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To create a new account,

Step 1: open the Sign Up page

Step 2: fill your business and account details in the registration form.

Step 3: click the Sign Up button.

Follow the steps below to create a new customer enquiry in the CRM system.

Step 1: Open the Dashboard

Log in to the CRM system and navigate to the Dashboard.

Step 2: Click “Add Enquiry”

From the dashboard, click the Add Enquiry option to open the enquiry creation form.

Step 3: Enter Customer Details

Fill in the required customer information.

Step 4: Submit the Enquiry

After entering all the necessary details, click the Submit button to save the enquiry.

Step 5: View the Enquiry

Once submitted successfully, the new enquiry will automatically appear in the Today’s Follow-Up section for further action and follow-up tracking.

To move an enquiry into the Process Pool: 

1. Open Today's follow up.  

2. Find the customer enquiry you want to process.  

3. Click the Process Pool button below the enquiry. 

Select this option if your own team will handle the customer enquiry, visa process, document collection, and follow-ups internally.

This option is useful when your agency wants to manage the process directly without backend support from Vughy.

Select this option if you want the Vughy backend team to handle the enquiry and visa processing for you.

This option helps agencies process visas without needing internal visa expertise.

Vughy team will charges per visa process.

Follow the steps below to move an enquiry from active processing to the Drop Pool.

Step 1: Open the Enquiry Page

Navigate to the Enquiry section from the CRM dashboard.

Step 2: Select the Enquiry

Locate the enquiry that you want to remove from the active follow-up process.

Step 3: Click the “Drop Pool” Button

Click the Drop Pool button available below or beside the enquiry record.

Step 4: Select the Pool Status

A Pool Form popup window will appear.

Choose the appropriate reason for moving the enquiry to the Drop Pool, such as:

• Charges are high

• Customer is not interested now

• Booked through another travel company

• Customer only required information

Step 5: Add Description

Enter additional notes or remarks in the Description field to provide more details about the enquiry status.

Step 6: Submit the Form

Click the Submit button to move the enquiry into the Drop Pool successfully.

Follow the steps below to view all enquiries that have been moved to the Drop Pool.

Step 1: Open the Reporting Section and Select “Drop Report”

From the left-side navigation menu, click on the Reporting tab. Under the Reporting section, click Drop Report.

Step 2: Use Filters to Search Enquiries

Use the available filters to quickly find specific dropped enquiries, including:

• Keyword Search

• Follow-Up Date

• Language

• Interested Country

• Enquiry Type

• Drop Reason

• Staff Member

Step 5: Submit the Filter

After selecting the required filters, click the Submit button to display the filtered enquiry results.

Follow the steps below to move a dropped enquiry back into the active Process Pool.

Step 1: Open the Drop Report

Navigate to:

Reporting → Drop Report

The system will display all enquiries available in the Drop Pool.

Step 2: Find the Enquiry

Locate the enquiry that you want to move back into active processing.

You can use the search and filter options to quickly find the enquiry.

Step 3: Click the “Process Pool” Button

Below the enquiry details, click the Process Pool button.

Step 4: Select the Processing Option

A popup window will appear with processing options.

Choose one of the following:

• I Will Process – The enquiry will be assigned to you for follow-up.

• Backend Will Process – The enquiry will be assigned to the backend processing team.

Step 5: Submit the Request

After selecting the required option, click the Submit button.

The enquiry will be removed from the Drop Pool and moved back into the active Process Pool for further follow-up and processing.

A follow up is used to remind your team when to contact a customer again. You can use follow ups for:

• document collection

• payment reminders

• visa updates

• travel confirmations

• customer callbacks

This helps ensure that no enquiry is missed.

Step 1: Follow Up Date

Use the Follow Up Date field to select the next date you want to contact the customer.

Step 2: Follow Up Time

Use the Follow Up Time field to select the exact time for the customer follow up.

