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What is a CRM?

CRM stands for customer relationship management. CRM systems help businesses streamline company relationships and interactions. Their purpose is to simplify data collection and organization for salespeople that interact with prospective customers.

A CRM system is only as good as the data a salesperson enters into it

XstreamCRM is designed to help you through the entire booking process from marketing, quoting, collecting necessary signatures, and making payments. There are also features to help you keep track of your vendor logins and keep up to date on important Xstream announcements.  

As part of your Xstream membership you will receive access to XstreamCRM, your personal CRM software and commission tracking tool.


What a CRM is not

A booking engine. The purpose of a CRM is to keep track of your bookings and clients. It is not integrated with any vendor and cannot book for you.* 

*This may change in the future. We are currently working with Vax on integration, but this is still in the creation phase. We will keep you posted, and there will be plenty of notice and training before this goes live. 


The CRM cannot apply payments to your client's reservations.

That's your job! The CRM just collects information. If a client submits payment through a payment link, you will need to apply that payment to the vendor. 



How do I get access to XstreamCRM? 

Upon enrollment with Xstream Travel you have access to Xstream CRM. Log into your Xstream Agent Hub and click on “CRM,” from the Tools tab. You'll be redirected to your XstreamCRM.


What happened to my old CRM data?

Data from VacationCRM has been transferred to XstreamCRM. If anything is missing or you have questions about your previous data, please email Support@xstreamtravel.com.

Receiving error: "Invalid login Credentials"

This generally happens for one of two reasons:
1. Your Xstream account is in suspension. Log into your Xstream Agent Hub and update your billing information. After, send us a help desk ticket from your Xstream Agent Hub, and we will have your CRM account reactivated. 

2. You are a new agent to Xstream that has not completed your XTU training. After you've completed your training please try to login again. If you are still experiencing and issue, please submit a help desk ticket from your Xstream Agent Hub and we we will have your CRM account activated. 


Receiving error: "Your allotted login time has expired"

This is a time out error. This is in place for security reasons to protect you and your client's information. Simply logout of your Xstream Agent Hub, and then log back in. You can then click on your XstreamCRM link to access the CRM again. If you continue to experience issues, please submit a help desk ticket from your Xstream Agent Hub. 


Can I upgrade my XCRM package?

No need! The CRM software package available to all Xstream agents is the premium CRM services provided by our developer. We've invested in the very best for our agents!


Do I need to use XstreamCRM?

Yes. As well as being Xstream's new Client Relationship Management (CRM) system, it's also your commission tracking tool and the new way Xstream pays agents. If you do not post your bookings to your XCRM, we will not be able to pay you travel commissions. XstreamCRM has your new booking desk replacing the Booking Desk on the Xstream Agent Hub.

Now your CRM, website, and active bookings list are all synced in one place! 


Do I need to pay for XstreamCRM?

No. The XstreamCRM is included in your Xstream Travel monthly fee.

How do I setup my website?

A personalized website is included in your Xstream monthly fee. To setup your website, log into your XstreamCRM and from your Profile, click on Website Setup.

Step 1: Choose your website template (Please know this cannot be changed once submitted.)
Step 2: Choose your subdomain name. 

NOTE: If you already own your own domain, you will still need to choose a subdomain in order for your website to be created. For information on "Domain Forwarding," please submit a CRM Tech Support Ticket directly from your CRM. Forwarding means that you can provide your clients with your purchased domain, and they will be automatically redirected to your new xstreamagent.com website.

Step 3: Enter in your website content to personalize your website. This includes a welcome or introduction, your specialties or services, an about you and your contact information, etc. You will also be able to upload your logo and your photo. Once you're done, click Submit.

Until all three steps have been completed your website cannot be built. 

NOTE: The information that you enter here is what will be displayed on your website. If you add your home address information into the contact information fields, it will appear on your site. If you wish for that not to appear on your site, please leave the "Street Address" field blank. ALL of the information you provide should be your own personal information, not Xstream's.

Please allow 7-10 business days for your website to be completed. You will receive an email from Support@Xstreamagent.com when your website is completed. Please be sure to check your spam and junk mail folders for this email. If you have any additional questions about your website or need assistance with your website, please submit a tech support ticket directly from your CRM under the "Xstream Website Issues," ticket category.

What is my website link?

From your XstreamCRM click on your email address in the top left-hand corner of your screen and click Profile. On the next page click on the Web Info tab. From this page you will find your website link. Please know you must opt-in to receive a website. The basic website is free, but you are welcome to upgrade your website package at anytime. 

Where can I upload my logo?

From your XstreamCRM profile! In the upper left-hand side of the screen, click on the triangle next to your name and then select Profile. Next, click "Itinerary Header/Footer," and  "Choose File," under Logo Upload to upload your logo. 

How do I update the heading and footer for Itineraries?

From your XstreamCRM click on your email address in the top left-hand corner of your screen and click Profile. Click on Itinerary/Header and Footer. Input the information you like and click submit. 

Do I need to post any old bookings from my Booking Desk to my CRM?

