Tools available for home-based travel advisors
Becoming a successful home-based travel advisor requires a suite of tools and resources to manage every aspect of the business, from booking trips to marketing and accounting. While some of these may be provided by a host agency, many advisors also invest in their own.
Here is a breakdown of the key tools and resources available to a home-based travel advisor:
1. Booking and Reservation Systems
These are the fundamental tools for booking travel.
Global Distribution Systems (GDS): These are the major networks that connect travel advisors to airlines, hotels, car rental companies, and other suppliers. They provide real-time availability and pricing and are essential for booking flights and complex itineraries. The most well-known GDS platforms are Sabre, Amadeus, and Travelport. However, there are ways to eliminate the cost of a GDS using resources provided by a consortium through a host agency. It is possible to set up your entire booking platform from home by using consortium, vendor, and other booking tools available to advisors for free.
Supplier Direct Portals: Every travel supplier, from major cruise lines (e.g., Carnival, Royal Caribbean) to tour operators (e.g., G Adventures, Trafalgar) and hotel chains, has its own booking portal. Advisors use these to access special agent-only rates, promotions, and training at no cost.
Consortia and Host Agency Portals: If an advisor is part of a consortium (like Travel Leaders Network) or a host agency, they will have access to a proprietary booking portal. These platforms often aggregate deals from various suppliers and can provide a more streamlined booking experience often with better commission rates and no additional cost.
2. Client Management and Operations
These tools are crucial for managing the business side of being an advisor.
Customer Relationship Management (CRM) Software: A CRM is the backbone of a travel advisor's business. It helps you manage client information, track inquiries, store preferences, log communication, and remember important dates like birthdays and anniversaries. Popular CRMs in the travel space include TravelJoy, Travefy, TravelPerk, and Moonstride. A CRM in conjunction with a sophisticated email client such as Outlook and its calendar function are essential to manage client information. However, there are also free CRM programs such as SuiteCRM.
Accounting and Commission Tracking Software: Managing finances, especially commissions, can be complex. Software like Quickbooks, Xero, or travel-specific platforms like Sion help advisors track income, manage expenses, and follow up on outstanding commissions from suppliers. Again, another free option for keeping track of payments is Google Sheets.
Online Payment Platforms: Travel advisors generally do not directly accept payments for travel. Advisors merely make the payments directly to the vendor on behalf of the client. Each vendor will have a travel agent web portal where each reservation can be serviced, payments can be made, and confirmations of reservations can be obtained
3. Marketing and Communication
Finding clients is a critical part of the job, and these tools help advisors build their brand and reach their target audience.
Social Media: Advisors will want to create a Facebook business page, and use any other social media with which they are familiar. Almost every vendor and consortium offers free courses on how to create accounts and fill them with content to attract new clients. Travel Leaders Network provides a free "Profiiler" that will attract new clients.
Email Marketing: Building and nurturing an email list is a key marketing strategy. The consortium Travel Leaders Network provide free engagement services that allow you to upload your contacts and have them receive free vendor emails whenever the advisor wants. Other services are also available such as Mailchimp which provide a free level of service with control over the emails being sent out.
Branding and Content Creation Tools: Each vendor will provide access to professional-looking marketing materials, from social media graphics to flyers and e-brochures. Many host agencies also provide pre-made marketing materials.
Website Builders: A professional website is essential for credibility. Free websites can be obtained using Wordpress or your domain hosting provider such as GoDaddy.
4. Education and Training
The travel industry is constantly evolving, so continuous education is a must.
Host Agency Training: Most host agencies offer a comprehensive training program for new advisors, covering everything from booking systems to sales techniques.
Supplier Training: Cruise lines, hotels, and tour operators all have agent-specific training programs, often called "academies" or "universities," that teach advisors about their products. Completing these courses can lead to special certifications and perks.
Industry Organizations: Organizations like CLIA (Cruise Lines International Association) offer professional certifications and courses that enhance an advisor's knowledge and credibility.
Industry Publications: Subscribing to trade publications like Travel Weekly and TravelAge West helps advisors stay up-to-date on industry news, trends, and promotions.
By leveraging these tools and resources, a home-based travel advisor can run a professional and profitable business, providing a seamless and high-value experience for their clients.
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