UX Travel Agency Management System

Getting Started

Follow these simple steps to install and set up the UX Travel Agency Management Software:

1. Upload the downloaded ux-travel-agency.zip file to your web server using cPanel (for example, public_html/ux-travel-agency.zip or admin.yourdomain.com/ux-travel-agency.zip).
2. Extract the ZIP file. Open the ux-travel-agency folder, select all files and folders inside it, and move them to your main directory (public_html or admin.yourdomain.com).
3. Create a new MySQL database and a database user, then assign the user to the database with all privileges.
4. Import the schema.sql file into the newly created database to generate the required tables.
5. Open the config.php file and update the database name, username, and password with your database credentials.
6. Set the correct APP_URL in config.php according to your installation path.
7. Make sure the uploads/ directory is writable (recommended permission: 755).
8. Access the application at your configured URL.

Admin Login Information:
The default admin login credentials will be sent to the administrator’s email address after installation.

Security Notice:
Once logged in, you can change the admin email address and password at any time from your account settings. For security reasons, it is strongly recommended to update the default credentials immediately.

SMTP Email Configuration

To enable application emails (password resets, notifications), configure SMTP settings in the config.php file located in the application root. Follow these steps:

1. Open the application's config.php (for example: ux-travel-agency/config.php).
2. Find the Email SMTP Connection section where the constants below are defined: SMTP_HOST, SMTP_USERNAME, SMTP_PASSWORD, SMTP_ENCRYPTION, SMTP_PORT, MAIL_FROM, and FROM_NAME.
3. Replace the example values with your SMTP provider credentials. Example values:

   define('SMTP_HOST', 'smtp.example.com');
     define('SMTP_USERNAME', 'your-smtp-username');
     define('SMTP_PASSWORD', 'your-smtp-password');
     define('SMTP_ENCRYPTION', 'tls'); // 'tls', 'ssl' or empty string for no encryption
     define('SMTP_PORT', '587'); // 587 for TLS, 465 for SSL, or 25 for no encryption
     define('MAIL_FROM', 'admin@yourdomain.com');
     define('FROM_NAME', 'Your Company');

4. Save the file and avoid committing SMTP credentials to public repositories. Prefer environment variables for production secrets.
5. Test email delivery using the app's "Forgot Password" or a notification feature. If delivery fails, check provider settings, firewall rules, and correct ports/encryption.
6. For development use, consider a sandbox service such as Mailtrap to capture test emails safely.

Key Features

• Customer Management - Add, edit, and delete customer profiles with complete contact information.
• Email Sending Feature - Send login info to the new Admin User, also user can verify & reset their password via email.
• Agent Management - Manage travel agents and track their performance.
• Earnings Tracking - Record and categorize revenue with detailed earning reports.
• Expense Management - Track business expenses with customizable categories.
• Invoice Generation - Create professional PDF invoices with custom company logos.
• Activity Logging - Comprehensive audit trail of all system activities.
• User Management - Create admin and staff accounts with role-based access.
• Responsive Dashboard - Mobile-friendly interface with real-time metrics.
• Settings Customization - Personalize app branding, logos, and company information.
• Detailed Reports - Generate earnings, expenses, and activity reports.

System Requirements

• PHP 7.4 or later
• MySQL 5.7 or later
• Apache web server with mod_rewrite enabled
• Modern web browser with JavaScript enabled
• Minimum 10MB disk space for application files

Customer Management

Manage all your travel customers from a centralized location with complete contact information and booking history.

1. Go to Customers from the main menu.
2. Click Add New Customer to create a new customer profile.
3. Fill in customer details including name, email, phone, and address.
4. Save the customer profile to track their bookings and interactions.
5. Click on a customer to view their complete profile and associated bookings.
6. Edit or delete customer information as needed.

Tip: Keep customer information up-to-date for better communication and booking accuracy.

Agent Management

Manage your travel agents and track their performance, commissions, and activities.

