Guest Document Management, Tourist Profiles, Duplicate Trip Source Prevention

This release introduces two substantial workflow improvements for travel companies — a full Guest Document Management system with destination-based requirements and secure guest upload links, and a comprehensive Tourist Profile feature built for B2C agencies managing repeat travellers. Alongside these, you can now prevent duplicate Trip Source entries, create Service Types and Activity Types directly from the quotation page, and rename custom report columns to match your organisation’s terminology.

Let’s dive into more details.

Guest Document Upload and Management

We have significantly expanded the existing guest documents feature. You can now upload document files — images and PDFs — directly against individual guests in a trip, define which documents are required based on the destination, and share a secure upload link with guests so they can submit their own documents without any back-and-forth.

Why this feature matters

Managing guest documents — passports, visas, ID proofs — has traditionally been a manual, fragmented process. Documents arrive over WhatsApp or email, someone on your team has to sort and file them, and there is no central place to track what has been received and what is still pending. This feature centralises the entire process inside Sembark, with clear visibility on pending and uploaded documents per guest, and the option to have guests upload directly.

1. Destination-Based Document Requirements

You can now map document types to specific destinations, so the system automatically knows which documents are required for each trip.

Navigate to Profile → Organisation → Document Types

On this page, each document type — such as Passport, Visa, or ID Proof — can be linked to one or more destinations.

How it works:

Once a document type is mapped to a destination, whenever a quotation is created for that destination and guests are added, the system automatically displays the required documents against each guest. Your team does not need to manually specify which documents to collect — the destination does that automatically.

Example:

• Document Types mapped to Singapore: Passport, ID Proof
• A quotation is created for Singapore with 3 guests added
• The system automatically shows Passport and ID Proof as required documents for each of the 3 guests.
• Each guest’s documents can be uploaded either by the sales team or by the guest themselves.

2. Upload Documents from Guest Management

After a trip is created, you can manage guest documents directly from the trip’s Guest Management section.

Access it via the Guest Management option in the trip header.

All guests added to the trip are listed on this screen. For each guest, you can:

1. Click Add Documents.
2. Select the required document type (e.g., Passport, Visa).
3. Optionally upload the document file at the same time.

This gives your operations or reservations team a quick way to add or update document records for any guest on a trip without navigating away from the trip view.

3. Guest Documents Section Under Docs

After converting a quotation into a trip, a new Guests tab appears inside the Docs section of the trip.

This tab gives you a consolidated view of document collection progress across all guests:

• Pending documents — what is still required for each guest
• Uploaded documents — what has already been received
• Total required documents count — based on the destination mapping
• Uploaded document count — how many have been submitted so far

4. Downloading Documents

From this section, you have two download options:

• Download all guest documents together — packaged as a single ZIP file, useful for submitting documents to a hotel or visa agency in one go
• Download an individual guest’s documents — download only a specific guest’s files separately

5. Guest Profile View

Clicking on a guest’s name opens their profile, showing:

• Guest Name
• Nationality
• Contact Number
• Total required documents
• Uploaded documents
• Pending documents

This gives you a complete per-guest document snapshot without having to search across multiple pages.

6. Secure Guest Document Upload Link

You can generate a secure upload link and share it directly with your guests, allowing them to submit their own documents without any involvement from your team.

How the Link Works

1. Generate the upload link from the Guest Documents section.
2. Share the link with the guest via WhatsApp, email, or any other channel.
3. The link remains valid for 10 days from the date it was generated.

What Guests Can Do

When the guest opens the link:

• Primary guest details cannot be edited — the main traveller’s information is locked for accuracy.
• You can edit the remaining guest details if required — supporting guests can update their own information.
• Guests can upload their pending documents directly through the link.
• Uploaded documents appear in your dashboard immediately.

Benefits

• Centralise all guest document collection inside Sembark — no more tracking documents across WhatsApp and email.
• Destination-based requirements eliminate manual tracking of what documents to collect for each trip.
• The secure upload link removes your team from the document collection loop entirely for routine submissions.
• ZIP download makes bulk document handover to hotels, visa agencies, or airlines simple and fast.
• Clear pending/uploaded counts ensure nothing falls through the cracks before travel.

Tourist Profile Management

We have introduced Tourist Profile Management — a centralised system for maintaining detailed customer profiles for repeat travellers. Designed especially for B2C travel companies, this feature lets you store travel preferences, personal details, billing information, and documents against each customer, and automatically surfaces that information when the same guest creates a new enquiry.

Why this feature matters

For agencies that work with repeat customers, the same guest details and preferences are re-entered from scratch with every new enquiry — meal preferences, preferred airports, passport details, billing information. Without a central profile, personalisation depends entirely on your team’s memory or scattered notes. Tourist Profile Management creates a single source of truth for each customer that your team can reference and auto-fill from, making repeat bookings faster and more personalised.

1. Enhanced Tourist Listing

The listing page for tourists has been significantly improved.

Navigate to Profile → Organisation → Tourists

Previously, this page showed only guest names. Each record now also displays:

• Last trip — the most recent trip this guest was part of
• Last enquiry date — when they last made a travel enquiry
• Contact number — for quick reference without opening the profile
• Last destination — where they travelled most recently
• Last quotation — the most recent quotation created for them
• Quotation stage — the current status of that quotation

2. Converting a Guest into a Tourist Profile

Any guest in the listing can be converted into a full Tourist Profile by selecting them and adding extended profile information. Profile details you can store include:

• Travel preferences- Meal Preference, Preferred Stay, Language Preference, Preferred Airport, Flight Class Preference
• Other Preferences- Anniversary date, Smoking, Tags
• Billing details- Company name, Tax details

Documents can also be downloaded directly from this section for any tourist profile.

