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Both sides previous revision Previous revision Next revision | Previous revision | ||
leon:new-phonebook [2021/06/01 20:45] rafal [New Contact] |
leon:new-phonebook [2024/03/22 21:58] (current) rafal [BASIC] |
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- | ====== | + | ====== PHONEBOOK ====== |
- | [{{ : | + | |
+ | [{{ : | ||
To make flight preparations quick and easy you can use this section and add contact data to Leon. | To make flight preparations quick and easy you can use this section and add contact data to Leon. | ||
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Hover the mouse over {{: | Hover the mouse over {{: | ||
- | **Filtering | + | **Filtering |
The **list of contacts** displays the following information: | The **list of contacts** displays the following information: | ||
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* {{: | * {{: | ||
* {{: | * {{: | ||
- | * **Client** - indicates whether the contact is or isn't a Client. | + | * **Category** - indicates whether the contact is or isn't a Crew, Client, or PAX. Client |
* **Country** - a country where the contact is based | * **Country** - a country where the contact is based | ||
+ | * **Action**: | ||
+ | * {{: | ||
+ | * {{: | ||
+ | |||
+ | ------------------ | ||
+ | ===== Filters ===== | ||
+ | |||
+ | The filtering options are located at the top of the page. | ||
+ | |||
+ | There are the following **filtering options** available: | ||
+ | |||
+ | * {{: | ||
+ | * {{: | ||
+ | * **Show** - allows displaying animals or deactivated contacts only | ||
+ | * **Labels** - allows filtering by labels assigned to the contacts. It is possible to filter by multiple labels (filtering based on ' | ||
+ | * **Category** - filtering by the category of the contact: Client, Crew, PAX and User | ||
+ | * **Type** - filtering by the type of the contact: Company, Person, Animal | ||
+ | * {{: | ||
+ | * {{: | ||
+ | |||
+ | Resetting the filters can be done by deleting already selected options. | ||
+ | |||
+ | |||
+ | --------------- | ||
+ | |||
+ | ===== Edit labels ===== | ||
+ | By clicking {{: | ||
+ | |||
+ | |||
+ | --------------- | ||
===== New Contact ===== | ===== New Contact ===== | ||
- | [{{ : | + | [{{ : |
- | [{{ : | + | [{{ : |
In order to add a new contact press {{: | In order to add a new contact press {{: | ||
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* **Person** | * **Person** | ||
- | Depending on the selection, | + | Depending on the selection, |
- | + | ||
- | Some of the **important fields** are: | + | |
- | + | ||
- | * **Language** - an indication of the language that the contact speaks. This could be important when contacting the Client, especially if sales emails and documents are to be sent (can be customized in a specific language in the [[leon: | + | |
- | * **Salutation** - salutation selected here can be used in email and documents templates by default | + | |
- | * **Operator base** - more information below | + | |
- | * **Client** - checkbox indicating in the contact is a Client or not | + | |
- | * **Preferred handling agent** - more information below | + | |
- | * **Exclusion zones** - more information below | + | |
In order to **edit** the existing contact, simply click on the contact and the editing pop-up window will display. | In order to **edit** the existing contact, simply click on the contact and the editing pop-up window will display. | ||
The contact details in the editing window are the same as in the 'New contact' | The contact details in the editing window are the same as in the 'New contact' | ||
+ | |||
+ | The formats for inserting dates recognized by Leon are dd.mm.yyyy, dd-mm-yyyy, dd/mm/yyyy | ||
+ | |||
------------------------------------- | ------------------------------------- | ||
==== Operator base ==== | ==== Operator base ==== | ||
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-------------------- | -------------------- | ||
+ | |||
==== Handling Requests per Client ==== | ==== Handling Requests per Client ==== | ||
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------------------------- | ------------------------- | ||
+ | |||
==== Exclusion zones ==== | ==== Exclusion zones ==== | ||
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---------------------- | ---------------------- | ||
+ | |||
+ | ===== Permanently delete & anonymize data ===== | ||
+ | [{{ : | ||
+ | |||
+ | This functionality is created as part of the process of adhering to the **Regulation (EU) 2016/679** of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation). | ||
+ | |||
+ | It is possible to **permanently** anonymize and delete PAX from Leon. | ||
+ | |||
+ | **The process is as follows:** | ||
+ | |||
+ | - Click on the bin icon located in the ' | ||
+ | - Select the ' | ||
+ | - In the ' | ||
+ | - Contact is deleted | ||
+ | |||
+ | **Once the PAX has been deleted** the following areas will be affected: | ||
+ | |||
+ | * PAX Profile will be permanently deleted from the New Phonebook | ||
+ | * If PAX was added to any flight, instead of PAX name, there will be a ' | ||
+ | {{: | ||
+ | * Deleted PAX will show as ' | ||
+ | {{: | ||
+ | |||
+ | < | ||
+ | |||
+ | ------------------- | ||
+ | ===== Possibility to delete multiple contacts ===== | ||
+ | |||
+ | It will be possible to delete multiple contacts at once in the Phonebook. | ||
+ | [{{ : | ||
+ | [{{ : | ||
+ | In order to **delete multiple contacts** the following steps need to be performed: | ||
+ | |||
+ | - Click on the **DELETE CONTACTS** button located at the bottom panel of the Phonebook | ||
+ | - The ' | ||
+ | * **Available** - all the contacts available in the Phonebook. Contacts can be searched for by inserting the name in the ' | ||
+ | * **Selected** - contacts selected for the removal | ||
+ | - In the ' | ||
+ | - Once the contacts are selected, press **REMOVE CONTACTS** button | ||
+ | - **Remove contacts confirmation** pop-up will appear where one of the two options can be selected: | ||
+ | * **Deactivate** - this option deactivates contacts | ||
+ | * **Permanently delete & anonymize data?** - this option removes the contacts permanently from the Phonebook and Leon database. Once the contact is permanently removed it cannot be reinstated | ||
+ | - Once confirmed, the proper action based on the selection is performed | ||
+ | |||
+ | The following types of contacts **cannot be removed** in the Phonebook: | ||
+ | |||
+ | * Leon Users | ||
+ | * Clients assigned to the requests in the ' | ||
+ | * Leon Support/ | ||
+ | |||
+ | ----------- | ||
+ | ===== Edit Contact ===== | ||
+ | |||
+ | In order to **edit** the contact simply click on the contact name in the list of contacts. | ||
+ | |||
+ | Depending on the type of contact, a different set of details will be available. | ||
+ | |||
+ | When it comes to the **Company** type client, the following tabs are available: **Basic**, **Details**, | ||
+ | |||
+ | |||
+ | When it comes to the **Person** type client, the following sections are available: **Basic**, **Details**, | ||
+ | |||
+ | The sections are explained below. | ||
+ | |||
+ | ------------------------- | ||
+ | ===== History of contact changes ===== | ||
+ | [{{ : | ||
+ | The history of contact changes can be accessed by clicking on {{: | ||
+ | |||
+ | |||
+ | In the case of **Person** type contacts, the history pop-up window is divided into two tabs, as per the screenshot on the right: | ||
+ | |||
+ | * **Basic** - containing basic contact information such as Name, Gender, Place of Birth, Date of Birth, and emails | ||
+ | * **Documents** - changes to Contact documents details | ||
+ | |||
+ | In case of **Company** type contacts, there is only one **Basic** tab, containing basic company information. | ||
+ | |||
