Gerome Anivado

CLIENT ADMIN SITE MANUAL Every Client has their own Admin Site where they can manage their trips properly. This is a tool that allows the client to monitor sales, check attendees, manage cancellations of trips, approval of waitlisted customers, withdrawal of sales, creating their own promo codes, etc. Currently, the following clients have their own Admin Sites: Afrochella: Haywire Weekend: WetIslandfest: FemmeVenture: DIscoverGidi: SkyResident Username: Password: https://www.poweredbywhim.com/afrochella/login https://www.poweredbywhim.com/haywireweekend/login https://www.poweredbywhim.com/wetislandfest/login https://www.poweredbywhim.com/femmeventure/login https://www.poweredbywhim.com/discovergidi/login https://www.poweredbywhim.com/skyresident/login Admin Whim When you log in successfully, all of the client Admin Sites look the same interface and have the same features/uses. The parts of the Admin site includes: Settings​ - To log out or change password Menu​ - where you see many menu options with different functions (will be discussed later) Trip/Destination - some clients have multiple trips/destinations within a year. This is the part where you get to filter the particular destination that you want to check. Download/Export - When you select a specific trip in the Tip/Destination dropdown, you can download/export to Excel the list of people who signed up for that particular trip/destination. Total Sales - sales coming from the paid customers. This includes all monthly payments/deposits etc MENU OPTIONS DASHBOARD The dashboard is the overall snapshot of the trip giving you the following details: Registrations​ - the number of people who registered for the trip Deposits - out of the number of registrations, these are the number of people who deposited money and have actual spots in the trip Guest List Information - the details of the people who registered (name, phone number, birth date, etc). These are basically the customer’s answers to the questions asked during the registration process. This is the general list of people who registered for the trip. Total Sales - the total amount of sales of all people who deposited and paid for the trip. This is an accumulated amount coming from the initial deposit and the monthly scheduled payments collected from the customers. Export Data to Excel ​- click this link to download the Guest List information. Once you have exported the data to Excel, you can actually filter the information that you need. This is helpful when you are looking for specific information like the number of people who added add ons, or the email address of a specific customer, the number of people who are fully paid, etc. For clients with multiple trips, you can filter the destination you want and the dashboard will automatically update the details pertaining to the selected trip. PROMO CODE Clients who have access to the Trip Admin site have the option to run promos or discounts for their trip by creating Pro Codes. For clients with multiple trips, they can select a specific destination where the promo codes will be applied from the drop-down. For the procedure in creating a promo code, please click on the link below: https://drive.google.com/file/d/1I2mwbRNJZOuMmH3BADluqqGcfke3KPWv/view?usp=sharing CASHOUT The Cash-Out menu provides options for the client to take their money out and move it to their own account. There are 3 options for the clients to take their money out: by Check, a Bank Wire, or ACH transfer. Each of the option has a corresponding fee and turnaround time for them to receive their funds. Clients have the option to take all available funds out, or just a partial withdrawal/cash-out. Like the other menu/sections, clients with multiple trips can select the specific destination and withdraw funds for that destination. Whim is the payment solutions provider. Every time a customer pays for a trip, it goes to a special “wallet” for the trip where each payment is tracked and the dashboard gets updated for proper monitoring. Total Sales vs Available Balance Total sales refer to the total amount of money received as payment for the trip. This includes deposits and monthly payments from the customers. Available balance refers to the maximum amount that the client can withdraw at the time of the request. In certain cases, as in the example, the Total Sales and the Available Balance are not the same due to the 4-day clearing period for the funds. That means that as the customer pays for the trip, the Total Sales gets updated in real-time, but due to the 4-day clearing period, that payment is not yet available for the client to withdraw. After the clearing period, the amounts in both fields will be equal if there are no new payments made. In the example above, the Total Sales amounts to $16,832.78 but only $5,509.00 is available to the clients for the cash-out. This means, $11,323.78 is still within the clearing period. The Cashout Log provides a history of the withdrawals made by the client in the event that they decided to take funds out partially. Total Sales and Chargebacks One issue on payments is the Chargeback, or when a customer pays and then later on disputes the payment with their banks for various reasons. Whim, as a payment solutions provider, uses a payment system where the funds are taken out from the available balance every time there is a dispute made by a customer. The funds that are taken out will be in escrow and depending on the result of the dispute investigation by the bank, it will either be returned to the available balance or be refunded to the customer. For example, after the clearing period, the Available balance becomes $2000, and suddenly Customer A files a dispute for $500 for a payment he made 2 weeks ago stating that it was a fraudulent transaction. The Available Balance is reduced to $1500 because the disputed amount is taken out and put in escrow pending the bank investigation of the dispute. After a few months, the bank declared that it was indeed a fraudulent transaction, so the money will not be returned back to the balance but will be refunded to the customer. CANCEL TRIP Prior to the trip, some customers request to cancel their bookings for various reasons. The Cancel Trip menu allows the client to cancel a customer’s booking with the discretion to send or not to send any refund. In some cases, some clients, even if they already have a No-Refund policy, still grant a few exemptions to the rule. The screenshot shows the Cancel Trip page. The client can look for a specific customer whose booking will be canceled by doing a search using any of the following search criteria: - First Name + Last Name - Telephone Number - Email address registered for the trip - Username For the steps to complete the cancelation, refer to the link below: https://docs.google.com/document/d/1A6zfVp4znuRhvXh9-qoAB2DsQc9IVZSKU1eRy-mT1PU/ edit?usp=sharing RECEIPT LOG The receipt log is a repository of the receipts sent to the customers’ payments - deposits and monthly installments. WAITLIST ACCESS When the trips are sold out, people can sign up and be put on a waitlist. The waitlist will show: 1. Status - this is where the client will approve the status of a guest on the waitlist 2. Destination - for clients with multiple destinations, the destination will be indicated in this column 3. Name - guest’s name 4. Email address - guest’s email address registered to the account 5. Address - guest’s address 6. Phone - guest’s phone number 7. Gender 8. Answers to the registration questions - ranges from favorite alcohol, to dream destinations, etc. These are info that is usually utilized by the client to curate future trips