Trips

The Trips Page

Go to Trips in the left sidebar to see all your trips. The list shows every trip you’ve created, with key details at a glance: trip title, linked contact, departure date, status, and payment columns (Price, Paid, Unpaid). Click Fields to show in the toolbar to pick which columns are visible, and drag a column header’s right edge to resize it. Your choice is remembered locally, per device.

Filtering and Searching Trips

Use the toolbar at the top to find exactly what you need:

• Search bar. Search by trip title

• Departure date filter. Filter by Today, This week, This month, Next month, Next 7 days, Next 30 days, Next 90 days, This year, or Next year. Use ‹ and › to step between windows of the same size (a week, a month, a rolling 30 days).

• Filters. Open the filter panel to filter by:

• Contact type: Lead or Client

• Payment status: Paid or Unpaid (applies to confirmed trips with a quote amount)

• Trip status: Draft, Sent, Confirmed, or Canceled

• Progress: tick Active to keep only trips currently under way (confirmed trips where today falls between the start and end date)

• Active filter chips: active filters appear as removable chips below the toolbar so you can see and clear them at a glance

• Reset filters: clears all active filters at once

• Sort by: order the list by creation date (Newest, Oldest), name (A → Z, Z → A), or travel date (Soonest first, Latest first). The current sort is always shown as an inline label beside the sort icon.

• Display: an icon-only button showing the current mode (card grid, table, or calendar); click to open the menu and switch. Card grid and table share the same list of trips; Calendar lays your trips out on a rolling five-week grid instead. Your choice is remembered locally, per device.

Actions on Each Trip

Use the ⋯ menu on any trip row to:

• Preview. Open the client-facing proposal in a new tab
• Edit. Open the trip editor
• Reuse for another client. Copy the itinerary onto a new trip and pick the contact it is for
• Save as template. Save the trip’s itinerary as an agency-wide template you can start a new trip from
• Share. Copy the public URL to your clipboard
• Delete: permanently delete the trip

Bulk actions

Selection checkboxes are always visible on the trips table. To act on several trips at once:

1. Tick the checkbox on each trip you want to include, or tick the header checkbox to select every trip in the current view.
2. Pick an action from the bulk bar at the top:
   • Status: change the status (Draft, Sent, Confirmed, Canceled) of every selected trip. If any selected trip belongs to a lead, a prompt offers to convert that lead to a client at the same time.
   • Delete: a confirmation dialog asks you to confirm the bulk deletion.

Saved Views

A saved view is a personal filter preset: a named combination of conditions, a departure window, a sort order, and which card fields to show. Views are personal to you: your teammates never see yours, and you never see theirs.

Picking a view

Open the view picker from the breadcrumb at the top of the page. The second crumb shows the active view (or All trips when no view is active). Every view carries a count beside its name so you can see how many trips it currently matches.

The picker also holds:

• + New view. Open the create dialog (see below)
• Manage views…. Open a dialog where you can rename, star, reorder, or delete your views

Star (★) a view to make it your default. The app will open on it every time you land on the Trips page. Only one view can be starred at a time; starring All trips clears the pin.

Creating a view

Click + New view in the picker. The dialog offers a blank view or one of six presets:

• Cash to collect
• Quotes to chase
• Departing soon
• On the road now
• New leads
• Confirmed this month

A name is suggested automatically; edit it before confirming. The first four presets are seeded on first use, so if you delete one you can always recreate it from this menu.

You can save up to 8 views per account.

Editing a view inside the toolbar

When a view is active, the toolbar carries the same controls as All trips, with two differences:

• Filters opens a condition builder instead of a checkbox popover. Pick a field, an operator (is, is not, contains, does not contain, is empty, is not empty, > more than, < less than, and so on), and a value; chain conditions with a single and / or conjunction across the whole set. Fields include Status, Progress, Contact type, Payment status, Currency, Pax count, Quote amount, Owner, Trip title, and more.
• Hide fields lets you hide non-essential fields from the card grid: Cover, Contact, Dates, Duration, Pax, Departure tile, Status. The title is always visible.

The Departure window still uses the segmented date pill, but a range you step onto with ‹ › becomes fixed to those exact dates rather than rolling with today. A confirmation dialog warns you before a save would freeze the window this way.

Search is never part of a view. The search bar keeps its clear X, and typing or clearing it never marks the view as modified.

Saving, discarding, or saving as new

Change anything inside a view and a small blue dot appears next to the view name in the breadcrumb (on wider screens, the dot is followed by the words Unsaved changes in blue). Two extra chips appear above the list:

• Save changes. Write the current toolbar state into the view. The split-button chevron beside it opens Save as a new view….
• Reset changes: restore the view’s saved state; nothing is written.

Switching to another view or leaving the page discards unsaved changes without asking.

Save as a view

From All trips, or from a modified view via the split button, click Save as a view. A confirmation dialog shows a summary of the conditions and the departure window that will be stored, and asks you to name the view. The name must be unique across your views; a duplicate is refused with the reason shown inline.

Creating a New Trip

Click New trip in the top right corner. The dialog opens on three starting points:

1. Blank. Start from an empty itinerary and build every day yourself.
2. Template. Start from one of your agency’s saved templates (create one with Save as template from the ⋯ menu on any existing trip).
3. Recent trip. Start from one of your recent trips: the whole itinerary is copied onto a fresh trip for a new client.

Click one, and the dialog moves to a single Client and dates step:

• Client. Pick an existing contact (lead or client) or create a new one on the spot; set the number of passengers (pax).
• Dates. Choose between fixed dates (start and end date with a date range picker) or flexible dates (departure month, year, and estimated duration).

