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.Itineraries are the operational version of your proposal. This is where you work with suppliers, track service status, and manage the actual trip logistics.
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
- 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
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).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.Views
List View
Main working view for managing services:
- Edit service details
- View service status
- Send purchase orders
- Check PO field completion
Board View
Day-by-day timeline view for adding services:
- See services organized by day
- Add new services (same as in proposals)
- Visualize the trip flow
Adding Services
To add a new service to an itinerary:1
Switch to Board View
Go to the Board View to see the day-by-day timeline
2
Add Service
Click the ’+’ button to open the service inventory, then click on the service you want to add (same process as proposals)
3
Save Changes
Click “Save Changes” when the banner appears at the bottom
Service Details
In List View, click on any service to open the service details. All information is organized into tabs:Details Tab
The main service information:- End + Start date (required)
- Start time + End time (optional)
- Additional information - Brought over from proposal, highlighted details for travellers
- Service description - Brought over from proposal, what travellers see
- Special notes - Shows up on the purchase order sent to suppliers
Guests Tab
Number of guests - Specify how many travellers are using this serviceAddress Tab
Meeting point and location:- Enter a meeting point
- Search for an address
- If you fill out the address, a Google Maps map will show up on the web itinerary
- Travellers can get directions directly from the web itinerary
Supplier Tab
Supplier and contact information:- Select a supplier (to send the purchase order to)
- Select a supplier contact that will show up on the itinerary (guides, drivers)
- If the contact has a phone number, it will show up on the web itinerary
Price Tab
Pricing information:- Shows price from proposal
- Not visible on the web itinerary
Files Tab
Upload service-related files:- Upload tickets, vouchers, confirmations
- Travellers can download them directly from the web itinerary
Custom Fields Tab
Organization-specific fields:- If your admin has added custom fields, they’ll show up here
- Different fields appear based on service category
Tasks Tab
Service-specific tasks:- Add tasks directly related to that service (e.g., “Reserve the restaurant”)
- Tasks work like reminders for yourself
- Helps ensure nothing falls through the cracks
Purchase Orders (PO)
Purchase orders are how you send booking requests to suppliers.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.Requirements for Sending POs
Before you can send a purchase order:- Add a supplier to the service (Supplier tab)
- Fill out all mandatory fields (set by admin in settings)
- Connect your inbox (can be a shared inbox or your personal inbox, depending on what your administrator has set up in settings)
Sending a Purchase Order
1
Complete Service Details
Fill out all required fields and ensure the PO column shows no missing fields
2
Add Supplier
Select a supplier in the Supplier tab
3
Click Purchase Order
Click the “Purchase Order” button in the service
4
Select/Deselect Fields
You can select and deselect which fields you want to include or remove from the PO. Required fields (set by admin) will always be included.
5
Write your message.
6
Preview your email.
7
Send
Review and send the purchase order to the supplier
Your email inbox must be connected to send purchase orders. This is set up by your administrator in Settings > Communications > Purchase Orders.
Service Status
Track each service through its lifecycle from booking to completion:Service Statuses Explained
Service Statuses Explained
| Status | When to Use | Auto or Manual |
|---|---|---|
| Ready | Service awaiting action | Default status |
| PO Sent | Purchase order sent to supplier | Automatic when PO sent |
| Confirmed | Supplier confirmed the booking | Manual |
| To Change | Service details need modification | Manual |
| Cancelled | Service cannot proceed | Manual |
| Completed | Service has occurred | Manual |
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)
- Travellers can click “Directions” on any service
- Opens Google Maps with the route from their current location
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
Learn More About Itineraries
View the complete Itineraries documentation for detailed information about connected services, embeddings, and advanced features.