, then the `Assigned To` column will show 'Self'. If someone else has assigned you a task, then the `Assigned To` column will show "Me". If you created a task and assigned it to someone else, then the `Assigned To` will show the name of the user. ::: ### 1.3 ⁠More Filters, Better Workflows Now, you can filter Tasks by 'created by', 'assigned to' and 'Task status'. This is specifically useful for team managers and admins to filter the pending or overview tasks for today or yesterday giving another opportunity to ensure proper tasks are done. ![Image showing all tasks Advanced filter](https://sembark.com/assets/images/uploads/release-notes-1-161-followups-advanced-filters.jpg) ## 2. ⁠Multiple cab suppliers management in the booking Through contracting sheets (CSVs), you can upload supplier-wise booking rates for transport services, mentioning the supplier code name in the vehicle name. e.g., `Innova [[ABC Travels]]`. For quotations, you can use a single rate for ease of calculations. This feature will help you manage operations with accurate booking prices supplier-wise. ![Image showing Contracting sheets, quotation page & operation booking page](https://sembark.com/assets/images/uploads/release-notes-1-161-important-notes-multiple-cab-suppliers-management-in-the-booking.jpg) Moreover, if we are changing transport service, date, or cab types in cab bookings, the booking rates will be auto-updated as per system booking rates if available; else, you can set it manually. This ensures that we have the correct booking amount for the cab bookings. ![](https://sembark.com/assets/images/uploads/release-notes-1-161-multiple-cab-suppliers.jpg) ## 3. Introducing Important Notes in Quotation We have introduced the \`Important notes\` in quotation. Along with that, new formatting options (**bold**, _italic_) have been added to the content of this information. Some important information, like child policies and visa policies, can be mentioned here. While creating the quotation, now you are able to format these services. ![Image showing important notes on quote creation page](https://sembark.com/assets/images/uploads/release-notes-1-161-important-notes-1.jpg) The quote email template has been updated to include the ordering option for these \`Important Notes\` section so that you can place the notes in the Quote Email as per your requirements. The default ordering of this section will be before the section of \`Terms and Conditions\` to highlight the importance of these details. ![Image showing Important notes in Quote Email Template ordering section](https://sembark.com/assets/images/uploads/release-notes-1-161-re-order-imp-notes.jpg) ::: info Migration from "Other Information" to "Important Notes" We have also migrated the existing \`Other Information\` section in Quotation to the \`Important Notes\` to further highlight the usage of these details. If you had attached \`Other Information\` details to any of your quotations, it will be shown in the \`Important Notes\` section. ::: ## 4. Quick addition of new hotel during quotation To fasten the quote creation process when you need to add hotel details on-the-spot, we’ve added a new “Quick Add” option. When the option is enabled (automatically enabled by system), you need to provide only minimal details (such as name, location, meals and rooms). If you want to add more details, you can always uncheck the \`Quick Add\` option and add all the required details. ![Image showing Quick add hotel button](https://sembark.com/assets/images/uploads/release-notes-1-161-hotels-quick-add.jpg) ## 5. On Trip Operations changes Handling This update will allow you to amend the services more faster. Now, you can change the date of the scheduled activity so it can be rearranged to any day of the trip as per requirement. ![Image showing editing of travel activity booking date](https://sembark.com/assets/images/uploads/release-notes-1-161-editing-of-travel-activity-booking-date.jpg) \ Along with this, you can now view the preview of the changes made to the bookings to ensure correct details have been modified. As always, any change in the bookings details will result in price reset, hence you must verify the details before updating the bookings. The system will ask for reconfirmation if the booking prices has been modified to ensure the correct prices are updated for the booking. ![Image showing Preview changes](https://sembark.com/assets/images/uploads/release-notes-1-161-preview-changes.jpg) ## 6. Service-wise Rate comparison in Profit report To ensure you have correctly quoted (sales) the price of services in the Trip Profit Report, the system will now automatically sync the quoted prices of services (hotels, transportation, activities) with the latest quote if you update the quotation after conversion. This also ensures that we have correctly quoted prices even if we have added some bookings which are not in the quotation. ![](https://sembark.com/assets/images/uploads/release-notes-1-161-profit-report.jpg) ## 7. ⁠Booking amount and payment visibility on the calendar and Supplier detailed Ledgers Now you can show the paid amount details for booked operational services, giving you better visibility into financial tracking. This makes it easier to check which services have been paid for and how much is due for that particular service. ![Image showing Booking & Paid amounts](https://sembark.com/assets/images/uploads/release-notes-1-161-booking-and-paid-amount.jpg) ## 8. Add travel activities in the transport-only download In Trip operational bookings for a particular day, we have updated the names of the reports to activities, transport and all services. Now we are showing the transport and activities report download option on the right side of all services on the booking overview page. In addition to that, we also added an activities column in the report of transport services to show upto 4 activities linked to a Transport Service for a given day. ![Image showing transport-only download ](https://sembark.com/assets/images/uploads/release-notes-1-161-addition-of-activities-in-cab-type-only-.jpg) ## 9. ⁠Reordering of Inclusion/Exclusion with other improvements - You can now easily reorder inclusions and exclusions when creating or editing a trip. - When adding a new preset of Inclusion/Exclusion, the form is more flexible now. You can also save only inclusion or only exclusion according to your requirement. - Inclusions and exclusions can also be added or removed separately, giving you greater control. ![Image showing Reordering of inclusion & Exclusion](https://sembark.com/assets/images/uploads/release-notes-1-161-reordering-inclusion-exclusion.jpg) ## 10. ⁠Reordering of transport and activities during quotation in a day You can now reorder transport and activities within a day while preparing quotations, giving you more flexibility in arranging trip details by choosing the reorder option, without the need of removal or additions of services to rearrange. This also ensure that the rates are preserved. ![Image showing re-ordering of transport & Activities during quotation in a single day](https://sembark.com/assets/images/uploads/release-notes-1-161-reordering-of-travel-and-activites.jpg) ## 11. ⁠Hotel section customisation in the Quote Email Template We’ve added an input option to let you change the hotel section title, giving you more flexibility in customising your documents. A new Total Price position toggle with a live preview is also available, so you can easily decide where the total price should appear for better presentation. ![Image showing hotel section customisation in the quote email template](https://sembark.com/assets/images/uploads/release-notes-1-161-hotel-section.jpg) ## 12. Hotel Entry Method Showing during Quotation Now you can see the hotel entry method in the hotel dropdown during quotation creation. It helps in tracking whether it is uploading from a sheet or manually. ![Image showing hotel entry type showing during quotation](https://sembark.com/assets/images/uploads/release-notes-1-161-hotel-entry-type.jpg) ## 13. Other Improvements - Add selling price columns in hotel check-in/check-out exports - Cab-type pagination has been added in the dropdown - Add separate options for transport services selection during the transport booking editing. - Change the date picker to day picker in Cab Schedules - Flight Pax issue during edit quote - Negative markup handling in Taxation --- # Component-wise Markup and Taxation in Itinerary Builder Version 1.160 · 2025-09-06 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-160.md This release introduces 2 new quotation pricing strategies Per-Component (PC) and Per-Component Per-Person (PCPP) in addition to the 2 existing pricing strategies (Overall and Per-Person (PP)). We have also introduced enhanced pricing and taxation flexibility with markup and tax controls at the component level (hotels, transport, activities, extras). Taxes and Markup can now be applied either on Cost + Markup or on only Markup, with component-specific rates. In addition to this, new quotations now support specifying tax on flights and rounding-off flight prices as well. Let's go through this update in detail. ## **1. Per-Component Markup and Taxation (PC)** ::: caution BETA Feature This new feature requires explicit consent from you to enable it for your account. Please contact our support team (via email or our WhatsApp group) to request this update for your account. ::: Earlier to this new update, you could only specify markup on the total cost price of the quote or in the per-person component cost price. To apply markups on specific component level (e.g. Hotels, Transfer/Tickets), you would typically add markups to individual stay-nights/services or add the markup into the contract sheets to ensure correct final quotation price as per your specific needs. With this update, you can now mention the markup with each component of quotation (e.g. hotels, transport, activities) to have its own markup and tax, instead of applying it on the total cost price. After applying the markup/tax, the selling price of each component can be rounded off (for simplicity and consistency). This ensures better control over pricing, and makes it easier to track profitability per component. ![Image showing per-component markup and taxation strategies](https://sembark.com/assets/images/uploads/release-notes-1-160-per-component.jpg) ::: tip Only use if Required This is NOT a mandatary way to apply markup and taxation. You can keep using existing markup and taxation strategies if you don't require these new ways of quote costing. However, we do recommand these strategies to be used instead of manually adding markups to individual services prices. ::: ### **Use Cases** Below are some use cases where you would want to apply these new strategies with the output of each use case. #### **1.1 – Apply markup and tax per component with rounding** **Input:** Hotel ₹10,000 (markup 10%, tax 12%), Cab ₹2,000 (markup 5%, tax 18%), Rounding 5 **Expected Output:** - Hotel - Markup ₹1,000, Tax ₹1,320 - Hotel selling price ₹12,320 (rounded) - Cab - Markup ₹100, Tax ₹378 - Total ₹2,478 (unrounded) - Cab selling price ₹2,480 (rounded) - Total price = ₹14,800 #### **1.2 – Apply tax on only markup for some components without rounding** **Input:** Hotel ₹10,000 (markup 10%, tax 12% on only markup), Cab ₹2,000 (markup 5%, tax 18%), No Rounding **Expected Output:** - Hotel - Markup ₹1,000, Tax ₹120 - Hotel selling price ₹11,120 - Cab - Markup ₹100, Tax ₹378 - Cab ₹2,478 (unrounded) - Total price = ₹13,598 #### **1.3 – Discount on some components** **Input:** Hotel ₹10,000 (markup 10%, tax 12% on only markup), Cab ₹2,000 (markup ₹-500, tax 18%), Rounding 5 **Expected Output:** - Hotel - Markup ₹1,000, Tax ₹120 - Hotel selling price ₹11,120 (rounded) - Cab - Markup ₹-500, Tax ₹270 - Cab selling price ₹1,770 (rounded) - Total price = ₹12,890 ## 2. **Per-Component Per-Person (PC-PP)** This pricing strategy behaves similar to Per-Component except you want to share prices on a per-person basis but do the markup and taxation in per-component basis. This is helpful in situations where you want to control the markup and tax for each component separately, but also want to share the final prices on a per-person basis. ![Image showing per-component per-person markup ](https://sembark.com/assets/images/uploads/release-notes-1-160-per-component-per-person.jpg) ## 3. Advanced Taxation This new update introduces a new taxation strategy on the basis of amount where you would want to apply the tax. These taxation strategies are available when using `Component-Wise Markup` strategies. ### 3.1: Tax on Cost + Markup This is the **_existing strategy_** where the total tax is applied on Total Quote Cost + Markup. If you want to keep using it, no changes are required in your existing flow. Under the `Tax Applied On` dropdown, you should see `Cost + Markup` when using this taxation strategy. This is the default strategy for all new quotes. When using `Component Wise Markup` strategy, you can apply this strategy on specific components. This is also the only strategy available when **_NOT_** using `Component Wise Markup` strategy. ![Image showing Advance taxation tax on cost + markup ](https://sembark.com/assets/images/uploads/release-notes-1-160-tax-on-cost-markup.jpg) ### 3.2: Tax only on Markup This is the **_new strategy_** in which the tax is only applied on `Total Markup`. Under the taxation dropdown, you can select the `Only Markup` option. Tax on "Only Markup" means the tax is applied just on the profit portion, not the base cost. "Only Markup" option could be helpful in situations where your base cost already includes tax and you want to add your own markup with tax. Additionally, component-specific tax rates allow different tax percentages for different parts of the product or service, depending on regulations or cost structure. This enhances control, accuracy, and compliance in tax calculations. Please note that this strategy is only available when using `Component Wise Markup` strategy. ![Image showing Advance taxation tax only markup ](https://sembark.com/assets/images/uploads/release-notes-1-160-tax-only-markup.jpg) ### Use cases Let's explore some of the use cases and their outcome when using different taxation strategies. #### 3.1 – Tax on Cost + Markup **Input:** Base Cost ₹10,000, Markup 20%, Tax 10% **Output:** Markup ₹2,000, Tax ₹1,200 (10% on ₹12,000), selling price = ₹13,200 #### 3.2 – Tax on Only Markup **Input:** Base Cost ₹10,000, Markup 20%, Tax 10% **Output:** Markup ₹2,000, Tax ₹200 (10% on ₹2,000), selling price = ₹12,200 #### 3.3 – Tax on Cost + Markup for Negative Markup **Input:** Base Cost ₹10,000, Markup -20%, Tax 10% **Output:** Markup ₹-2,000, Tax ₹800 (10% on ₹8000), selling price = ₹8,800 #### 3.4 – Tax on Only Markup for Negative Markup **Input:** Base Cost ₹10,000, Markup -20%, Tax 10% **Output:** Markup ₹-2,000, Tax ₹0 (No tax applied on loss), selling price = ₹8,000 ::: caution Edge Cases When applying markup and taxation, please note the following edge cases. 1. Negative markup + tax on Only Markup: During this case, the tax will be 0 because no tax is paid on discounts ::: ## 4. Flight Pricing Rounding Consistency Flights selling prices will now also be rounded-off if price rounding is enabled. Additionally you can choose to apply tax on flights as well. ## 5. Rounding behavior changes Earlier, in `Overall` pricing strategy, rounding was applied on cost price + markup + taxes + flights. This ensured that the total price is perfectly rounded but when sharing prices without flights, the prices was not rounded. With this new update, the rounding is applied separately on `cost price + markup + taxes` and `flights`. After the rounding of these components, the total price is calculated by adding both these rounded prices, resulting in final rounded package price. Because of this, you may notice a slight increase in the final price if you try to edit a previous quotation (with overall pricing strategy) when rounding is enabled. ## 6. Component wise breakup sharing during Multi-Option Quotes Earlier to this version, when creating multiple quote options (3 Star, 4 Star, 5 Star), you were not able to share component-wise price bifurcation due to markup distribution issues as the markup was not applied to individual components. With this new update, if you use the **_Component-Wise Markup_** strategy, you can now share the component-wise price bifurcation even when using multiple quote options. ::: info Requires Component-Wise Markup costing Please note that you must use the **_Component-Wise Markup_** to be able to share the price bifurcation. In other costing strategies (Overall markup and overall-per-person markup), the component wise breakup sharing is still not possible. ::: ## 7. Other Improvements - We have updated the name of word button to excel in Profit report. - Downloading an incomplete Trip Profit report now requires explicit content to ensure that the trip's profit report is complete before download, ensuring proper bookings status updates by all team members. --- # Bulk disabling of Transport Service, All operational services download for a trip, Transport Service Closing days & Hotel edit log & history checking Version 1.159 · 2025-08-25 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-159.md This release introduces Bulk disabling of transport services with advanced filters and improved cab price handling. We’ve added a New Hotel Activity Log tab, Auto-set check-in/out times for hotel creation based on Destination, and the ability to download Word files of Trip Holding documents. Additionally, the Security Page under Profile Settings has been redesigned for a cleaner experience. Lets dive into more details. ## 1. More Advanced Filters and Bulk Disable of Transport Services This release introduces bulk disabling of Transport Services. Data Operators and Admins can now easily bulk disable Transport Services to cleanup the data and better control the services and itineraries shared with clients. In addition to that, new advanced filters like - Rate Validity, Manual vs Sheet Entry filter, Status filter & destination-wise filter have been added to filter out the services for specific needs and analysis. ![](https://sembark.com/assets/images/uploads/release-notes-1-159-transport-service.jpg "Transport-services") These bookings can be further filtered based on their booking status to get a fine grained list of bookings to analyse.  #### 1.1 New Advanced Filters Addition of new filters- Rate Validity, Manual & Sheet Filter, status filter and Destination-wise filter. ![](https://sembark.com/assets/images/uploads/Release-Notes-1-159-Transport-services-advanced-filter.jpg) #### **1.2 Bulk disabling of transport services** Now you can disable the transport services in bulk.  ![](https://sembark.com/assets/images/uploads/release-notes-1-159-Transport-service-Bulk-disable.jpg "Transport service bulk disabling") Steps: Transport  >Transport Services  ## 2. Transport Service Closing Day and Date Intervals We have also added a closing time feature in the sheet along with the start time. Both start time and closing time will appear in the sheet in the below format. ⚠️ Warning: If the service is closed on the mentioned days/dates, the package will not be saved. Format Specification: Start Time (C: Mon, Tue) (C: 20 Jul 2025, 15 Aug 2025 - 18 Aug 2025) ![](https://sembark.com/assets/images/uploads/release-notes-1-159-Start time-close time.jpg) ## 3. Hotel Activity Log Tab We have added a new tab (Activities) to track activities on the Hotel's details page. This enhancement enables you to review any changes made to the hotel records such as created by, updated by, rates uploaded by and other tracking**.** ![](https://sembark.com/assets/images/uploads/release-notes-1-159-hotel-log.jpg "Hotel Activity log") Steps: Hotels > Hotel Details > Hotel Activity ## 4. Operational services download for a day When downloading operational services for a particular day, if multiple services are available for a trip, the first row’s data was coming complete, but the other rows for the same trip had the common trip data excluded, so they were empty. Now, the common trip data for the services will be repeated in each row for that trip and you can also download services for the trip only. ## 5. Redesigned Security Setting Page  We have updated the Security Settings page under your Profile Settings with an improved user interface for a cleaner, more intuitive experience.  We would like to highlight the importance of security to your accounts and request you to please set up Two Factor Authentication and Password-Less login for your daily used devices. ![](https://sembark.com/assets/images/uploads/release-notes-1-159-security-page.jpg "Security setting page") Steps: My Profile Icon > Password and Authentication ## 6. Word Document Download on Hold Trips You can now download Word document files from the voucher Docs section in On Hold Trips. ![](https://sembark.com/assets/images/uploads/release-notes-1-159-voucher-download-on-hold-word.jpg "Word document download on hold trip") Steps: Trips > On Hold > Trip > Docs ## **7. Auto fill check-in & check-out time of Hotels** During Hotel Creation check-in & check-out times are now automatically set based on the selected destination.You can still update these settings if a specific hotel doesn’t follow the destination guidelines. ![](https://sembark.com/assets/images/uploads/release-notes-1-159-check-in-check-out.jpg) Steps: Hotels > Add New  ## 8. Block Quote creation and Operational Bookings for closed Transport and Activity services When the service is turned off then we are not showing the price of that service. ![](https://sembark.com/assets/images/uploads/release-notes-1-159-block-quotation-and-operations-of-closed-services.jpg) Steps: Transport > Transport Service Prices > Calculate Price  ##  9. Other Improvements - Fixed spacing issues in PDFs when the header/footer banner images are added but hidden in the template settings.  - In quotes, days now display as "Mon, Tue" along with Day 1, Day 2. - Improved layout for the price section and remarks in Quote PDFs. - Added contact number priority setting for supplier contacts of Operational services - this ensures the preferred number appears in the Trip Voucher which was selected during the bookings. - A City/State column has been added to all sections of the Trips Report Excel sheet to display destination details.(Including New Query, In Progress, Converted, etc.) - Added a Ref ID column in all sections of the Trips Report Excel sheets (Including New Query, In Progress, Converted, etc.).  - Show the inviter details and last password change details on the User’s detailed page.  - During the copy option of Hotels with replacement on Quote, the AWED and CWEB are not updated according to the hotel specification. --- # Proforma Invoice Templates and Quote PDF Banners Version 1.158 · 2025-08-02 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-158.md This release adds Proforma Invoice Template customization, including titles, default Terms and optionaly removal of HSN codes customization. The Duration formatting in Quote Transport and Trip Operational Bookings is now clearer and more consistent. Admins can also customize headers and footers banners visibility in Quote PDFs. ## 1. Proforma Invoice Customisation Template We've introduced new capabilities for Admins on the Template page, a Proforma Invoice section has been introduced which includes customization for Terms & Conditions, ability to change the title, and hide places of supply and HSN Code.
 ![](https://sembark.com/assets/images/uploads/release-notes-1-156-proforma-invoice.jpg "release-notes-1-158-proforma-invoice") Steps: Profile icon > Organisation > Templates > Invoice PDF/Email ## 2. Customisation of Headers & Footers in PDF This enhancement enables you to customize headers and footers in quote PDFs. you can apply settings to quote or set them as global defaults, replacing the current fixed template. ![A Image showing option for header & footer](https://sembark.com/assets/images/uploads/release-notes-1-158-header-footer.jpg) \ 

Steps: Profile icon > Organisation > Templates > Invoice PDF/Email  ## 3. Voucher download in Word We have added option for downloading vouchers in an editable Word (.doc) format alongside PDF. A button is added near the PDF option to download voucher (Trip & Hotel Voucher) in word. ![A Image showing a button for downloading voucher in word ](https://sembark.com/assets/images/uploads/release-notes-1-158-voucher-download-in-word-.jpg) ## 4. Other Improvements * Improved Duration formatting in Operational Services (Quote Transport/Activities, Trip Operational Bookings). The duration will now be shown as `x hrs y mins z secs`instead of showing minutes in Quote Email/PDF and Vouchers. * Previously, manually updated activity prices in a quote would remain unchanged despite activity modifications, but now they update automatically when the activity is modified. * Quote PDF page issue fixed: content now breaks onto the next page when too many quote options are present (In case of large remarks with per person). * Phone numbers with showing zeros are now saved correctly(In case of Italy), and numbers for Vatican City (VA) now render properly in the input box. * Fixed: Resolved parentheses issue of cab name in email, If the Transport section variant is in plain text. --- # Improved Password Security and User Management Version 1.157 · 2025-07-21 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-157.md ## 1. Reset password options for Admins We've introduced new capabilities for Admins on the user’s detailed page, including reset password options, visibility into 2FA status, and user status with detailed reasons for disabling. #### A). Reset password by admin Admins can now reset or set a new password for any users in their team. They can now control if a user can change the password or not. Also, admin can force a password change on next login to further enforce security. Along with this, the system now requires a stronger password to make passwords more security for all accounts. To set or reset password for any user’s account, simply visit user’s details page from top-right profile icon, followed by Organisation and then visiting the Users module. Then click on any user’s name to view its details to take the password reset action. ![](https://sembark.com/assets/images/uploads/reset-password.png "Reset password") Steps: Profile icon > Organisation > Users > Select user > Three dots > Password Reset #### B). We've updated the User Detail Page for better clarity. Admins can now view user status, 2FA status, password last updated info, and the reason a user was disabled. ![](https://sembark.com/assets/images/uploads/user-details.png "User Details page") Steps: Profile icon > Organisation > Users ## **2. Operational Supplier Contact Details in Trip Vouchers** You now have an option to include the Supplier’s Contact details in Trip’s voucher under the Activities & Transportation section. This allows guests to directly access supplier contact info for better coordination. ![](https://sembark.com/assets/images/uploads/supply-contact-details.png "Supplier Contact Details") Steps: Go to a Trip  > Docs (In the options, you will now see Supplier Contact) ## **3. Other Improvements** * Fixed the issue where Quote PDF generation required a page refresh. * Users without a profile picture will now see a default profile icon on the Users page, ensuring a cleaner and more consistent user interface * Resolved issue with hotel "last validity date" filter for accurate results * Users can now remove their profile picture directly from the "My Profile" section, giving them more control over their account personalisation * Fix the issue when including complimentary tickets in Travel/Activity bookings was resulting in total price set to zero. * Remove duplicate extras from Hotel Booking when using multiple room type configuration during quotation. * Improved integration api to handle multiple destinations, comments and no. of nights. --- # Trip-Wise Transport Ledgers and Improved Hotel Listing Version 1.156 · 2025-07-06 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-156.md This release introduces trip-wise transport ledgers for clearer supplier views, enhanced hotel listings with more details and filters, an option to auto-add "/Similar" in quote templates, and a clearer user disable/deletion process with reason input. Let's go through the update in detail. ## 1. Trip-Wise Transport Supplier Ledgers The transport supplier ledger has been updated to include a Trip-wise Bookings option where you can view Trip-wise bookings instead of every cab-wise. This reduces the number of rows to Trip’s count only, improving supplier communication where mostly a single Transport supplier provides all the transportation for a Trip. ![Image showing supplier tripwise ledger](https://sembark.com/assets/images/uploads/release-notes-1-156-supplier-treipwise-ledger.png "release-notes-1-156-Supplier-treipwise-ledger.png") These bookings can be further filtered based on their booking status to get a fine grained list of bookings to analyse.  ## 2. Improved Hotels listing update with Rates Validities and Downloads We have enhanced the Hotel's Listings to show more details about every hotel such as manual vs sheet entries, rate validity. We have also added more filter to get the specified list of hotels. Here are more details regarding the changes. ### A). Manually and By sheet added hotels Users can now identify whether a hotel was added manually or via sheet upload, and can also download a report using filters ![Image showing hotel details page](https://sembark.com/assets/images/uploads/release-notes-1-156-hotel-detail-page.jpg "release-notes-1-156-hotel-detail-page.png") ### B). Payment preferences & check-in/out time Users can now view the check-in and check-out times, as well as the payment preferences, directly on the hotel listing page ### C). Rate expiry dates with filters Users can now filter hotels based on selected rate expiry date filters ![Image showing hotel details filter page](https://sembark.com/assets/images/uploads/hotel-details-11.jpg) ### D).Filters by last updated by and update date Users can now view hotel details by filtering based on who last updated or created them, and by the date and time of the update ## **3. "/Similar" word in Hotel Names in Quote Email/PDF/WhatsApp** Quote Email/PDF Templates has been updated to provide you an option to automatically include the "/Similar" word in your Quote Email/PDF sharing. ![Image showing Similar word WA page](https://sembark.com/assets/images/uploads/release-notes-1-156-similar-word-wa.jpg) To update your Quote PDF/Email template to apply these changes, Admins can visit the "Organisation > Repository > Email/PDF Template" and update the respective settings under Hotel sections. ![Image showing Similar word global page](https://sembark.com/assets/images/uploads/release-notes-1-156-similar-word.jpg) You can also override these settings per Quote by toggling the option to exclude "/Similar" name for a selected quote. ![Image showing similar word page](https://sembark.com/assets/images/uploads/release-notes-1-156-similar-word.png) ## 4. Improved User Disable/Deletion flow The user disable and deletion flow have been improved to provide more clarity regarding the actions and their impact on billing. With this update, you can also provide some more details regarding why a user is getting disabled or deleted. ![release-notes-1-156-user-disable-deletion-flow.png](https://sembark.com/assets/images/uploads/mckp111.jpg "Image showing user deletion and disable ") ## 5. Other Improvements - Add **Team column** in Trip Sales Report for team specific filtration - Fix issue in Hotel Booking's Check-In/Out report for multiple timezone Team Operations - Improved Day-wise Trip Operations's sorting to show the early starting services first - Fix issue in Cab Price uploads for separate service code validation, allowing more characters in service + code column in sheets - When adding new currencies to your Organization, the listing of currencies is now alphabetically sorted. - Improved ordering of New and On-Trip Hotel Bookings to show the latest bookings on top. - During Travel Activity uploads process, update the casing (capital or lowercase) of the Activity's name with the uploaded one --- # Trip Source/Agent Tagging and PDF/Email Customizations Version 1.155 · 2025-06-20 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-155.md This update includes new features which provides agent tagging for better source/agents management and Quote PDF/Email template customizations to make the output more personalized and beautiful as per your brands. Let's dive into more details. ## Agent Categories or Acquisition method (Trip Source Tagging) Admins can now create, edit, delete, and assign tags to trip sources for better organization. Tags appear as badges in trip details and can be viewed in agent drop downs during trip creation. ![Image showing Trip Source Tag on Edit Source Page](https://sembark.com/assets/images/uploads/release-notes-1-155-trip-source-tag-on-edit-form.jpg) A new Tag column and filter is added to the Trip Source page (Admin only). Access tagging via the three-dot menu on the Trip Source page. ![Image showing Trip Source Tags in Advanced Filter and Action to view the Tags Listing](https://sembark.com/assets/images/uploads/release-notes-1-155-trip-source-tags-filters-and-listing.jpg) ### Use Cases: 1. Admin can assign Agent category like A, A+ and can be further used by team as per company policy. 2. You can add Tags with Exhibition names or other source by which Agent is connected with your company. Later it can be used in daily use and reporting. ## Quote PDF/Template Customization You can now personalize PDF itineraries with options like background opacity, section reordering, and sales title. The first page supports landscape (default) or portrait images with overlay styles (dark, light, none). Overlays display trip and sales info. A new branding/review page is added at the end. Image settings are available on the Trip Destination page. ### 1. Section Reordering in Quote PDF You can now change the default ordering of different sections in Quote PDF using the PDF Template. Following sections can be reordered: Hotels, Transport/Activity Overview, Details Day wise Itinerary and Inclusion/Exclusions. To update these settings, please update your Quote PDF Template under the `Organization > Repository > Email/PDF Template > Quote PDF` and click on `Edit` button. ![Image showing reordering options for different sections in Quote PDF Template](https://sembark.com/assets/images/uploads/release-notes-1-155-section-reordering-in-quote-pdf-template.jpg) ### 2. Full Page Destination Image with Overlay If you want to showcase your first page as full image of a Destination, you can now upload a full page portrait image of your destinations. You can also keep the current landscape image for some destinations and the PDF Template will automatically handle the layout for you. In full page portrait mode, you have option to include a dark/light overlay to show the basic details of a package such as Guest Details, Trip Start Date and Duration etc. Use dark mode on lighter image and light mode on darker images. This overlay section is optional and can be removed if required. ![Image showing portrait full page image settings of a destination](https://sembark.com/assets/images/uploads/release-notes-1-155-trip-destination-portrait-image-with-overlay.jpg) ### 3. Branding and Reviews Full Page Image You can now add a full page image of customer reviews or your branding details on per-destination basis and Quote PDF template will automatically include the added image into the footer section of the PDF. ![Image showing sample customer testimonials](https://sembark.com/assets/images/uploads/release-notes-1-155-destination-customer-reviews.jpg) ### 4. Branded Background and Sales Representative Title You can now update the PDF template to add background color which matches your brand color (light shade). The default background is a lighter shade of gray. If you need to rollback, simply change the background opacity to zero to use the gray background. Along with this, you can also customize the Sales Representative Title in the PDF output. This will update the default title (\`Your Holiday Consultant\`) to your desired one. You can also remove the title completely if required. ## Other Improvements - We've improved the Sales Report in the Trips section by adding key financial metrics for better transparency and analysis. These enhancements provide a clearer view of profit margins and currency differences, helping teams make more informed decisions. Following new columns have been added: - Cost Currency - Profit Amount - Profit Percentage - Sell Currency - Revenue (Sell Currency) - Rate of Exchange (ROE) - We've updated the _Operational Bookings Report (Monthly Overview download)_ in the Bookings section to provide deeper insights and improve operational tracking. These additions help streamline operational monitoring and provide a clearer picture of booking and payment statuses. Following columns have been added. - _Suppliers_ (Service wise unique suppliers) (OR- It is added when more than one unique suppliers are there) (+ - It is added when there are multiple suppliers in the service) - _Cab Number Plate_ (Name of vehicle & plate number will be service wised unique) - _Currency_ (for operational services) - _Pending Bookings_ (If no supplier is assigned to respective services) - _Pending Booking Amount_ (Amount of the services for which bookings are pending)( if in a service some cabs are booked and some are not then the amount of the not booked cabs will come in the sum) - _Confirmed Bookings_ (If supplier is assigned to respective services) - _Confirmed Booking Amount_ (Amount for the confirmed services) - _Paid Amount_ (Amount paid for the services) - _Due Amount_ (Amount due for the bookings) --- # Payment Receipt, Hotel Check-In-Out Reports Version 1.154 · 2025-05-26 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-154.md This update includes payment receipts generation of your verified paid instalments and listing as well as exports for your daily/weekly/monthly Hotel Check-In/Outs reports. This update also improves the listing UI for Quote suggestions to provide more details such as day wise summary, all hotel options and fully details itinerary. Let's dive into more details. ## Payment Receipts You can now generate receipts for Verified Collected Payment and share them your customers for reference. The generated receipt will include the Trip Details as well as Payment Transaction details. You can also add Terms/Special Notes with a Receipt if required. Simply create a TnC in the Dashboard and link it to any receipt. For all future receipts, these TnCs will be automatically linked. ![Image showing payment receipt generation on verified payments](https://sembark.com/assets/images/uploads/release-notes-1-154-payment-receipt.jpg) ## Hotels Check-In/Out Reports To improve the Hotel wise booking process and reconfirmation of your upcoming checkin, we are introducing Hotel Check-In/Out reports. Reservations team can now easily view the upcoming check-in and past check-out to easily manage hotel wise reservations process. The existing Trip wise Hotel Booking process stays the same for Trip wise bookings. You can also download these reports for further analysis. ![Image showing Hotel Check-In/Out Reports with advanced filters and download options](https://sembark.com/assets/images/uploads/release-notes-1-154-hotel-check-in-out-reports.jpg) ## Improved Quote Suggestion UI with more details The quote suggestions UI have been improved to provide more details of each quote for better decisions. This new UI includes suggested Quote's Itinerary Summary with expendable full details, Hotel's and Basic details of the existing Quote. Sales team can now view these details of suggestions and pick the best one that fits the guest's requirements. ![Image showing improved quote suggestions UI](https://sembark.com/assets/images/uploads/release-notes-1-154-quote-suggestions.jpg) ## Other Improvements - Show Integration Source Name in New Trip Plan Requests - Show Hotel Price Bifurcation in tooltip during Quotation and Bookings for quick access. - Speed Performance Improvements in Hotel Bookings and Operational Bookings Listing pages --- # Quick Vouchers, Lock/Unlock Trip and Monthly Accounts Ledgers Version 1.153 · 2025-05-02 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-153.md This update includes improvements in your day-to-day tour operations in Sembark, specifically targeting quicker voucher generation, auto-locking of past trips, monthly accounts ledger view and various improvements in trips check-in/out and payments reports download. Let's go through each update in details. ## Quick Vouchers Generation Tour Operations team can now update start time and duration of all operational bookings in a single workflow. This allows quicker voucher generation and provider a single view to manage start/end timing of operational bookings. ![Image showing bulk timing update in Trip Operational Bookings](https://sembark.com/assets/images/uploads/release-notes-1-153-bulk-timing-update-in-operational-bookings.jpg) ## Remove the duration factor from Activity Prices This update removes duration factor from Travel Activity/Ticket prices. The duration was creating more problems in Tour Operations as changing/setting a duration to a Travel/Activity would reset the rates and was creating confusion regarding prices. Going forward, a Travel Activity/Ticket should only have one duration associated with it. If you have multiple durations of a activity with changing prices, simple put the duration in the Ticket Type/Service name e.g. River Rafting - 30 mins. This change is done to allow smooth operations and quicker voucher generation for Operations Team. ::: caution Remove Data with Multiple Durations If you have uploaded Travel Activities/Tickets where where you have specified multiple durations for an Activity, please update such Activity/Ticket to include the duration in the Ticket Type/Service Name itself and create multiple activity per duration. ::: ## Option to Remove branding from Trip and Hotel Vouchers After Trip Conversion, team can now generate vouchers using `Remove Branding` option which will remove your company branding (name, logo, headers/footers, bank accounts etc.) from the respected vouchers. This way you can easily share the voucher with your B2B customers and allow them to directly share the same voucher with their customers without manual removal of your branding. ![Image showing remove banding option on Trip Voucher](https://sembark.com/assets/images/uploads/release-notes-1-153-remove-branding-form-trip-voucher.jpg) ## Trip Quote/Package Enquiry Email/WhatsApp If you were sending Email/WhatsApp messages to get packages from your suppliers, you can now share your package requirement with your suppliers by simply copy-pasting the Email/WhatsApp message content directly from the system. You will get this option, right next to the new quote button after query creation ![Image showing quote inquiry whatsapp content from new quote](https://sembark.com/assets/images/uploads/release-notes-1-153-quote-inquiry-whatsapp-from-create-quote.jpg) ::: info Flagged Feature This feature is enabled in the dashboard per request basis. If you need this feature, please drop a message in our support group. ::: ## Month wise accounting ledgers Accounting statements has been updated to show month wise (last three months) overall statements and every transaction entry during the period. This allows accounts team to quickly view the monthly transactions and verify the entries. ![Image showing monthly ledger of an Accounting Account](https://sembark.com/assets/images/uploads/release-notes-1-153-account-monthly-ledger.jpg) ## Transport Service Download as Excel Sheet Data Operators and Admins can now download the Transport Services data as Excel Sheets directly from the dashboard to verify all active services in the Dashboard. ![Image showing Transport Service download option](https://sembark.com/assets/images/uploads/release-notes-1-153-transport-service-download.jpg) ## Automated and Manual Trip Locking Process Editing trip details after a certain period of past date can create issues with accounts and management team. To prevent such changes, the Trips will be automatically locked after 7 days of end date passing. Once a Trip is locked, none of its details can be modified. If required, Admins can still unlock a Trip to allow team members to modify details. ![Image showing Trip Lock and Unlock process.](https://sembark.com/assets/images/uploads/release-notes-1-53-trip-lock-and-unlock-view.jpg) Admin can manually lock the trip after end date if required. Simply go to the \`Past Trips\` section where list is already sorted based on recent past trips. Here, you can click on the Trips and verify the details of the trip and then lock it if required. ## Other Improvements 1. Bank account selection is now optional during Proforma Invoice creation 2. Show the Trip's tags in all stages of listing pages and in download Trip report. 3. Added sorting options in Trips listing page to sort by Duration and Number of Adults. 4. Added Package Due and Paid amount columns in check-in/out reports along with pending due amounts of Hotel and Operational bookings 5. Added Trip's Reference ID and Guest Details as separate columns in Instalment's listing page. --- # Activity Closing Days and Trip Operations Overview Download Version 1.152 · 2025-04-11 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-152.md This update includes various improvements in Sales, Reservations, Operations and Accounting process in Sembark, specifically, download provision of Trip Operations, closing days/dates for Activities/Tickets, Bank Account currency for non-functional currency transactions and more customizations for PDFs. Let's dive into details of every improvement in this update. ## Operational Bookings Overview Download Tour Operations team can now download a list of Trip-wise operational bookings to get an overview of operational services for a whole month. This provide a bird's eye view of your monthly operational bookings and smoothens overall process of supplier assignments and management. ![Image showing Trip Operations Overview Download Preview](https://sembark.com/assets/images/uploads/release-notes-1-152-trip-operations-overview-download-preview.jpg) You can download this overview report from the Trip Operations Calendar as well as from a single day view of Operational bookings as shown below. ![Image showing Trip Operations Overview Download](https://sembark.com/assets/images/uploads/release-notes-1-152-trip-operational-bookings-overview-download-from-calendar.jpg) ## Activity Closing Days of Week and Specific Intervals You can now mention the closing day(s) of week (e.g. Monday, Tuesday) and specific closing date intervals (04 July, 2025 - 06 July, 2025) for Travel Activities/Tickets to stop sell of specific services for specific dates. These details can be added using the CSV file upload process as well as by manually modifying any specific Activities/Tickets directly on the dashboard. ![Image showing activity closing days and dates during creation on Dashboard](https://sembark.com/assets/images/uploads/release-notes-1-152-travel-activity-closing-days-and-dates-on-dashboard.jpg) To mention the details in CSV file, simply mention the specific day(s) of week and date intervals in `Close Time` column of Travel Activity sheet as shown below. To mention closing days of week, you can mention days of week in parenthesis like `(Mon, Tue)`. Similarly, to mention specific date rage for activity closing, you can mention the date in parenthesis like `(1 Apr 2025 - 4 Apr 2025)`. You can also mention both of these details at the same time by creating multiple groups of parenthesis. ![Image showing Closing Days and Dates for Travel Activity in Sheet](https://sembark.com/assets/images/uploads/release-notes-1-152-travel-activity-closing-days-and-dates.jpg) During quotation or booking process, the sales and operations team will receive warning regarding the activity/ticket's closing dates for specific dates as shown below. ![Image showing error for closed activity dates during quotation](https://sembark.com/assets/images/uploads/release-notes-1-152-travel-activity-ticket-closing-dates-during-quotation.jpg) ## Remarks for Customers in Quotes Sales team can now attach custom remarks with every quote and category options which will be shared with customers (B2B or B2C) in WhatsApp, Email and PDF quote communications. These remarks vary from specifying the rates validity to mentioning custom per-person rates of the quotations. Sales team can mention these details during quote creation process or modify them using the price change option for existing quotes. ![Image showing customer remarks on Quote Creation process](https://sembark.com/assets/images/uploads/release-notes-1-152-customer-remarks-during-quote-creation.jpg) ## Customize Bank Account for Pro-Forma Invoices Sales and Accounts team can now select a custom bank account during Pro-Forma Invoice creation. This is really helpful if you have multiple bank account for different purposes (e.g. for different currencies), and the team select appropriate bank account and share correct details with your customers. ![Image showing bank account selection of Invoice Creation Page](https://sembark.com/assets/images/uploads/release-notes-1-152-select-bank-account-on-proforma-invoice-page.jpg) ::: note Bank Account is required To generate a Pro-Forma Invoice, the bank account is now required. If you don't see a bank account during Pro-Forma Invoice creation, please connect with your Accounts or Admin team to add bank account details to generate the same. ![Image showing guidelines to add bank account on invoice creation page](https://sembark.com/assets/images/uploads/release-notes-1-152-proforma-invoice-without-bank-accounts.jpg) ::: ## Bank Account Currency and Non-Functional Currency Transactions Accounts team can now associate a currency while adding the bank accounts to your business. The same currency will be used during logging of payments by other team members. This is really helpful if you have bank accounts in multiple currencies e.g. INR and USD etc. ![Image showing account currency doing bank account creation](https://sembark.com/assets/images/uploads/release-notes-1-152-bank-account-currency-field-during-creation.jpg) During payment's logging, the team can choose which account is used for Debit or Credit accounts. Based on their currencies, the system will either ask for exchange rates if different currencies are used or it will allow simple transaction without exchanges rates even when currency is not your business's functional currency. For example, if your business primarily operates in INR but you also have USD bank account, then you can easily log payments in USD without doing any exchange or conversion. ![Image showing same and different account currencies during payment transactions](https://sembark.com/assets/images/uploads/release-notes-1-152-payment-logging-with-same-and-different-currencies-of-accounts.jpg) This improves the accounting ledgers and statements of a particular non-functional currency account by only showing the transaction in a single currency. You can also update existing Accounting Accounts to have a currency/asset type, allowing you to make better accounting system going forward. To edit an account's currency/asset type, simply visit the Account's detailed page and edit the necessary details. ::: caution Bank Accounts can not modified Existing bank accounts details **can not** be modified. If you have wrong details of currencies for bank accounts, simply remove the bank account details and provide the correct details by adding a new bank account. ::: ## Improved T&C editing and archival process You can now archive some Terms and Conditions which are no longer used by your team. As with the existing process, your existing quotations and itineraries will stay as it is. To archive a T&C, simply visit it's detailed page from Organization -> Repository module and click on Archive from top-right dropdown menu. ![Image showing archival process of Terms and Conditions](https://sembark.com/assets/images/uploads/release-notes-1-152-terms-and-conditions-archival.jpg) The editing process of Terms and Conditions has also been improved. Earlier, when modifying a T&C, the existing data was getting archived and a new T&C was created. If someone from the team was creating new quotes, using existing quote with archived T&C, they were also getting the archived T&C. **This process have now been improved**. The archival process still stay to allow sharing of older archived T&C with existing customers. But when creating **new quote** using an older quoted archived T&C, the system will automatically update the T&C with latest version of it, removing the manual work by sales team and reducing the usage of archived T&C. ## Optional Exclusion of Guest Details in Tour Operations Sharing While sharing Tour Operational details with Transport/Activity Supplier and Drivers, the operations team can now remove the guest details from the sharing message with a single click. ![Image showing inclusion/exclusion option for Guest Details in Trip Operations Sharing](https://sembark.com/assets/images/uploads/release-notes-1-152-trip-operational-booking-sharing-guest-details-toggle-option.jpg) ## Optional Helpline Remarks in Vouchers You can now opt-out of Helpline Remarks sharing in Trip Voucher by removing helpline text from Organization's Profile settings. When helpline text is left blank, the helpline text in the Trip Vouchers will be automatically removed. As earlier, you can provide a custom text for helpline if required. ## Old Data Archival Process To further enhance your day-to-day software usage and to fasten the daily tasks, we have introduced O**ld Data Archival** process which automatically move the old and non-frequently modified data to a separate bucket. This data is always accessible when required using simple toggles between fresh and archival data. We are starting this process with the Canceled and one-year old Converted Past Trips. Canceled Trips will be automatically moved to Archived bucket after a month of cancellation. Converted Past Trips will be moved to archived if the start date of the trip pasts a year. As stated earlier, the data is always accessible, it's is just not in the way of your day-to-day software usage. ![Image showing archived trips filter in Global Search and Advanced Filters](https://sembark.com/assets/images/uploads/release-notes-1-152-trip-archived-filter-in-global-search-and-in-advanced-filter.jpg) ## Zero Tax Label removal from Pro-Forma Invoice If the total tax amount in the Proforma Invoice is set to zero, the Tax Label will no longer be added to generated PDF/Email template of Invoice. Earlier, it was showing `Zero Tax` amount which can sometime cause problems when tax is actually not zero but should not be explicitly mentioned in any transactions. ## Other Enhancements - Share Trip Reference ID and Hotel Checkout Date in Quote WhatsApp Sharing Template - Disallow hotel booking process if instalments don't match the total booking amount - Added three new brand colors: **Cyan**, **Skyblue** and **Slate** - Change label from Instalments to **Payment Schedule** in Trip Holding Mail and Voucher - Automatic Day-wise Sorting of Transport/Activity Services during Quote Editing - Dark background customization for Quote PDF Template Section Headings - Added **Roboto** font family in Quote PDF Template - Show Trip's Tags on Converted and On-Hold Trip's listing page --- # Tax Types, Trip Cost-Profit Report and 2FAs Version 1.151 · 2024-11-17 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-151.md This update provides customization of tax types (GST, VAT, TCS etc), meal plans and room types along with allowing you to add Two-Factor authentication (2FA) to add more security layers to your and team's accounts. This update also introduces a new report which give you a detailed cost and profit analysis for a single trip. ## Tax Type Customization You can now customize the applicable tax types for your quotes. Admin members can simply go to their organization's settings and add or update tax types according to their needs. You can also set the default values of the tax in percentage to further ease the tax calculation for your sales team. ![Image showing how to add new Tax Types](https://sembark.com/assets/images/uploads/release-notes-1-151-tax-types.jpg) You can add following details to the tax types - **Name**: Name of tax type. This label will be used for internal use only and will NOT be shared with customers. This must be unique in your organization i.e. there should not be multiple tax types with the same name. - **Display Name**: Display name of the tax type. This will be used as the display name for the tax types and will be shared with the customers. You can use this to have multiple tax names but still share the same tax label towards customers. You can leave it blank to hide tax information while sharing details with customers. - **Default Value**: The optional default value of the tax in percentage if applicable. If you want to update any details of existing tax type, you can click on add new button and use the name of that existing tax. After that, update other details as per the requirements and click on save. The name of the tax name is unique so it will update the already save tax's details. Once you add/update tax types, sales team can simply select the applicable tax type during the quotation from the dropdown label of taxes. The default value of the selected tax will be auto applied to the quotation. ![Images showing tax type selection in quotation](https://sembark.com/assets/images/uploads/release-notes-1-151-tax-selection-in-quotes.jpg) ### Non Applicable Taxation If you have cases where the tax is not applicable and you don't want to anything related to taxation while sharing with your client, you should keep the description of the Tax Type as blank. When selecting this Tax Type during quotation, the team will be restricted to provide any inclusion/exclusion option for the tax types. And during sharing, the tax information is completely hidden from all messages (WhatsApp, Email, PDF, Vouchers etc). ## Trip Cost and Profit Report Admins can now generate a **full final report** (**in excel format**) of a trip in a single click with all details of the trip, from latest quotation overview till payments status of bookings. This provides a final report of the bookings and their current status. Admins can access this report in the **Profit Report** section under **Accounting of a selected Trip**. ::: caution Download only after Bookings The report can only be downloaded after you have marked all the services (hotels, transfers, activity/tickets ) of the trip as booked. If some services are pending for bookings, you will see a warning message to update the bookings before downloading. ::: ![Image showing trip report](https://sembark.com/assets/images/uploads/release-notes-1-151-trip-report.jpg) ## Meal Plans and Room Types Cleanup Data Operators and Admin can now manage the dataset of Meal Plan and Room Types on the Dashboard. This allows you to delete unused dataset or modify the details of any existing meal plan / room type according to your needs. ![Image showing how to access the room type and meal plans database](https://sembark.com/assets/images/uploads/release-notes-1-151-meal-rooms-links.jpg) Once you open the listing page of Meal Plans or Room Types, you will see the available dataset of respective entities. Alongside to each entry, you can view the number of hotels with which the meal plan or room type is associated. You can click on the hotel's count to view the list of hotels, which have the service provided. If you want to delete a meal plan or room type which is associated with some hotel(s), you first need to update the individual hotel and remove the meal or room type. Once a meal plan or room type is disassociated from all the hotels, you can simply delete it. To ensure your dataset stays up-to-date with your sheets, you also need to remove the respective meal or room type from your excel sheets to avoid re-creating it after contract uploading. ## Two Factor Authentication To further enhance the security of your account access, you or your admin can now easily set-up **Two-Factor Authentication (2FA)** with [Time-Based OTP](https://en.wikipedia.org/wiki/Time-based_one-time_password) within few clicks. ![Image showing how to access the 2FA dashboard](https://sembark.com/assets/images/uploads/release-notes-1-151-2fa-listing-page.jpg) To setup the 2FA, you should first install any authenticator app such as [Google Authenticator](https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2), [Microsoft Authenticator](https://www.microsoft.com/en-in/security/mobile-authenticator-app), [1Password](https://support.1password.com/one-time-passwords/) if not already installed. Next, open the password module in your Sembark Profile page. ![Image showing how to setup 2FA using any authenticator](https://sembark.com/assets/images/uploads/release-notes-1-151-2fa-setup.jpg) Now click on `Setup Two Factor Authentication` and follow the steps below. 