OTA Advisor Portal · Reference
Adding a Client
The portal gives you two ways to add a client, and they are not interchangeable. One creates the record yourself, right now. The other invites the client to create it themselves.
Which you pick decides who enters the data, and when the client shows up in your book.
Quick Client / Traveler
The client exists the moment you hit save. No login for them.
Send New Client Form
Nothing exists until they open the email and sign in.
Quick Client / Traveler
Sidebar → New → Quick Client / Traveler · /clients/quick
Getting there
Click the blue New button at the top of the sidebar, then choose Quick Client / Traveler. This is the path when the client is on the phone or in front of you and you want them captured before the call ends.
The form
You are entering the details on the client's behalf. Five fields are required: first name, last name, email address, phone number, and referral source.
Referral source offers Zicasso, GTC, Client, Ad/Marketing Campaign and Not Sure. Choosing GTC or Client reveals a second field asking you to name the referrer.
Optional fields worth filling
Everything else is optional but useful: salutation, middle name, and the trip interest — FIT, Cruise or Other. Notes are saved to the client's intake record.
The curation fee defaults to $250.00 and is charged on this client's next trip in the client portal. Leave it alone unless this client differs. You can also title the trip the fee applies to — that trip is created, here and in TRES, when the client pays.
The duplicate check
When you save, the portal searches TRES for anyone matching the name before it creates anything. If it finds possible matches, it stops and shows them to you.
You decide: Link & Save to attach this client to the existing TRES person, or Create as a new client anyway. Cancel backs out and leaves everything untouched. That decision is yours, never automatic.
What you get
Once saved, the client exists immediately. A traveler record is created, assigned to you, and added to your client book. Behind the scenes the portal also creates or links the matching TRES person and wraps it in a client profile, so the client appears in the TRES client list.
The green banner names the client and the TRES person it was linked to. The form clears itself, ready for the next one.
The catch
What the client does not get is a login. There is no account and no client portal access, because they never signed up. Everything on that record is what you typed.
If you want to give them portal access too, use Save & Send Invitation to Traveler instead of Save. It does everything above and emails them a link to create their account.
Send New Client Form
Dashboard → Send New Client Form · /dashboard
Getting there
Now the other path. From the Dashboard, use Send New Client Form, near the top under the welcome line.
The form
It asks for almost nothing: the client's email address, and a curation fee that again defaults to $250.00. You are not entering client details here — you are sending an invitation.
What is sent
The portal emails that address a personalised invitation link carrying an invite token tied to you. When the client opens it, before they sign in, they see who invited them — your name and photo.
The invitation deliberately never reveals the email address it was sent to, so a forwarded link gives nothing away.
Nothing exists yet
At this moment nothing has been added to your client book. There is no traveler record. The invitation is outstanding, and that is all.
The client's turn
The client creates their own account and fills in their own traveler profile and intake. They enter their name, contact details, passport information and travel preferences themselves — in their own time, and more accurately than a rushed phone call usually allows.
Redemption
On their first sign-in the invitation is redeemed. Only then are they attributed to you, added to your client book, and marked as assigned by invitation.
If you set a curation fee when sending, it is stamped on them now, waiting on their to-do list. Invitations expire, and each can only be redeemed once.
A guard worth knowing
If the person who redeems your invitation already has another advisor, they are not reassigned to you. An invitation is how a new relationship starts, not how an existing one is taken over.
The link is still consumed either way.
Side by side
| Quick Client / Traveler | Send New Client Form | |
|---|---|---|
| Who enters the data | You | The client |
| Record created | Immediately | Only when they sign in |
| In your book | Right away | After they redeem the invite |
| Client portal login | No — unless you use Save & Send Invitation | Yes — they create the account |
| TRES person / profile | Created or linked at once | Created through normal sign-up |
| Duplicate control | You choose link or create | Not applicable |
| Data depth | What you had time to type | Full self-entered intake |
| Curation fee | Set on the form, default $250 | Set when sending, default $250 |
| Fails if… | — | They never open the email |
Which to use
Reach for Quick Client / Traveler when…
- You need the client in your book now.
- You are on the phone and cannot wait for them to act.
- They may already exist in TRES and you want to control the match yourself.
Reach for Send New Client Form when…
- The client will engage online anyway.
- You would rather have complete, self-entered details than a partial record.
- Passport and preference data matters more than speed.
Many advisors use both: capture quickly on the call, then send the invitation so the client fills in the rest themselves.
Screenshots captured from the live advisor portal. The sample client shown is fictitious.
Path B steps 3–7 are not pictured — capturing them would mean sending a real invitation email.