+ | The Changes history window displays the date and time of change in UTC as well as the name of the User that changed the details. | ||
+ | |||
+ | The changes are represented by colours: | ||
+ | |||
+ | * {{: | ||
+ | * {{: | ||
+ | * {{: | ||
+ | * {{: | ||
+ | |||
+ | |||
+ | |||
+ | |||
+ | --------------- | ||
+ | ===== TABS ===== | ||
+ | ==== BASIC ==== | ||
+ | |||
+ | [{{ : | ||
+ | [{{ : | ||
+ | **Basic** tab contains some basic information as well as the documents and, VISA and Vaccinations details. | ||
+ | |||
+ | As for the generic information, | ||
+ | |||
+ | * **Name and Surname** | ||
+ | * **Gender** | ||
+ | * **Place and date of birth** | ||
+ | * **Account** - Client name to which contact is assigned | ||
+ | * **Email addresses: | ||
+ | * Invoices and credit notes are sent to the billing e-mail if provided, otherwise to the default e-mail for invoices in operator settings. | ||
+ | * Flight notifications are sent to addresses with a ' | ||
+ | * All other system e-mails are sent to the work e-mails. | ||
+ | |||
+ | |||
+ | It is very similar when it comes to the **Basic** tab in the **Company** contact, apart from the **documents, | ||
+ | |||
+ | In the **documents subsection** the following details can be inserted: | ||
+ | [{{ : | ||
+ | * **PASSPORTS** - clicking on the 'NEW PASSPORT' | ||
+ | * **VISAS** - clicking on the 'NEW VISA' button will allow adding new visa details and connecting it to the specific passport | ||
+ | * **NATIONAL IDS** - section where the National ID details can be inserted | ||
+ | * **VACCINATIONS** - section where the vaccination details can be inserted. The diseases can be selected from the dropdown list | ||
+ | |||
+ | Access to this section can be allowed in the ' | ||
+ | |||
+ | --------------------------- | ||
+ | ==== DETAILS ==== | ||
+ | [{{ : | ||
+ | |||
+ | The ' | ||
+ | |||
+ | Some of the more important details are: | ||
+ | |||
+ | * * **Language** - an indication of the language that the contact speaks. This could be important when contacting the Client, especially if sales emails and documents are to be sent (can be customized in a specific language in the [[leon: | ||
+ | * **Salutation** - salutation selected here can be used in email and documents templates by default | ||
+ | * **Operator base** - more information in the 'New Contact' | ||
+ | * **Client** - checkbox indicating in the contact is a Client or not | ||
+ | * **Preferred handling agent** - more information in the 'New Contact' | ||
+ | * **Exclusion zones** - more information in the 'New Contact' | ||
+ | * **Avinode ID** - field where the Avinode ID can be inserted and previewed | ||
+ | * **Customer Commission** - this subsection consists of 2 fields: ' | ||
+ | * **Quote recipients** - this list of persons receiving copies of all quotes requested by that contact | ||
+ | * **Is account** - an indication if the contact is also an account. The company is an account by default. A person can be indicated in the DETAILS tab - Is account. Once it is an account, Persons can be assigned to it | ||
+ | * **Is representative** - indication if the person is also a Representative of the Client/ | ||
+ | * **Is provider** - indication if the contact also falls under the category of providers | ||
+ | |||
+ | ---------------- | ||
+ | |||
+ | ==== CHARACTERISTICS ==== | ||
+ | |||
+ | [{{ : | ||
+ | |||
+ | Section **PAX Characteristics** contains important information about the PAX preferences such as likes, dislikes, favorite dishes, and drinks as well as other notes. | ||
+ | |||
+ | Access to this section can be allowed by privileges by selecting DENY/ | ||
+ | |||
+ | Any information populated in this section can be populated on the PAX and Crew Tripsheet. | ||
+ | |||
+ | ------- | ||
+ | ==== SHARING ==== | ||
+ | [{{ : | ||
+ | |||
+ | **SHARING** tab allows selecting the data that are to be shared with a buyer in the ' | ||
+ | |||
+ | Currently, the following data can be selected: | ||
+ | |||