1. Scan the QR code from your Authenticator application by clicking on `Add button` (or similar UI) from the application. 2. Once scanned, the Authenticator application will show you a code (6 digit). This is a auto-refreshing code which is valid for 1 minute only. Enter this code in your Sembark dashboard in 2FA setup process. Click on `Verify Code` and the system should show a success notification. If you receive any error, simply re-enter the new verification code from the authenticator app and click on verify again. After verification, 2FA should be enabled for your account. Now, the next time you login with your password or [passkeys using fingerprint](../../docs/passwordless-login/), the system will request for the OTP. Simple open the authenticator app and enter the OTP to access your dashboard. Going forward, the system will periodically ask for OTPs. ## Improved Per-Person calculation for Missing Accommodations With this update, if some pax are NOT allocated accommodations for some nights (due to late arrivals or early departures), the system will now show the per-person calculation for all the pax. **This system will still show a warning for missing accommodations to prevent accidental mistakes.** ![Image showing per-person calculation and missing accommodations warning](https://sembark.com/assets/images/uploads/release-notes-1-151-pax-allocation-for-missing-accommodation.jpg) ## Accommodation and Arrival-Departure Details in WA to Guests When sharing tour operation details (transfers, drivers etc.) with guest using WhatsApp message, the system will now include the **check-in/checkout hotel** details and, **arrival-departure details** of the trip to keep the guest in sync with drivers and other suppliers. Along with this, the **booking enquiry** email for the operational services will now **include the pick-up** time of transfer to better communicate the requirements for the journey to the suppliers and avoid any miscommunications to later smooth out the tour operations. ## Improved Profit Calculations in Sales Report The system will now use the package amount in costing currency to calculate the sales profit (instead of relying on selling currency) for a more accurate sales profit report. This will also improve the profit report if you are selling in different currencies but only using a single costing currency in your packages. ## Internal Team Comments for Tour Operations Operations team can now add internal team comments to the cab bookings and activity bookings. These comments **WILL NOT BE** shared with customers and are meant for internal usage only. ![Image showing internal team comments in Tour Operation's Cab Booking](https://sembark.com/assets/images/uploads/release-notes-1-151-2-internal-operational-comments.jpg) If the sales has provided internal comments during quotation, these comments will be auto passed on to the operations team. ## Add information regarding reduced price on followup quotes When modifying an existing quote, if the new package price is lower than the existing one, the system will give a warning about the same. The salesperson can still create the quote will lesser price if this is expected. But this will help the sales team in reassurance of the new prices. ![Image showing warning when the price drops from existing quoted prices](https://sembark.com/assets/images/uploads/release-notes-1-151-lower-price-quotation-warning.jpg) ## Download Trips Admins can now download the Trips for each stage as Excel/CSV file. The download file contains basic details of the Trip/Query like ID, Destinations, Pax and Contact Details. This file can be used to further process the leads outside of Sembark Dashboard if required. ![Image showing download option for Trips in listing page](https://sembark.com/assets/images/uploads/release-notes-1-151-4-trips-download-dropdown.jpg) ## PDF Watermark Opacity Customization Admins can now control the opacity of the watermark in the Quote PDF template. This setting will also control the opacity in all system generated PDFs such as Hotel Voucher, Trip Voucher etc. Hence, if an organization doesn't want to show watermarks in any system generated pdf, they can set the opacity to zero. ![Image showing watermark opacity customization in Quote PDF Template](https://sembark.com/assets/images/uploads/release-notes-1-151-3-quote-pdf-watermark-opacity-customization.jpg) ## Total running Kms using per day minimum kms comparison A new system metric has been added to enable calculation of `Total Running Kms` using per day kms comparison. When using minimum quantity per day in a cab price calculation metric, there are two ways to calculate the total system quantity. 1. By applying the `Minimum Quantity per Day` (times) `Total Days` to the total quantity 2. By applying the `Minimum Quantity per Day` as base line to every day and then adding the total of every day, potentially increasing the Total Running Kms. To allow control over these calculations, you can now use a toggle button when creating a calculation metric which will modify the algorithm based on the selected toggle button. ![Image showing Total Kms Calculations using Per-Day Min and Overall Min constraints](https://sembark.com/assets/images/uploads/release-notes-1-151-cab-price-per-day-min-algo-change.jpg) Let's understand this with an example. Let's assume that we have a 3 days tour with actual running kms as 100, 150 and 300 on ground each day. Now we want to calculate the Total Running Kms with a daily minimum running constraint of 200 kms. But there can be two options when applying this daily minimum constraint 1. We take 200 times 3 days and constraint that the Total running kms should be at least 600 Kms which means we want to ensure that a overall minimum running kms are applied. If we do this, then the ground level running kms is 100 + 150 + 300 = 550 Kms which is less then 600 so we take 600 as Total Kms for our quotation calculations. We call this `Total using Overall Minimum`. 2. The other was is that we ensure this daily minimum for each day i.e. we compare every day running kms with this constraint and take the maximum of both. If we do this, then the total running kms for each day would be max(100, 200) + max(150, 200) + max(300, 200) = 200 + 200 + 300 = 700 Kms. We call this `Total using Per-Day Minimum`. ## Internal Reference Code for Transport Services, Cab Types and Activity Tickets If you ever needed to manage sales contracting for your services based on suppliers or other factors, you can now easily attach an internal reference code to your Transport and Activity Services. The sales team can view these codes to ensure correct services are selected based on specified codes. These code are available for internal usage only and will NEVER BE shared with your customers and suppliers. ### Transport Services Codes When uploading transport services, you can now add a short name to the `service` column with double brackets e.g. `Transfer and Sighseeing [[Short Code Here]]`. This can be used to specify some service which are specific to a supplier. ![Image showing short code/name for Transport Services in Service Column](https://sembark.com/assets/images/uploads/release-notes-1-151-4-short-code-for-transport-services-excel-sheet.jpg) ### Cab Types A short code can be assigned to cab types using `[[SHORT_CODE]]` in the rate sheet e.g. `Cab Type [[CODE]]`. This code name will not be shared with the customers and hence, it can be used for internal purpose like rates and supplier based contracting. This code can be used in conjunction with Transport Service Short Codes to get finer control over contracting and services during quotation and bookings. ### Activity/Ticket Service Codes Similarly, when uploading travel activities, you can now add a short name to the `Service` column with double brackets e.g. `Premium Package [[Short Code Here]]`. This can be used to specify some service which are specific to a supplier. During quotation, the sales team can view this information associated with the a service to decide which service to select. **But these codes will NOT BE shared with your customers during Quotation sharing**. This information will be passed on to Tour Operations team after conversion, ensuring clear communication from sales to operations. But similar to sales, when sharing Bookings Enquiries with Suppliers or Confirmations with Clients, these codes will NOT BE shared. ## Download Trip Source Monthly/Weekly Sales Report Admins can now download the sales report (month-wise, weekly, daily) of the trip sources from Trip Sales Reports section, along with downloading other reports such as Destinations and Team wise report. You can apply different filters to narrow down the report as per you sepecific needs. ![Image showing download option to Trip Source's Sales Report](https://sembark.com/assets/images/uploads/release-notes-1-151-3-trip-source-sales-report-download.jpg) ## Trip's Starting on a Given Day for Operations On the page of a single day Trip Operations Calendar, a new filter has been added to filter out the Trips which starts on the selected date. To view Trip's starting on different dates, you can simply click on the left or right arrows to move the selected day. You can also click on the date picker to direct go to a required date. ![Image showing advanced filter option to only view the Trip's starting on a given date](https://sembark.com/assets/images/uploads/release-notes-1-151-3-trip-opereations-starting-date-filter.jpg) ## No auto-updation of Quoted Rates after Confirmation When editing a quotation after confirmation (on-hold or conversion), if the system rates were used during the earlier quotation, the system was updating the given prices of services with the latest system rates. This has been fixed now and going forward, when editing a confirmed quote, the given prices will **NOT** get auto updated. The system will still fetch the latest rates to inform the sales team about the system rate changes. ## Other Enhancements 1. Fixed the issue when (sometimes) removing hotel option was not working during editing quotes 2. The generated pdfs from various modules (vouchers, invoices etc.) has been improved to match the basic designs from Quote PDF template such as font family, and text justifications etc. 3. New PDF font-family: **[Noto Sans](https://fonts.google.com/noto/specimen/Noto+Sans)**. This also adds support for basic Hindi fonts. 4. Fixed: Ignore the rows without room type to avoid rate overriding in the Hotel Price rate sheet and ignore the empty value for Hotel's name 5. The default number of instalments during trip holding/conversion has been changed to one, allowing you to customize as per your needs. 6. When searching inside matching quote suggestions, the default restriction of days will be removed and you can search for all the quotes of this destination. 7. Fixed the issue in hotel's advanced search during quote creation where the automatic search was not fetching correct details for selected start categories 8. Fixed the Incorrect email subject and body for bulk operational sharing with suppliers from single day bookings 9. When creating new hotels, transfers and activities during quote creation, the newly created service will now get auto selected in the selection dropdown. 10. When uploading Hotels and Activity/Tickets, if the system finds out that the some uploaded services are disabled, the system will auto enable those services. This was already in process for the Transportation services. 11. Fixed issue in Trip Check-in-out reports to use the number format for the profits when exporting to excel 12. Sort the trip checkin report by the trip's start date instead of end date 13. Improve Instalments and Hotels listing page UI for mobile devices 14. When working in multiple timezones, sometime the stay nights of the hotels in the Trip Voucher were incorrect. This has been fixed. 15. Show the verifier person's name in the verified instalment's listing page 16. Unless a trip/booking is dropped, users should not be able to updated the total amount of associated payments. The only way to update the payments should be via updating the package or booking details. 17. Add Sales Person details in the Tourist Download excel sheet. 18. Fixed the ordering of Hotel Bookings in Trip Voucher is incorrect which have only extra inclusion 19. Add Instalment's Reference ID in the Export/Download Report of Instalments 20. Add brown / chocolate color theme as brand colors in Business Profile settings 21. Fixed incorrect timing of transport services while sharing with supplier via WhatsApp or Email when team is working in multiple timezone 22. In the downloaded file for Tour Operations from single day view, merge the columns of `check-in hotels` and `stay hotels` into a single column `check-in/stay hotels` 23. Show the latest checkout first in the Trip Checkout Report 24. Tourists Download, Trip Source Download, Trip Check-in/out Reports Download, Sales Reports by Users, Destinations, and Sources Download has been improved for better performance and user experience. --- # Monthly Tour Downloads, Trip Check-In Reports and Multi-Timezone Access Version 1.150 · 2024-10-09 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-150.md This update primary focuses on downloads of Monthly Tour Operations Data and Monthly Tour Check-Ins Reports. Along with that, this update has improved the dashboard to make it more compatible for multiple-timezone/office setup which required a major change from development side to reduce any requirements from your end. Let's dive into more details. ## Trip Check-In Reports Similar to Trip Check-Out reports, `Admins` can now download the Trip Check-In reports. This report will give a list of tours starting in a selected month/week/day. ![Image showing Trip Check-in Report](https://sembark.com/assets/images/uploads/release-notes-1-150-trip-check-in-report.jpg) ## Monthly Tour Operations Download Operations team can now download the monthly tour operations chart (excel file) from the Tour Operations Calendar as well as from a single day operation's listing page. This list gives you a full list of tours with their operational bookings, along with check-in-out and arrival-departure details for every service. ![Image showing monthly download option for Tour Operations](https://sembark.com/assets/images/uploads/release-notes-1-150-trip-operations-monthly-download-from-calendar.jpg) All the available filters for calendar like destination, team members and status can be applied to this download as well to download the desired data. ## View Pending Follow-Ups of your Team Members Admins and Team Managers can now view the pending/upcoming/completed follow-ups of their team members. This list of follow-ups and also be filtered per member basis using the Advanced filter option. ![Image showing followups from everyone along with filters](https://sembark.com/assets/images/uploads/release-notes-1-150-team-followups.jpg) Along with the listing page, the Dashboard of the Admin members will now show all the follow-ups from every team member to improve monitoring and follow-ups. ## Multi-Timezone Office Access The dashboard have been improved to allow access from multi-timezone regions (multi-country offices), without changing your device timezone. This is a major change in the development but doesn't require any changes from your end. ::: caution Beta Update We have thoroughly tested this update to make it compatible with the existing process but there might still be some unexpected behaviors. Please report any issues that you encounter when using multi-timezone setup. ::: ### What is Timezone and Why? The notation of `now` is absolute. If you ask someone who is staying abroad: "What are you doing now?", he/she will share the details of his/her work in the current moment but if you compare your timing and his/her timing, you might find the difference in the clock timing. Also, if you ask him/her to give you a call after 10 minutes, you will receive the call after 10 minutes only, instead of what was your clock time + 10 minutes in their clock. Another way of looking at it is the clock-time of Morning. Due to the Earth's rotation, some place have Morning, while some others have Afternoon or Night timings and this results in differences in clock timing. If we are talking with our customers abroad, we can not simply greet `Good Morning` based on our Morning as it might be a `Good Night` or `Good Afternoon` for them. So how can we know what to greet with? We need to know their clock timing, either by adding or removing some clock-time (minutes/hours) from our current clock time. This something that we want to remove or add is `Timezone Difference` between us and them. That means we must have a `Timezone` to calculate the difference between ours and our customer's clock-time. ## Improved Quote-Bookings Diff listing page The listing page of quote-bookings differences, which shows the list of trips where the latest quotations (after conversion) and the bookings services of hotels and operations don't match, has been updated to show different tabs for future, on trip and past trip for better diffing management. Along with that, details in every list item have been update to show the destination, team and other necessary details of the trip. ![Image showing improved quote booking diffs listing page](https://sembark.com/assets/images/uploads/release-notes-1-150-quote-diff-improved-ui.jpg) ## Improve Trip and Hotel voucher for PDF Generation Released in our last update ([click here to checkout release notes](../1-149/#download-trip-voucher-and-combined-hotel-voucher-as-pdf)) to allow PDFs download of Trip and Hotel Combined Vouchers, the PDF vouchers for has been update to handle the page breaks and layout shifts. ![Image showing pdf download options for Vouchers](https://sembark.com/assets/images/uploads/release-notes-1-150-improved-voucher-pdfs.jpg) ## Improved Operations Bookings Auto-Updates Earlier to this update, after conversion quotation update will either **reset** the operational bookings or will **not update any bookings** if any of the bookings were confirmed. This process had some issues: - If the services were NOT marked as booked, system was deleting all services and recreating them from scratch. This would remove associated details such as remarks and supplier assignment. - If only a few services were booked (marked as booked after supplier assignment), the process was NOT updating any of the bookings and required manual update process to 1. Update the booked services to either match with the quotation or delete them. 2. Manually match the services with quotation. We have improved this automation and with this new update, the system will try to update all operational services using existing operational bookings on quote updates after conversion. If any of the services has been assigned to a supplier, system will left them intact for manual processing as you might have notified the supplier and supplier needs to be re-notified regarding the updated services. Here is what this will result in - Any tour operational service, defined in the quotation after conversion, will **always** exist in the bookings section for a given day/date. - If any existing service was removed during the quotation, system will also remove it from the bookings if and only if this booking has NOT been assigned to a supplier. If assigned, it will left intact and team has to notify the supplier and update the booking details manually. This new process results in much less manual work and ensures quoted services are always operated. Similar to existing process, if system could not update all the services (due to supplier assigned), you can simply remove the supplier (after supplier confirmation) and click on `Sync Bookings with Quote` button from three dots in the Operational bookings section. ## Preserve Existing Modified Activity-Ticket Rates in Quotation If you have manually entered the selling rates for Activity/Tickets services during quotation and you change the pax details of the Quotation (using the basic details), the system will try to keep your existing modified prices for exiting tickets if the new pax details (Adults/Children) results in same ticket configuration. ## Warnings for Same-Day-Multiple Services assignment to a Driver System will now show the information of existing assigned bookings to a driver for a given day when you try to assign multiple bookings to the same driver in a single day. This is helpful to prevent over-assignment of bookings to a single driver on single day. ![Image showing warning for driver assignment when same-day multiple bookings are assigned](https://sembark.com/assets/images/uploads/release-notes-1-150-2-multiple-same-day-booking-for-driver-warning.jpg) You can still assign multiple bookings to a driver in a single day if that is as per your schedules (e.g. multiple pickup/drops on a given day) but system will still provide the details. ## Remove assigned suppliers from Operational Services in bulk Similar to how you can assign a supplier to multiple operational bookings in one go, you can now remove the supplier from multiple bookings as well. To remove the supplier, select the assigned bookings and on the next page, unselect the supplier and click on the assign button to remove the supplier. ## Others Enhancements - Show the device timezone and offset in Page's footer - Allow download of up to 10,000 instalments in one go - Use the existing given prices for Travel Activity tickets on pax change - Increase the character limit on Activity Description and make Transport Description optional - Show sales price bifurcation in Sales Reports - Allow re-enabling of disabled Trip Destination using the update or when creating a new destination with disabled name - Improve the timing selection input field in cab schedules editing to allow typing the start time instead of selection dropdown - Show the week day in the hotel's price selection dropdown along with week day details in the prices panel in the right side - Show the price bifurcation of Transportation and Activities prices in quotation summary and details. In last update, we added it in the editing part only. - Show the total quotes stats in the Sales Reports - Allow removal of operational suppliers in bulk using the same supplier assignment process - Add country dial code column in hotel's address upload csv for internationalized phone numbers ## Bug Fixes - Allow the same itinerary image to be shown on multiple days, only restrict it for single day - Fix the issue with Password-Less Login - Add auto-refresh in CSRF token errors with retry option - Fix the issue in trip voucher where flights price was shown in multi-currency sales --- # Travel Activity Ticket Bookings and Suppliers Version 1.149 · 2024-07-01 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-149.md This update introduces bookings managements for Travel Activities/Tickets and includes overall improvements in the day-wise itinerary creation process in quotation, rates for bookings (along with selling rates), hotel's allowed extra-bed control for adults and children, tour operational calendar and bookings, supplier management for transportation and activities, along with many small bug fixes. Let's dive into move details. ## Improve Day Wise Itinerary in Quotation The transportations and activities section in the Quote creation has been revamped from the group up to allow adding any variation of services for selected date(s). You can easily add multiple transportation(s) and activity/ticket(s) for a given day in any required order of itinerary. {% video "/assets/images/uploads/release-notes-1-149-quote-cab-and-activites-ordering.mp4", "/assets/images/uploads/release-notes-1-149-quotation-transportation-activities.jpg" %} This allows you to easily add services in the following ways: - Add Tickets before private transfer in any required day - Add multiple transfers and tickets on a given day - Simply select multiple day to provide a service of multiple days - Only add multiple transfers or activities for selected date(s) Along with the ordering of the services, system will now automatically carry forward the last selected cab types for the newly added transport services, effectively removing the need of duplicate actions and reducing clicks. With this update, the old section of **multi-day services has been removed** as you can now achieve the same results by selecting multiple days for any of the desired services. ## Booking rates for Hotels, Cabs and Activities With this update, you can now upload the buying or booking rates for Hotels, Transportation and Travel Activities. This can be done alongside to your existing selling rate sheets, just by appending \`(Ops)\` in the name of the season. ![Image showing format for booking rates uploading](https://sembark.com/assets/images/uploads/release-notes-1-149-booking-rates-upload.jpg) Once uploaded, these rates will be used during auto-initializing the hotel/cabs/activities bookings after Trip Holding/Conversion. Earlier to this update, your quoted prices during sales were using for booking initialization. If booking rates are not available for some sevices, your quoted prices will be used instead. ::: caution Only used when using System Rates during Quotation The booking rates of respective services (Hotels/Cabs/Activities) will be used in auto-initialization if and only if the selling rates from the system were used during quotation. Any modification to system rates or not availability of selling rates during quotation will results in invalidation of booking rates process. ::: ## Hotel's allowed extra beds for Adults and Children You can now configure the number of allowed extra beds for adults and children individually. Earlier to this update, only total number of extra beds were configuration. To configure, you can either include these settings the room-types of hotel's price upload or by manually modifying the hotel details in the dashboard (ensuring these details are synced with rate sheets and vice-versa). ![Image showing set extra beds configuration in hotel rates sheet](https://sembark.com/assets/images/uploads/release-notes-1-149-hotel-extra-beds-in-rate-sheet.jpg) Similar to how you can configure the total allowed extra beds (`EB`), you can append following details in the room type in rate-sheets: - **nAWEB**: Configure the number of extra beds for adults. Here `n` is the number is the configured number. - **nCWEB**: Configure the number of extra beds for children. Here `n` is the number is the configured number. - **nCNB**: Configure the number of allowed children without extra bed. Here `n` is the number is the configured number. - **nEB**: Configure the number of **total allowed extra beds**. Here `n` is the number is the configured number. For example, if this is set to **1EB** and you have configured **1AWEB** and **1CWEB**, then during quotation only one of extra bed Adult or Child can be added per-room. **If this is not specified, the minimum of nAWEB and nCWEB is used for this configuration.