No. We have uploaded all active unpaid reservations from the past 12 months to the new CRM. Please do not post duplicate bookings to your XstreamCRM. 


What happened to my old Booking Desk data?

Nothing, you will see all past bookings on your Booking Desk on your Xstream Agent Hub.

Only active UNPAID reservation data from the last 12 months is transferred to XCRM. This is to ensure you are paid on these reservations. 

If you have questions about your previous data, please email Support@xstreamtravel.com 

How to post a booking to your XstreamCRM

Check the Vendor List on your Xstream Agent Hub in order to make sure you are following directions and posting the correct confirmation/reservation number. If you're still unsure how to post your booking, reach out to the vendor! Ask them how they send commission and what they reference on their check/payment. The more information you can give us on the XstreamCRM, the easier it will be to locate your booking when the commission comes in so we can pay you.

  1. Log into your Xstream Agent Hub and click on “CRM,” from the Tools tab. You'll be redirected to your XstreamCRM.
  2. From your XstreamCRM Dashboard, click on the purple "Create New Booking," tab. If this is a new client, you can create a client profile here by entering in the client's name, phone number and email address. If not, choose which client this booking belongs to from the populated list.
  3. Next, enter in the trip details like travel dates, destination, supplier, confirmation number, total reservation amount, expected commission amount*, and assign the booking to a group (if applicable) and click Save.
  4. Once the booking is created, you can add additional segments like tours, activities, insurance, etc., just click on "Add Segment," under the Reservations/Segments option under the booking.
*This is an estimation only. The commission amount posted will be what's received from the vendor directly. If you have any questions about your commission, please reach out to the vendor directly for a full commission breakdown.

You may also add a booking for an existing client by clicking on your Client Listing and locating the client's name. Select the client and you will be redirected to their client profile. Next, click the purple "Start a New Booking," button on the client profile page.

Booking information missing from my Active Reservation List

Please know the Active Reservation List on your CRM Dashboard ONLY lists active untraveled bookings. Once a booking has received commission or the client has traveled, the booking is removed from your Active Reservation List. You can view a list of all past bookings from your CRM. Click on "Reservation List," under Reports-> and then the Client Reporting tab -or- you can click on the "Past Travel," button underneath your Active Reservation List. 

You may also bring up past bookings under the client profile. It will be listed under the ARCHIVED BOOKINGS tab if is 3 months past travel. 

When will we be able to import VAX bookings?  


The VAX import should be ready before the third quarter of 2024.

How do I edit a quote? 

Once a Quote is sent you it will build a booking under the QUOTE tab. When you go into the Quotes, you can go into the Build/Edit Itinerary and click on the Edit box to the left of the Booking that you need to make changes to.  You can then Re-Email the Quote to the client.

Once a client requests more information on a quote, any correspondence from the quotes area will always go into the Quotes Report on the left menu. You can then go into the Quote Booking and Edit and Complete the booking

How do I add in a manual payment for my clients bookings?

Go into your profile and open the booking. Then go down to the Payment option and you can post the payment there. Make sure you complete the top and bottom of the payment form. Please also be sure you are received a signed copy of the credit card authorization form from the card holder and a copy of their government issued ID to confirm the card holders identity before accepting or making payment on the booking. Keep this form in your personal files or upload to the CRM for your records in case of any chargebacks or credit card disputes. 

How can I send a payment link to all clients traveling on the same reservation?

You need to be sure that you have an email address in each client’s profile.  Then when you go into the PASSENGERS area of the booking be sure to use the SEARCH box to pull up the client and then click on it in the list box to assign to the booking (you do not want to type the name in).  This will then show up as an option to send the payment link to each passenger.


How do I setup payments to show up on the Calendar go out from the Auto-Reminders?

When you are in the Supplier Booking there are Deposit  and Final Payment fields to enter the details. You can also click on the + beside the Deposits and add as many payments as you want for the clients payment plan


What is the Suppliers tab?

This is a place for you to catalogue all your usernames and passwords for each suppliers' site you have access to! Now you don't need to write on post-it notes or rely on the saved passwords on your computer. You will now only need to remember to add your login information to your CRM and it will keep track of all your usernames and passwords for each vendor you have access to in one place.

To add to your Supplier Logins first click on the Suppliers tab, then select Supplier Logins. Next click the "New Web Supplier," and input the site url, your username, password, and any additional sign in information needed and click Save.

Please note, you will still need to check your Vendor List on your Xstream Agent Hub for instructions on how to work with each vendor. If you need to request access to a vendor, you will still do so by submitting a support ticket from your Xstream Agent Hub. The Suppliers Login tab in the Xstream CRM is just an additional tool to help you keep track of which vendors you have access to, and a secure place for you to keep track of all your login information. You will need to add and edit your own vendor login information to ensure it's up to date. Xstream cannot do this for you. 



Support

Additional training is located on your XstreamCRM under the Training Menu. You'll find step-by-step tutorials on how to record your bookings and manage your clients. 

If you need additional support, please submit a support ticket directly from your XstreamCRM under the "CRM Support Tickets," tab. Please also request access to the XstreamCRM Facebook page here.