Case studies
Client information lived in four files that never talked to each other: two client spreadsheets, a loyalty-card spreadsheet and a paper points notebook. There was no record of who changed what, and catching an expiring passport depended on someone remembering to check.
A CRM built around how the agency actually works. Each client has a profile with contact and health details, passports and visas with a photo of the document, contracts, their loyalty tier (Silver, Gold, Diamond) with the benefits that come with it, and their assigned advisor. Trips are created as services and each client is enrolled with a payment status and deposit notes. The system flags birthdays, passports and visas about to expire or already expired, and pending follow-ups on its own, and moves each client through stages based on their trip dates: prospect, client, traveling, completed. It runs on the office network, with no cloud and no monthly fees.
All 397 real clients, migrated from the four sources into one database without making up a single field: anything incomplete was flagged for confirmation. Cross-checking the files recovered a client whose name had been reduced to a single letter and kept an active Gold client from being deleted. Every change to a client is signed by whoever made it. The images show the system with test data: real client information never leaves the office.
Advisors are the ones who talk to clients and sell them trips, but management had no way to know what each of them did: who captured the information, who left profiles incomplete, or whether alerts were handled or just dismissed.
A password-protected panel for the owner only. It shows what each advisor does (clients registered, documents uploaded, follow-ups, trip enrollments, payments and alerts handled), how they keep the profiles in their portfolio (ID, email, birth date, passport and complete profiles), pending backlog, day-by-day consistency, and every single action with a link to the client. It is also where advisors are added and removed: whoever leaves can no longer write to the system, their history is kept, and their portfolio stays visible so it can be reassigned.
Decisions about the team come from what each person actually did, not from impressions. The panel separates real work from automated data loads, so no one gets credit for actions they didn't take, and it was tested with ten extra advisors and more than eleven thousand logged actions without slowing down. The images show the panel with test data.
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