Checking for bookings (dup check)

A: Export a list of your last 2 years' worth of Responsible Travel enquiries from the Console:

1. Log in to the Console and click on the 'Enquiries' tab.
2. On the left, click on 'Export'.
3. For 'Enquiry date' enter the from and to dates for the time period you're going to check in the format 01 Jan 2023.
4. Click the 'Export' button then click OK.
5. Open your downloaded spreadsheet.

B. Get a list of all your bookings from your own system.

This list of all your bookings for a particular time period needs to includes the customer's full name and email address. If you have two surnames for a booking please put each one on its own row.

Watch a video of the next steps, or continue reading below.



C. Prepare your lists:

1. Make sure the names are in the same format on both lists. Neither should include 'Dr', 'Miss', or full stops, etc. If the names in your system are full names (e.g. 'Jane Smith') then you can split them into first and last names, as detailed below. If your names are already split into first and last you can skip to point 2.
   1. Add at least 3 new columns after the full name column (right click on the letter above the heading in the next column and choose insert).
   2. Highlight the column with full names then go to 'Data' in the menu at the top and click 'Text to columns' (or type Alt + A + E).
   3. Choose 'Delimited' > 'Next' > 'Space' > 'Finish' (You might see a message about replacing data. As long as you've got a few empty columns after the name, choose OK.)
   4. If you've got any names that spread over 3 or more columns, update these so that the surname appears in the second column.
2. Make all the rows in your Responsible Travel spreadsheet red to make them easier to spot in the next step.
3. Get your columns in the same order - e.g. make sure 'Email' is followed by 'First Name' and then 'Last Name'.

D. Combine and compare lists:

1. Copy all the bookings from your system to the bottom the Responsible Travel enquiry list, matching up the columns for email and first and last names.
2. Make another copy of this combined list so you have 2 identical sheets (right click on the 'Enquiries' tab, choose 'Move or copy', tick 'Create a copy', click 'OK').
3. Sort one copy of the Responsible Travel list by 'Email' and the other by 'Last Name' (choose 'Data' > 'Sort' > 'My data has headers' > Choose the column to sort).
4. Create a new column at the start of each Responsible Travel list and copy and paste the formula to find duplicates into row 2: =if(X2=X3,"dup","") where X is the column you've sorted by (e.g. F for Email on one sheet and H for last name on the other).
5. On each sheet copy this formula down to all the rows.

E. Look for bookings by checking each list for duplicate ("dup") matches where the Email or Last name is in the list twice:

1. If the dup is caused by someone making 2 enquiries on Responsible Travel both rows will be red.
2. If the dup is caused by someone booking 2 trips with you both rows will be black.
3. The dups with at least one red and one black row matched will need to be checked to see if they're a booking from a Responsible Travel enquiry.

Once you've found your Responsible Travel bookings you can declare them in the console.