1. Navigate to Agents from the sidebar menu.
2. Click Add New Agent to create a new agent profile.
3. Enter agent details including name, email, phone, and commission rate.
4. Assign agents to bookings and track their performance metrics.
5. View agent earnings and calculate commissions automatically.
6. Update agent information and commission rates as needed.

Tip: Use agent tracking to monitor performance and optimize your team productivity.

Financial Tracking

Monitor your travel agency's earnings and expenses with detailed tracking and categorization.

Recording Earnings

1. Go to Earnings from the menu.
2. Click Add Earning to record a new revenue entry.
3. Select an earning category (e.g., booking commission, service fee).
4. Enter the amount, date, and description.
5. Optionally assign the earning to an agent.
6. Save to update your revenue records.

Managing Expenses

1. Navigate to Expenses from the menu.
2. Click Add Expense to record a new business expense.
3. Select an expense category (e.g., office supplies, marketing).
4. Enter the amount, date, and description.
5. Save the expense record for accounting purposes.

Tip: Regularly update earnings and expenses to maintain accurate financial records and generate meaningful reports.

Invoices & Reports

Generate professional PDF invoices and comprehensive business financial reports.

Generating Invoices

1. Navigate to Customers page from the sidebar nav menu.
2. Click the Download PDF Invoice button to get the PDF template to your device.
3. Now you can view or print your customer's invoice.
4. If you update the customer's info, then the invoice template will be automatically updated as well.
5. Your custom invoice logo (set in App Settings) will appear on the invoice.

Generating Reports

1. Navigate to Reports page from the sidebar nav menu.
2. Select report type (earnings or expenses).
3. Choose date range and apply filters if needed.
4. Review detailed report with charts and summaries.
5. Click the Download PDF Report button to get the financial report PDF template to your device.
6. Now you can view or print your company's financial report.

User Management

Create and manage admin and staff user accounts with appropriate access levels.

1. Go to Users from the admin menu.
2. Click Add New User to create a new account.
3. Enter user details: name, email, username, and password.
4. Save the user account.
5. Manage user profiles and permissions from the Users dashboard.
6. Edit user information or reset passwords as needed.
7. Delete inactive accounts from the system.

Settings & Configuration

Customize your application with company information and branding.

1. Click Settings from the main menu.
2. Update your company name, tagline, and contact information.
3. Set your business address, city, and country.
4. Configure your application URL and currency.
5. Upload Custom Logos: App logo, favicon, invoice logo, and login page logo.
6. Save all changes to apply them across the system.

Logo Guidelines: JPG/PNG formats, recommended sizes for best appearance, max file sizes enforced.

Activity Logs

Track all system activities and user actions for security and accountability.

1. Navigate to Activity Log from the menu.
2. View complete audit trail of all system actions.
3. Filter logs by user, action type, or date range.
4. Search for specific activities using keywords.
5. Export logs for compliance and record-keeping.

FAQ

Support

If you need help, contact our support team at uzzal@uxkode.com. Include the following when you reach out:

• Your site URL (where the app is installed)
• PHP version and webserver (Apache/Nginx)
• A clear description of the issue and steps to reproduce it
• Any relevant error messages or screenshots

For development/testing, mention if you are using a sandbox SMTP (e.g., Mailtrap) or local server setup.

Troubleshooting

• If you see a "database connection error", verify your database credentials in config.php.
• If images don't upload, ensure the uploads/ directory has write permissions (chmod 755).
• If you can't log in, clear your browser cache and cookies, then try again.
• For PDF generation issues, verify that the uploads/ directory is writable and has sufficient disk space.
• If features are missing, ensure the database schema was properly imported with all required tables.
• Check server error logs if the application produces unexpected errors or blank pages.

Changelog

• 1.1.0 Added App Settings and Reports page to make the software more dynamic and professional. Also improved overall user experience.
• 1.0.0 Initial release — includes customer, agent, financial tracking, invoicing features.