Background
As you transition to Tern from other systems, you may want to keep track of what historical trips your clients have taken with you in the past. This article walks through how to import those trips and match them to an existing contact in Tern.
Important notes before diving in -
Importing trips will just create a "shell" record of the trip, so you can reference it on the contact profile. If the trip is in the future, we recommend building it out in Tern so that you can continue to manage it.
Trip data will not automatically feed into Tern sales and commission reporting. It is only used as a reference point for you when looking at client data. Those sales reports are powered by "Bookings".
To learn more about bookings as an advisor, click here.
To learn more about how to import historical bookings as an agency owner, click here.
Getting your data ready for import
Examples & templates
Download a template of the data we support uploading - Import Trips to Contacts - Templates - Template (1).csv
See an example of the template filled out - Import Trips to Contacts - Templates - Example (1).csv
How trips are "matched" to contacts
Trips can only be added to contacts we find a "match" for, so it's very important to understand how we do this today.
We will only be able to add historical trips to contacts that already exist in Tern. If you haven't imported your contacts already, please do so first. Learn more here.
First, we'll look to see if you used an import ID that matches the import ID you used to import the contact. If so, the trip will be automatically associated with that contact.
If we can't find a matching import ID, we'll:
First see if there is an email match for an existing contact.
Then look to see if there is a matching last name, associated with that email address.
Then look to see if there is a matching first name OR preferred first name, associated with that email/last name
If we find an exact match, we'll import the trip. Otherwise the trip will not be added.
Specific field descriptions
Required fields are marked with a **, fields that are conditionally required are marked with a *.
Import ID: this is the import ID of the CONTACT you are trying to upload this trip to
If you have a record stored of your contact import, make sure you use the same import ID.
*Legal first name: the last name of the contact you are trying to upload the trip to.
If you don't include a contact import ID, you'll need to add either a legal first name, OR a preferred first name.
*Last name: the last name of the contact you are trying to upload the trip to.
Required if you don't include a contact import ID.
*Preferred first name: the preferred first name of the contact you are trying to upload the trip to.
If you don't include a contact import ID, you'll need to add either a legal first name, OR a preferred first name.
*Primary email address: the email of the contact you're trying to upload the trip to.
Required if you don't include a contact import ID.
**Trip import ID: this can be any unique identifier for the trip. This helps you re-import data to overwrite it.
If you don't have an ID for your trips, you can use something like today's date + 1, 2, 3, 4. Example: Trip ID 1 - 107241, Trip ID 2 - 107242, and so on.
**Trip name: the name of the trip. Can be anything you want.
Trip start date: the start date of the trip
Trip end date: the start date of the trip
Trip total cost: the cost of the trip. Just used as a reference on the contact profile, not in sales reporting.
Trip commission: commission earned for the entire trip. Just used as a reference on the contact profile, not in commission reporting.
Trip currency: the currency for the trip cost / commission. If you leave this blank, we'll just use your account default.
Trip supplier: if there was a "main" supplier you'd like to reference for this trip, you can add it. Otherwise you can leave it blank.
Trip owner name: if you are an agency owner and you're importing trips across your agency, and you'd like to reference who planned which trip, you can optionally add the agent name. If you aren't, you can add your own name, or just leave this blank.
Trip owner email: same thing for trip owner email! Optionally reference the agent who owns this booking, add your own email, or leave blank.
Import your trips
First, go to Contacts, and click 'Import Contacts'
Next, click 'import past trips' under step 2, and follow the instructions of the import process.
Review & manage imported trips
After trips are successfully imported to your contacts, you'll find them on the "trips" tab of each matched contact.
Editing your trip data
If you need to edit the imported data across all the contacts/trips you just uploaded, you can make the changes by editing the data in your file, and re-uploading it again. Just make sure you don't change the trip ID for each trip.
If you'd like to edit the data for a specific trip, simply click on that row.
