Itineraries

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What Are Itineraries?

Itineraries are automatically created when proposals are confirmed. While proposals are for quoting and planning, itineraries are for operations - managing confirmed services, sending purchase orders to suppliers, and tracking service delivery.

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How Itineraries Are Created

Itineraries are generated automatically from proposals when you change the status to a confirmation state: Full Confirmation:

• Change proposal status to “Confirmed”
• The entire proposal becomes an itinerary
• All services are copied to the itinerary

Partial Confirmation:

• Change proposal status to “Part Confirmed”
• Itinerary is created automatically
• Mark individual services as confirmed in the itinerary (click three dots on service)
• Keep working on unconfirmed services

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Finding Itineraries

Search by title - The itinerary uses the same title as the proposal, so search for the proposal title to find it. Filter by date range - Filter itineraries by trip start date to see trips within a specific timeframe. Service confirmation tracker - Each itinerary row shows a column with service confirmation status (e.g., “0/5” means none of the 5 services have been confirmed yet, “3/5” means 3 out of 5 are confirmed).

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Opening an Itinerary

Click anywhere on an itinerary row to open it. Inside, you’ll see the itinerary details (same as in proposals) and two view options: List View and Board View.

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Views

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Adding Services

To add a new service to an itinerary:

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Adding Content Cards

You can also add Content Cards to itineraries to provide helpful information that isn’t a service—like local tips, packing lists, cultural insights, or safety information.

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Service Details

In List View, click on any service to open the service details. Information is organised into three tabs, each with collapsible sections:

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Service Setup

Everything needed to set up the service:

• Dates & Times — Start and end date (required), start and end time (optional). How start times affect ordering depends on the ordering mode you choose (toggle next to the Services tab). In Start time mode (default), services are sorted chronologically. In Manual mode, you control the order by dragging services on the Board. This setting also controls the order on the web itinerary your travelers see.
• Travelers — Assign specific travelers to this service. The guest count updates automatically. Perfect for activities where not everyone participates.
• Location — Enter a meeting point and address. If filled out, a Google Maps map appears on the web itinerary and travellers can get directions directly.
• Description & Notes — Additional information (highlighted details for travellers, carried over from the proposal), service description (what travellers see), and special notes (internal only — visible on the purchase order but not on the web itinerary).
• Custom Fields — Only appears if your admin has configured custom fields for this service category.
• Files — Upload tickets, vouchers, and confirmations. Travellers can download them directly from the web itinerary.

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Supplier & Pricing

• Supplier — Select the supplier to send the purchase order to, and a supplier contact (guide, driver, etc.). If the contact has a phone number, it shows on the web itinerary.
• Pricing — Shows the price from the proposal. Not visible on the web itinerary.

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Activity & Tasks

• Tasks — Add service-specific tasks. Click Add Task, fill in the title, due date, and assignee. Tasks appear on your tasks screen and dashboard, clearly linked to this service. Examples: “Confirm dietary restrictions”, “Reconfirm pickup time”.
• Communications — Full history of emails and messages sent for this service.

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Purchase Orders (PO)

Purchase orders are how you send booking requests to suppliers.

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PO Column

The List View has a PO column that indicates if any mandatory purchase order fields are missing from the service details. If there’s a mandatory field missing, you won’t be able to send a purchase order.

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Requirements for Sending POs

Before you can send a purchase order:

1. Add a supplier to the service (Supplier tab)
2. Fill out all mandatory fields (set by admin in settings)
3. Connect your inbox (can be a shared inbox or your personal inbox, depending on what your administrator has set up in settings)

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Sending a Purchase Order

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Service Status

Track each service through its lifecycle from booking to completion:

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Web Itineraries

The web itinerary is what travellers see. Much of the information from the proposal carries over automatically. What shows up on the web itinerary:

• Attachments (from Files tab)
• Start time (& end time if filled out)
• Pick-up or meeting point (from Address tab)
• Additional information
• Contact information (supplier contact if added)
• Service description
• Embedded map (if address is filled out)

Getting directions:

• Travellers can click “Directions” on any service
• Opens Google Maps with the route from their current location

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Designing the Web Itinerary

Just like proposals, you can control the layout and appearance of the web itinerary using the Journey Designer. Click the eye icon on any itinerary to open the preview and access the designer toolbar. You can choose from five layouts (Flow, Timeline, Magazine, Split, Condensed), customise individual card styles, and control what information is shown or hidden. Changes on itineraries save and take effect immediately — there is no publish step.

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What’s Next?

Now that you understand itineraries, learn about:

• Concierge - Monitor all services happening on a specific day
• Tasks - Keep track of everything that needs to be done