** ## Introducing Activity-Ticket Bookings We are really excited to introduce you to the activity/ticket bookings system which is integrated in your existing cab schedules and provides a one-stop trip operation process for all activity/ticket bookings of all trips. This is a ground breaking change of the existing tour operation process in the system, effectively replacing existing cab scheduling process with new day-wise tour operation process, involving both transportation and activity/ticket bookings. ![Image of a Trip's detailed page with activity bookings](https://sembark.com/assets/images/uploads/release-notes-1-149-operational-bookings-on-trips-overview.jpg) ### Improved Operational Calendar The older cab scheduling calendar has been replaced with new Operational calendar. This calendar will now show all your cab schedules and activity bookings in a single combined view. The stats for booked and non-booked will now include all the booked and pending services for a quick glance. {% video "/assets/images/uploads/release-notes-1-149-operation-calendar-overview.mp4", "/assets/images/uploads/release-notes-1-149-operational-calendar-preview.jpg" %} The single day cell has been updated to only show first item off the day and additional items in the tooltip for quick viewing. Clicking on a single cell for a trip will now show all the services for the selected day and trip (earlier in cab calendar, it would show only the selected schedule). {% video "/assets/images/uploads/release-notes-1-149-operation-calendar-cell-click-popup.mp4", "/assets/images/uploads/release-notes-1-149-operation-calendar-cell-popup-poster.jpg" %} This pop-up provides all the details necessary for smooth operation of a trip for the selected day with options to edit individual services and share bookings (individual/bulk) with guest and suppliers. ### Single Day wise Tour Operations When you click on a date in the Tour Operations calendar, you can now view all the cab schedules and activity/ticket bookings for that particular day. This provides a clean way for day-to-day tour operations and tracking of live tours and bookings. {% video "/assets/images/uploads/release-notes-1-149-operational-booking-single-day-overview.mp4", "/assets/images/uploads/release-notes-1-149-operational-bookings-single-day-overview-poster.jpg" %} #### Overview of Cabs and Tickets The overview section for single day bookings been improved to include the overview of activity/tickets bookings as well. You can clearly view of all the pending bookings for a given activity or ticket type. Clicking on any of these services will apply the filter for that particular service (cab/tickets) so that you can easily work on a particular type of services. The sharing option available on the top of the page can be used to share these filtered bookings with suppliers and guests. #### Detailed list and Combined Download Just below the overview section, you can view the detailed view of every trip's services for the selected date. Along with the services listing, you can also view the payments status as well as any mismatch between quoted and booked services. This improves the communication between sales and operations team to further enhance the your customers experience. ![Image of list view of trips with highlighting the specific parts](https://sembark.com/assets/images/uploads/release-notes-1-149-operational-bookings-single-day-details-sharing-download.jpg) ### Remarks and Confirmation Details You can add any remarks/special notes and confirmation details (e.g. PNR, Ticket ID etc.) for cab schedules and activity/ticket bookings which will be included in the vouchers and WhatsApp message to be shared with customer. #### Cab Schedule You can associate remarks with a cab schedule during editing process or during the supplier assignment process. The confirmation details of drivers and cabs should be associated in the existing process by selecting a driver and a cab from the dropdown or by adding new data. {% video "/assets/images/uploads/release-notes-1-149-cab-schedule-remarks.mp4", "/assets/images/uploads/release-notes-1-149-cab-schedule-remarks-poster.jpg" %} #### Activity Ticket Bookings Similar to cab schedule, you can add remarks and confirmation details with activity ticket bookings during editing and supplier assignment process. {% video "/assets/images/uploads/release-notes-1-149-travel-activity-booking-remarks-confirmation-details.mp4", "/assets/images/uploads/release-notes-1-149-travela-activity-booking-remarks-confirmation-details.jpg" %} ### Activity Suppliers The existing transport service providers has been enhanced to become the suppliers for Activity/Ticket bookings. So you can either edit existing Transport Suppliers which also provides activity/tickets or you can add new supplier for only provide tickets. As earlier, you can also add new supplier during the booking assignment process. The supplier who have activity supplies enabled, will also a section to the ledger for Activity/Ticket bookings which have been supplied by the supplier. {% video "/assets/images/uploads/release-notes-1-149-activity-bookings-supplier-creation-process.mp4", "/assets/images/uploads/release-notes-1-149-travel-activity-booking-supplier-details.jpg" %} #### Supplier Booking Assignment To assign suppliers to cab schedules, you can existing process of assignment in bulk or individually. Similar to cab schedules, you can also assign the suppliers to activity/ticket booking, either individually or in bulk. ![Image showing CTA for supplier assignment of activity tickets](https://sembark.com/assets/images/uploads/release-notes-1-149-cta-for-supplier-assignment.jpg) ### Reordering of Day wise Services You can easily re-order services for a day by simply clicking on a day of a trip and by clicking on the re-order button. The older method of automatic time-based reordering of services has been removed to ensure that the ordering are same in the vouchers as they are in the bookings. A recommended way for services ordering is to create the quote in the expected order of services for a given day so that the ordering is preserved in the bookings as well. If that is not possible, you can always re-order the services in the bookings. ### Sharing Operational Services The existing process of sharing cab schedules, via WhatsApp, Email, has been enhanced to handle the activity/ticket bookings. To share the bookings, simply click on share button. You can share individual bookings or in bookings in bulk with your suppliers and guest. ### Instalments and Payments Similar to cab bookings, the payments for the supplier will be automatically created during the activity/ticket booking process. You can log payments, and make ledger as you were doing with the transport suppliers. ## Periodic Syncing of Meta Leads With recent outage in Meta's marketing platform, the real-time **web-hook** notifications from Meta have become unreliable. This is resulting in sparingly missing leads. To overcome this issues, your Sembark Integration will now **periodically check for new meta leads** in your account. If a lead has already been received using real-time **web-hook** notification, it will be ignored, otherwise the system will process it as new lead. If you want to manually sync leads, you can do so by visiting the Integration page and click on re-fetch action menu from Leads listing page. This can be useful if you have just integrated your meta account and want to load existing leads from past into dashboard. ![Image showing sync button to fetch the fb leads](https://sembark.com/assets/images/uploads/release-notes-1-149-meta-leads-sync.jpg) ## Share PDF Link in B2C Quote Emails You can now include the link to the PDF file in the Quote Email when sharing **email to your B2C queries (i.e. non-agent sources)**, similar to how you can include and exclude other section from email. ![Image showing inclusion option for PDF in quote email for B2C](https://sembark.com/assets/images/uploads/release-notes-1-149-b2c-email-pdf-link-share.jpg) ## Add Image to Individual Ticket Type/Packages You can now add images to individual ticket types in your Travel Activity/Tickets. The earlier image will now become a fallback incase when individual ticket's images are not available. ![Image showing individual image of tickets for activities](https://sembark.com/assets/images/uploads/release-notes-1-149-4-travel-activity-ticket-tye-image-upload.jpg) ## Watermark in Quote and Hotel Voucher PDFs PDFs generated for Package Quotes and Hotel Vouchers will now contain watermarks in the background. - For Quotation, the default watermark is your company's brand name (display name), followed by the Trip ID. You can customize this using the PDF template from your Organization's templates page. **It is recommended to always use the _TRIP_ID_ in the watermark to ensure tracking and reduce copycat.** - Hotel vouchers will also have watermark which contains your brand name, followed by trip id, followed by a unique hotel booking ID. ## Hotel's POC and Prices in Voucher Once a hotel is marked as booked, you can now select a hotel's point of contact (confirmed by) during the voucher generation. The contact details of the respective person will be included in the generated voucher. ![Image showing options to selected the hotel's poc and price inclusion in voucher generation](https://sembark.com/assets/images/uploads/release-notes-1-149-hotel-voucher-contact-and-price-inclusion.jpg) Along with selecting the hotel's POC, you now has option to include the booking prices in the generated voucher. Once selected, the bookings prices (with component bifurcation) will be shown the generated voucher PDF. ## Download Trip Voucher and Combined Hotel Voucher as PDF You can now download the trip voucher as PDF using the download PDF button, next to the copy button as shown in the image below. ![Image showing download pdf option for Trip Voucher](https://sembark.com/assets/images/uploads/release-notes-1-149-trip-voucher-download-as-pdf-button.jpg) Similarly you can also download the Hotel's combined voucher (under docs section) as PDF from the \`Download PDF\` button, located right next to the copy button in your dashboard. ## More options for Fonts in Quote PDFs The Quote PDF template has been improved to include more options for Fonts. These fonts have been carefully pickup to provide a visual appealing PDFs with great default settings. Following fonts have been included: 1. [Inter](https://fonts.google.com/specimen/Inter) 2. [Montserrat](https://fonts.google.com/specimen/Montserrat) 3. [Podkova](https://fonts.google.com/specimen/Podkova) 4. [Averia Serif Libre](https://fonts.google.com/specimen/Averia+Serif+Libre) ![Image showing fonts settings customization in Quote PDF Template](https://sembark.com/assets/images/uploads/release-notes-1-149-quote-pdf-template-fonts-settings.jpg) ## Section Title and Page Border Customization in Quote PDFs You can now customize the Quote PDF's page borders and appearance of section's titles. You can add borders to pages in Quote PDFs with 8 options of border styles. You can also control the size of border in every direction (top, right, bottom or left). If you don't want to have border on a particular side, simply set it's width to zero. Customization of section's title (e.g. Accommodation, Transportations, TnC) allows controlling the background color of section title and borders around the section title. ![Image showing page border and section title settings of Quote PDF](https://sembark.com/assets/images/uploads/release-notes-1-149-quote-pdf-page-border-and-section-title-settings.jpg) Here is a sample Quote PDF with above customizations ![Image showing the quote pdf with page border and section title customizations](https://sembark.com/assets/images/uploads/release-notes-1-149-quote-pdf-page-border-and-section-title-pdf-preview.jpg) ## Header and Footer Brand Banner Images in PDFs You can now upload your brand header and footer image which will be used in various PDFs generated by the software such as Quote PDFs, Hotel Voucher PDFs and Trip Voucher PDFs. ![Image showing options to upload the header and footer images of Tenant Brands](https://sembark.com/assets/images/uploads/release-notes-1-149-add-header-and-footer-brand-image-for-pdfs.jpg) Below is a sample Trip Voucher PDF with a sample header banner image. ![Image showing sample of trip voucher with header banner image of brand](https://sembark.com/assets/images/uploads/release-notes-1-149-sample-trip-voucher-pdf-with-header-banner-image.jpg) ## Other Enhances and Fixes - Fix the (sometimes) incorrect ordering of itineraries for a given day - Fix the incorrect amount display in the description of an Account Transaction (was showing in lowest currency value e.g. 10 INR was showing 10000 Paisa) - Fix the issues of incorrect number of dropped trips status in sales reports for team, destination and sources. - Fix the issue when clicking on a sales report of any type (team, destination, sources) was applying incorrect filters. - Improve the profit calculation reports by using the total amount from payments, instead of bookings. This allows us to also handled the dropped bookings with existing paid amount and cancellation charges. - Improve the Proforma-Invoice PDF generation to handle large number of particulars, without shifting the whole table to the next page which was leaving blank space in the bottom half of first page. - Fix the issue where the Hotel's URL was not updating when using the CSV file upload. - Improve the Hotel Bookings Ledger export to include two new columns to show the `Total number of Rooms` and `Total number of Room-Nights` for a given booking. - Hide the Kms from the Itineraries which are share in Quote WhatsApp message, based on settings from PDF template. - Use the 24 hrs timing format during sharing the start time of services. - Fix the issues in Activity Ticket services during Quote creation where the system was in-correctly auto-generating the configuration for all children. - Similar to Hotel/Activities rates, you can now upload the week day wise rates for cabs - Fix the issue of duplicate image in Quote PDF when including multiple same-site activity tickets. - Remove Hotel Booking's modifications permissions from Sales Head and Sales Person roles. Now, Team members must be assign the role of Reservation to grant the hotel booking modification permissions. - The `Email CC` issue in Hotel Booking enquiry email has been fixed on Windows devices. - The profit reports will now show the profits even when using multiple currencies during quotation. The exchange rates from the quotation will be used in the currency conversion. - Increase in the limit of multiple category package options from 4 to 6. - Customization of helpline text for Trip Vouchers from business profile --- # New Dashboard, To-Dos and New Roles Version 1.148 · 2024-02-29 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-148.md This update introduces a new dashboard for overall monitoring, follow-ups and To-Dos. Now there three new roles for Reservations and Data Operators teams. Along with that, you can now download the list of incoming and outgoing instalments. The sales team now sort the leads by last follow-up time to improve the follow-up process. Let's dive into more details. ## Introducing Dashboard You can now view an overview of your sales, pending and overdue Follow-ups along with due Instalments from a single dashboard view. The dashboard provides good starting point for all your daily workflows such as follow-ups, payments and tour operations. ![Image showing dashboard oveview](https://sembark.com/assets/images/uploads/release-notes-1-148-dashboard.jpg) Your dashboard comes with multiple **widgets** which are personalized to you. With this release, you have following widgets available to you on your Dashboard: ### Sales Overview Widget Team Admin and Sales Team can view their sales. The stats can be further viewed by current month, current week or today. This way the sales team can easily monitor their targets and set new goals. ![Image showing sales stats on dashboard.](https://sembark.com/assets/images/uploads/release-notes-1-148-dashboard-sales-stats.jpg) ### Pending Follow-ups and Tasks Widget This widget shows your pending follow-ups and reminders of Today, Yesterday and Next 7 days. This is a great starting point for your daily follow-ups. Along with dashboard, your pending follow-ups of Today will be shown in the Top Navigation bar for quick information and navigation. ![Image showing pending follow-ups on dashboard](https://sembark.com/assets/images/uploads/release-notes-1-148-dashboard-pending-follow-ups.jpg) When you click on one of these stats, you will be redirected to the full listing page where you can check the actual follow-ups. #### Follow-ups and Reminders Listing With this update you can view all your pending and completed follow-ups and reminders listing on the Dashboard itself. Earlier to this update, you used to receive an email reminder for your upcoming follow-ups. Now you can simply check the pending tasks from the dashboard itself. ![Image showing follow-up and Reminders listing page](https://sembark.com/assets/images/uploads/release-notes-1-148-follow-ups.jpg) ### Due Payments Widget The dashboard includes a widget which shows your total collectable and payable dues. This way, you can further improve timely payments from your customers and towards your suppliers. ![Image showing pending incoming and outgoing payments](https://sembark.com/assets/images/uploads/release-notes-1-148-dashboard-pending-payments.jpg) ### Starting and Ending Trips Widget Now the **Sales Team** can easily track their starting and ending Trips and take appropriate actions like a call conversation with customers, check service vouchers and payments. The stats can be further viewed by Today, Yesterday, Next 7 days and Past 7 Days. Clicking on any of these stats will redirect you to the listing page of respective trips for a detailed information. ![Image showing starting and ending trips widget on dashboard.](https://sembark.com/assets/images/uploads/release-notes-1-148-dashboard-starting-and-ending-tours.jpg) ### Live Trips with Due Payments Widget Payment's collection, before the start (or about to start) of a trip, is advised to ensure hassle-free tour operations and healthy cash-flow for any Travel Company. This widget will show you a list of Live (or about to go Live) Trips where there are some due collectables from the customer. ![Image showing live trips with due payments stats on dashboard](https://sembark.com/assets/images/uploads/release-notes-1-148-dashboard-live-tours-with-due-payments.jpg) ## Payments Download You can now download your incoming and outgoing payments. The downloaded sheet contains detailed information regarding the full tour and respective booking service. ![Image showing action button to download the instalments](https://sembark.com/assets/images/uploads/release-notes-1-148-payments-download.jpg) ::: note 500 Items per Download You can download at max 500 items per download. If you have more items, please apply filter(s) to limit to total results set. ::: Below is a sample downloaded sheet of instalments. ![Image showing sample downloaded sheet of instalments](https://sembark.com/assets/images/uploads/release-notes-1-148-payments-downloaded-file.jpg) ## Last Follow-ups and sorting of Leads Sales team can now sort the In-Progress Leads using Last Follow-up Timing. **The follow-up time is updated whenever a quotation is created, or a follow-up comment is logged**. This way, Sales team can easily target the oldest or newest followed-up leads as per the requirements. ![Image showing sorting options with last follow-up time on In-Progress Trip listing page](https://sembark.com/assets/images/uploads/release-notes-1-148-leads-sorting-by-last-follow-up.jpg) ## JPY and KWD Currency Support In continuations with our international support, we are pleased to inform you that your software can now handle currencies where decimal points are not 2 (e.g. JPY has zero decimals; KWD has 3 decimals). You can upload contracts, save exchange-rates, create packages and other activities in these currencies as well. ## Quotation-Bookings Differences To improve the sales-reservation-ops communication, Team members can now view a list of differences between the quoted services by sales and booked services by reservations/operations team. Sale team can view this list under `Top Nav > Trips > Quote Booking Diff` and Other Teams can view the list under `Top Nav > Bookings > Quote Booking Diff`_._ You can view more details by clicking the Trip's ID. ![Image showing list of trips with difference between quoted and booked services](https://sembark.com/assets/images/uploads/release-1-148-1-quote-bookings-diffs-listing.jpg) Along with this list of differences, Reservations and Operations team will also get a counting notification of difference on their respective dashboard (Hotel Bookings and Cab Schedules) ![Image showing diffs count on Hotel Bookings](https://sembark.com/assets/images/uploads/release-1-148-1-diffs-count-on-hotel-bookings.jpg) ## TnC Title and Travel Distance visibility Customization Admin members can now customize the title of Terms and Conditions section in Quote Email/PDF templates. You can also control the visibility (hide/show) of Travel Distance in Day Wise schedule, shared in Quote Email/Template. By default, travel distance is shared with customers if it available for the selected itinerary. For customization, please visit the template module under `Top Nav > User Icon > Organizations > Repository > Templates` and make the necessary changes. ![Image showing customization of Quote Templates for Travel Distance visibility and TnC section title](https://sembark.com/assets/images/uploads/release-1-148-1-visibilty-of-travel-distance-and-tnc-title.jpg) ## Improved Hotel Rate Advanced Search Hotel Rates Advanced search during Quotation will now respect your selected pax/room configuration and will show the rates for base category room-type with available rates. Earlier, the system would always so the base category room-type, irrespective of pax/room configuration. ![Image showing improved hotel rates advanced search to respect the pax/room configuration](https://sembark.com/assets/images/uploads/release-1-148-1-pax-room-improved-hotel-rates-advanced-search.jpg) ## New Roles for Reservation and Data Operators This update also introduces three new roles for Reservation and Data Operator Teams. This way, you can further fine-tune the responsibilities for individual team member by assigning them required role(s). ### Data Operator The `Data Operator` will grant a user the abilities to upload _contracts/rates for Hotels, Transportations and Activity/Tickets_. Earlier to this update, only Admin and Sales/Ops Head had these abilities. Now, you can grant these specific abilities to selected users, without assigning them Head roles. Any existing user with role(s) such as Salesperson or Operation, can be assigned this role, along with existing role. ### Reservation The `Reservation` role will allow a team member to work on Hotel Reservations. We already had a role named `Operation` which had these abilities, but with this update, Operation role will NO LONGER have abilities to work on Reservation part. Operation will only work on Transportation and Activities bookings. As always, you can assign multiple roles a Team member to the required access. ::: info Roles updated for existing Operations Team The existing team members with the role of `Operation` have been automatically assigned the new `Reservation` role, and so the team member's work will not be affected. **However**, Admin members must check and update the roles of respective members which only need access to Reservation or/and Operations. ::: With this new role, we are also introducing a new team option for a given Trip: `Resv Team` (short for Reservation Team). Similar to existing Sales Team and Ops Team for a Trip, team managers and heads can now assign members to Reservation Team. ![Image showing reservation team for a Trip](https://sembark.com/assets/images/uploads/release-1-148-2-reservation-team-on-trips.jpg) ### Reservation Head Similar to Reservation role, the new `Reservation Head` role will grant permissions to manage the Reservations for an Organization. The existing `Operation Head` role will only manage the Transportation and Activity bookings. The existing users with `Operation Head` are **automatically assigned** this new role to ensure seemless transition for the team members. ::: tip Recommandation Admin members are requested to check the users and their roles to ensure that users have limited and sufficient access for their software usage. Please open users' modules from `Top Right > Organization > Users` to take necessary actions. ::: ## Google Ads Lead Form Integration If you are running Google Ads for your products and using [Google Ads Lead Form](https://support.google.com/google-ads/answer/9423234?hl=en) extension to capture leads directly from your Ads, you can now integrate those leads form with your Sembark software and bring the generated leads directly into the dashboard. ::: caution Not the Landing Page / Google Form Leads Google Ads platform provides a different way to capture leads from your Ads using Ad Lead Form. These forms are different then your Landing Page Forms or Google Forms. Please use [API Integration](https://sembark.com/travel-software/apis/) for integrate with your landing pages. ::: > The **Integrations Module** is enabled as **_per-request basis_**. Please contact our support team if your need any assistance. To start the integration, an Admin team member should open the `Organizations > Settings > Integrations > New Integration` page and select the `Google Ads Lead Form` integration from the page. ![Image showing Google Ads Leads Form Integration option on Integrations page.](https://sembark.com/assets/images/uploads/release-notes-1-148-8-google-ads-lead-form-integration.jpg) Next, give the integration a name and appropriate description. **The integration's name will be used as the Trip Source of collected leads**. Once completed, please click on save button and you will be prompted with a **Webhook URL** and **Key**. ![Image showing credentials for Webhook integration of Google Ads Lead Forms.](https://sembark.com/assets/images/uploads/release-notes-1-148-8-google-ads-leads-form-webhook-credentials.jpg) You should use these credentials in the export section of Lead Form extension on Google Ads platform and setup the Webhook to forwards the collected leads for Sembark software. Here is the [official video guideline from Google Ads](https://www.youtube.com/watch?v=Elcei6t7A_U) of the whole process. ## Per-Person rates for Different Room-Night Configuration Earlier to this update, all nights must have the same room-night configuration for all nights to be able to calculate the per-person rate distribution for prices. But with this update, this has been improved. Now, **as long as an adult/child can be allocated to a bed/mattress or it's complimentary, then the per-person rates will be calculated**. This handles all the cases with different hotel-child ages, per-nights different occupancy for rooms of adults and children. ![Image showing per-person calculation for different room nights configuration of hotels.](https://sembark.com/assets/images/uploads/release-notes-1-148-6-hotel-per-person-improvements.jpg) ## Other Improvements and Fixes 1. If you have multiple contacts for a hotel, then click on a contact's email ID with email client option, other contacts from the hotel will be added into the CC during hotel booking enquiry email. ![Image showing auto CC on hotel booking enquiry email](https://sembark.com/assets/images/uploads/release-notes-1-148-hotel-booking-contacts-cc.jpg) 2. When downloading transactions of a single Accounting Account, you will now get the debit and credit amounts instead of duplicated account details. ![Image showing single account's statement download](https://sembark.com/assets/images/uploads/release-notes-1-148-single-account-statement-download.jpg) 3. Hotel Copy option during multiple category package creation process has been improved to fix issues with similar hotel option copy, comments copy and meal plan updation of similar hotel options. 4. Improve Trip Status column value when downloading Tourist data in sheets. 5. Change timing for 24hrs on flights places and remove the duration of flights from PDF and Email because the flight-arrival timings are localized. 6. Show dates in Travel Activity's Day selection menu during quote creation process to improve the day and date visibility after selection. 7. Restrict the currency change of a package after conversion if there are some existing paid instalments. If there are no paid instalments and the salesperson changed the currency of the package, delete the existing payments and create new from scratch. 8. Improve price upload (hotels/cabs/tickets) to handle more errors like invalid amounts, too long data for services, invalid slots etc. 9. Fix quote cab calculator where taxes were not getting saved in the database and total cabs price was not matching with calculations in summary part. 10. Allow non-digit values in Pin-Code of addresses and Bank Account Number 11. Change the Arrival/Departure/Transportation/Activity timing to 24hrs in email and vouchers. 