+ | * **Handling** | ||
+ | * **Crew** | ||
+ | * **Overflight Permits** | ||
+ | * **Slots** | ||
+ | |||
+ | The details are selected per Client and will apply to all the trips requested by the Client. | ||
+ | |||
+ | Once the details are selected and saved, the 'Trip data sharing status' | ||
+ | |||
+ | [{{ : | ||
+ | Additionally, | ||
+ | |||
+ | Apart from the trip data, it is also possible to apply the settings to the future buyer quote by selecting the relevant checkbox. | ||
+ | |||
+ | Once the sharing details are saved, the **Trip data sharing status** will change from 'NOT SHARED' | ||
+ | |||
+ | |||
+ | |||
+ | -------- | ||
+ | ==== PERSONS ==== | ||
+ | [{{ : | ||
+ | |||
+ | **Persons** tab displays the list of contacts assigned to the specific account (Company/ | ||
+ | |||
+ | The tab contains the following information: | ||
+ | |||
+ | * **Name** | ||
+ | * **Work email** | ||
+ | * **Work phone** | ||
+ | |||
+ | This list of persons will be available when assigning the PAX from the contact list when the trip is requested by the specific Account. | ||
+ | |||
+ | ------- | ||
+ | ==== MISC ==== | ||
+ | |||
+ | This tab allows selecting extra settings that apply to the specific client. | ||
+ | |||
+ | Currently, the following options are available | ||
+ | [{{ : | ||
+ | * **Receive mvt messages** - this setting allows selecting the client for MVT messages, subject to the ' | ||
+ | * **Newsletter** - possibility to subscribe PAX to the newsletter | ||
+ | * **Never delete automatically** - this functionality is connected to the functionality located in the General Settings > ' | ||
+ | |||
+ | -------- | ||
+ | ==== FILES ==== | ||
+ | |||
+ | In this tab, the files can be attached to the PAX profile. | ||
+ | |||
+ | The files can be uploaded/ | ||
+ | |||
+ | Maximum single file size is 10MB. | ||
+ | |||
+ | ------- | ||
+ | ==== FLIGHTS ==== | ||
+ | [{{ : | ||
+ | In the ' | ||
+ | |||
+ | In order for the flights to **appear in this tab**, the following **conditions** have to be met: | ||
+ | |||
+ | * flights have to be booked (' | ||
+ | * ferry flights do not appear on the list (' | ||
+ | * deleted flights do not appear on the list (' | ||
+ | |||
+ | The list takes into account flights from ' | ||
+ | |||
+ | The flights are listed from the most recent one in descending order. | ||
+ | |||
+ | < | ||
+ | |||
+ | |||
+ | ------- | ||
+ | ==== ACCOUNTING ==== | ||
+ | |||
+ | The ' | ||
+ | |||
+ | * **INVOICES** | ||
+ | * **CONTRACTS** | ||
+ | |||
+ | ----------- | ||
+ | [{{ : | ||
+ | === INVOICES === | ||
+ | |||
+ | The ' | ||
+ | |||
+ | The list includes Pro-forma invoice, Invoice, Credit Note, and Recharge invoice. | ||
+ | |||
+ | ---------- | ||
+ | |||
+ | === CONTRACTS === | ||
+ | [{{ : | ||
+ | The ' | ||
+ | |||
+ | The following information can be inserted: | ||
+ | |||
+ | * **Name** - Contract name | ||
+ | * **Number** - Contract number | ||
+ | * **From**/ | ||
+ | * **Block hours** - contracted block hours | ||
+ | * **Active** - checkbox allowing to mark the contract as active | ||
+ | |||
+ | Once the contract is added it will be available in the ' | ||
+ | |||
+ | {{: | ||
+ | |||
+ | Additionally, | ||
+ | |||
+ | -------------- | ||
+ | === SETTINGS === | ||
+ | [{{ : | ||
+ | The ' | ||
+ | |||
+ | * **Cost centre** - manual input of PAX's cost centre | ||
+ | * **Project number** - manual input of PAX's project number | ||
+ | |||
+ | |||
+ | --------------------------- | ||
+ | |||
+ | ==== EXPORT HISTORY ==== | ||
+ | [{{ : | ||
+ | This section contains information about the export of contact data. | ||
+ | |||
+ | Access to this section can be allowed/ | ||
+ | |||
+ | The table contains the following information: | ||
+ | |||
+ | * **User** - Name and Surname of the person that performed the export of Contact data | ||
+ | * **Date** - Date and time in UTC when the export was performed | ||
+ | |||
+ | |||
+ | ------------- |