3. Smart Tourist Profile Suggestions on New Query

When creating a new enquiry on the New Query page and adding guest details, the system now automatically searches for an existing Tourist Profile that matches the information being entered.

The search runs across:

• Guest name
• Mobile number
• Email address

If a matching profile is found, the system displays a suggestion card showing:

• Saved preferences for that traveller
• Previous trip details
• Complete profile information

Click Use This to auto-fill all guest details from the saved profile and link the new enquiry to that existing tourist profile. This eliminates manual re-entry and ensures the profile’s preferences are carried forward into the new quotation automatically.

4. Create Tourist Profile from Guest Management

You can create a Tourist Profile for any guest directly from within a trip, without navigating away to the Tourists section. On the trip’s detailed page, go to Guest Management.

For any guest listed there, select Add Tourist Profile to create a new profile for that guest or link them to an existing one. This is particularly useful when a repeat customer books through a new enquiry and you want to set up their profile while managing the trip.

5. Tourist Preferences in Quotation Header

When a Tourist Profile is used while creating or editing a quotation, the guest’s saved preferences are automatically displayed in the quotation header — visible at a glance while you are working on the quotation.

Preferences displayed include:

• Meal preference
• Smoking preference
• Room preference
• Preferred airport
• Other saved preferences

This means your sales team can see the guest’s requirements directly within the quotation screen — no need to open a separate profile, search through past conversations, or ask the guest to repeat their preferences.

Benefits

• Maintain a single, up-to-date profile for every repeat traveller in your organisation.
• Auto-fill guest details on new enquiries with one click, eliminating manual re-entry.
• Display guest preferences inside the quotation so your team can personalise without any extra steps.
• Store billing, tax, and company information centrally for corporate travel clients.
• Create and access profiles from multiple touch points — Tourists section, Guest Management, and the New Query page.

Prevent Duplicate Trip Sources and Enhanced Search

We have introduced validation to prevent duplicate Trip Sources from being created in the system. At the same time, searching for Trip Sources has been made more flexible — you can now find them using an email address or phone number, not just their name.

Why this feature matters

Trip Sources are used to track where your leads come from — travel portals, social media pages, agency partners, walk-ins, and so on. Without duplicate prevention, the same source could be created multiple times under slightly different names, causing fragmented data and inaccurate source-wise reporting. The new validation ensures each Trip Source remains unique and your reports stay clean.

Duplicate Prevention

A Trip Source is now considered a duplicate if any of the following already exist in the system:

• The same Trip source name or short name
• The same contact email address
• The same contact phone number

If you attempt to create a Trip Source that matches an existing one on any of these fields, the system will block the creation and display a validation message.

Enhanced Trip Source Search

Wherever a Trip Source filter or search is available across the application, you can now search by:

• Name or short name (existing behaviour)
• Email address (new)
• Phone number (new)

This makes it significantly faster to find the right Trip Source when your list has grown large, or when you remember a source’s contact details but not their exact listing name.

Benefits

• Prevent fragmented reporting caused by duplicate Trip Source entries.
• Ensure source-wise lead and booking data remains accurate and consolidated.
• Find Trip Sources quickly using any identifying detail — name, email, or phone.

Quick Creation of Service Types and Activity Types

You can now create new Transport Service Types and Activity Types directly from the Quotation page, without navigating away to the settings section.

1. Quick Creation of Transport Service Types

2. Quick Creation of Activity Types

Why this feature matters

Previously, if you needed a new Service Type for a transport booking or a new Activity Type while building a quotation, you had to stop, navigate to the settings section, create the type there, and then return to the quotation. This interrupted the quotation workflow every time a new type was needed — particularly frustrating when creating quotations for new destinations or unusual itineraries.

Now:

• While creating or editing a quotation, you can create a new Service Type for Transport or a new Activity Type for Activities inline, without leaving the quotation.
• The new type is immediately available for selection within the same quotation session.

How to Use

• Open or create a quotation.
• When adding a Transport service, if the required Service Type does not exist, use the quick create option in the Service Type field to create it on the spot.
• When adding an Activity, if the required Activity Type does not exist, use the same quick create option in the Activity Type field.
• The new type is saved to your organisation’s settings and available for future quotations as well.

Custom Column Name Editing for Reports

You can now rename custom report columns to match the terminology your organisation uses internally. The updated name will appear in the report wherever that column is displayed.

Why this feature matters

Different organisations refer to the same data fields by different names. What Sembark calls a Booking ID might be referred to as Reference ID in your organisation’s reports. Previously, there was no way to change these labels — your reports always used the system’s default column names, which could cause confusion when shared with teams or external partners who used different terminology.The updated column name will appear in the report from that point forward.

• Example: If your organisation refers to Booking ID as Reference ID, you can rename the column and all reports will display Reference ID instead.

Benefits

• Align report column names with your organisation’s internal terminology.
• Reduce confusion when sharing reports with teams or partners who use different naming conventions.
• Keep reports familiar and consistent with the language your team already uses.

Other Improvements

• Improved Team Member Listing and Status Display: Team Members across the application are now listed in a consistent order — Active, then Disabled, then Deleted. Each member’s status is also clearly displayed in all relevant filters (Trip Plan Requests, Trips, and other modules), making it easy to distinguish between active, disabled, and deleted users when multiple members share the same name.
• Fixed Adult Mismatch Warning for Similar Hotels: Resolved an issue where the system incorrectly triggered an Adult Mismatch Warning when a hotel had multiple similar hotel options. The system was counting each similar hotel as an additional hotel during adult count validation, inflating the count and showing a false warning. Adult count validation now correctly considers only the actual number of trip guests.