Introduction

ChinarCRM is a complete business management platform built specifically for travel agencies, tour operators, and consultants across India. Manage your entire business — itineraries, customers, leads, tasks, invoices — from one beautiful platform.

Quick Start

Get your agency up and running in under 10 minutes.

Dashboard

The dashboard is your home base — it shows a real-time overview of your entire agency at a glance.

What You'll See

• Stats Cards — Total itineraries, customers, active leads, and confirmed bookings
• Task Alert Panel — Shows all tasks due today and overdue tasks with one-click complete. Red border = overdue, amber = due today.
• Recent Itineraries — Last 6 itineraries with status, customer, and quick edit link
• Recent Leads — Last 5 leads with status and destination
• Quick Actions — One-click shortcuts to create itinerary, add customer, add lead, or go to settings
• Subscription Status — Current plan, renewal date, and a warning if renewing within 15 days
• Itinerary Status Breakdown — Visual bar chart showing Draft / Sent / Confirmed / Other counts

Itineraries

The itinerary builder is the heart of ChinarCRM. Create beautiful, professional day-by-day travel plans and share them with clients.

Creating an Itinerary

Itinerary Statuses

• Draft — Work in progress, not sent to client yet
• Sent — Shared with client via link or PDF
• Viewed — Client has opened the share link
• Confirmed — Client has confirmed the booking
• Cancelled — Booking was cancelled

Grid vs List View

Toggle between card grid view and table list view using the icons in the top-right of the filter bar. Your preference is saved automatically.

Duplicating an Itinerary

Click the duplicate icon on any itinerary card to create an exact copy. Great for creating similar packages quickly.

Customers

The customer database stores all your client information in one place, linked to their bookings and history.

Adding a Customer

1. Go to Customers in the sidebar
2. Click + Add Customer
3. Fill in name, phone, email, address, and any notes
4. Save — the customer is now available to link to itineraries, leads, and tasks

Customer Fields

CRM & Leads

The CRM module helps you track every potential client from first contact to confirmed booking. Never let a lead go cold.

Lead Pipeline Stages

• Open — New inquiry, not yet contacted
• Contacted — You've reached out, conversation started
• Proposal Sent — Itinerary or quotation sent
• Converted — Booking confirmed, lead became a customer
• Lost — Lead did not convert

Creating a Lead

1. Go to CRM / Leads → Add Lead
2. Enter the lead's name, phone, source (Walk-in / Phone / Website / Referral etc.), destination, travel dates, and budget
3. Assign to a team member if needed
4. Set the next follow-up date — this triggers task alerts on that day
5. Save — the lead appears in your pipeline

Follow-Ups

Each lead has a Next Follow-Up date field. When that date arrives, the lead shows up in your dashboard task alerts and in the notification bell so you never miss a call.

Converting a Lead

Once a lead is ready to book, change their status to Converted. If they don't already have a customer profile, you can create one directly from the lead page. Their booking history is then linked automatically.

Task Manager

The Task Manager ensures every call, email, meeting, and follow-up gets done on time. Tasks show up in your dashboard alerts and notification bell.

Task Types

Creating a Task

1. Go to Tasks → New Task (or click the button in the sidebar)
2. Enter a title (e.g. "Call Rahul about Kashmir package")
3. Set type, priority, due date and time
4. Assign to yourself or a team member
5. Optionally link to a Lead, Customer, or Itinerary — start typing the name in the search box that appears
6. Add any description/notes and save

Task Priority Levels

• Low — Non-urgent, do when you have time
• Medium — Normal priority (default)
• High — Important, do today or tomorrow
• Urgent — Must be done immediately

Dashboard Alerts

Any task that is due today or overdue automatically appears:

• In the Task Alert panel on your dashboard (with a one-click complete button)
• In the notification bell (🔔) at the top of every page — red dot means alerts exist
• In the sidebar Tasks link — a red badge shows the count of your pending alerts

Marking Tasks Complete

Click the checkbox on the left of any task card. A popup asks for a completion note (optional — e.g. "Called client, will confirm by Thursday"). The task fades out and is marked done.

