Leads: Capture, Pipeline & Conversion
How to capture inquiries, assign travel consultants, advance pipeline statuses, and convert won leads into customer profiles.
What is this?
Step-by-Step Guide
Click 'New Lead'
Go to Lead Management → Leads and click '+ New Lead' or use the '+ Quick Create' button in the top navigation bar.
Fill Contact & Trip Requirements
Enter the traveler's name, phone/WhatsApp, destination, preferred arrival date, headcount, and budget.
Assign to a Team Member
Select an agent from the 'Assigned To' dropdown. If left unassigned, it appears in the unassigned queue for team managers to allocate.
Save Lead
TourVilo generates an auto-incremented Lead Number (e.g. LED-0042) and opens the Lead Details page.
Advance Pipeline Status
As you interact with the traveler, update the status from 'New' → 'Contacted' → 'Quotation Sent'.
Convert to Customer
When the client agrees to proceed, click 'Convert to Customer'. TourVilo instantly creates an official Customer profile and links it to the lead.
Field-by-Field Breakdown
Detailed definitions for every form input, why it is needed, and realistic travel agency examples.
| Field Name | What it Means & Why Needed | Example Value | Required? |
|---|---|---|---|
| Contact Name | The primary traveler's full name or group organizer's name. Why: Used to address the client in all notifications, emails, and quotation headers. | John Smith | Yes |
| Contact Phone / WhatsApp | The international phone number with country code. Why: Enables one-click WhatsApp messaging and automated follow-up dispatch. | +971 50 123 4567 | Optional |
| Contact Email | The client's personal or business email address. Why: Used to send official quotation PDFs and travel documentation. | john.smith@example.com | Optional |
| Lead Source | Where this inquiry originated from. Why: Powers the Leads Analytics Report to reveal your highest-performing marketing channels. WhatsAppEmailPhoneWebsiteWalk-inReferralFacebookInstagramOther | Yes | |
| Priority | Urgency and commercial value of the inquiry. Why: Helps sales agents triage their daily follow-up queue. LowMediumHigh | High | Yes |
| Destination | Target travel country, city, or tour region. Why: Informs destination-specific quotation templates and hotel selection. | Dubai & Abu Dhabi | Optional |
| Travel Date | Estimated or confirmed arrival date. Why: Essential for hotel rate calculation because rates vary drastically by season. | 2026-12-15 | Optional |
| Adults & Children | Headcount of adult passengers and children under 12. Why: Calculates room occupancy (Single/Double/Triple) and per-person activity pricing. | 2 Adults, 1 Child | Yes |
| Estimated Budget | Client's approximate total budget and currency. Why: Guides whether to pitch 3-star standard hotels or 5-star luxury resorts. | 3,500 USD | Optional |
| Assigned Consultant | The agency staff member responsible for working this inquiry. Why: Determines permission visibility and attributes commission / conversion KPIs. | Sarah Jenkins | Optional |
How Search & Filters Work
Search Behavior
The search bar updates results as you type. You can search across: Contact Name, Lead Number (e.g. LED-0012), Phone / WhatsApp, Email, Destination.
Available Filters
Status Filter
Narrows down leads to a specific stage in the sales cycle.
Example: Select 'Quotation Sent' to see every quote awaiting traveler decision.
Source Filter
Filters leads generated by a particular marketing channel.
Example: Select 'Instagram' to review campaign inquiry quality.
Priority Filter
Prioritizes high-value or urgent departures.
Example: Filter by 'High' at the start of every morning shift.
Assigned Consultant
Shows only inquiries allocated to the selected team member.
Example: Managers select 'Unassigned' to distribute incoming morning inquiries.
Sorting: Newest First (default) · Oldest First · Upcoming Travel Date
Status Guide & Next Actions
(new)Inquiry just arrived; no agent has contacted the traveler yet.
(contacted)Agent reached out via WhatsApp, phone, or email to gather trip preferences.
(quotation_sent)Branded quotation PDF or link has been delivered to traveler.
(follow_up)Traveler requested revisions, budget adjustments, or date shifts.
(won)Client accepted the proposal and is ready to book.
(lost)Client booked with a competitor or cancelled trip plans.
(unsuccessful)Unable to reach client after multiple attempts, or invalid inquiry.
Real-World Travel Agency Example
Family Holiday Inquiry to Dubai
Best Practices & Pro Tips
- Use the AI Lead Insight button on the Lead Details page to automatically generate a personalized WhatsApp greeting tailored to the traveler's destination and budget.
- Always log notes under the 'Notes' tab after each call so colleagues can step in smoothly if an agent is on leave.
Common Mistakes to Avoid
- Failing to record the travel date — without a date, hotel rate contracts cannot automatically look up the correct seasonal pricing.
- Marking a lead 'Lost' without checking if they want to travel next season — consider setting a follow-up for 6 months later instead.
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