Contacts Library

Minim Plus, Minim One and Minim Plus Integrated plans come with the contacts library feature which allows you to store information about your travellers, suppliers and agent contacts. You can also link traveller contacts directly to an itinerary. 

This help article guides you through the steps to create a contact record and walks you through adding existing traveller contacts to an itinerary.

Creating a contact record

A contact record lets you store the relevant information about a business contact (i.e. traveller, supplier or agent) and associate it with different sections in Minim. To create a contact record:

  1. Access the contacts library section by selecting Contacts in the navigation bar. If you have never used this feature before you will not see any records initially, however, the library is where you will see a list of your current contact records. 
  2. Click on the Create contact button on the top-right corner to open the Create contact page.

  1. Populate the mandatory fields that are First name, Last name and Email.

Note: The Email field acts as a unique identifier for a contact, meaning you cannot reuse an email assigned to a different contact in the library. Doing so displays the following message: “A contact with that email address already exists in your contacts library”

  1. You can choose one of the three contact types: Traveller, Agent, Supplier.
  2. Enter other contact details such as Gender, Age, Mobile, Phone, Other, Address and Source. There is a predefined list of contact sources to select from. 

  1. You can associate an unlimited number of “tags” with a contact record in the Tags section. Add a generic tag to the contact record to associate it with terms that you repeatedly use. For example, use tags such as Luxury, Budget or Family to indicate the traveller type. You will be able to use this information to search your contact database at a later date.

Note: A contact record can have multiple tags. You can even include multi-word tags.

  1. Include any relevant notes about the contact. For instance, you could make a note of a traveller’s interest in nature tours.
    Note: The phone fields and the First name, Last name and Address fields restrict entry to 255 characters.
  2. Before a contact can be saved to your library, you will be prompted to confirm that you have a contractual basis, consent or another legitimate interest to store this information. This requirement is in accordance with the most comprehensive data privacy laws and is designed to help protect your business.


Adding a contact to an itinerary

You can add an existing traveller contact record from your library to an itinerary. Follow the steps below to add a contact record to an itinerary: 

  1. Access the itineraries list view by selecting Itineraries from the primary navigation bar in Minim.
  2. Select an itinerary you wish to add the contact record to or create one from scratch.
  3. When you finish creating an itinerary and access the Setup page, scroll to the Travellers section to add a traveller.
  4. Click the Add traveller dropdown in the top-right corner and choose either Add existing contact (to select an existing contact already in your contact library) or Create new (to add a new traveller that does not yet exist in your contact library)

Add an existing contact

The Add existing contact option lets you add a traveller contact record from the contacts library to the itinerary. To open a contact record: 

  1. Head to Add traveller > Add existing contacts option to open a new page.
  2. Search an existing library contact by entering either their first name or last name. 
  3. Select the desired contact record as it appears when you type, if nothing appears the name you have searched for does not currently exist in your contact library.
  4. Select Save traveller to add them to the traveller list in the itinerary. 

Create a new traveller

In addition to creating a contact record through the contacts library, you could create a record within an itinerary. To do that:

  1. Head to the Add traveller > Create new option to open the Add traveller page.
  2. Minim only lets you fill in the mandatory fields while creating a contact record within the itinerary. Enter the First name, Last name and Email.
  3. Toggle the Save to contacts library switch to save the contact record to the contacts library.
  4. Select Save traveller to finalise your changes. 

Note: While creating a new contact record and saving to the library, including an email that pre-exists in the library displays the following message: “Email already exists”. 

Tip: For a scenario where a family shares an email address, add the travellers to the itinerary without saving them to the contacts library. Currently, Minim does not allow an email to be associated with multiple contact records. The reason being, an email address identifies each contact record. 

Editing a contact

You can edit an existing contact record within the contacts library or the itinerary. 

Edit a contact in the library

Editing a contact added to your itinerary, takes you to the contacts library if the contact is saved to your library. Else, you can edit the contact name if the contact is not saved to the library:

  1. Navigate to the contacts library by clicking Contacts in the navigation bar.
  2. Select the contact you wish to edit. This opens the Edit contact page.
  3. Make the changes required and click Save.

Note: Once you create a contact record, Email is the only field shown in a different font as it is un-editable.

Edit a contact on the itinerary

When editing the contact on the itinerary, you see the edit icon if the contact is not saved to the contacts library.

  1. Click the edit icon to access the contact to edit the First name and the Last name.

Note: The email field is not editable. To change the email, delete the existing contact and create a new one.

  1. If you see a contact book icon against the contact, the contact is editable only through the contacts library. Click the contact book icon to edit the contact in the contacts library, as explained in the Edit the contact in the library section.

Additional Contact Information

The additional contact information area is where you can enrich your traveller contact records and include: 

Passport details: This section includes fields where you can enter traveller’s passport details, such as their full name on passport, passport number, visa specifics, vaccination details and so on.

Insurance details: Record the traveller’s insurance details in this section. The fields included in this section are: 

  • Travel insurance provider
  • Policy number
  • Insurance notes

Emergency contact: This is an area to enter the traveller’s emergency contact details. The fields available are: 

  • Full name
  • Relationship with traveller
  • Email
  • Phone

Licence details: The traveller’s driver’s licence details can be recorded in the fields in this section.

Physical details: You can record a traveller’s physical attributes, such as their Height, Weight to cater to their health care needs. Fields such as Fitness level, Cycling ability, Swimming ability, Health and mobility level gauge the difficulty levels of activities the travellers will partake in.

Languages spoken: This is a field that auto-suggests results based on your keyboard input. The languages chosen are shown as a tag since a traveller may speak more than one language. The language choice is restricted to the options listed.   

Special requirements: The fields record the following information about a traveller:

  • Allergies
  • Dietary requirements
  • Religious or cultural requirements
  • Special assistance needed

Social media: This section records the traveller’s social media profiles, such as Facebook, Instagram, WeChat, LinkedIn and Other

Note: All the open text fields have a limit of 255 characters.

Archiving and restoring a contact

The archive and restore function for a contact lets you archive a contact and restore the archived contact at any point in time. 

Archiving a contact 

To archive a contact:

  1. Access the contacts library section by selecting Contacts in the navigation bar. 
  2. Select the Options menu (three dots) at the end of a contact row you wish to archive and choose Archive from the dropdown list.

Note: Archiving the contact record removes it from the library view. Restore the contact to add it in the contact library list again.

Select the Show archived option to access the archived contacts view.

Restoring a contact

Restore the archived contacts through the Archived contacts view. To restore archived itineraries:

  1. Head to the Archived contacts view by selecting Show archived.
  2. Click the Options menu (three dots) at the end of the contact row and choose Restore from the dropdown list.

The contact will be available in the contacts library again.

Deleting a contact record

You can permanently delete a contact in Minim only after archiving it. To request permanent deletion of a contact:

  1. Access the ‘archived contacts’ view by toggling the show archived slider. 
  2. In the ‘options’ menu (three vertical dots) at the end of a contact row, select Permanently delete from the dropdown list.

Restore or permanently delete contact

Note: A warning pops up stating that the contact will be permanently deleted within 31 days. The warning also lists itineraries that the contact is currently connected to.

  1. Select Yes, delete to permanently delete the contact.

Note: The itinerary will still display the deleted or archived contact that it was a part of, but is inaccessible. When you hover over the contact in the itinerary, a “Contact has been archived” message is shown.