12. Load the correct itinerary for selected cab-schedule. Earlier, we were showing a warning message during cab-schedule sharing with itinerary-inclusion because the itinerary was incorrect. Now, the correct modified itinerary will be picked-up from the quotation for the selected schedule. 13. Show the debit/credit accounts in paid instalment's detailed page and amount in functional currency if different. 14. Add comments and sales team to Query Upload CSV. 15. Disable modifications (re-assignment / unbooking) of cab bookings if there are some instalments for the cab booking which have already been paid. 16. Add Hotel Link (if available) in the Quote Email content. 17. Fix Per-Person issue in Group Travel Activity rates distribution where child age is set e.g. Group (3y+). 18. Generate Hotel Voucher PDFs in Trip Holding/Invoicing stage. 19. Prepare the backend for Timezone-Free database to support multi-timezone offices. 20. Fix issue where allowed extra beds was not getting reset when changing the hotel and room type with disallowed extra bed. 21. Add multiple base occupancy rates (1P, 2P) in one-row during hotel's price upload if rates are same 22. Improve Global Trip ID search on the top navigation bar. 23. Add filter in Instalments listing page to remove `On-Hold` booking payments from listing page. 24. Add Reference ID in Trip Sales and Checkout Report exports. 25. Include the Travel Activities without description too in the day wise details itinerary of quotes. 26. Fix the issues when editing children age during quotation was not auto updating the Activity Tickets distribution (sometimes). 27. Auto assign the Reservation/Operations team during Trip Holding/Conversion process. --- # Email Docx Download and Template Customizations Version 1.147 · 2024-01-14 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-147.md With this update, you can further customize Transportation and Itinerary sections of your Quote Email and PDF Templates and download the Quote Email content as Word Docx file. This release also includes notable updates such as Accounts and Transaction Excel Exports, Child age and Hotel check-in/out customization for Destinations, Hotel contact details during Booking Enquiry Email, Improved FB Integration and some other enhancements. Let's dive in for more details. ## Quote Email Download as Word Doc You can now **download** your quote emails as MS **Word Doc** file which can be easily shared along with the existing email content. This process enables a smooth sharing and editing experience for B2B clients. The existing email content has also been _improved_ to increase the compatibility with older email clients during copy-paste. ![Image showing download as Word Doc option from Quote Email](https://sembark.com/assets/images/uploads/release-notes-1-147-download-quote-email-as-docx.jpg) ## Quote Email and PDF Customizations Improving on our last update, we have added functionality to customize the Transportation/Activities and Day Wise Itineary sections in both your Email and PDF Templates. ::: caution Admin Only Only Admin users can customize these settings so please contact your Admin(s) to update settings for these sections. ::: ### Transportation and Activities Section You can now customize the transportation and activities section in your Email and PDF with settings such as title, variant (email only), and terms. ![Image showing settings for Transportation and Activities section in Quote Email and PDF Template](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-email-template-transportation-and-activites-settings-editing.jpg) #### Transport Section Title With this update, you can customize the title of this section. The **default title is Transportation and Activities** where the `And Activities` part is only included if there are Activities in the Quote. You can customize of leave it blank. _The software will use the default title setting if this is left blank._ #### Hide Transport Summary for Same Cabs You can now configure whether or not you want to show the Day Wise Transport Summary in this section if you are using same cab type in the Quote. When this option is enabled, and your Quote is using same cab type(s) for all transportation, then only the cab type(s) will be shown in this section and the Transport Summary will be hidden. ![Image showing hidden and shown transport summary side-by-side for comparison](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-transport-summary-shown-vs-hidden-email-template.jpg) ::: note Not Applicable when Quote has Travel Activities When this option is enabled, the Transport Summary will be only be hidden if there are no Travel Activity in the quote, even if same cab types are used. ::: #### Transport Section Variant for Email A variant of a section is just another way to represent and show (UI) the section details. Earlier to this update, the details in this section were shown in a Tabular format. This update introduces a new variant to show the information in Plain Text format. Here are some more details about these 2 variants. ![Image showing selection menu to change the variant of Transport and Activities section.](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-email-template-transportation-and-activites-variant-selection.jpg) **1. Default Table Variant** The default variant for this section is the Table Variant. This variant shows the Transportation and Activities details in a clean, beautiful and compact format. This variant is well supported in all modern email clients such as Gmail, Thunderbird, Mac Mail etc. ![Image showing default table variant for Transportation and Activities section](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-email-transportation-and-activities-table-variant.jpg) **2. Plain Text Variant** Our existing table variant show details in a clean and compact table view. But this table view can cause some issues and **distort the table view** if your clients are using some **older version of email clients such as Outlook'16** or if you want to copy-paste the email content inside an older version of MS Word. To solve this, a new variant for the Transportation and Activities section has been introduced in Quote Email Template to enhance the email compatibility with various email clients such as Older Outlook and Yahoo!. This variant shows the information in simple list view format for each day and services as sub-list. ![Image showing plain text variant for Transportation and Activities section](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-email-transportation-and-activities-plain-text-variant.jpg) #### Special Terms and Notes If you wanted to share some general terms and notes with Transporation and Activities Section, now you can set them inside the Terms settings of this section. These terms will be appended, just below the section in all Quote Emails. ![Image showing setting for special notes in Transportation and Activities section and a preview of how they would look in Quote Email](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-email-template-transportation-and-activites-special-terms-editing-and-preview.jpg) ### Day Wise Itinerary Section Along with Transportation and Activities section, you can now customize the settings for Day Wise Itinerary section as well such as Title and Ordering. ![Image showing settings for Day Wise itinerary section in Quote Email/PDF Template](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-email-template-daywise-itinerary-setting-editing.jpg) #### Itinerary Section Title You can now set **a custom Title or remove the Title completely** from your Quote Emails and PDFs. The default title is set to `Day Wise Itineary` which you can customize according to your needs. If you want to remove the title of this section, simply remove the title value and save. #### Itinerary Section Ordering in Email The default order of the Day Wise Itinerary section in Quote Email is to include the section at the end, just before Terms and Conditions. You can now modify this ordering to show this section at the top, just after the package overview. This configuration was already possible and some of you might already be using the top-ordering, but this required our support assistance to enable. Now these settings can be easily controlled by your Team Admins. ![Image showing side-by-side view of ordering of Itineary in Quote Email](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-email-template-daywise-itinerary-ordering-comparison.jpg) ## Hotel Contact Details on Booking Email A minor but very useful addition to the Hotel Booking Email process is to show the Hotel's contact details in the Booking Email composer UI. This will allow the Reservation Team to easily copy the email address of hotel's contact person to send the booking enquiry. ![Image showing hotel booking email composer with hotel's contact details](https://sembark.com/assets/images/uploads/release-notes-1-147-hotel-booking-email-composer-contact-details.jpg) To further fasten the booking enquiry email process, you can now open your email client application (Outlook, Mac Mail) with auto-filled recipient email address and subject in one click. Simply click on the button, right next to contact person's email and your email client will auto-fill these details. You can also click on `Copy to Clipboard` button to first copy the email content and then click on this button. That way, when your email client opens, you simply have to paste the email content and can hit send. ![Image showing process to copy the email content and clicking on open email click button on hotel booking email](https://sembark.com/assets/images/uploads/release-notes-1-147-hotel-booking-email-compse-flow-with-prefill-subject-and-copy-paste-email.jpg) ## Maximum Child Age per Trip Destination If you serve some Trip Destinations which allow a higher age (12+) to be counted as child, then you can configure the maximum age settings for a Particular Destination by editing the details of a Trip Destination (Admins Only). ![Image showing configuration of maximum child age on Trip Destination Editing page](https://sembark.com/assets/images/uploads/release-notes-1-147-trip-destination-max-child-age-editing.jpg) This will enable the selection of child age, till the allowed maximum age, during the Query Creation and Quotation process. ![Image showing child age selection menu during query creation page to highlight the maximum child age configuration for destination](https://sembark.com/assets/images/uploads/release-notes-1-147-destination-child-age-restriction-on-query-creation.jpg) ## Default Check-in and Check-out Time per Destination You can now set a default check-in and check-out times of hotels on Trip Destination. These time settings from the destinations will be used for newly created hotel's during price uploads. The default settings for these times are check-in at 12:00 hrs and check-out at 11:00 hrs. **Admins** can update these default settings by **editing a Trip Destination's details**. As earlier, you can always customize the timing on per-hotels basic if **a specific hotel** has different timings, then the associated destination. ![Image showing check-in and check-out setting on Trip Destination Editing Page](https://sembark.com/assets/images/uploads/release-notes-1-147-trip-destination-default-check-in-out-time-settings-editing.jpg) During hotel's price upload, a preview of these destination timing settings will be visible for guidance and verification. **_Please note that these settings will be applied to new hotels only and any existing data will stay as it is._** ![Image showing Trip's Destinations check-in/out settings during hotel's price upload](https://sembark.com/assets/images/uploads/release-notes-1-147-trip-destination-check-in-out-time-details-on-hotel-price-upload.jpg) ## Accounting Accounts and Transactions Download **Accounts Team** can now download the Accounts and Transactions as Excel File for analysis, verification and record keeping. ### Accounts Download as Excel Accounts team can download the accounting accounts by simply visiting the Accounts page and clicking on a specific Account Type from the left tabbed navigation. The downloaded file will contain account's basic details such as name, tags and types along with closing asset balance. ![Image showing process to download as excel for Accounting Accounts](https://sembark.com/assets/images/uploads/release-notes-1-147-accounting-accounts-download-btn.jpg) ### Accounting Transactions Download Along with accounts, the team can also download the Accounting Transactions for **a selected period of time.** To download, simply visit the Transactions page or an Account's page and apply a date interval to download the proceed. ![Image showing process to download as excel for Accounting Transactions](https://sembark.com/assets/images/uploads/release-notes-1-147-accounting-transactions-download.jpg) ## Improved Meta FB-IG Leads Integration Our Meta Leads integration has been improved to capture Advertisement and Lead Form details along with existing lead data. Following new fields have been added to the Meta Leads ![Image showing form captured field on Meta leads.](https://sembark.com/assets/images/uploads/release-notes-1-147-meta-leads-form-data-captured.jpg) - **ad_name**: Name of advertisement that generated the lead. - **adset_name**: Name of Ad set. - **campaign_name**: Name of advertisement campaign. - **form_name**: Lead's Form. - **platform**: Lead generating platform, IG for Instagram and FB (or not set) for Facebook. - **is_organic**: Is this an organic lead? (not from Ads). ## Improve Travel Activity Tickets allocation for Children With this update, if a child is NOT in the age range of Travel Activity ticket and cannot be added as complimentary, then the child will be assigned an adult type of ticket to ensure the all the children have been allocated with tickets. For example, if a Travel Activity has tickets for adults and for children between 6yo-12yo, and if you are quoting for a child with age of 15yo, then this 15yo child will be assigned an adult ticket. ## Add Voucher Confirmation details for Hotels Earlier to this update, only voucher confirmation number were allowed to be included in the Hotel Voucher. Now, you can add any required information in the Voucher's confirmation details and these details will be included in the generated voucher. ![Image showing hotel voucher confirmation details editing form during voucher generation.](https://sembark.com/assets/images/uploads/release-notes-1-147-hotel-booking-voucher-confirmation-details-edit.jpg) ## Transport Service Start Time and Duration Visibility Salespersons can now view a Transport Service's start time, duration and end time during quote creation or editing process. These details are for preview only and will NOT be shared in the quotation. Also, the day selection menu will show the selected date as well, along with day and weekday. ![Image showing Date, Start/End Time and Duration on Transport Service Selection during Quotation](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-transportation-start-end-and-duration-visiblity-during-quote-editing.jpg) ## PDF sharing in Quote WhatsApp Message When sharing a link in a message, the WhatsApp and other messenger applications might flag a message as **spam or blacklist** due to increasing **cybercrimes using links** in messages. Because of this, we have updated our recommendations for sharing PDF in Quote WhatsApp message. **We now recommend sharing the message without PDF link and send the PDF as a separate attachment to the message.** ![Image showing recommendation for quote WhatsApp sharing with PDF.](https://sembark.com/assets/images/uploads/release-notes-1-147-quote-whatsapp-sharing-pdf-recommandation.jpg) ### Problems with sharing PDF links in WhatsApp message 1. When sending a first-time message to a customer, the PDF link in the message is **NOT made clickable** by the WhatsApp and customer will have a hard time opening the link. 2. WhatsApp **truncates** large messages, and the PDF link might not be visible at first glance to the customer. 3. Because the PDFs are sent as link, if a customer wants to view the PDF again from the WhatsApp chat, they have to **download the PDF again**! 4. During follow-ups, it can **become hard** for customer to cross-check the details between the PDFs as they have to re-download and can lose track of PDFs. 5. There are higher chances of getting flagged as **spam or blocked** when sending a link in a first-time message. ### Benefits of sending the PDF as a separate document 1. The WhatsApp will generate a **preview image** of the PDF's first page where we can attach an attractive destination image. 2. As this is a separate message with attachment, customers will have an **easy time opening and downloading** the PDF for future references and can open in single click. 3. Customers can easily reply to a particular PDF document to **improve follow-up** process. 4. This will remove the link spoofing risks and will **reduce the chance of spam** marking and blacklisting our message. ## Other Bug Fixes and Improvements 1. Remove zero flight prices from sales reports UI. 2. Add phone number details at the time of user invitation. 3. Fix: Older Travel Activities rates are being fetched if the same rate sheet had season overrides. 4. Fix: Removal of landmark from Tenant Addresses not working 5. Fix: Updating a hotel's other details was updating its address. 6. Fix: Hotel's import failing when URL column was missing in CSV file. 7. Use short name for activity ticket configuration (i.e. 4A. + 1C. instead of 4 Adults + 1 Child (6-12)) in quote and voucher sharing. 8. Use the branding theme color in all email templates and vouchers, 9. Fix: Issue with decimal points in Trip Drop, caused by hotel cancellation charges. 10. Fix: Remove disabled hotels from showing on the Hotel Groups detailed page. 11. Add validation for slots timing during Travel Activity creation/updation. 12. Improve searching for Travel Activities and Transport Service's listing and prices page. --- # Customization of Quote Email and PDF Template Version 1.146 · 2023-11-27 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-146.md You can now set custom greetings for quotation emails and pdf along with fonts and text configuration. The greetings support rich text formatting such as bold, italic, links and more. This update also includes update with multiple bank accounts (upto 4) with swift codes attachment, upto 4 categories during quotation etc. Let's go through this update in details. ## Quote Email Templates Customizations Admins can now set custom greetings for quotation emails along with fonts and text configuration. The greetings support rich text formatting such as **bold**, _italic_, [links](https://sembark.com) and more. ![Image showing customization options in quote email template](https://sembark.com/assets/images/uploads/release-notes-1-146-quote-email-template-list.jpg) To get started with customizations, click on the `Edit` button on the right. One the next screen, you can change the fonts, text justification and customize your greetings. ### Customize Fonts This setting controls how the text/font will look in your quote email content. You can choose a font from the list of widely supported families. ![Image showing font settings customization in quote email](https://sembark.com/assets/images/uploads/release-notes-1-146-quote-email-font-settings.jpg) ::: caution Font depends on Device Fonts are device dependent and might not be available on your/client's device. Please use a widely supported font-family so that you and your clients can view the selected font family. In-case a device doesn't support a font-family, it will fall back to its system default font. ::: ### Text Justification The text justification controls how the text in your itineraries and terms behaves when the paragraphs contain multiple line of text. The default behaviour is to align the text to the left. You can toggle this behaviour using the checkbox in the template editing step. A justified text will be spaced to line up its left and right edges to the left and right edges of the line box, except for the last line. ![](https://sembark.com/assets/images/uploads/release-notes-1-146-quote-email-text-justify-settings.jpg) ::: caution Depends on Email Client Text justification is dependent on email clients (e.g. Gmail, Outlook, Thunderbird, Mac Mail etc.) and some email clients might not support the justified behaviour. In those cases, the default behaviour of left alignment will be applicable. ::: Here is how left-aligned vs justified will look like ![Image showing left-aligned vs justified text](https://sembark.com/assets/images/uploads/release-notes-1-146-quote-email-justified-vs-left-aligned-text.jpg) ::: info Justified text on Smaller Screens If the justified text spans over multiple lines, the content might become hard to read for some users, especially on smaller screens such as smartphones. As stated earlier, a justified text is spaced to ensure left and right alignment, hence the spacing between words changes based on the line width. This can also degrade the reading experience of users. ::: ### Greetings customizations You can provide a custom greeting message template to be used in place of default greetings for your quotation emails. The message content can be formatted using the Markdown text editor which is already using across the application. You can format text with bold, italic and insert links to your desired web pages. You can also use placeholder/template variables such as customer's name and your company name to automatically change the message based on queries. ![](https://sembark.com/assets/images/uploads/release-notes-1-146-quote-email-greetings-customization.jpg) Here is a sample content which can be further customize based on your needs. ``` Dear [[CUSTOMER_NAME]], Greetings from **[[BRAND_NAME]]**! [[BRAND_NAME]] is delighted to plan a trip for you. We are the [best company](https://example.com) to provide customised tours. Let's confirm this package and we will ensure best hospitality. Please find your package details below- ``` This greeting will be shared in quote email till the qutoe conversion. For conversion and after conversion updates, the existing greetings will be shared which included the `Conversion` and `After Conversion Update` labels. ## Quote PDF Templates Customizations SImilar to email, you can also customize the greetings, fonts and itinerary text alignment in Quote PDFs. The process of customization is similar to that of email. ![Image showing steps for editing quote pdf settings](https://sembark.com/assets/images/uploads/release-1-146-2-quote-pdf-customizations.jpg "Image showing steps for editing quote pdf settings") You can click on the `Edit` button from right-side to customize the PDFs settings. The `Font Families` are different than that of email due to limited support of fonts in PDFs. The greetings can be customized as per the requirements. You can also use the **placeholder variables (e.g. CUSTOMER_NAME, BRAND_NAME)** which will be automatically replaced with their respective values during the PDF generation e.g. CUSTOMER_NAME with the name of the customer in the query and BRAND_NAME with the your brand/short name. ## Multiple Bank Accounts You can now associate multiple bank accounts (upto 4) with your brands and they will be automatically shared in the vouchers and holding emails. To add bank account(s), Admins can visit the `Organization > Settings` page and add the Account details from the Bank Account section in the bottom of the Organization Profile. ![Image showing button to add Bank Accounts](https://sembark.com/assets/images/uploads/release-1-146-2-multiple-bank-accounts.jpg "Image showing button to add Bank Accounts") ### Non-Indian Bank Accounts If you have bank account(s) outside India, you can now add them using the **SWIFT Code** with other necessary bank and branch details. ![Image showing bank account creation using swift code](https://sembark.com/assets/images/uploads/release-1-146-2-bank-account-with-swift-code.jpg "Image showing bank account creation using swift code") ## Salesperson Details in Quote PDFs In our last update, we added functionality to [associate Phone Numbers](../1-145/#salesperson-contact-numbers) with users. In this update, we are bringing those contact details into the Quote PDFs footer section. The name and phone numbers of the salesperson will be shared in the Quote PDFs footer signature if the phone numbers have been updated in the _Users section_ by the **Admin**. ![Image showing edit button on user's details page ](https://sembark.com/assets/images/uploads/release-1-146-2-user-edit-for-phonenumber.jpg "Image showing edit button on user's details page ") Once you associate the phone number details with the Sales Person, these details will be shared in the Quote PDF's footer signature section as shown bellow. ![Image showing salesperson signature in PDF footer](https://sembark.com/assets/images/uploads/release-1-146-2-salesperson-signature-in-pdf.jpg "Image showing salesperson signature in PDF footer") ## Hotel Photos or Details Link You can now add a link of photos (or details) to the Hotels which will be shared in the Quote PDFs. This can be helpful if you want to share more details regarding a particular hotel. To associate link to an existing hotel, click on the Edit button from its details page and add the link in the last section. ![Image showing hotel's link in quote PDF](https://sembark.com/assets/images/uploads/release-1-146-2-hotel-link-in-quote-pdf.jpg "Image showing hotel's link in quote PDF") ## Creation Interval and Cities Filter in Tourists Admins can now filter and download the list of Tourists by interval of creation dates and cities from the `Organization > Repository` Pages. ![Image showing advanced filters on Tourists listing page](https://sembark.com/assets/images/uploads/release-1-146-3-tourists-advanced-filters.jpg "Image showing advanced filters on Tourists listing page") ## Creation Interval Filters for Trip Sources Admins can now filter the sources by the interval of their creation time from `Organization > Repository` page. **The advanced filters and full sources list will now be available to Admins only**. Other team members can search and scope the results or contact to Admin if need more details on sources. ![Image showing creation interval filter in Trip Sources](https://sembark.com/assets/images/uploads/release-1-146-3-tripsources-creation-advanced-filters.jpg) ## Release Notes inside Application With this update, you can now check the latest changes directly from your application. After you update the application, you will see a `What's New` button in the top navigation. Clicking on this will show the notes from latest update. You should always go through these release notes once after every update. Once you spend at least 2 minutes on this page, the highlighted `What's New` will go away. You can always check the latest release notes from top-right menu icon from your profile. ![Image showing release notes inside the application](https://sembark.com/assets/images/uploads/release-notes-1-146-4-whats-new-inside-app.jpg) ## Future Trips in Checkout Reports Admins can now view the future incompleted trips from the Trip Checkout Reports section using a new filter in Advanced Filter section. This allows you to view the upcoming trips for a given duration. ![Image showing advanced filter to view future incompleted trips.](https://sembark.com/assets/images/uploads/release-notes-1-146-4-future-checkout-trips.jpg) ## Disable Trip Destination Admins can now disable Trip Destinations which are no longer used or created by mistakes from `Organizations > Repository > Trip Destinations` module. Once disabled, a destination CAN NOT be enabled again. ## Other Improvements - The time for auto-leads cancellation has been reduced from 15 days past end date to 2 days past start date of trips. - Upper limit for number of options for multiple category quotes has been increased from 3 to 4. - Sales Team managers can now update the trip's owners (salespersons) which was only allowed for Heads and Admins. - Bug fixed which was causing infinite page refreshes and was resulting in `You have exceeded requests` error message. - Faster price fetching algorithms during Quote creation, resulting in even faster quote editing experience. - Improved Transport Service Points (A, B) management and removed side-effect from other modules as Hotels, Trip Sources etc. - Include Pax Details (Adults and Children) into Sales Report exports. - Improve City/Location filters on Trip Sources and Tourists to only show the cities which have been assigned to Sources and Tourists respectively. - Include Activities Prices in Trip Checkout and Profit section. - Fix phone numbers in Excel exports which was causing issues in MS excel due the plus and minus calculations. - Fix issue in Trip Vouchers where the day-wise grouping of Transport Services was incorrect when a transport service started at 23:00+. - Fix incorrect navigation in Source and Destination wise sales reports when click on leads stats. - Handle flights prices when calculating profits and taxation for Sales and Checkout Reports. - Show Inclusive label (Flights (inc.)) in Quote WhatsApp, Email and PDF sharing to remove any confusions regarding flights and package prices. --- # Salesperson, Destination and Source Reports Version 1.145 · 2023-11-15 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-145.md This update includes improvements in your sales reports, providing salesperson wise, destination wise and trip source wise reports with revenue and profits. These new reports will help you in taking decisions for your team, travel destination and lead sources. Let's dive in. ## Salesperson Reports Now Team Admins can check the performance of their team members with a simple and easy-to-use reporting module. This report includes the performance metrics such as total conversion, assigned leads and profit with percentage. The leads and conversion metrics are linked (clickable) to full listing of queries to cross verify the data. ![Image showing salesperson reports](https://sembark.com/assets/images/uploads/release-1-145-salesperson-reports.jpg) As earlier, once you are one the salesperson report, you can further filter by Trip Destination(s) and Trip Source(s) to meet your exact analysis needs. ::: info Profit Calculations Here are the formulas used for profit calculation in salesperson reports: 1. **Not Dropped**: Using Quote (P1 = selling price - tax - cost price) 2. **Dropped in the same month:** Using Bookings (P2 = receivable - tax - payable) 3. **Dropped in following month(s):** Using Bookings and Quote (P2 - P2 = (receivable - tax - payable) - (price - tax - cost price)) ::: ## Destinations Sales Reports Team Admins can now monitor and analyse sales based on Trip Destinations. These reports' view provides a signal view of stats including total leads, conversion and profits which provides an overview of every destination sale. As earlier, you can further filter these reports based on salesperson and trip sources, along with a daily, weekly and monthly reports. These stats will help teams target particular trip destinations for new sales and other aspects. ## Trip-Sources Sales Reports Along with salesperson and destination-based reports, Team Admins can also monitor and analyse sales based on Trip Sources. These reports' view provides a signal view of stats including total leads, conversion and profits which provides performance overview of every Trip Source. Furthermore, you can filter these stats by destinations and salespersons to drill-down the reports. Teams can analyse these stats to improve B2B relation and target particular sources for future marketing purposes. ## Debit-Credit Accounts on Paid Instalments Debit and Credit Accounts, which were selected during payments logging, will now be visible in Trip's Payments page to easily scan the details of logged instalments. Admin and Accounts team can also click on Account Names and checkout the full account's page. ![Image showing debit and credit accounts on Trip's Payments page.](https://sembark.com/assets/images/uploads/release-1-145-3-payment-accounts.jpg) ## Salesperson Contact Numbers Admins can now associate contact numbers with salespersons which will be shared in Quote PDF's (B2C) footer section for customers to directly contact the concerned salesperson. By default, the Quote PDF's usage the Contact Address details from the organization profile for contact details in footer section. To attach phone numbers, Admins can visit the `Organizations > Users` and modify the user's details to associate the contact details. ![Image showing user edit form with contact numbers](https://sembark.com/assets/images/uploads/release-1-145-3-salesperson-contact-numbers.jpg) ## Quote Hotel's Price Birfucation You can now view a hotel's given prices bifurcation (per-room, extra beds etc) in a tooltip when taking cursor over the prices, instead of going into the edit quote flow. ![Image showing hotel's price bifurcation in a title](https://sembark.com/assets/images/uploads/release-1-145-3-quote-hotel-price-birfucation-tooltip.jpg) --- # Multi-Category Quotations Version 1.144 · 2023-09-16 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-144.md This release includes updates regarding multiple-category quotation, brand color theme in quote PDFs, exchange rates automation using master, data different costing currencies in quotes and more. Let's dive in. ## Quotation with Multiple Categories/Options You can now create quotations with multiple categories/options (e.g., **Deluxe, Luxury, Premium Packages** etc.) with different **hotel configurations** such as Meal Plans, Room Types and Hotels. System will automatically calculate the per-option total prices and per-person prices. You can also set per-option markup details to your needs. System will automatically generate the **sharable contents (WhatsApp, Email and PDFs)** using the multiple options, which you can easily **share in one-go.** Here is the overview of the steps to create quotation with multiple options. ### 1. Add Option To add options to existing or new quote, simply click on `Pencil Icon`, right next to the Package Options label at the top of quote creation page, as shown in the image below. ![Image showing flow to add multiple options.](https://sembark.com/assets/images/uploads/release-1-144-add-multi-option-cta.jpg) Next provide the names for the Category/Options. Click on `Add More` button to add more options (up to 3 options max). Finally, click on `Save` button to generate the options. ::: note Category or Option Name The name of the category/option should reflect the services included in that option. For example, if the option name is "Deluxe Hotels" then in the hotel's details, it should include the "Deluxe Hotels/Rooms" to ensure the details are correct as per the option. ::: If you want to edit option's names or remove some option/category, simply follow the same process as of addition. \> **Note:** Removal of an option will also remove associated Hotels details for the removed option. ### 2. Add Hotels Options Once you add multiple options, you are ready to add hotels for first option. If you are editing an existing quote, you might already have hotels for the first option. If not, **add all the hotels/extras/similar options** in the same way you would add for single option quotes. **Once done, click on `Copy` button to add hotels for next option.** ![](https://sembark.com/assets/images/uploads/release-1-144-copy-hotel-option.jpg) As shown in the image above, your **2nd step** after copy is to select the target option for which you want to add hotels. After that, there are three ways to copy hotels from one option to another: **a. Change Hotels:** You want to provide the hotel's replacement for the target option, keeping meal plan same and room type to base category. **Once selected**, you will need to provide replacements for hotels. If you want to keep a hotel same for the target option, you can leave the replacement empty. **b. Change Meal Plan:** You want to keep the hotels same and change the Meal Plan for the target option. **Once selected**, please select the desired meal plan from the dropdown. _This dropdown will only list the meal plans available in all the hotels in source option._ **c. Custom Change:** You want to change room type, occupancy or other per-night changes. **Once selected,** you will need to update the specific details after you click on "Copy" button. ::: tip Optimum Choice When copying over hotels, if none of the choice fit your use case, then choose the optimum one with least changes after copy. For example, if you want to change the meal plan but for one-night, you want to keep the same or use different meal plan, you should use the "Change Meal" plan with the majority meal plan and change the specific details after you copy. ::: Once you have selected a change type and have provided necessary details, click on the "Copy Over" button to set hotels details for the next/target option. If you need to change anything, feel free to change the hotel details after copying. ### 3. Update/Remove Hotels Options If you want to change the **whole hotel option** details, you can remove the complete hotel details and follow the step 2 from above the add the whole option again with desired change. _If you want to remove a package category/option from the quote, you should update the category/options from quote basic details._ ![Image showing hotel removal action button from an option](https://sembark.com/assets/images/uploads/release-1-144-multi-quote-remove-hotel-option.jpg) ### 4. Add Transfers and Other Services Once you have added the hotel details, you can add (optional) other quote services such as Transfers, Activities, Flights etc. in the same was you would add before. These other services will be included in all the options. ### 5. Preview Options and Prices Next, you should review the Hotels and Other services given for each option along with total prices. System will automatically calculate the per-person prices for every option in one-click. ![Image showing per-option costing prices bifurcation and per-person prices](https://sembark.com/assets/images/uploads/release-1-144-multi-options-price-preview.jpg) ### 6. Add Markup and Taxes In the last step, you can set option-wise Markups along with overall Taxation details. This process is same as it was earlier. Preview the final prices and save the quote details. ![Image showing option-wise selling prices](https://sembark.com/assets/images/uploads/release-1-144-multi-options-selling-prices-preview.jpg) ### 6. Sharing and Updation You can share the quotes via WhatsApp, Email or PDF in the same way as earlier. These templates have been modified (minor but good alteration) to handle the multiple options. Updation process is also very similar to the creation process. You can add new option, remove existing ones, rename an option etc. ### 7. Holding and Conversion Trip Holding and Conversion process have been modified to handle the multiple options quotations. In the modified flow, you are now required to select one-of-the option from the multi-option quotations as shown below. ![Image showing option selection during conversion/holding process](https://sembark.com/assets/images/uploads/release-1-144-multi-option-conversion-selection.jpg) Once selected, you should preview the details and scroll-down to set the instalments for the holding/conversion. ::: caution No-Multiple Options after Holding or Conversion Once you put a Query On-Hold or mark it as Converted, **ONLY the selected option/quote will be available for sharing and further editing**. All other options will become read-only. If you need to make changes to quotation after holding/conversion, these all must be made to the option that you selected during holding/conversion. ::: ## Brand Color Theme and Quote PDF You can set a color theme matching your Brand Color and it will used in Quote PDFs for all your quotes which you can share for your B2C needs. To select a color theme, **Admin** member can edit the Organization's profile details and choose a color of their choice. ![Image showing option to change the brand color theme](https://sembark.com/assets/images/uploads/release-1-144-brand-theme-color-cta.jpg) Once selected, all your new Quote PDFs will use this color theme in the output. The Quote PDF template has been modified to utilize and reduce the spacing between section and use background color to highlight the sections. ![](https://sembark.com/assets/images/uploads/release-1-144-new-pdf-with-brand-color-theme.jpg) ## Master Exchange Rates If you are working with multiple currencies for sales, you can now store organization wide exchange rates for currencies in your master data. To set the exchange rates, **Admin** members can visit the **Organization's settings page followed by Currencies** tab and add the desired exchange rates. To add exchange rates, you will need to provide 3 details: 1. **From/Base Currency:** This is the currency in which you will normally have your package costing available e.g. INR. If you want to convert INR to USD then, INR is the base currency. 2. **To/Counter Currency:** This is the currency to which you would like the sale a package e.g. USD. If you want to convert INR to USD, then USD is the counter currency. 3. **Exchange Rate Value:** The rate of conversion between unit amount of base currency to counter currency e.g. **1 From/Base = \[Exchange Rate?] x To/Counter Currency**. Once you enter the base and counter currencies, you will get a link to visit [xe.com](https://www.xe.com/)'s exchange rate page which you can use for your reference when setting the exchange rates. ![Image showing exchange rate adition process](https://sembark.com/assets/images/uploads/release-1-144-add-exchange-rates.jpg) Once you store exchange rates in your master data, these rates will be available during quote creation process. The exchange rate values, during the quote creation process, be will automatically set to the master rates when available. If the exchange rates provided in the quote differ from the master data, a warning icon will appear next the exchange rate input field. Sales Person can also modify the exchange rates per-quote basis if required. ![Image showing auto-full exchange rates in quotes](https://sembark.com/assets/images/uploads/release-1-144-auto-exchange-rates-in-quotes.jpg) ## Multiple Costing Currencies in Quotation If you have supplier contracting rates in **multiple currencies for the same destination**, you can now upload and use those rates in the same currency as provided by your supplier, without converting beforehand uploads. You can upload hotel's rates in one currency and transfers/activities in another currency. **During quotation, these contracting rates will be used in the uploaded currency**, and you can finally convert them to a single currency during quote creation, **with auto-exchange rates** from your master data. The quote creation flow remains unchanged, except the addition of exchange-rates between costing currencies. **Even after holding/conversion, all the booking for hotels and transfers will be initialized in your supplier's contracted currency.** The instalment will also be initialized in the same contracted currency. This enables a seamless experience for both Sales, Reservations, Operations and Accounts Team when working with multi-currency suppliers. ![Image showing multiple quote currencies during quotation](https://sembark.com/assets/images/uploads/release-1-144-multiple-costing-currencies-preview.jpg) ## Proforma Invoices in Non-INR currencies You can now create Proforma Invoices in Non-INR currencies (USD, SGD etc.) in the same way you would for INR. The currency of the Proforma Invoice will be the package's given currency. Based on your organization's functional currency and the package currency, taxes will be auto-calculated whenever possible. ## Personalized and Faster Quote Suggestion Quote suggestion process has been improved to only suggest your past personlized quotes in the creation process. Also, the response time for the quote suggestions has been drastically improved for fasten quote creation process. ## Auto-Cancellation of Stalled Leads To reduce the cluttering from your daily sales workflow, the past (end date) leads will be auto cancelled. This cancellation process will retrieve the leads from your `In-Progress` and `New` status and will mark the leads as cancelled which have an `end date passed to 15 days`. This will improve your focused work and will results in a faster data loading. As with the existing process, you can always restore these cancelled leads when need. ## Improved Sales and Checkout Reports Navigation You can now easily navigate between months, weeks and days on your Sales and Checkout reports. If you have a lot of data in your reports, the data will now be separated on multiple pages. To view the full data, you should download the full data reports using the download option. ::: note Page-wise Stats The stats on the reports page will be based on the current page's loaded data. If you want to view the full stats, please download the report and check the data. ::: ## Multi-Desktop Access Blocked To improve account security and data integrity in the software, multi-desktop access has been blocked. You can still access on a mobile device along with a desktop as earlier. As with the existing flow, successfully login attempts are limited to 2 logins per 30 minutes. Any third attempt will be blocked. ## Timezone Checkup and Enforcement Our computers devices use time zone to get the current time on our device. These timezone settings are controller by our operating system settings. **If an incorrect time zone is set on our device, it can corrupt the data on our device along with the application we use.** ::: info Timezone Overview When we say a date-time e.g. 28 July, 2023 13:00, it usually refers in our local timezone. If we call a person located on the other side of the continent and ask them for the current time, they will usually say a different time than ours. Then how do we say what time it is? This is where the timezone comes. When saying a date-time, we will say that the time is in our zone (Asia/Kolkata in case of India). ::: With this update, Sembark Software will now check that the time zone settings on your device matches with your organization's time zone settings. In case of a mismatch, the software access will be blocked. You will be prompted with the notice and with some guidelines on how to fix it for your system. ## Package Price Revamp Package pricing is now cleaner with common configuration moved to top of the pricing section and clearer visibility of rounding. Functionality and flow are still the same as earlier. ![Image showing new design for package price](https://sembark.com/assets/images/uploads/release-1-144-package-price-rewamp.jpg) ## Hotel Drop Charges If you have hotel bookings which will charge for booking drop, you can now add these charges during the hotel drop process. These charges will automatically update the payments associated with the selected hotel booking. ![Image showing hotel drop charges inputs](https://sembark.com/assets/images/uploads/release-1-144-hotel-drop-charges.jpeg) ## Editor Toolbar and Keyboard Shortcuts The editor for Itineraries and TnCs has been updated to include a toolbar with keyboard shorts for quick formatting. Now you can easily add **Bold**, _Italic_, Numbered and Unordered List along with Links and Heading. Simply click on any of the toolbar item to insert the desired formatting. ![Image showing editor toolbar](https://sembark.com/assets/images/uploads/release-1-144-8-editor-toolbar.jpg) You can also use keyboard shortcuts to format the editor content. To each the available keyboard shortcut, move your mouse/cursor above the toolbar action and the shortcut will be shown in tooltip. ## Other Improvements - Reduced spacing between section (e.g. Hotels, Transporation, Flights etc.) in Quote PDFs. - Add Pax and Pick-drop timing in Movement Chart download on a single day. - Show Hotel's city and category below the Hotel's selection dropdown during quotation. - **Fix:** Issue when `SGD 0 /- flights` prices were shown for non-INR currencies. - Allow Query creation of destinations with different currencies. - Set upper limit to 10 on the number of files uploaded during hotel prices. - Improved page breaks in very long itineraries in Quote PDF --- # Trip Sources Merging Version 1.143 · 2023-07-31 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-143.md This update includes a bunch of small new features and security updates to your Sembark Dashboard. Let's dive in. ## Hotel Payments Prefs Deletion You can now delete unused or irrelevant hotel payment preferences. Simply visit the `Organization > Repository > Hotel Payment Prefs` and click on the right-most three dots menu of the preference you want to delete. This is an irreversible action so please make sure to only delete if you are fully assured. Some improvements in the listing page have been made to show the count of hotels and author with timestamp of a particular hotel payment preference. ![Image showing hotel payment preference deletion action](https://sembark.com/assets/images/uploads/release-1-143-hotel-payment-prefs-deletion.jpg) ## Empty default Inclusions/Exclusions Prior to this update, if we create a new quote from scratch, some default inclusion/exclusion set was auto-populated in the Itinerary creation step. This auto-population has been reverted and the default list will be empty. You can select any of the Inclusion/Exclusion Preset to add inclusion/exclusion for your Itinerary. ![Image showing empty inclusion/exclusion](https://sembark.com/assets/images/uploads/release-1-143-empty-inc-exclusions.jpg) ## Package PDF Banner Image Improvements Earlier to this update, a package title and company logo were included over the destination image in the Package PDF file. This was causing issues if there was some text below the package title. With this update, your destination image will have full access to the space and you can include all your branding and marketing details over the banner image. ![Image showing before and after package pdf banner image](https://sembark.com/assets/images/uploads/release-1-143-package-pdf-banner-image.jpg) ## Temporary User Access Disabling Admin members can now temporarily disable an account's access to Sembark dashboard. This action will only disable the account's access (logins). To disable/enable an account's access, please visit `Organizations > Users` and disable/enable access by clicking on `Disable Account` from the three dots dropdown menu, next to your account of interest. ## Merge Trip Sources You can now merge duplicate Trip Sources. Simply visit `Organization > Repository > Trip Sources` and click on `Merge Duplicate Sources` from the three dropdowns. ![Image showing action button to merge trip sources](https://sembark.com/assets/images/uploads/release-1-143-merge-trip-sources-cta.jpg) On the next screen follow the steps to merge the duplicate sources 1. Search for duplicate trip sources 2. Select all the duplicate trip sources which should be merge into one 3. On the Primary/Master Trip source section, select the Primary source 4. Finally on Merge Trip Sources and verify the details and continue ## Cost Price and Tax Amount in Sales Report Now your downloaded sales report (CSV file) will now include the package's cost price and tax amount columns as well. The user interface for the Trip Sales report has also been improved to provide better **navigation between months and daily/weekly sales reports** at ease. ![Image showing cost prices and tax amount columns in sales reports](https://sembark.com/assets/images/uploads/release-1-143-cost-and-tax-in-sales-reports.jpg) ## Disable Travel Activities If you have some Travel Activities which are no-longer used or are incorrect/duplicates, you can now disable those activities from it's detailed page. Disabling an activity will remove it from all activity selection menus and new usage but existing usage of these disabled activities will stay as it is with a badge to indicate the disability. ![](https://sembark.com/assets/images/uploads/release-1-143-disable-travel-activities-cta.jpg) ## Type filter in Incoming/Outgoing Payments You can now filter the Incoming/Outgoing payments for it's type. For example, to view the Outgoing Payments of Hotels only, visits the Outgoing Payments and select the **Hotels** from the list in `Payments For` under advanced filters ![Image showing Payments For: Hotels filter in Outgoing Payments](https://sembark.com/assets/images/uploads/release-1-143-paymentable-type-filter-in-instalments.jpg) ## Hotel Complimentary Child Age You can now view a Hotel's complimentary child age and the number of children which should be included in complimentary during the Quotation process. ![Image showing Hotel's complimentary child age and included children in Quote Hotels](https://sembark.com/assets/images/uploads/release-1-143-hotel-complimentary-child-age.jpg) ## Custom child age for Transport's price in Per-Person You can now provide a custom age for child inclusion in the per-person calculation for the Transportation during the quotation process. ![Image showing custom child age in cab per-person price inclusion](https://sembark.com/assets/images/uploads/release-1-143-custom-child-age-in-cab-person-inclusion.jpg) ## Other Minor Improvements - Add hyphen between cab's count and type (before: 1 WagonR, after: 1-WagonR) - Allow editing of Trip's Source after Trip Conversion ## Other Bug Fixes - Incorrect booked price in Cab Schedules (selling price was used for zero booking prices) - Incorrect greeting person in B2B sharing (guest details was getting used) - Disable Manual Editing of Titles during Itinerary --- # Proforma Invoice and Guest City Version 1.142 · 2023-06-08 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-142.md Now you can generate Proforma Invoices for your sales in few clicks. Invoices will use details from your Trip Sources, Organization's billing details and Selling Quotation to auto-populate items and billing details. An Origin City / Place of Supply can also be attached to trips to better analyse your Sales. Let's dive into details of this release. ## Origin City of Queries and Tourists You can now attach an origin city to Trips during creation or during updation. You can also attach a city to the Guest details from the Trip's Details page. ![Image showing Origin City in Query Form](https://sembark.com/assets/images/uploads/release-1-142-create-query-origin-city.jpg) To attach an origin city, type the `City, State, Country` in the input field. ## Billing Details of Guest You can now attach billing details along with an origin city. These details will be used in Invoices of your B2C queries. To attach/update billing details of a guest, click on the **Pencil** icon next to Guest details and set the appropriate details. ![Image showing form of Guest Billing Details](https://sembark.com/assets/images/uploads/release-1-142-guest-billing-details-form.jpg) ## Proforma Invoices You can create Proforma/Draft Invoice on conversion or on-hold bookings. You can use Proforma Invoices to request payments and to share tax details with your customers. To view your Proforma Invoice(s) for a Trip, visit the `Accounting > Invoices Tab` from the Trip's Detailed page. ![Image showing Proforma Invoices Tab on Trip's Details Page](https://sembark.com/assets/images/uploads/release-1-142-trip-details-invoice-page.jpg) ### Create Proforma Invoice To create a Proforma Invoice for a Trip, visit the `Accounting > Invoices Tab` from its detailed page. ![Image showing action button to create invoice](https://sembark.com/assets/images/uploads/release-1-142-create-invoice-cta.jpg) This will initiate the invoice creation flow. #### Billing Addresses In the top header section of creation flow, you will see seller's (your) and buyer's (B2C/B2B) billing addresses along with billing details. **Seller (Your) Billing Details** Invoices will automatically use the **Destination-wise** billing addresses from your Oganization's Settings page. To update any info in your billing details, please update them in from `Organization > Settings` from the **Billing Addresses** section. [Checkout the product documentation](https://sembark.com/travel-software/docs/contact-and-billing-addresses.md) for more details. ::: note Destination-wise and Primary Addresses Invoices will use destination-wise billing address and fallback to your primary billing address if not specified. When updating your billing address details, please make sure you are updating the correct address. ::: **Buyer (B2B/B2C) Billing Details** Software will automatically pick the billing details from the B2B (Trip Sources) and B2C (Guests) if you have updated the same in source details. You can also update the buyer's billing details directly from the Invoice creation/updation flow. #### Place of Supply In most of the cases, place of supply will determine the type of taxation applicable in your sales. The place of supply should be according to the provided services and your accounting rules. Please consult with your accounts team and government rules to ensure proper `place of supply` is selected for your sales. #### Particulars All services and their taxation details must be provided with a proper description of every item. Using the taxation details from the quotation, system will auto-fill the particulars and taxation details. You **MUST verify and ensure** that these details are as per your accounting and government rules. ::: caution Liability and Correctness Software will help in auto-filling the details of particulars and taxation but these details might be incorrect or may not follow local accounting or government rules. Hence, these details MUST be verified and corrected by the Invoice issuer before issuing any invoice. ::: #### Terms and Special Notes You can also include (optional) any special notes and terms applicable for a particular invoice. #### Payment Details Proforma Invoices will automatically use the bank accounts details from your Organization's setting page. You should add bank account details if you want the software to automatically include these details in generated invoices. [Checkout the Bank Accounts documentation](https://sembark.com/travel-software/docs/bank-accounts.md) for more details. ### Sharing Invoice You can share invoices via Email or you can download the PDF which is automatically generated for all your invoices. To share the Invoice via Email, click on **Copy** icon which will copy the Invoice as Email. Simply paste the content in your Email composer and it is ready to be shared. ![Image showing toolbar actions on an Invoice](https://sembark.com/assets/images/uploads/release-1-142-share-invoice-toolbar.jpg) You can also download the Invoice as PDF and share a copy as per your requirements. ### Update Proforma Invoice You can update the details of a Proforma Invoice in the same way you create an Invoice. To update, visit the Invoice's detailed page and click on **Edit** icon, right next to the Copy button. ## Destination-wise Auto Leads Distribution If you are using Sembark Integrations to bring leads from your landing pages and you have multiple destination -wise sales team, we are delighted to update you that now your new leads will be auto-distributed among the sales team based on destination. So, if the leads come for a particular destination and you have a team of 4 sales persons working on that destination, the leads will only be distributed among these 4 members only. ## Duplicate Query Warning With this update, you will get a warning during query creation if you try to enter query details with phone number which has already been entered into the system and is in `New` or `In-Progress` status. ![Image showing duplicate query warning](https://sembark.com/assets/images/uploads/release-1-142-duplicate-query-warning.jpg) ## Backend Rates in Quotes Summary System or Backend rates will now be shown in the Quote Summary during creation and on Quote's details page. This way, you can easily figure-out rates which are modified for a particular quote. ![Image showing system rates on quote summary/details](https://sembark.com/assets/images/uploads/release-1-142-system-rates-visiblity-in-quotes.jpeg) ## Sales Report for Sales Person Sales Person can now view their own monthly sales reports from the Sales Reports module which can be accessed from `Top Navigation > Trips > Sales Report`. ## Other Improvements - Trip Source(Agent’s) Contact/Enquiry Person details can now be provided during the source creation itself, in a single step. Trip Source and Contact both will be auto selected now. - For In-Progress Leads now you can easily check last followup time and plan next followup accordingly. - 1- Rounding option in Quotation pricing - Option to remove wrong images from Hotels/Transport.. (Click on Update Image then Remove button is there) - Activities duplicate option during quotation (If you use multiple activities in same day, you can use copy/duplicate button in the right side) - New singleton cab price calculation metric which give a value of 1 and can be used to give Total per/cab price - Highlight the Company Name in Hotel Booking Enquiry Email --- # Cab Types Management and Destination-wise Contact or Billing Addresses Version 1.141 · 2023-05-13 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-141.md You can now archive cab types which are incorrect or no-longer used. Now you can attach billing details to your business and B2B trip sources. You can also attach the addresses to specific destination(s) to use destination-wise contact/billing addresses. This release also includes some other improvements and bug fixes in your sales and operations flow. Let go through them. ## Cab Types Module To give you clear visibility and management capabilities, we are introducing **Cab Types Management** module which you can access from your `Organization > Repository` . With this, you can view all different cab types used by your sales team in quotes. You can also archive cab types which are no-longer used or are duplicates. ![Image showing Cab Management Module](https://sembark.com/assets/images/uploads/release-1-141-cab-types-management.jpg) ## Destination Wise Addresses Along with your **Primary Address(es),** you can now add new Addresses (contact/billing) and set Trip Destination(s) to it which will allow you to use different address based on the Trip Destination. ### Primary Addresses Primary addresses are your default addresses which software will use when a Trip Destination is not explicitly assigned an Address. When adding address(es) in your Organization, **the first address MUST a primary address and MUST NOT be associated with any Trip Destination**. ### Destination Wise Address ::: caution Only When Required You should associate Trip Destination(s) to an Address if and only if the Trip Destination need to use a different address than your Primary Address. ::: Before creating destination wise address(es), **you MUST a primary address.** Your first Address (Contact and Billing) will be your primary address and you MUST NOT associated it with any Trip Destination. After creating a primary address, you can add new address(es) and select Trip Destinations to use the address(es) for specific destination only. ![Image showing option to attach Trip Destination to Address](https://sembark.com/assets/images/uploads/release-1-141-destination-wise-addresses.jpg) ## Billing Addresses You can now add your Billing Addresses in your Organization's settings page. This addresses will be used in places where you want to share your billing details with buyers and suppliers. In current workflow, these addresses are used in **Hotel Booking Email** to include the billing instructions. ::: caution Breaking Change If you are already sharing your Billing Details in the Hotel Booking Email using the older method, you **must** add a Billing Address. This booking email will only use details from the your Billing Address. ::: ### Add Billing Address To add billing addresses, simply visit your organization's settings page and scroll-down to the Billing Addresses section. ![Image showing billing address and how to add new](https://sembark.com/assets/images/uploads/release-1-141-billing-address.jpg) Adding the billing addresses is similar to how you would a contact address except the billing details. You should set the **Billing Name** to your organization's billing name and **Additional Billings** details to include any extra information for the billing e.g. GSTIN, PAN, CIN etc. as mentioned bellow. In the contact details, you should include the contact details of your Accounts Team. ``` GSTIN: GYPOS123123KKSDF PAN: GYPGSS123SSDG CIN: 153223424GHSDG123123 ``` ### Destination Wise Before creating destination wise address(es), **you MUST a primary billing address.** Your first Billing Address will be your primary address and you MUST NOT associated it with any Trip Destination. Once a primary address is created, you can select Trip Destination(s) when creating a new Billing Address. This will allow you to use different billing details based on Trip Destination. ## B2B Agent Billing Details You can now attach the billing details to your B2B Agent Trip Sources. To add details, click on **Edit** button from Trip Source's detailed page and add the billing details. > These details will be used in Invoice Generation (upcoming update). ## Travel Activities in WhatsApp Message The WhatsApp message of Quote Sharing will now include the Travel Activities as well. This update also improves the overall consistency of Transportation and Activity sharing in the WhatsApp message. Also, the given prices of flights will be included in the WhatsApp message. Along with this, searching for Travel Activities in quotation will also filter-out the activities based on Ticket/Package type. Earlier, only activity's names were searchable. ## Notifications We are bringing all your Sembark workspace notifications into its own module. This will become a centre place for all notifications in your Sembark workspace. Software automatically check for new notifications in background and you will see **a red dot near the bell icon** if you have any unseen notification. ![Image showing Notifications module](https://sembark.com/assets/images/uploads/release-1-141-notifications-module.jpg) ## Auto Integrated-Leads Distribution If you are using Sembark Integrations to bring leads from your Google Ads landing page(s) and Marketing site, you can now automate the leads distribution among your teammates on every new lead. All your new leads will be **distributed evenly** among your teammates based on **rounding manner**. ![Image showing form for auto-leads distribution in trip plan requests](https://sembark.com/assets/images/uploads/release-1-141-leads-auto-distrubution-preference-form.jpg) To enable auto distribution of your leads, follow the steps mentioned in the above image. Also check the **Summary** before saving details to make sure the set includes all the teammates who work on Leads. In case a team members is on leave, you should mention them in the **Excluded Users** to make to leads are not assigned to them. You can update these setting to your requirements any time. ## Facebook Ads Leads Integration If you are running Ads and Campaigns on your Facebook Pages for Lead generation, you know how difficult it is to regularly check for new leads and to manually downloads leads and enter into your CRM. With our new Integration, you can connect your Facebook account and Pages to bring those leads directly into your Sembark Dashboard without manual downloads and entries. ::: caution Separate Offering and Billing The Facebook Integration is a separate offering apart from your existing monthly subscription. A setup fee and monthly/quarterly subscription fee is chargeable. Please contact our Sales Team for more details. ::: On every new lead from your Facebook Page(s), you will receive a real-time notification in your Sembark Dashboard. If you have configured the [Auto-Leads Distribution](#auto-integrated-leads-distribution), these leads will be automatically assigned to your Sales Team as well. On assignment, sales will also receive a notification and can start working on the lead right-away. --- # Hotel Advanced Search, Marketing Person Leads, Website/Ads Leads Tagging Version 1.139 · 2023-03-03 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-139.md This update primary focuses on further enhancements in Tour Sales and Operations. Starting from query creation, quotation, package sharing till Tour operations and Trip Source reports. Let's go through each update in details. ## Add Sales Team Member(s) during Query Creation If you are receiving Leads from your On-Site Sales Team or Marketing Teams and wants to keep records of their performance for incentive and other purposes, you can now attach a sales person during the query creation. ![Image showing field to select sales person during query creation](https://sembark.com/assets/images/uploads/release-1-139-sales-person-in-new-query.jpg) ## Incorporate number of rooms in Hotels and Quotes If your hotel suppliers provide you with the information of number of rooms of a given type, you can now store that information in the software during hotel's upload via appending `(nR)` in the room type where **n** is the number of rooms for the type e.g. `Super Delux (4R)`. ::: note This is **NOT** similar to inventory management and **WILL NOT** update during quotation or bookings. This number should only be used to avoid impossible quotes or to handles group room bookings. ::: ![Image showing warning in hotels during quote creation when quantity exceeds available number of room](https://sembark.com/assets/images/uploads/release-1-139-quote-hotel-room-quantity.jpg) ## Tagging for Trip Plan Requests You can now assign Tag(s) to your integrated Leads. Tagging will help in simplifying the initial follow-up process. Tags can also be used to categorise (e.g. spams, hot, tier etc.) the leads for better management. ## Grouped Quote Price Breakup by Services You can now share prices breakup which is grouped by service types e.g. Hotels, Transportation and Activity and Other Extras. This can be useful when you don't want to share prices for individual Hotel or Transportation but still needs to share component prices with your clients. ![Image showing option to include the grouped prices in quote email sharing](https://sembark.com/assets/images/uploads/release-1-139-quote-email-grouped-price-option.jpg) ## Hotel Advanced Search during Quotation We are excited to announce that Hotel's Advanced Search is now out of beta and is available to everyone. You can now search for Hotels in a city, having a category (e.g. 3,4 star) during quote creation. You can initiate the advanced search by clicking on **sliders** button next to hotel's selection dropdown as shown in the image below. ![Image showing hotels advanced search during quote creation](https://sembark.com/assets/images/uploads/release-1-139-quote-hotel-advanced-search.jpg) To search for hotels, select a city, a meal plan and category. Clicking on search button will bring a list of hotels - from your uploaded suppliers list - with rates from base category Room Type in a sorted order of rates. You can select your desired hotel or further refine your search by selecting a different category or meal plan. You can also enter a base room occupancy (e.g. 1 pax, 3 pax) and get hotels-rooms listing with matching configuration. This is helpful when searching of family or single occupancy rooms in a city. ### Similar Hotel Options The Advanced Hotel Search will also help in searching similar hotels option for an existing selected Hotel. Simply click on `Add Similar Hotels` and click on `sliders` button next to hotel's selection dropdown. Add your filters and select desired hotel. ## Trip's Reference ID in Quotes and Vouchers Most of B2B partner or Lead Generation platforms share an ID (reference id) when enquiring for a package. They use this ID in their own workflows for enquiring and follow-ups. That's is why in the query creation workflow in your Sembark dashboard, you can set a Reference ID. ![Image showing reference id highlighted in the new query form page](https://sembark.com/assets/images/uploads/release-1-139-trip-reference-id-sharing.jpg) Considering a Trip's `Reference ID` is a reference identifier from your B2B partners or is a custom generated identifier for your reference, going forward, this Reference ID will be shared in your quotes and vouchers to ease the follow-up process for your customers. ::: danger DO NOT put Sensitive Information in Reference ID As the reference id will be shared with your customers in quotes and voucher, you **MUST NOT put any confidential information** in the reference id. And don't forget to check your existing packages for any confidential information. You can use **comments** to add any additional information during query creation. ::: ## Filter Trip Sources Reports by Cities Admins can now download and analyse Trip Source reports by cities. Combining this with the existing date-range filter, you can now focus on specific sources from desired cities. ## Enhancements Here are details regarding improvements in existing features to further enhances your day-to-day work. 1. Highlight Trip ID in Trip's Detailed Page 2. Add Hotel (check-in/out/stay) details in Single-Day Cab Schedule Download 3. Add button to remove all in Inc/Exclusion during Itinerary Creating 4. Business Support Numbers are now optional which will hide the Helpline in Trip Vouchers 5. Add workflow to replaces Non-ASCII characters during Terms and Conditions creation 6. Auto generate tickets configuration for Group Travel Activity 7. Delete old contracting and reset Room Types and Meal Plans during new Hotel uploads. 8. Remove Travel Activities duration sharing from Quote/Vouchers and show End-Time in Trip Vouchers ## Bug Fixes 1. Arrival-Departure was not auto reflecting in UI after saving and required a page refresh 2. Continuous stays with different Room Types doesn't properly show in Quote Sharing 3. Per-Person Prices markup distribution issue when having similar heading 4. Children with age of 5yrs were getting included when 6yr+ checkbox was selected 5. Terms & Conditions editor preview for numeric list with 10 or more items was getting clipped and was only showing the unit digit 6. Overdue/Upcoming filters in Instalments where some instalments move between upcoming and overdue during a single day 7. Empty Inc/Exclusion during Itinerary was sometimes breaking UI --- # Activities and Transports Version 1.138 · 2023-02-03 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-138.md This release includes significant improvements in Transportation, Tickets and Activities modules of Sembark Travel Software. Pickup/Start time of Transports Services is now part of the upload process to ease the Tour Operation. Tour Package and Voucher sharing have been updated to include timings of Transports and Activities for your International needs. You can now easily add Multi-Day activities and tickets during quote creation. Let's dive into this update. --- ## Transport Services This update includes improvements in default settings for Pickup/Start Time and Duration for Transport Services to ease the Tour Operations. ### Pickup-Start Time For most of the Transport Services, Operations team have approximations of Pickup and/or Drop Times. Existing Software required update of Pickup/Start Time for every new booking. With this update, you can now set a `Start Time` for Transport Services and The Software will auto populate the Pickup and Drop Time of Cab Schedules after Trip Conversion. ![Image showing start time in Transport Services sheet](https://sembark.com/assets/images/uploads/release-1-138-transport-service-prices-start-time-column.jpg) ::: note Column Rename Please note that the \`Time(mins)\` column in Transport Services sheet has been renamed to \`Duration(mins)\` to better align with usage. You \*\*MUST\*\* update your sheets before uploading. ::: Trip voucher has been updated to show the Pickup and Drop timings of Transport Services when applicable. This drastically reduces the Tour Operations efforts and improves communication with Customers. ![Image showing start time of Transport Services in Vouchers](https://sembark.com/assets/images/uploads/release-1-138-trip-voucher-with-transport-start-time-duration.jpg) ### Drop Time or Duration Along with Pickup/Start time of Transport Services, you can now provide a `Duration` of the Cab Schedules. The Software will auto-populate the duration for Cab Schedules if a default duration is available for the provided Transport Service. ![Image showing duration field in Cab Schedules](https://sembark.com/assets/images/uploads/release-1-138-cab-schedule-duration-field.jpg) ### Remove Itinerary You can now remove full Itinerary from **Package Sharing Email** and **Trip Vouchers** by simply selecting the `Remove Full Itinerary` toggle option. ![Image showing toggle button to remove Itinerary](https://sembark.com/assets/images/uploads/release-1-138-quote-email-share-option-remove-full-itinerary.jpg) ## Travel Activities ::: info Enabled per Request Basis This feature is only available per request basis. Please contact our support for more details. ::: ### Multi-Day Services With this release, you can now attach Travel Activities/Tickets, without associating it with Transport Services. Adding Multi-Day services such as Guide charges, Water bottles etc. with auto price calculation is as easy as selecting the desired service and lettting the Software do the rest. All these services are now included in the Trip Vouchers to ease the communication. ![Image showing standalone option to add Travel Activities](https://sembark.com/assets/images/uploads/release-1-138-quote-add-standalone-activities-cta.jpg) ### Slot Timings You can now select a `slot` of Travel Activities/Tickets during quote creation to better align the services. This slot will be shared in vouchers to ease the Tour Operation. ### Voucher Sharing Tour Activities are now included in Trip Vouchers. The voucher will include day-wise activities along with their Timings and Slots. ## Enhancements - Updated Quote PDF's Hotel section to include Check-in dates - Improved WhatsApp message for sharing Quote's Hotel's Check-in details - Show Number of Nights (along with Days) in Quote PDF - Move Total Price below Per-Person Prices in Quote Sharing (PDF, WhatsApp, Email) - Move `Edit Quote` button near the Quote Sharing option, previously labeled as `Create New Quote using these Services` ![Image showing Edit Quote Button](https://sembark.com/assets/images/uploads/release-1-138-edit-quote-cta.jpg) ## Bug Fixes The following issues have been fixed. - Logout page keeps refreshing - Auto inclusion of `Transportation` section in Inclusion/Exclusion section - Page Crashes during Quote creation/editing - Alignment issues in Live Trips listing page --- # Cab Price Calculator for Quotes Version 1.137 · 2023-01-23 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-137.md With the release of 1.137.0, you can now calculate cab wise prices using various metrics such as Per Kms, Parking Charges, Night charges etc. during the Quote Creation with automatic rate-calculations. These metrics are fully customizable and will give you full control over price calculation and bifurcation for every cab. ![Image showing metric wise price calculation for a cab](https://sembark.com/assets/images/uploads/release-1-137-main.jpg) ## Automation Benefits - Automatic calculations of Total Quantity for each metric (Kms/Drive Allowance/Toll-Parkings). - Create multiple groups of Transport Services to handle Multi-Zoned destination Trips. - Attach Add-on Transport Services to ensure running Kms are correct, without sharing details with customers. - Automatic Cab-Wise price segregation based on usage to ensure proper costing. - Real-time price calculation for selected metric using your save prices. Let's go through each update and how to utilize this update in your daily workflow. ::: info Enabled per Request Basis This feature is only available per request basis. Please contact our support for more details. ::: ## Calculation Metric Metrics are the building block for cab price calculator. Think of these as the measurement of per-quantity for which you want use in your calculator. Here is an example for metrics. | Metric | Min. Qty./Day | Cab Type | Rate | | ------------- | ------------- | -------- | ---- | | Km wise | 200 | WagonR | 15 | | | | Innova | 18 | | Night Charges | \- | WagonR | 250 | | | \- | Innova | 500 | You can customize these metrics as per the requirements. You can view the list of your existing metrics **Top Header > Transport Services > Transport Service Prices > Three Dot > Calculator Metrics.** ![Image showing navigation link for cab price calculation metrics listing page](https://sembark.com/assets/images/uploads/release-1-137-cab-price-metric-nav-link.jpg) ![Image showing list of cab price calculator metrics](https://sembark.com/assets/images/uploads/release-1-137-cab-prices-metric-list.jpg) ### Add New Metric To add a new metric, please click on **Add New** from the metrics listing page. Provide a name, mapping with a system metric(optional) and minimum quantity per day(optional) for your metric. Mapping with system metrics is optional but **highly recommended** to enable auto calculation of total quantity during quote creation. **Following system metrics are available for mapping** - **Kms**: During quotation, total quantity of the metric will be the Total Running Kms. If minimum quantity per days is also set, then total quantity will be maximum of Total Kms vs Minimum Quantity per Day times Total Days. Per-Km dependent metrics should be mapped to this metric. - **Days:** Total quantity of the metric will be equal to total number of provided days for a Cab Type. Metrics such as Toll/Parking/Minimum running per Day charges can be mapped to this metric. - **Nights:** Similar to day, Total quantity of the metric will be equal to total number of provided nights (days-1) for a Cab Type. Metrics such as Night charges/Drive Allowance can be mapped to this metric. - **Extra Kms:** Total quantity of the metric will be set to Minimum Quantity per Day times Total Days removed Total running Kms (`total kms - min quantity per day * total days`). This metric is useful when per-km rates vary from base running kms to extra kms e.g. Minimum 300Kms/Day charged INR 4,000 and Extra Kms charged with INR 40/Km. **You must provide a minimum quantity per day when using this mapping.** "Minimum quantity per Day" input field is only applicable when metric is mapped with either Kms or Extra Kms. ![image showing page to add new cab price calculation metric](https://sembark.com/assets/images/uploads/release-1-137-add-cab-price-metric-form.jpg) ::: caution Metric details are not editable i.e. once saved, you can **NOT** edit any of the provided details. So please verify details before saving a new metric. ::: ### Metric Presets When calculating prices during quotation, you will mostly be using multiple metrics every time. Instead of selecting metrics one-by-one, you can create **Presets** of metrics which will auto-populate the metrics at once. To add new preset, visit the listing page cab price calculation metrics and click on **Presets**, located near the Add New Button. This will open the list of your existing presets. To add a new preset, click on **Add New** button. Add your metrics (at least 2) and give your preset a descriptive name so that your Team members can understand and use this as well. ![Image showing add cab price calculation metric preset page](https://sembark.com/assets/images/uploads/release-1-137-add-cab-price-metric-preset-form.jpg) ## Metric wise Prices Similar to Transport Service wise prices upload, you can add Metric wise prices for Cab Types. Adding prices will enable the application to calculate the total prices for the transportation included in a quote. To add prices, visit the Transport Service prices page and click on **Add Prices** menu option from the dropdown under three dots. ![Image showing navigation link to add cab metric wise prices](https://sembark.com/assets/images/uploads/release-1-137-add-cab-mertic-wise-prices-nav-link.jpg) To add prices, select a Season Date Interval (Start Date-End Date), Cab Type and A Calculation Metric. Now provide the prices for per unit of metric. To add more prices for similar configuration, click on **Duplicate** or click on **Add More Prices** to a list of fresh input fields. When done, click on **Save Prices.** These prices will be listed on the same page as the Transport Service Prices. If you need to update the prices for a cab type or calculation metric, simple add new updated prices will same fields values. **Application will always pick the latest rates**. ![Image showing page to add cab wise metric prices](https://sembark.com/assets/images/uploads/release-1-137-add-cab-metric-wise-prices-form.jpg) ## Cab Price Calculator in Quotes Once we have setup Metrics, Preset and Prices, we are ready to use the calculator in our quotations. When creating a new quote, you will have an option to **Add the cab prices at Once** in the Transports and Activities section. By default, this option will be unchecked, allowing you to add service-wise prices. To use the calculator, click on the **Add Prices at Once** option. You can also select the _Same Cab Type for All_ if necessary. ![Image showing option to toggle the cab price calculator during quotation](https://sembark.com/assets/images/uploads/release-1-137-option-for-add-prices-at-once.jpg) Selecting this option will remove the prices input fields from all day-wise services. ![Image showing button to open calculation configurations](https://sembark.com/assets/images/uploads/release-1-137-add-cumulative-prices-cta.jpg) You will prompted with a button labeled **Add Cumulative Prices** which will open the calculation configurations for provided services. Here you can select a **Metric Preset** for calculations along with any **Add-on Transport Services.** Click on **Save** and you will get the metric wise calculated prices for all transportation. Software will automatically segregate Cab wise prices if multiple Cab Types are provided. Total quantity for each metric will be calculated based on **Total Quantity of Mapped System Metrics**. Prices for each metric will be fetched from your saved prices and will be averaged over total number of days. ![Image showing form to select configuration and grouping for cab price calculator](https://sembark.com/assets/images/uploads/release-1-137-select-cab-price-calculator-configurations-form.jpg) ### Services Grouping **You can also create groups of transport services.** This can be used in the Multi-Zoned Travel Destinations Trips where rates/metrics changes based on zones. To create multiple groups, simple select the desired number of groups from the dropdown and add the transport services to a group using the radio button next to each service. You can also select **group wise Metric Preset and Add-on Services.