Vendor & Hotel Manager

Store all your hotels, transport partners, guides, and service providers in one place. Link them to itineraries and access their contact details instantly — no more searching through phone contacts.

Vendor Types

Adding a Vendor

1. Go to Vendors in the sidebar
2. Click + Add Vendor
3. Fill in name, type, contact person, phone, email, city, base rate, and rate type
4. Add star rating for hotels, GST number if needed, internal notes for your team
5. Save — the vendor is now available to search and reference across your itineraries

Email Button

Clicking the envelope icon on a vendor card copies their email address to your clipboard. A confirmation toast appears at the bottom of the screen. Paste it wherever you need — WhatsApp, Gmail, or any other app.

Itinerary Templates

Save your best itineraries as reusable templates. When a new enquiry comes in for Kashmir 5N/6D, your agent clicks "Use Template" and has a complete itinerary ready to customise in seconds — not hours.

Creating a Template

Two ways to create a template:

1. From scratch — Go to Templates → New Template, fill in the basic details (name, destination, nights, category, meal plan). The template is saved as a blank starting structure.
2. From an existing itinerary — Open any itinerary in the editor and click Save as Template. All days, hotels, and pricing are saved automatically. This is the fastest way.

Using a Template

1. Go to Templates
2. Find the template you want and click Use
3. Enter a name for the new itinerary (or leave blank to use the template name)
4. Click Create Itinerary — you're taken directly to the editor with all days, hotels, and pricing pre-filled
5. Update the customer name, dates, and pricing, then send

Template Categories

Organise templates by category: Adventure, Honeymoon, Family, Pilgrimage, Wildlife, Heritage, Beach, Hill Station, Corporate, Other. Filter by category to find the right template quickly.

Commission Tracker

Track how much each team member earns per booking. Set commission rules once and let ChinarCRM calculate automatically when itineraries are confirmed.

Setting Commission Rules

1. Go to Commissions → Set Rules (Agency Owner only)
2. Select the team member
3. Choose commission type — Percentage (e.g. 5% of total booking value) or Fixed (e.g. ₹500 per booking)
4. Choose what it applies to — All bookings, Itineraries only, or Quotations only
5. Save — the rule is active immediately. When an itinerary is confirmed, the commission is auto-calculated and added as a pending entry

Commission Workflow

Manual Commissions

Add a manual commission entry for any booking not automatically tracked — referrals, bonuses, or one-off payments. Go to Commissions → Add Manual and fill in the agent, booking reference, and amount.

What Agents See

Team members can see only their own commission entries — the pending amount they've earned and what's been paid. Only the Agency Owner (or users with commissions.view_all permission) can see all agents' commissions.

Booking Vouchers

Generate professional booking confirmation documents for every service in your itinerary — hotel rooms, cabs, flights, activities, and guides. Share with vendors to confirm bookings and track payment status.

Voucher Types

ChinarCRM supports 7 voucher types, each with fields specific to that service: Hotel / Resort (room type, meal plan, check-in/out, nights), Cab / Transport (vehicle type, driver, pickup time and location), Flight (flight number, PNR, airports, departure/arrival times), Activity / Tour (date, time, location), Restaurant, Local Guide, and Other.

Creating a Voucher

1. Go to Vouchers in the sidebar
2. Click + New Voucher
3. Select the voucher type — the form adapts to show relevant fields
4. Link it to an Itinerary and Customer (optional but recommended)
5. If you have the vendor in your Vendors database, select them — their contact details auto-fill
6. Enter dates, pricing, and any special requests
7. Set status to Confirmed once the vendor confirms the booking

Payment Tracking

Each voucher tracks the financial side of the service booking — total amount, amount paid, and balance due. Payment status can be Pending, Partial, or Paid. This helps you track how much you owe vendors at any time.

