Concord Traveller has a comprehensive mailshot system, which is based on Traveller data. The range of parameters available includes date, booking information, booking statuses and booking values. Traveller also has the capability to have exclusion dates and been able not only to print letters and labels but also email.

The next few pages will introduce to you these facilities and how to use them to get the best possible out of your system and data.

Mailshot options can be found by entering on File situated on the top tool bar and them opting for Dairy and Letters then Mailshot.

When entering into mailshot, the following screen will be displayed.

The selection screen enables you to target your clients by a number of options.

At the top of the display you will see a drop down box. These are all the current mailshot letters that have been created in the Traveller Document Designer program. You are able to have as many mailshot letters as required.

Underneath is a free text box called "Description". This facility is used to place a description of type of mailshot sent, when the mailshot is run, this description updates a data file of historic mailshots and updates the client header with this information.

(See section "Setting Mailshot History").

Label selection is next. There are non-predefined label parameters

Label selection is next. There are non-predefined label parameters at present, so if you have not do so already and if you required labels then this will require setting up.

(See Section "Setting up Labels").

By selecting the Select Labels button using the mouse then a list of labels that have been set will be displayed.

Selecting the clients you wish to mailshot is by radio type buttons this ranges from Retail Only, Account Customers only or both; one of these has to be selected.

Date ranges are the next parameter, you can use the calendar if required, which is located and displayed as button 15 next to the date entry field. Or you can enter the date manually. The manual date entry is numbers only i.e. 070303 will display as 07/03/2003.

You can enter both departure or booking date but it is not mandatory to use both.

The exclude button enables you to exclude date ranges of both booking and departure date. Again, this is not mandatory but is useful if you are targeting special offers to depart on certain dates but do not want to include client how have already booked on that date, just in case it’s the same holiday to the same destination.

The screen display is as follows

Also notice at the bottom of the section criteria, there is an option to decide on what booking types you want to exclude i.e. you may want to mailshot people who have made an enquiry with you on that date.

Selecting OK will confirm the details and take you back to the main screen.

Total cost option, gives you the opportunity to target people who have spent a minimum or maximum with you in the past. This is based on the total booking value and not the price per person.

Booking Type allows you to target certain booking statuses.

There are 6 tabs to the right of the screen, allowing you to target bookings made with certain operators, transaction types, consultants, brochures, branches (if multi branch in one dataset) and special interest groups. All these are selected as a default, except for Special interest groups, where the ignore option is default.

If you wanted to target your special interest groups then we would suggest that you include all date ranges by leaving the dates fields blank and deselecting the Ignore option and then selecting the special interest group required.

Once all the criteria has been entered you can then select the Report All button. This will produce a report of the entire criteria

If you wish to filter the list even further, then once you close the report down, there is another option called Report Selected. This builds a table of all the clients and also builds information of when the last mailshot was sent and when they last travelled.

From here you can see the last mailshot sent and when they last travelled. You are also able to re-order the information be selecting the title bar.

By using the select and deselect buttons, client can be excluded from the list.

Once this has been done. You can do one of the following.

Export Only – Will export the client information to a CSV file.

It will prompt you that the client history will be updated that an external export has been done

If you say "YES" to this, the following will be displayed.

Save the mailshot to a place of you choice.

Mail Selected will display the following

Print Only – Will print the letter to all clients.

Email Only - Will email all clients with an email address.

Email and Print – Will email who it can and print the rest.

Once this is done you have the option to print labels for all you clients if required.

Export Name Will export all names from the selected criteria including Email.

Export Headings Will export all names from the entire database.

Mailshot History

Once a mailshot has been done then you can produce a report of the mailshots that have been sent. This can be accessed via the top main tool bar under "FILE".

Once this is selected, the following will appear.

Enter the date range required and select OK.

This document detail the mailshot sent and Telephone number etc…

Setting Mailshot History

A new tab can be displayed on the client folder. This displays the history of the mailshots sent by Traveller to this client. To evoke this tab you need to enter into "Options and Tools" on the top Traveller Tool Bar and select "Options".

You will be displayed with the following, enter into the Client Tab and Ensure that the Mailshot TAB is selected.

You will need to do this for each Traveller Terminal.

Once this has been done then when you enter into a Traveller client. You can see what mailshots have been sent.

Setting up Labels

Enter into the Mailshot as normal and once you select the criteria, select Labels

This will display the following;

If you have a Label already set, and it’s the correct one then highlight the label. If you need to set a new label, then select new label.

Enter the Description

Measure the height and width of each label and enter data.

Measure the distance between each label and enter into vertical pitch

Measure the distance from the end of the paper to where you want the address to start printing and enter the data into the horizontal pitch.