Step 3: Select Status

Use the Select Status dropdown to update the current enquiry status

Step 4: Description

Use the Description field to add notes about the customer conversation or follow up details.

Submit

After entering all follow up details, click the Submit button to save the follow up in the CRM.

The enquiry will automatically appear in the correct follow up section based on the selected date.

To create a new WhatsApp template:

• Open the Templates section and Select Whatsapp Templates.

• Click the Add Template button.

• Enter the Template Name.

• Enter the Message.

• Select tags (Optional).

• Select the Expiry Date.

You can set the expiry date for a template or if you want to keep it always , you can check the never expiry.

• Click Submit Button

To send a WhatsApp template:

• Open the Enquiry page.

• Find the customer enquiry.

• Click the Action icon on the right side of the enquiry.

  

• Select the WhatsApp option.

The WhatsApp Template popup will then appear.

Use the Select WhatsApp Template dropdown to choose the message template you want to send to the customer.

This helps your team send professional and consistent customer messages quickly.

Use the Itinerary dropdown to select the travel itinerary or package you want to share with the customer.

This allows you to send travel plans, package details, or itinerary information directly through WhatsApp.

You can add a deadline only after the enquiry has been moved to the Process Pool using the I Will Process option.

This is useful for enquiries your agency is handling internally.

To add a deadline for an enquiry:

• Open the enquiry from the Process Pool.

• Click the Action icon beside the enquiry.

  

• Select the Add Deadline.

• Set the Biometric Date

Use the Biometric Date field to select the customer’s biometric appointment date.

This helps your team track when the customer must visit the biometric center for fingerprint or document verification.

• Set the Interview Date

Use the Interview Date field to select the customer’s embassy or visa interview date.

• Set the Description

Use the Description field to add important notes related to the biometric or interview appointment.

• Click submit button

After entering all required details, click the Submit button to save the deadline information for the enquiry.

Step 1: Open Apply Visa

Step 2: Select From and To Country

To begin the visa process, first select the departure country and destination country.

For example:

• From Country: India

• To Country: United States

Step 3: Click Apply Selection

Click the Apply Selection button to load the available visa categories for the selected country.

The system will then display:

• visa types

• visa fees

• service charges

• processing time

• required documents

• visa notes

Step 4: Select Visa Type

After applying the selection, different visa categories will appear based on the selected destination country.

Step 5: Read the Required Documents

The Required Documents section shows the documents needed for the selected visa category.

Step 6: Read the Notes

The Notes section contains additional instructions or important visa information related to the selected country or visa type.

Step 7: Send Visa Details by WhatsApp or Email

After reviewing the visa details, you can send the visa fees, required documents, and process details directly to the customer using WhatsApp or email.

Simply select:

• WhatsApp

• Email

Step 8: Select Enquiry

Use the Select Enquiry dropdown to choose the customer enquiry to which you want to send the visa details.

Step 9: Enter Phone Number

Use the phone number field to enter the customer’s WhatsApp number with the country code.

Enter the number without using the plus (+) symbol.

Example:

• 919876543210

Step 10: Send Visa Information

After selecting the enquiry and entering the phone number, submit the form to send the visa process details, fees, and required documents directly to the customer through WhatsApp.

The View Visa section stores all customer visa application records in one place. Once a visa form is completed for a customer, the enquiry will automatically appear in this section.

Step 1: Open View Visa

Step 2: Apply Filters

The Select Filter section helps you quickly find visa applications based on different conditions.

Step 3: Click Action icon

Click the Action icon beside a visa application.

The enquiry list displays all enquiry records along with important customer details.

The report includes:

• customer name

• mobile number

• enquiry type

• interested country

• visa type

• enquiry creation date

• follow-up date

• current enquiry pool

The finalized enquiry list displays completed customer records along with important details such as:

• customer name

• mobile number

• enquiry type

• destination country

• visa type

• enquiry date

• follow-up date

The enquiry list displays dropped customer records along with important details such as:

• customer name

• mobile number

• enquiry type

• destination country

• visa type

• enquiry creation date

• follow-up date

The enquiry list displays all active enquiries currently under processing along with important customer details such as:

• customer name

• mobile number

• enquiry type

• destination country

• visa category

An enquiry appears in this section when it has been moved to the Process Pool but no deadline has been added yet.

