The Intranet, which forms the functional core of the system, makes it possible for your company to efficiently manage its customers and vendors by enabling users to create and send e-brochures; make and modify reservations; process payments; e-mail acknowledgments; and generate reports — all in a straightforward manner.

The Internet component, through the fusion of GroupMinder's reservation system with your company's web site, allows prospective customers to view and book travel packages on-line. A clean, crisp presentation — complete with page-by-page instructions and pop-up boxes that highlight package features — creates an easy-to-follow booking format, which in turn, produces immediate efficiencies for your company. Namely, clients can reserve a travel package, have their credit card processed, and receive an instant acknowledgment... all with no intervention from your staff.

Groupminder's principal functionality includes:

Detailed Customer Profile & Travel History

GroupMinder stores and tracks detailed client information for both households and individual household members. This includes multiple addresses and phone numbers, personal data (birth dates, anniversary, etc.), credit card information, personal preferences (non-smoking room, window seat), travel interests, mailing history, trip history, and much more.

Vendor Contact Files, Interaction Log & Booking History

GroupMinder also stores and tracks detailed vendor and individual contact information, including, name, address, phone numbers, fax, e-mail and web site address. An interaction log allows you to track all your company’s communication with each vendor contact. Most importantly, the vendor database keeps a product history for each of your vendors. The system records detailed information about products purchased, including product type, dates of use, quantity, cost, and commission structure.

Marketing System

By interfacing with the client database, GroupMinder's mailing system serves as a powerful marketing tool, allowing you to use stored information about customer travel interests, organization affiliations, geographical location, and travel history to do targeted print and electronic mailings with a simple click of the mouse.

Easy Reservation Input, Confirmation & Modification

GroupMinder's easy-to-use reservation system automatically prompts and advances your agents through the booking process of a new reservation screen by screen, thereby minimizing input error. Upon completion of the booking, agents can instantly confirm clients' reservations via email, or generate a printed acknowledgement. Modification of a reservation requires just one click that takes agents directly to the appropriate screen. Even when an entire reservation requires modification, i.e. adding another participant or changing package selection, the procedure is quite simple.

Inventory Control

GroupMinder maintains inventory control on all package components, displaying real-time product availability throughout the booking process. Further, when inventory is depleted, a product no longer appears for sale, thus eliminating the possibility of overselling your inventory.

Online Credit Card Processing

After completing a reservation, agents can process a credit card payment through the booking system, confirming approval while the client is on the phone.

Reports

GroupMinder features over thirty reports, all with various sorting options, allowing you to access the information you need for vendors, accounting, and on-site operations. Reports include: Booking Source, Daily Receipts, Customer Payment Detail, Revenue, Balance Due, Hotel Reconciliation, Participant Master List, Name Badge List, Rooming List, Transportation Manifest, Transportation Manifest by Departure City, Optional Tours Manifest, Package Components Inventory, Room Inventory, Transportation Inventory, Hotel Vouchers, Tickets List, Ticket Labels, Tour Packet Labels, Mailing Labels, Shipping Labels, and others.

Easy System Access by Third Party

Because GroupMinder is web-based, you can easily provide an affiliate third party, whether a travel agency, social club, or association, access to select areas of your system through what's called the Extranet. By allowing them to view data and run reports, your "travel partners" have access to real-time information on joint projects — and, with no intervention on the part of your staff. The Extranet also opens the way for providing your partner clients or membership with the convenience of online registration via their own web sites.

GroupMinder can be set up in just a matter of hours, even at multiple company sites — and, with no special hardware requirements. Just get online, and GroupMinder is at your fingertips — for use at the office, home or an on-site venue.