Export Travel Agent Marketing Data (Cloud) 🎥
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Travel Agent profiles represent agencies that generate bookings for your property. The Travel Agent Export tool allows you to generate a list of these agencies and export detailed information for reporting, commission tracking, or marketing analysis. By applying filters before generating the export, you can narrow the results based on reservation activity, production, geographic location, or contact information.
Path: Sales and Marketing > Marketing > Travel Agent
Understanding the Filters
The filter screen allows you to narrow travel agent results using agency details, reservation activity, geographic data, and production metrics.
Agency Filters
These filters identify specific travel agents or agency groups.
Examples include: IATA Number, Agency Name, Travel Agent Type.
These filters help target specific agencies or agency types.
Location Filters
These filters limit results based on the agency’s geographic information.
Examples include: City, State, Zip Code, Country.
Contact Information Filters
These filters identify agencies with available contact details.
Examples include: Have Fax #, Have Email Address.
Useful when building communication or outreach lists.
Reservation Activity Filters
These filters allow you to search based on booking activity.
Examples include: Arrival Date, Date Made.
Production Filters
These filters identify travel agents based on performance.
Examples include: Revenue, Nights, Total Revenue, Total Nights.
These are useful for identifying top-producing travel agents.
Instructions
The Travel Agent Export tool allows you to filter travel agent profiles and generate a dataset containing agency details, contact information, and production metrics.
1. Apply the desired filters to narrow the results. See above.
2. Click Process to generate the report preview.
The Process button displays a preview of the matching guest records on the screen. This preview contains only a limited set of information to help confirm the results before exporting.
The preview includes:
- IATA Number and Agency Name
- Contact Name
- Phone and Email
- State and Country
This on-screen report is intended as a quick verification of the selected filters before exporting the full dataset.
3. After reviewing the preview results, you can either export the full dataset or print the on-screen report. Printing the screen will only include the information displayed in the preview.
4. If you selected Export, choose the format used to generate the export file. Available options include Comma Delimited (PeachTree), Tab Delimited, or IIF (QuickBooks), depending on how the data will be used.
5. Enter a name for the exported file. This name will be used when the file is saved to your computer.
6. Click OK to generate and download the export file using the selected format.
7. After clicking Export, the system will display a message asking whether you want to merge guest names and remove duplicates.
This occurs when a guest has multiple reservations that match the selected filters. You can choose one of the following options:
- Yes: The export will merge results by guest, showing only one entry per guest.
- No: The export will include each reservation separately, meaning the same guest may appear multiple times if they have multiple reservations.
Choose the option that best matches the type of report you want to generate.
Selecting Yes is typically used for guest marketing lists, while No is useful when analyzing reservation activity.
*Company = Travel Agent
Understanding the Excel Export
The exported file contains more detailed information than the on-screen preview. An example Excel file is attached to this article. The export includes 26 fields related to account information, contact details, and reservation activity.
Agency Information
- IATA Number
- Agency Name
- Source Code
- Travel Agent Type (Code and Description)
Contact Information
- Contact First Name
- Contact Last Name
- Contact Name
- Telephone
- Fax
- Email
Address Information
- Address (Address 1 and 2)
- City
- State
- Zip Code
- Country Name
Production Metrics
- Revenue
- Nights
- Total Revenue
- Total Nights
Commission and Incentive
- Commission
- Incentive
Reservation Data (when exporting by reservation)
- Arrival Date
- Date Made
Additional Identifiers
- Travel Agent Type
- Travel Agent Source Code ID
See the attached Excel file for an example of the exported dataset.
Still Need Help With This Topic?
Ask Yourself:
- Did I apply the correct filters before generating the export?
- Am I analyzing travel agent performance or contact data?
- Do I need results grouped by agent or by reservation?
Support May Ask You:
- Which filters were selected?
- Which export format was used?
- What data were you expecting to see?
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