Voucher Number

Every voucher gets a unique sequential reference number (VCH-2026-00001) for easy communication with vendors and for your own records.

Travel Manifests

A Travel Manifest is the complete operational document for a trip — who is travelling, their ID and passport details, dietary requirements, arrival and departure times, cab pickups, and every movement from day one to the last day. It's what your ground team and drivers need.

What a Manifest Contains

Each manifest has two main sections:

Passengers — Full list of every traveller with name, type (Adult/Child/Infant), gender, date of birth, nationality, contact number, ID type and number, passport details, dietary requirements, and medical notes. One passenger is marked as the lead passenger (primary contact).

Travel Legs — A chronological list of every movement and event on the trip: Arrival at airport, Transfer to hotel, Activity, Accommodation check-in, Departure. Each leg has a date, time, from/to locations, transport mode, flight/train number, driver/vehicle details, and contact person.

Creating a Manifest

1. Go to Travel Manifests in the sidebar
2. Click + New Manifest
3. Enter the trip title (e.g. "Kashmir Trip — Sharma Family — 20 May 2026"), destination, and travel dates
4. Link to an Itinerary and Customer
5. Save — you're taken to the manifest detail page
6. Add each passenger using the + Add Passenger button
7. Add travel legs in chronological order using + Add Leg

Manifest Status

Manifests move through four stages: Planning (being built), Active (trip is in progress), Completed (trip finished), Cancelled. Update the status as the trip progresses.

Manifest Reference Code

Each manifest gets a unique reference (MFT-2026-00001). Share this with your ground team, hotel staff, and drivers as the common reference for the trip.

Quotations

Create professional travel quotations to send to clients before confirming. A quotation can be converted directly into an invoice once accepted.

Creating a Quotation

1. Go to Quotations → New Quotation
2. Select the customer (or add a new one)
3. Add line items — description, quantity, rate, and tax
4. Set validity date (how long the quote is valid)
5. Add terms and notes
6. Save and send to client via PDF or link

Quotation Statuses

• Draft — Not yet sent
• Sent — Shared with client
• Accepted — Client agreed
• Rejected — Client declined

Converting to Invoice

Once a quotation is accepted, click Convert to Invoice. All line items are copied automatically — no re-entry needed.

Client Invoices

Create GST-ready tax invoices for your clients. Track payments and outstanding balances.

Creating an Invoice

1. Go to Invoices → New Invoice
2. Select or create a customer
3. Add invoice line items with descriptions, quantities, rates, and GST rates
4. Set due date and payment terms
5. Save and download PDF to share with client

Recording Payments

When a client pays, open the invoice and click Record Payment. Enter the amount, date, and payment method. The invoice status updates automatically to Partially Paid or Paid.

Invoice Statuses

• Draft — Not finalized yet
• Sent — Shared with client
• Partially Paid — Some amount received
• Paid — Fully settled
• Overdue — Past due date, not fully paid

Subscription

Manage your ChinarCRM plan from the Subscription page. Your plan determines how many itineraries, team members, and features you can access.

Viewing Your Plan

Go to Subscription in the sidebar. You'll see your current plan, renewal date, and usage stats.

Upgrading Your Plan

Click Manage Billing on the subscription page to view available plans and upgrade. Contact support on WhatsApp for Enterprise plan pricing.

Team Management

Add and manage your team members under Team in the sidebar. Each member gets their own login and sees only what their role allows.

Adding a Team Member

1. Go to Team → Add Member
2. Enter their name, email, and password
3. Select their role (see roles below)
4. Save — they can now log in immediately

Available Roles

Permissions Reference

This table shows exactly what each role can do across every module.

Settings

Settings control how your agency appears on all PDFs, invoices, and shared pages. Only Agency Owners can access settings.

