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عالعربية

User manual

Travel & Umrah Agency

The agency manages every pilgrim and group from sign-up to return: passports, visas, rooms, payments and installments, with no scattered sheets and repeated calls.

A file for every pilgrim, rooms assigned automatically, hotel and passenger lists ready, and installments with automatic WhatsApp reminders. Try it on your next group.

19 tasks

What the system does

  • Packages and trips
  • Travelers
  • Booking that never oversells seats
  • Installments and cancellation fees
  • Room assignment
  • Visa tracking
  • Profit on every trip
  • Arabic PDF documents

Tasks

How do I create a new tourism or Umrah package?

  1. Go to the Tour packages & Umrah packages menu.
  2. Click the Add new package button to open the registration window.
  3. Enter package name, destination (Makkah & Madinah, Dubai, Istanbul), program duration in days and nights, hotel rating and transportation mode, and per-person room price (double, triple, quad).
  4. Add the itinerary of included tours and activities, then click Save.
Screen
Travel & Umrah › Packages
Permission needed
Travel — Packages / Add

How do I create a scheduled trip and link it to a package?

  1. Go to the Scheduled trips menu.
  2. Click the Create new trip button.
  3. Select the tour package, departure and return dates, available trip capacity, and airline flight or bus route.
  4. Click Save trip.
Screen
Travel & Umrah › Trips & Groups · Create
Permission needed
Travel — Trips, Flights & Hotels / Add

How do I create a travel or Umrah booking for an individual or family?

  1. Navigate to the Travel bookings menu.
  2. Click the Create new booking button.
  3. Select primary client, scheduled trip, requested room type, and add accompanying travelers list.
  4. Click Save booking.
Screen
Travel & Umrah › Bookings · Create
Permission needed
Travel — Bookings / Add

How do I confirm a travel booking after collecting the deposit?

  1. On the booking view page under Travel bookings.
  2. After verifying receipt of down payment or full settlement, click the Confirm booking button.
  3. Traveler seats are locked and the group booking confirmation code is generated.
Screen
Travel & Umrah › Bookings · View
Permission needed
Travel — Bookings / Manually confirm a booking

How do I send the travel itinerary and booking confirmation to the client?

  1. On the booking page in Travel bookings.
  2. Click the Send booking documents button.
  3. The system sends hotel vouchers, flight e-tickets, and travel itinerary in PDF directly to the client's email and WhatsApp.
Screen
Travel & Umrah › Bookings · View
Permission needed
Travel — Bookings / Send WhatsApp messages to customers

How do I register a new traveler in the database?

  1. Go to the Travelers and pilgrims data menu.
  2. Click the Add new traveler button.
  3. Enter name matching passport in both Arabic and English, passport number with issue and expiry dates, nationality, and birth date.
  4. Upload passport copy and personal photo, then click Save.
Screen
Travel & Umrah › Pilgrims & Travellers · Create
Permission needed
Travel — Pilgrims (passports & IDs: sensitive data) / Add

How do I view sensitive traveler information?

  • Reviewing sensitive medical information, traveler bank account numbers, and visa records requires sensitive data view permissions to maintain privacy under data protection regulations.
Screen
Travel & Umrah › Pilgrims & Travellers · View
Permission needed
Travel — Pilgrims (passports & IDs: sensitive data) / View passport and ID numbers (sensitive data)

How do I upload traveler documents and visas?

  1. On the traveler view page in Travelers data or booking details.
  2. Click the Upload document button.
  3. Select document type (passport, travel permit, entry visa, medical insurance), upload file, and click Save.
Screen
Travel & Umrah › Pilgrims & Travellers · View
Permission needed
Travel — Traveller documents (private files) / Upload traveller documents

How do I track entry and Umrah visa issuance status?

