Traveller contact numbers are what makes TourRelay's WhatsApp blasts work. This tutorial covers how to add and edit them, how to blast targeted details (flights, rooms, seats) to the right sub-group, and what happens to those numbers when the trip is over.
Collect only what the trip needs: full name and mobile number at minimum, plus optional logistics fields. Do not enter passport numbers, NRIC, FIN, or any identity document β TourRelay is built for operational data, and the form will reject identity-document text in any notes field.
Where the traveller list lives
- Open the trip from the dashboard.
- The trip workspace has two tabs at the top: Overview and Travellers. Click Travellers.
The Travellers panel has three sub-tabs, each showing different columns:
| Sub-tab | Columns you can edit |
|---|---|
| Details | Mobile number Β· general remarks |
| Flight Details | Seat number Β· flight remarks Β· linked flight |
| Accommodation Details | Room number Β· accommodation remarks Β· linked hotel |
Remarks are kept separate per tab β editing the flight remarks on the Flight Details tab never touches the general or accommodation remarks, and vice versa.
Add a traveller
Click Add traveller
Above the list, click Add traveller. The Add a traveller dialog opens.
Enter the name and mobile
Type the traveller's full name and mobile number. The mobile is validated as an international (E.164) number β start with
+and the country code, e.g.+60123456789.Add remarks (optional)
Add any general notes the agent should know β allergies, accessibility, dietary needs.
Save
The traveller appears in the list immediately.
Edit contacts, seats, and rooms inline
All editable fields live directly in the table (or in stacked cards on a phone). Type into any cell β mobile, seat, room, or remarks β and the changes buffer until you save.
Switch to the right sub-tab
Edit seats on Flight Details, rooms on Accommodation Details, mobiles and general remarks on Details.
Type the new values
Invalid mobiles show an inline error under the field and a warning toast so you can fix them before saving.
Click Save Changes
The Save Changes button at the bottom of the list writes every buffered edit in one batch.
On read-only views (locked or completed trips) mobiles are masked so a glance at the screen does not expose them. While the trip is editable, the full number shows so you can correct typos.
Link travellers to flights and hotels
Linking a traveller to a specific itinerary row is what lets you blast, say, only the passengers of flight SQ712 β and it powers the grouping in the panel.
- Go to the Flight Details (or Accommodation Details) sub-tab.
- Each row has a dropdown listing every Travel (or Accommodation) itinerary item on the trip.
- Pick the right flight or hotel for that traveller. The link saves instantly.
The dropdown options come straight from your itinerary β so build the ITINERARY first if you have not already.
Blast targeted details via WhatsApp
Once travellers are linked to flights or hotels, you can blast just the relevant details to the right sub-group.
Open the right sub-tab
The WhatsApp blast button only appears on the Flight Details and Accommodation Details sub-tabs β not on Details, because a generic "details" blast needs a flight or hotel to describe.
Click WhatsApp blast
The Send WhatsApp blast dialog opens with a recipient preview. Each traveller is either included or listed with a skip reason β Not linked to a flight, Invalid mobile number, and so on.
Confirm and send
The button reads Send to N traveller(s) with the live count. Click it to fire the blast. A result toast tells you how many were sent, skipped, or failed.
Each blast uses your agency's approved WhatsApp template. Recipients are recomputed server-side at send time, so even if the list changed between opening the dialog and clicking send, the right people get the right message.
What happens to contact numbers when the trip ends
TourRelay is designed around a simple privacy rule: traveller contacts exist for the trip, and the trip only. Here is how that works in practice.
During the trip
- Mobile numbers are visible to managers, back-office staff, and the assigned agent only.
- They are never exposed externally. Traveller rows, mobiles, seats, rooms, and addresses stay inside the trip workspace and are visible only to agency staff β never shared outside the agency.
When the trip completes
- The trip becomes read-only. The hourly cron locks the trip 24 hours after the last itinerary item ends; 90 days later it is auto-archived and hidden from the dashboard.
- Editing, adding, removing travellers, and blasting are all disabled once the trip is locked β the data is frozen for the record.
Removing individual travellers early
To remove a single traveller and their data before the trip ends:
- Open the Travellers tab while the trip is still editable.
- Click the red Remove link on that row.
- Confirm in the dialog. The traveller and their mobile are hard deleted immediately.
Heads-up on bulk redaction. The product spec calls for every traveller's mobile to be auto-redacted in bulk when a trip completes (the "deleted upon completion" rule). The redaction logic exists in the codebase and is tested, but it is not yet wired to a cron or a button, so today mobiles are preserved β frozen and read-only β on completed trips rather than auto-wiped. If your agency has a hard retention deadline, remove travellers manually before the trip locks, or contact support to redact a completed trip's contacts in bulk.
Quick reference
| Action | Where | Who |
|---|---|---|
| Add a traveller | Add traveller (Travellers tab) | Manager, Back-Office |
| Edit mobile / seat / room | Inline cells + Save Changes | Manager, Back-Office |
| Link to a flight / hotel | Dropdown on Flight / Accommodation sub-tab | Manager, Back-Office |
| Blast flight / hotel details | WhatsApp blast on the sub-tab | Manager, Back-Office, Agent (WhatsApp enabled) |
| Remove a traveller early | Red Remove link (editable trip only) | Manager, Back-Office |
What's next
- Run the tour day-to-day β check-in items and blast live updates and photos to these contacts.
- File an incident report β record anything that goes wrong for the back office.
- Add travellers β the field-level reference.