This usually means:

• biometric date is not added

• interview date is pending

• appointment schedule is not confirmed yet

Click the Next 15 Days option to view all enquiries with biometric or interview dates scheduled within the next 15 days.

Click the Next 30 Days option to view enquiries with deadlines scheduled within the next 30 days.

This section helps your team stay prepared for upcoming biometric and interview appointments. Tracking deadlines properly helps reduce missed appointments and improves customer management.

An enquiry appears in this section when:

• the visa process is still ongoing

• the customer has upcoming appointments

• the enquiry has not been completed yet

• the enquiry is not dropped

This helps your team track customers whose visa process is still in progress.

Bird View displays enquiries in a calendar format based on their created date or scheduled activity. This makes it easier to track enquiries day by day without opening multiple reports.

The Bird View section helps your team:

• monitor enquiry activity visually

• plan daily work

• track customer flow

• manage appointments more efficiently

It provides a quick overview of CRM activity without opening multiple enquiry records.

The Enquiries Statistics section displays enquiry data and activity trends for the selected period.

• Click the Profile icon from the top navigation bar.

• Open Global Settings.

• Click the Staff section.

Step 1: Click Add Staff

Click the Add Staff button to open the staff creation form.

Step 2: Enter Staff Details

Fill in the required staff information:

• Name — Enter the staff member’s full name.

• Email — Enter the staff member’s email address.

• Mobile — Enter the staff member’s contact number.

• Password — Create a login password for the staff account.

Step 3: Submit the Form

After entering all details, click the Submit button to create the staff account.

The new staff member will then be added to the CRM.

The Feed feature allows you to share updates, promotions, travel offers, images, and videos with other travel agents inside the Social Hub.

Step 1: Open Feed

Go to the Social Hub section from the left menu and click Feed.

Step 2: Click the Feed Input Box

Click the feed input box to start creating a new post.

Step 3: Enter Your Content

Type the content you want to share inside the post editor.

Step 4: Add Images or Videos (Optional)

You can upload images or videos along with your post to make it more engaging.

Step 5: Select Visibility

Choose the visibility option for your post.

This controls who can view your feed post inside the Social Hub.

Step 6: Click Post

After entering the content and selecting visibility, click the Post button to publish the feed.

Your post will then appear inside the Social Hub feed.

The My Connections section helps you manage and interact with travel agents and franchises connected with your account inside the Social Hub.

The Discover section allows you to explore travel agents and franchises from different locations. You can search using the franchise name, email, mobile number, city, or state to easily find agents you want to connect with.

To create a connection,

Step 1: open the Discover section

Step 2: search for the agent or franchise

Step 3: click the Connect button on their profile card.

The connection request will be sent instantly, and once accepted, the user will appear in your My Connections list.

The Events section helps you create and manage networking events for your travel business. You can create online or offline events and invite your connections to join. Events can be used for business meetings, travel webinars, franchise meetups, or promotional sessions.

To create a new event,

Step 1: open the Events section

Step 2: click the Create Event button

Step 3:Fill in the event details

You can also upload a cover image for the event.

Step 4: click the Create Event button

To open this section,

Step 1: click the Profile Icon at the top right corner

Step 2: select Billing and Payments.

This tab shows your current subscription plan, plan status, and renewal details. You can manage or upgrade your subscription from here.

The Top Up section allows you to add balance to your wallet for using visa processing and other platform services.

This section displays all your completed payments, recharge history, and subscription transactions with payment dates and amounts.

The passbook shows your wallet activity, including credits, debits, service charges, and balance updates for every transaction made in your account.