You can create a new file directly in TravelMind using the “New” button under the Files tab.
Steps
Click “Add File” at the top of the File page.
In the pop-up window, select the type of file:
Business – for corporate trips (invoice only).
A business file is invoiced immediately and can no longer be modified afterwards.
Leisure – for private or holiday trips (includes quotations, deposits, and balance invoices).
A leisure file allows you to first send a travel agreement to the client for signature. Afterwards, you can issue a deposit or balance invoice. As long as the balance invoice has not yet been created, changes can still be made — such as adding services, adjusting prices, or modifying travel dates.
⚠️ Never use “Group” or “Other.” For group travel, always choose Leisure.
A new dossier opens automatically in the General tab.
You’ll see fields like:Client
Passengers
Travel info (dates & destinations)
Notes (internal notes, not visible to the client)
File details (auto-filled number & date)
Admin notes
Services
Select the client or + add client from here:
Type the client’s name or number (previously created under “Third”).
Choose from the dropdown list. Or add a new client from here.Add travel info:
Click Edit and fill in:Departure & return dates
Country of origin and destination
Departure & arrival cities
Save with the 💾 icon.💡 Tip: Always use the location of your first service as the departure country and city. For example, if it’s a self-drive holiday to Monaco and you only book a hotel in Monaco, then both the Origin Country and Destination Country should be Monaco, since that’s where your first service takes place.
Add notes:
“Notes” → internal remarks visible only to you and admin.
“Admin notes” → visible to accounting; cannot be edited by agents.
Add passengers:
Click Add passenger or select + add passenger from customer contact.
Enter name, surname, date of birth (if known), Nationality, e-mail and title, full information is better.
Or select existing contacts from the client file.
Add travel services:
Use the Add Service button to list all products (flights, hotels, insurance, etc.).
See Services and Bookings for service details.
💡 Tip: Always save after each section (blue disk icon). Fields with* are mandatory.