  1. Go to the Travel and Umrah visas menu.
  2. Review visa applications submitted for pilgrims and travelers.
  3. Click the actions button and select Update visa status (under processing at embassy/platform, issued with visa number entered, or rejected).
Screen
Travel & Umrah › Visa Tracking
Permission needed
Travel — Visa tracking / Edit

How do I assign pilgrims and travelers to hotel rooms?

  1. Open the Room allocation & assignment page.
  2. Select trip and hotel to open the interactive rooming screen.
  3. Distribute travelers by family and individual groupings into rooms (double, triple) to export and send the approved rooming list to hotel management.
Screen
Travel & Umrah › Rooming
Permission needed
Travel — Rooming / Edit

How do I record booking payments and deposits from a client?

  1. Go to the Travel payments and receipts menu.
  2. Click the Record new payment button to open the payment window.
  3. Select client and booking, and enter paid amount and payment method (cash, SADAD, Mada card, bank transfer).
  4. Click Save payment to issue an official receipt voucher.
Screen
Travel & Umrah › Payments & Receipts
Permission needed
Travel — Payments, receipts & refunds / Add

How do I refund a payment to a client upon trip cancellation?

  1. In the Travel payments and receipts list, select the payment to refund.
  2. Click the actions button and select Refund payment.
  3. Specify refund amount after deducting cancellation fees and non-refundable flight tickets, then click Confirm refund.
Screen
Travel & Umrah › Payments & Receipts
Permission needed
Travel — Payments, receipts & refunds / Record a refund to a customer

How do I cancel a travel booking per cancellation policy?

  1. In the Travel bookings table, select the relevant booking.
  2. Click the actions button and select Cancel booking.
  3. Record cancellation reason; the system releases reserved flight seats and hotel rooms.
Screen
Travel & Umrah › Bookings
Permission needed
Travel — Bookings / Cancel a booking and apply cancellation fees

How do I record trip costs and expenses from suppliers?

  1. On the trip review page in Scheduled trips.
  2. In the trip costs section, click the Add cost button.
  3. Select cost item (hotel room bills, group flight tickets, bus transportation fees, catering & ziyarat tours), amount, and supplier name.
  4. Click Save cost.
Screen
Travel & Umrah › Trips & Groups · View
Permission needed
Travel — Trip costs & profitability / Add

How do I record payment of vendor and external supplier invoices?

  1. On the trip page in Scheduled trips.
  2. Select the cost line item and click the Pay cost option.
  3. Specify issuing bank and payment date, then confirm disbursement.
Screen
Travel & Umrah › Trips & Groups · View
Permission needed
Travel — Trip costs & profitability / Record a cost payment to a supplier

How do I define a travel agent or external distributor?

  1. Navigate to the Travel agents and distributors menu.
  2. Click the Add new agent button to open the agent window.
  3. Enter agency name, country, agreed commission percentage per booking, licensing, and contact info.
  4. Click Save.
Screen
Travel & Umrah › Agents
Permission needed
Travel — Agents & commissions / Add

How do I define an external vendor (hotel, airline, coach operator)?

  1. Go to the Travel service suppliers menu.
  2. Click the Add new supplier button to open the supplier window.
  3. Enter supplier name, service type (hotels, aviation, transport, catering), banking info, and payment/credit terms.
  4. Click Save.
Screen
Travel & Umrah › Suppliers
Permission needed
Travel — Suppliers / Add

How do I generate trip profitability and seasonal performance reports?

  1. Open the Travel and tourism reports page.
  2. Select desired report (trip profitability report, agent sales and commissions report, passenger and pilgrim manifests).
  3. Click View report or Export to Excel/PDF.
Screen
Travel & Umrah › Travel Reports
Permission needed
Travel — Reports / View

How do I configure travel agency settings and default cancellation policies?

  1. Go to the Travel Settings page.
  2. Configure general cancellation and refund terms, Umrah visa conditions, and receipt and voucher templates.
  3. Click Save settings.
Screen
Travel & Umrah › Travel Settings
Permission needed
Travel — Settings / Edit

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