The Latest Updates to Tour Amigo

Overview

We have redesigned how bookings are linked to Customer Profiles in the Tour Amigo platform. Staff now have full visibility and control over who can see a booking from their Customer Portal, and the automatic guesswork that could previously link a booking to the wrong customer has been improved.

These changes ensure that:

• A booking’s Customer Profile owner and access can always be seen and adjusted directly from the booking itself in the Tour Amigo platform.

• Once a booking exists, its Customer Profile links only change when a member of staff explicitly chooses to change them.

• Editing a passenger's email can never silently move or remove a booking from someone's Customer Profile

What's changed?

Bookings are linked to Customer Profiles automatically based on whichever passenger was marked as Lead. Previously, if a passenger's email was changed, this could then result in a booking becoming visible under the wrong customer's account or disappearing from the right one simply because a passenger's email was edited.

The Lead passenger is still automatically set as the booking's Customer Profile Owner when the booking is first created - that part hasn't changed.

What has changed is everything after that point: no further re-linking or guessing ever happens automatically. If ownership needs to move to someone else later, a member of staff must explicitly change it in the system, through a new ‘Customer Profiles’ menu on the booking.

Two kinds of access

Owner: the one profile in charge of the booking. Only one profile can own a booking at a time.

Shared Access: a profile that can see the booking without owning it, such as a travel companion. Any number of profiles can have shared access.

A passenger's Booking Access Level reflects this on screen as one of: Booking Owner, Full Access, Restricted Access, or No Access.

• A Booking Owner automatically has Full Access

• A Full Access passenger view and manage the booking, including the overview, itinerary and documents, plus the details and checklists of all other passengers

• A Restricted Access passenger can only view and manage their own details. Other passenger details are hidden, except their names

• A No Access passenger cannot see this booking at all in their portal

Editing a passenger's email

Go to Booking > Passengers > Edit (or Add) a passenger. 

Once you type anything into the Email field a set of options appears underneath it:

• Do nothing with this passenger: the email is updated but no Customer Profile link is created, changed or removed

• Attach passenger to a Customer Profile: links this passenger to a profile matching the email, either an existing one or a new one

• Detach this passenger from its Customer Profile: only shown if the passenger is already linked; removes the link

These options only appear once the Email field has a value and disappear again if you clear it.

Options are hidden while the Email field is blank

Options appear immediately once an email is entered

Saving changes

Whichever option is selected, clicking Save always shows a confirmation popup before anything happens.

Clicking Cancel on any of these popups discards the change completely, including the email itself.

The Attach popup checks the email you have entered and will correctly tell you whether it is creating a brand new Customer Profile or attaching to one that already exists, so you always know which outcome to expect before confirming.

Attach confirms whether a new profile will be created or an existing one used

Detach clearly warns that the link will be removed

What happens after you save the changes

The "who owns this" reminder banner

Above the passengers list on a booking’s Passenger tab, a banner appears whenever the lead passenger can’t currently see the booking from their own Customer Profile, either because someone else owns it, or nobody owns it yet.

The banner names the current owner and offers a Sync Ownership button.

Clicking Sync Ownership moves booking ownership to the Lead passenger's profile and clears the banner. If the Lead passenger already matches the Owner, no banner is shown.

Note: syncing ownership only transfers who owns the booking. Other passengers keep their own access levels.

Sync Ownership asks for confirmation before moving ownership

Once synced, the banner clears and the Lead passenger becomes Booking Owner

Badges and buttons on the passenger list

Each passenger row shows an access badge: Owner / Full / Restricted / No Access reflecting their current Customer Profile relationship

• If a passenger’s email has since moved on from what their linked profile shows, the Customer Profile button disappears

• Setting a passenger's access to No Access removes the booking from their Customer Portal

• Passengers with a linked profile always appear in the booking’s ‘Customer Profiles’ tab, even if their current access level is “No Access” - they are not removed from the list, only from what they can see

Access badges (Owner, Full Access, No Access) reflect each passenger's current state

Customer Profiles on a Booking

A Customer Profiles section is available on the booking sidebar under Passengers, for bookings where profiles are enabled. It shows every passenger with a linked profile & their access level for the booking, in one place, with the Owner listed first.

• Grant Access (top-right): add an existing Customer Profile to this booking, found by email, and choose its access level

• History: a full audit log of every access change, including when, which profile, what action, the level before and after, and who made the change

• Change Access (per row): update a non-owner profile's access level

• Make Owner: promote a non-owner profile to Booking Owner

• Remove Access: revoke a non-owner profile's access; the Owner cannot be removed this way

• View: Go to the profile page in Hermes to see all bookings that this profile can see either as Owner or Shared Access. 

Customer Profiles reflect only passengers with a linked profile, even if they no longer have access

FAQs

I changed a passenger's email. Why didn't the booking move to their new Customer Profile? 

This is expected. Editing an email alone never changes Customer Profile links. To move the booking, explicitly choose Attach when saving, or use Sync Ownership if this passenger is the Lead.

A passenger used to show a Booking Owner badge, but it's gone. Is the link broken?

Not necessarily. If their email has changed since it was linked, the badge is hidden because it no longer matches; the underlying link still exists. Check the booking's Customer Profiles section for the full picture.

Can I undo an accidental Sync Ownership or Attach? 

Yes. Use the Customer Profiles section, or the profile's own page, to Change Access, Remove Access, or Make Owner again as needed. All changes are also visible in History for reference.