** ### **Add-on Services** Add-on services contribute the total running Kms and will NOT be shared with the customers. These can be used in cases where driver need to travel before or after Tour completion e.g. drive returning to their working city after Tour completion. Adding Add-on services will ensure that your cab price calculations are correct where these type of services are implicitly included in the package. ![Image showing cab-wise calculated prices using a selected configuration](https://sembark.com/assets/images/uploads/release-1-137-cab-metric-wise-price-calculation-after-grouping.jpg) ### GST/Tax You can also provide the Tax percentage that should be included in the Total transportation prices. Simple set the value of Tax Input field as the shown in Image above. --- # Merge Hotels and Destination-wise Support Numbers Version 1.135 · 2022-12-09 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-135.md You can now merge duplicate hotels, disabled unused hotels, and attach contact number with destinations. This release also include performance improvement across application. ## Merge Duplicate Hotels You can now merge duplicate hotels to remove noise during quote creation. With merging, all existing data attached to merging hotels will be moved to the master hotel so all your hotel payments, bookings and ledger will include the latest merge information. To merge hotels, visit the hotels listing page and select the **Merge Hotel** option from the right dropdown as shown bellow. ![Image Showing Merge Hotel Dropdown Option on Listing Page](https://sembark.com/assets/images/uploads/release_hotel_merge_dropdown_menu_item.jpg) After that, search for duplicate hotels, select all duplicates and finally select the primary hotel to keep. Once merged, other duplicate hotels will marked as disabled. ::: caution Irreversible Process Merging hotels will replace existing data attached to all selected hotels and once merged, there is no going back. So be sure the check duplicates before merging. ::: ## Disable Hotels If you are no-longer working with a hotel or it has been created by mistake, you can now disable it. To disable a hotel, please visit it's detailed page and select \`Disable\` from the right three-dots dropdown menu. If you have disabled a hotels by accident or need to enable it back, visit it's details page and click on \`Enable\` from the right three-dots dropdown menu. Once disabled, it will be removed from all list and selection menus of hotels. To see the disabled hotels, use the \`Advanced\` filter option from the hotel's listing page. Any existing data attached to this hotel such as quotes, bookings, and payments will stay intact. ## Full Room Details in Hotel Booking Ledger Hotel booking ledger's download report will now include full details of every room configuration (base price, extra beds and CNBs). Bellow is a sample download report's image. ![Image showing updated hotel booking ledger download](https://sembark.com/assets/images/uploads/release_hotel_ledger_include_full_room_details.jpg) ## Destination-wise Support Number If you have different support teams or contact details for different Travel Destination, you can now attach these support contact details to individual Destination. This information will be included when sharing vouchers and emails after trip conversion. ## Trip Details Editing after Conversion You can now edit Trip's basic details such as **Reference ID**, **Destination** and **Guest Details** using the \`Edit Details\` dropdown menu from a Trip's Details page. ::: note Some details such as Start Date, Duration, Pax and Source details **CAN NOT BE** directly modified after conversion/holding. To update Duration and Pax details, you have to update the **latest quotation** with necessary details. ::: ## Change User's Login Email Admins can now update team member's Sembark Login email address from organization's settings page. This can be useful when you are using a centeralized email with email alias and you want to update these alias. ::: danger Data Migration After updating user's email address, all system data attached to the old email/employee will be moved to the new email address. If you want to keep the existing data intact with old email, please disabled existing account and invite a new member. Only update the email if the employee remains the same and email address changes. ::: --- # Select Same Cabs to Quote for All Days Version 1.133 · 2022-11-05 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-133.md Now sales team can provide Transportation/Cab Type configuration once during Quote Creation/Updation and it will be applied to all days and services. To set this configuration, click on the toggle checkbox at the beginning of the Transportation section followed by selecting the desired cab types. ![Image showing Selection of Cab Types for Transportation during Quote](https://sembark.com/assets/images/uploads/og_same_cab_types_during_quote_creation.jpg) Along with this, you can now select different cab types for single at once. Earlier you would have to duplicate the day and then select a different cab type. --- # Download Trip Sources and Guest Data Version 1.131 · 2022-10-21 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-131.md ## Trip Sources Now admins can download the Trip sources data for B2B sales analysis and marketing purposes. The download will contains queries count, conversion and revenue details. ![Image showing sample trip sources download data](https://sembark.com/assets/images/uploads/sample_trip_sources_data_download.jpg) ## Guests Data Admins can also download the Guest/Tourists data from \`Organization > Repository > Tourists > Download\`. --- # Markups in Quotes Version 1.120 · 2022-07-15 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-120.md This release includes **major updates in price calculation during creation/updation of quotes**. Along with that, there are number of improvements for sales and ops team based on your feedback and some bug fixes. Here are the updates in this release. ## Features ### Markups in Quotes We have updating the method of total package price calculation. You can now attach markups for your packages during quote creation or during package price change. ![Image showing Per-Person and Total Markups for Quotes](https://sembark.com/assets/images/uploads/quote_per_person_markup.png) Here are the possible ways you can attach Markup in your Quotes. - Use a percentage value for Markup to auto-increase/descrease Markup based on Cost Price - Provide absolute/fixed value for Total Markup and auto-calculate the component-wise (per-person) Markup - Attach Markup to Per-Person price and auto-calculate the Total Margin #### Percentage Markup Markup can be in percentage values. This is similar to how **multiplier** method worked. Attaching a Markup in percentage will lead to **auto-updation of extact markup amount when the cost price changes**. ::: info A multiplier of 1.5 is similar to 50% markup if GST is excluded. Using percentage will lead to similar functionality as of multiplier. ![Image showing Percentage Markups for Quotes](https://sembark.com/assets/images/uploads/quote_markup_percentage_without_per_person.png) ::: #### Absolute/Fixed Markup You can easily set a Fixed value for Total or Component-wise Markup. This will ensure that a fixed amount of Markup is always applied to the cost price, irrespective of amount of cost price. This is generally useful when creating group package. ![Image showing Percentage Markups for Quotes](https://sembark.com/assets/images/uploads/quote_overall_margin_with_per_person_edit_icon.png) ### GST Auto-Calculation You can now provide amount of **additional GST % for final package amount** during quote creation or updation. Every price component (per-person, total etc.) will be updated to include the provided tax. This eliminates the error of sharing packages without GST calculation where GST should be included. ![Image showing Percentage Markups for Quotes](https://sembark.com/assets/images/uploads/quote_markup_distrubution_and_gst_calculation.png) :::info Please note the this is the **GST % used to calculate the final package amount**. It is not the GST from your Hotel or Transport suppliers. If you just want to state that GST is included, without providing a value, please leave the input blank or simply enter zero (0). ![Image showing Percentage Markups for Quotes](https://sembark.com/assets/images/uploads/include_gst_without_percentage.png) ::: ### Package Price Rounding You can now round the Total and Per-Person prices during quote creation or during pricing updation. ![Image showing Quote Price Rounding](https://sembark.com/assets/images/uploads/quote_price_rounding.png) ### Hotel change during Bookings During hotel booking, if you need to add a replacement for a Hotel before and after booking confirmation, you can easily add a replacement during the status update as shown in the image bellow. ![Image showing Hotel replacement during hotel booking status update.](https://sembark.com/assets/images/uploads/hotel_booking_replacement.png) ## Improvements - View Trip's start date, end date, total amount and source above instalments during Trip conversion - Sales team can now incoming Payments for their assigned Trips on Payments Modules ![Image showing Hotel replacement during hotel booking status update.](https://sembark.com/assets/images/uploads/incoming_payment_to_sales_team.png) - Edit Hotel Payments Preferences during Hotel bookings - Edit Hotel Booking's details from the booking email ![Image showing Hotel replacement during hotel booking status update.](https://sembark.com/assets/images/uploads/hotel_booking_edit_during_email.png) ## Bug Fixes - Accounts team can now view Hotel's ledger and payments - Fix phone number input size on Transport Service Provider creation during Cab Assignment - Show flights prices when sharing per-person prices --- # API Integrations Version 1.105 · 2022-04-09 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-105.md With this release, you can integrate your workflows with Sembark using [REST apis](https://sembark.com/travel-software/apis/requests/). ![Image showing Integrations Settings Page](https://sembark.com/assets/images/uploads/org_settings_api_integration.png) ## Landing Page Enquiries If you have landing/marketing pages where you allow your visitors to submit enquiries, you can now bring those enquiries directly into your Sembark Dashboard. Here are the steps you can follow to add this integration. ### 1. Create Integration Visit your organization's settings page and click on the Integrations tab. From there click on `New Integration` button, provide a name and description on the next screen and click on submit button. You will prompted with an `Access Token` which you can use to integrate with our REST apis. ### 2. Create Enquiry Assuming you already have a server where you are collecting enquiries, you can simply forward the enquiry data to our [Trip Plan Request apis](https://sembark.com/travel-software/apis/trip-plan-requests/). --- ## What's Next ? As always, we truly love building this product for you, and we'll never stop working to make it better. Even bigger improvements are yet to come - we have some pretty big ideas for the future, and can't wait to share them with you. In the meantime, thank you for your support, and being part of this community. --- # Images in Quote PDFs and More Personalization Version 1.104 · 2022-03-29 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-104.md Now your software is more personalized, all based on feedback from people like you across the Sembark community. Let’s take a look at what’s new: ## Image in Quotes Sales is one of the most important processes of any business. A tiny bit of an improvement in the Itineraries, such as attractive images, can have a significant positive impact on revenue growth. And now you can make it using your software. ### Trip Destinations You can add images to individual trip destinations. After you select an image during, you can crop the image accordingly. ![Add Images to Trip Destinations](https://sembark.com/assets/images/uploads/add_images_to_trip_destination.png) :::warning If you are using images from an online gallery, please ensure you have all the rights to use it or use images with free licence. ::: ### Hotels You can add images of your hotel supplies. When choosing an image, try to use hotel building images. Choosing an image of a particular room might give false information to your clients and may cause issues during trip operations. ![Add Images to Hotels](https://sembark.com/assets/images/uploads/add_images_to_hotels.png) :::warning If you are using images from an online gallery, please ensure you have all the rights to use it or use images with free licence. ::: ### Transport Services You can add images to your transport services / itineraries. ![Add Image to Transport Services](https://sembark.com/assets/images/uploads/add_image_to_transport_services.png) :::warning If you are using images from an online gallery, please ensure you have all the rights to use it or use images with free licence. ::: Once added, these images will be included in the Itinerary PDFs. For existing quotes, you can simply re-generate the PDFs from the respective quote details page. ## TnC Management With this release, we are introducing a centralized place to manage your terms and conditions, under the _Repositories_ tab in your organization settings. ![Manage TnC](https://sembark.com/assets/images/uploads/manage_tnc.png) Once added in your master data, the sales team can easily select the proper conditions when creating a package. If you change an existing term, the existing terms will be marked as archived and new terms will be created. If a package has archived terms, its details will show an Archived badge on the terms. ![Add Tnc to Quote](https://sembark.com/assets/images/uploads/add_tnc_to_quotes.png) ## Single Day - Multiple Itinerary Some destinations might have multiple activities within a single day. And now you can include these multiple itineraries using your Sembark software. Simply select multiple transport services for a single day at the time of quote creation, respective itineraries will be automatically included in the final quote. ![Single Day Multiple Itinerary](https://sembark.com/assets/images/uploads/single_day_multi_itinerary.png) ## Profile photos To make your travel software more personalized, you can now add your profile image/avatar. ![Add Profile Image](https://sembark.com/assets/images/uploads/add_profile_image.png) --- Along with above, here are some more updates to improve your Sembark experience - Faster response time for searching across leads - Improvements in user interface consistency and user flows - Smaller application size, reduced initial load time and application performance ## What's Next ? As always, we truly love building this product for you, and we'll never stop working to make it better. Even bigger improvements are yet to come - we have some pretty big ideas for the future, and can't wait to share them with you. In the meantime, thank you for your support, and being part of this community. --- # Add Similar Hotel Options in Packages Version 1.99 · 2021-08-25 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-99.md With the release of version 1.99, you can now add Similar Hotel Options in your Packages and share them with your clients. ## Similar Hotel Options When requesting a quote, your clients might have requested you to provide some alternative hotels for some nights at some location, then the ones you provided. This might happen due to an earlier bad experience of client with a hotel or due to a difference in taste of client. In our experience with our business partners, this is a really frequent request from their clients. Even if your client haven't requested, you might share similar/alternate hotels to reduce your sales cycle. ![Image showing button to add similar hotel options](https://sembark.com/assets/images/uploads/add_similar_hotel_options_cta.png) Keeping these requirements in mind, you now has an option to add "Similar Hotel Options", at the time of quote creation or while editing a quote. This new option is accessible via a button, located just bellow the the basic hotel details in quote creation/editing page as shown in the figure above. :::note If you are not able to location this action button for some hotels, please make sure that you have selected a night and a hotel in the basic details. ::: Clicking on this will open up a from where you can add similar hotel options. Here you can add hotels, similar to how you add to quote. Check the calculated prices and provide yours if not correct. Continue adding similar hotels as many as you want. When done, click on "Save Options" to save these changes. ![Image showing a web page where you can add hotel options](https://sembark.com/assets/images/uploads/add_similar_hotel_options_page.png) If you want to update these options, simiply click on the edit action button and the same screen will open to allow you to update details for any individual hotels. ## Price Calculation Once you have added your desired options to a hotel, the total price for these nights will be automatically calculated based on **highest** of all the selected options. You can view the total price at the right side of the price calculation as shown in the figure bellow. ![Image showing hotel options preview and prices](https://sembark.com/assets/images/uploads/similar_hotels_preview_and_prices.png) ## Sharing To make it easy to share quotes with multiple hotel options, we have updated Quote PDF, Word File, WhatsApp message and Email content to automatically add similar hotel options when available. ### WhatsApp As WhatsApp has become a common and most effective way of communicatation between businesses and customers, we have updated the WhatsApp message content for sharing packages. ![Image showing content of WhatsApp message containig hotel options](https://sembark.com/assets/images/uploads/share_similar_hotels_quote_via_whatsapp.png) ### Email For a more formal and to share with your business partners, we have update the content of Email as well to include the similar hotel options. ![Image showing content of Email containig hotel options](https://sembark.com/assets/images/uploads/share_similar_hotels_quote_via_email.png) ## What's Next ? Now that sales team can easily share packages that have similar hotel options, we will now make it a seamless experience for the reservations/operations team to easily manage hotel bookings for these packages. --- # Open Signup and Test Data Mode Version 1.98 · 2021-07-31 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-98.md International Phone Numbers, Open signup for Sembark Travel Software and a new Test Data mode to work for training of new team members and API intergration testing ## Open Signup To remove the friction from signup and onboarding, Sembark travel software has opened the signup flow to the open world. Earlier, all new signups were invite only. Now anyone with a desire to grow and manage their travel business with Sembark can signup and test the travel software without any friction. ![Image showing page for open signup](https://sembark.com/assets/images/uploads/open_signup_page.png) ### Get Started Once you create your account, you will be redirect to a page to select some **test** destinations. These will help in creation of test data. Please select some destinations and click on "Create Test Data". :::info This is all your test data and it is there only to help you test the software for your needs. These destinations doesn't have to be from your working destinations. ::: ![Image showing page for test data seeding](https://sembark.com/assets/images/uploads/open_signup_test_data_get_started.png) Just follow these simple onboarding steps and you are good to go. ## Test and Live Data Mode We have created a new data mode called `Test Data Mode` where you can try and test all the features without messing with your live data. When you signup with a new account, you will be in your Test Mode. When you are in Test Data Mode, all the pages will include a badge in the top header to indicate this mode as shown in the figure bellow. ![Image showing page with test data mode enabled](https://sembark.com/assets/images/uploads/trip_queries_in_test_data_mode.png) When working in Test Data mode, please feel free to test all the features with your dummy data. This is also a good place to **train your new team members**. Simply invite them from your Test Data mode and after signup, they will be default to test data mode. To go to the `Live Data`, click on the gear icon next to the "Test Data" in the top header. Please make sure that you have verified your email address before going to Live Data mode. Once you are in the "Live Data", this test data badge will be remove from the top header. You can always go back to Test Data mode from you account profile page. ### Data Syncing When working in Test or Live Data modes, data created by some of the features will be synced between your Live and Test data. - Your personal account information e.g. Name, Email etc. - Team Member Invites and Signups. - B2B Connection on Sembark. So, when changing any of the above, the data will get synced with the other data mode i.e. if you are in Test Mode and invited a team member, the new member will be added in both Test and Live datasets. This is done to remove the hurdle of new invites across data modes. :::info You should try to avoid testing these modules when you are in `Test Data` mode if you are worried about data corruption or visibility issues. ::: ## Intl Phone Numbers In this release, we have also introduced `International Phone Number` inputs across the software. You can now select a country code (e.g. +91, +1) when providing phone number(s) for your guests, hotel contacts, drivers, transport service provider contacts, and your office addresses. ![Image showing page with test data mode enabled](https://sembark.com/assets/images/uploads/intl_phone_number_input.png) If you have some existing data where earlier you added wrong phone number, now is a good time to update those phone numbers with correct details. --- # Trip Cancellation and Payment Refunds Version 1.96 · 2021-04-21 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-96.md With the release of version 1.96, you can now handle the trip cancellation after conversion with automated refunds creation towards your clients and service providers. ## Dropped Trips There are cases where your customer might want to cancel his/her trip, even after conversion. This can happen due a medical emergency e.g. COVID or due to some destination or personal reasons. To make it easier for you to handle this situation, we have update our travel software so that you can drop a trip (i.e. cancel trip after conversion, here-after referred as "Trip Drop") along with refunds to your clients or towards your service providers. ### Dropped List You can access your dropped trips from the listing page, under the "Dropped" tab, as shown in the figure bellow. ![Image showing list of dropped trips](https://sembark.com/assets/images/uploads/dropped_trips_listing.png) ### How to Drop To drop a trip, you should visit the detailed page of a converted trip. There, you will see a action button to mark the trip as dropped, as shown in the figure bellow ![Image showing button to drop a trip](https://sembark.com/assets/images/uploads/trip_drop_cta.png) :::note This option is only available for converted trips that are yet to start. ::: #### Cancellation Charges Clicking on this action button, you will be redirected to a page where you can provide details regarding cancellation charges by your service providers, your cancellation charges towards customer along with a reason of cancellation. ![Image showing the page to drop the a trip](https://sembark.com/assets/images/uploads/trip_drop_page.png) Please consult with your service providers and their policies before adding cancellation charges for hotels or cabs. These charges will be reflected in the booking ledgers of these service providers. Once you are done with cancellation charges towards your service providers, scroll down to the bottom of this page and provide cancellation charges towards customer. Please review all the charges and profits. Provide a cancellation reason along with comments. If all is correct, click on the "Drop" action button to drop the trip. ![Image showing cancellation charges and reason for trip drop](https://sembark.com/assets/images/uploads/trip_drop_cancellation_charges_and_reason.png) :::info Once dropped, all service bookings (hotels, cabs) will be moved to the "Trip Dropped" stage and none of these bookings can be updated. ::: ## Payment Refunds Once you mark a trip as dropped, all refunds towards your clients or service providers will be visible on the "Accoutings" tab of the dropped trips. From here, you can update these instalments as necessary to reflect the refund status (pending/paid/verified) as you would normally do with any other payments. ![Image showing hotel booking ledger with payments status](https://sembark.com/assets/images/uploads/dropped_trips_customer_refund_status.png) ## Booking Ledgers Hotel and Transport booking ledgers has been updated to include the payments status (e.g. paid amount, total amount, cancellation charges etc.). These will also include any cancellation charges applied for a particular booking if there are any. ![Image showing hotel booking ledger with payments status](https://sembark.com/assets/images/uploads/hotel_ledger_with_payments_status.png) ## Sales Report The sales report module has been updated to handle the trip cancellation after conversion. If dropped in the same month, revenue will be updated, otherwise, the dropping month will include new entries for the dropped trips. --- # Hotel Bookings Ledger Version 1.72 · 2020-11-10 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-72.md Managing relationship with hotel providers requires proper tracking of bookings and payments. On Sembark, your bookings are connected with your Sales, Operations and Accounting process, making it really easy to manage all your hotel bookings and payments at one place. ## Bookings Ledger Bookings ledger is list of service exchanges between two businesses. When you book hotels from hotel provides or direct hotels, you exchange the booking with payments. When you regularly book a hotel and have a good relationship, it becomes a necessity to keep proper record of bookings and the payments for a long term business partnership and trust. As tour companies invest heavily in the Sales process, very little is left for post bookings and operations. Keeping the necessity and time in mind, we are bringing the hotel booking ledger at your fingertips. You can view bookings for a hotel or for a hotel group by visiting their respective details page and clicking on the `Bookings` Tab. ![Image showing booking ledger for a Hotel Group](https://sembark.com/assets/images/uploads/hotel-bookings-ledger.png) Here you can see the full details of your bookings including link to trips and payments status. ## Filters You can filter the bookings by a guest details and trips using the search input. Hotel providers are listed using _tabs_ for quick filtering. You can use advanced filter option (sliders icon to the right of search input) to further filter down by checkin-checkout duration, payment status and booking status. The list of advanced filters will grow as per the customer needs and as we add more attributes to hotel bookings. ## Exports You can easily download these booking ledgers using the `Excel/CSV` export options. These ledgers can be shared with your booking providers to easily communicate the bookings and payment status. ## What's Next ? As the bookings ledger are in place now, we will be able to **clear payments** for these bookings in one go. This will allow businesses to maintain a healthy accounting relationship with hotels and **grow** even more. --- # Introducing Sales Reports Version 1.70 · 2020-11-07 · by Sudhir Mitharwal Source: https://sembark.com/travel-software/release-notes/1-70.md You can now view your monthly sales by destinations, sales persons and trip source along with downloading reports. ## Sales Reports A sales reports includes information regarding your sales and revenue for a given duration. Measuring monthly sales is a necessity to **manage and grow** any business. These reports provide valuable insights in deciding what and where to be worked on. For example, in your travel business, you can see exactly how much a sales person or a trip source contributed to your monthly revenue which allow you to decide what needs more/less investment. Keeping the importance in mind, we are introducing the **Sales Reports** module to Sembark. These reports can be accessed from `Top Header > Trips > Sales Reports`. ![Image showing monthly sales reports](https://sembark.com/assets/images/uploads/sales_reports.png) To quickly view sales reports for current and past months, you can use left side tabs labeled with each month. A simple search option is available where you can filter sales by keywords like trip id, guest name, email etc. ## Advanced Filters Sometimes, monthly reporting needs more fine tuning to meet your needs e.g. you may want to see sales by a particular sales person. To get what you need, an advanced filters option is provided. Using these filters, you can further drill down these reports by destinations, sales persons and trip sources. The list of advanced filters will grow as per the customer needs and as we add more attributes to queries like trip category (e.g. budget, premium etc.), trip type (e.g. family, group etc.) and more. ## Exports To allow easy sharing, you can export the reports in _Excel/CSV_ format using the `CSV` download button. This is just a start. In future releases PDFs exports and column customization will be available. ## What's Next ? This is our stepping stone into the reporting module. Upcoming releases will include more reporting for each modules (e.g. operations, tax/accounting etc.) to provide more insights in your business and to help you quickly take better business decisions.