What to Configure

• Agency Name & Logo — Appears on all PDFs, invoices, and the public share page
• Address & Contact — Your office address, phone, and email
• GST Number — Required for tax invoices
• Bank Details — Account number, IFSC, bank name — appears on invoices for payment
• Signature & Stamp — Upload your signature and stamp images for PDF documents
• Terms & Conditions — Default terms that appear on quotations and invoices
• PDF Settings — Control which sections appear on itinerary PDFs (inclusions, exclusions, pricing, etc.)

Support Tickets

The built-in helpdesk lets your clients (or team) raise issues that get tracked and resolved properly.

Raising a Ticket

1. Go to Support in the sidebar
2. Click New Ticket
3. Enter subject, description, and priority
4. Submit — the ChinarCRM support team gets notified

Ticket Notifications

When a support reply comes in, you get a notification in the bell (🔔) in the top bar. The ticket reply appears in real-time.

Super Admin Panel

The Super Admin panel is accessible only to ChinarCRM administrators (not agency users). It provides a bird's-eye view of all agencies on the platform.

What Super Admins Can Do

• View all agencies, their subscription status, and usage
• Log in as any agency to assist them (impersonation)
• Suspend or activate agencies
• Manage subscription plans and pricing
• View platform-wide analytics — revenue, agency growth, activity
• Manage support tickets across all agencies
• View the full audit log for any user, agency, or resource (filter by Vendor, Template, Commission, Task etc.)
• Manage GST invoices for agency subscriptions
• View each agency's full statistics — itineraries, customers, leads, tasks, vendors, templates, and total commission paid

Audit Logs

Every action in ChinarCRM is recorded in the audit log — who did what, when, and from which IP address.

What Gets Logged

• Login / logout events
• Creating, editing, and deleting itineraries, customers, leads, tasks, quotations, invoices
• PDF downloads and share link views
• Task completions
• Settings changes
• Team member additions and removals
• Subscription changes

Accessing Audit Logs

Super Admins can view the full audit log for any agency from the Admin Panel → Activity Logs. Each entry shows the user name, action, resource, timestamp, and IP address.

Frequently Asked Questions

Can I use ChinarCRM on mobile?

Yes — ChinarCRM is fully responsive and works on phones and tablets. All pages are optimized for mobile screens including the dashboard, task manager, and itinerary builder.

How many team members can I add?

It depends on your plan. Starter allows up to 3 members, Professional up to 10, and Enterprise is unlimited. Check the Pricing page for details.

Can I export itineraries to PDF?

Yes — every itinerary has a Download PDF button. Choose from 4 themes: Classic, Luxury, Modern, and Nature. PDFs include your agency logo, signature, stamp, and bank details.

Can clients view the itinerary without logging in?

Yes — every itinerary has a unique Share Link. Anyone with the link can view the itinerary in a beautiful public page without needing an account. When a client views it, the status changes to "Viewed" automatically.

Is my data secure?

Yes — ChinarCRM uses industry-standard encryption, secure HTTPS connections, and regular backups. Data for each agency is completely isolated from others.

What happens when my trial ends?

After 14 days, you'll be prompted to subscribe. Your data is kept safe for 30 days after trial expiry. Subscribe anytime to continue without losing any data.

Can I cancel anytime?

Yes — there is no lock-in contract. You can cancel your subscription at any time from the Subscription page.

How do I get GST invoices for my subscription payments?

GST invoices for your ChinarCRM subscription are available in the Subscription section. Contact support if you need them emailed.

Can I change a team member's role?

Yes — go to Team, click Edit on the member, and select a new role. Changes take effect on their next action.

What is the "Link To" feature in tasks?

You can link a task to a specific Lead, Customer, or Itinerary. This creates a connection so you can see all tasks related to that record. For example, link a "Call" task to a lead to keep all follow-up history in one place.

Contact Support

We're here to help. Reach us through any of the following channels: