Most people ask before they register. Inquiries / Leads keeps those conversations in one place, so a question on WhatsApp in October is not forgotten when the group opens in December.
Where inquiries come from
- Your sign-up pages. A visitor who is not ready to register can leave a question; it arrives here with the group they were looking at.
- By hand. Add the people who call, write or walk in, with the source they came from.
- From a list. Import Excel brings in a spreadsheet of contacts you already have; download the template first so the columns match.
Follow up
Each inquiry has a status — New, Contacting, Qualified, Converted or Lost — a priority, the colleague it is Assigned To, the group or package they asked about, and a Follow up on date. The list can be filtered by any of them.
After every call or message, use Log contact (the speech bubble on the row, or on a card of the board). Choose how you were in touch, write what was said, move the inquiry to its next stage and pick when to get back to them: tomorrow, in three days, in a week or on a date of your choice. Each entry goes into the inquiry's History with the date and the colleague's name, so anyone in the team can see where a conversation stands. A new inquiry that nobody has answered for a day is marked Not contacted yet.
To write to someone, use Get in touch (the paper plane). It suggests the channel that fits how they came — email for the website and email, WhatsApp for social media, phone calls and walk-ins — and has the message written already, in their language: thanks, the trip they asked about with its dates and price, and the link to its sign-up page (or to your agency page). Check it, change what you like, and send: email and SMS go out from Ziyara and cost credits like any message, WhatsApp opens with the text in it. The contact goes into the history by itself, and when the person signs up through the link, the inquiry turns Converted and points to the new pilgrim. To write to many at once — say, everyone who asked about the Ramadan group — filter the list, tick them and use Write to selected; {first_name} and {link} are filled in for each of them.
See how your leads are doing
Above the list, the lead card shows the open inquiries by stage, how many are due a follow-up and how many have not been contacted yet; each line opens exactly those inquiries. Beside it, Leads by source shows where your inquiries came from and how many of them became pilgrims — the quickest way to see which of your channels brings travellers, and which only brings questions. A bar opens the inquiries behind it. Both can also be shown on the dashboard through Configure Dashboard.
Switch to Board view to see the statuses as columns and drag a card from one to the next as the conversation moves. A click on a name opens the inquiry with its history, New lead adds one, and Only mine keeps the inquiries assigned to you. From a row you can write to the person by email or WhatsApp directly.
Convert an inquiry into a pilgrim
When someone decides to travel, use Convert to Pilgrim. Choose the group and, when the group has packages, the package — that is what gives the pilgrim a price and a balance. The gender and the passport number can be added now or later on the pilgrim's page. If the group is already full, the form says so; converting still adds the pilgrim. The inquiry is marked Converted only once the pilgrim is saved, so a cancelled form does not lose the lead.
On the board, dropping a card on Converted opens the same form.
Inquiries are not contacts
Contacts is a separate page: your agency's phone book of embassies, hospitals, hotels, suppliers and drivers. People who asked about a trip belong under Inquiries / Leads, and people who travel with you under Pilgrims.