A live preview shows the first day of the trip beside the form as you fill it in. Once confirmed, the Trip Editor opens and you’re ready to build the itinerary.

The Trip Editor

The trip editor uses a single continuous-scroll canvas: every part of your proposal, from cover image to legal terms, lives on one scrollable page. A left sidebar lets you jump to any section, and a right sidebar groups the key trip details.

The unified canvas stacks the following sections top to bottom:

• Overview: Cover image, trip title, a facts strip (Dates, Pax, Traveler), and a What your client sees group (Pricing, Included, Map, Legal terms shortcuts plus PDF export)
• Day by Day: Daily itinerary with blocks, meals, and descriptions
• Pricing: Quote amount, currency, commission model, VAT, payment tracking, and payment link
• Included: Two cards (What's Included and What's NOT Included) describing what the trip price covers
• Map: Interactive map preview and visibility toggle for the public trip page
• Legal Terms: Per-trip overrides for Payment Terms, Cancellation Policy, Passport & Visas, and Insurance
• Introduction and Conclusion: Optional rich-text sections at the top and bottom of the proposal, each with its own visibility toggle

The internal Cost Breakdown view (cost breakdown for every block) opens in its own full-width screen alongside the main editor.

The left sidebar is structured top to bottom: an Overview card pinned at the top, an Itinerary group that opens on an Introduction card, then one card per day (day number, title, location, and a thumbnail if one is set; drag cards up or down to reorder them), then a Conclusion card closing the group. Below Itinerary sits a Sections group with four shortcuts: Pricing, Included, Map, and Legal terms. Each section card shows a Visible or Hidden status with a green or slashed grey indicator, mirroring what your client will see. Click any card to jump to that part of the proposal; the active card highlights as you scroll.

The right sidebar is your inspector: the things you act on while editing. It stacks a Payment group (a dark card showing the quote total, payment progress bar, and amount left to collect; plus a Financial report card that shows an inline per-category cost breakdown (Accommodation, Activity, Transport, Other) and opens the internal margin view when clicked), a Status card with the status dropdown, and a Settings group with Language and Owner rows. Click any card to edit it inline. The traveler, dates, and passenger count live in the facts strip welded under the cover hero in the Overview section.

On desktop, once you scroll past the inspector, a compact Financial report shortcut pins to the top of the right rail so the report stays one click away without losing the current scroll position.

Once you scroll past the overview, a sticky navigation bar appears at the top of the editor so the section jumps and save action stay in reach.

In the header, you’ll find:

• Trip title: auto-sized inline input; click the trailing pencil icon to focus and edit it
• Copy URL button: copies the public sharing link to your clipboard (visible once the trip is saved)
• Preview button. Opens the client-facing proposal in a new tab (visible once saved). The button is disabled whenever the editor has unsaved changes; a tooltip prompts you to save first so you don’t open a stale preview.
• Create Trip / Update Trip button. Saves all your changes

The trip status moved out of the header: change it from the Status card in the right-rail inspector (Draft, Sent, Confirmed, Canceled).

Trip ownership

Each trip has an owner: by default, the team member who created it. The current owner is shown in the trip editor header.

Eligible users (Agency Admin, and Manager/Agent with the Change trip owner permission enabled. See Settings → Permissions) can reassign a trip to another active team member:

1. Click the owner badge in the editor header.
2. The Change trip owner dialog lists every active team member.
3. Select the new owner and confirm.

The new owner becomes responsible for the trip in dashboards, reports, and team views. Pending invitees can’t receive ownership.

Itinerary Day by Day

Adding Days

In the left sidebar, click + Add Day at the bottom of the day timeline to add a new day. Each day card shows the day number, date, title, location, and an optional image.

Give each day:

• A Title (e.g., “Arrival in Marrakech”)
• A Cover image. Click the cover area at the top of the card to upload your own photo or pick one from Unsplash. Days without a cover show the trip’s own cover ghosted at 10% so the layout stays stable.
• A Location. Click the location segment in the metadata line to open a dialog with the map-based location picker
• Meals. Click the meals segment to open a dialog with the breakfast, lunch, and dinner toggles
• A Description: written below the metadata line in the rich text editor for a narrative feel

Use the ⚙ Options menu at the top-right of each day card to switch how blocks are grouped (Timeline, Custom order, By category) or to delete the day.

Adding Blocks to a Day

Blocks are the individual travel components within each day: a hotel, an activity, a transfer, etc.

To add a block:

1. Click Add travel block from library within any day card. The block browser opens with every saved block from your library.
2. Use the category filter and search inside the browser to narrow the list, then click a block to add it to the day.
3. If nothing matches, click Create <category> inside the browser to build a new block directly in the trip. The inline form includes optional Location and Supplier sections. Click each section header to enable or disable it. Disabling a section that already contains data opens a short confirmation dialog so you don’t lose your entries by accident.

Block Categories

• Activity: Tours, excursions, experiences, city visits
• Accommodation: Hotels, resorts, guesthouses, apartments
• Transport: Flights, transfers, trains, ferries
• Full Day: All-day experiences, cruises, multi-day treks

Reordering Blocks and Days

• Reorder blocks within a day by dragging them up or down.
• Reorder days by dragging day cards in the left sidebar.

Full Day Blocks

A Full Day block can span multiple consecutive days: perfect for safaris, cruises, or multi-day treks. When you add a Full Day block that covers several days, you’ll see a preview of which days are affected, and an option to automatically create a day group. If any of the affected days already contains blocks, a confirmation dialog asks you to confirm the replacement before overwriting: preventing accidental data loss.

Grouping Days

You can group consecutive days together: useful when a group of days shares the same hotel, location, or theme (e.g., “3 nights at the lodge”).

To group days, open the ... menu on any day card and choose Group with next day. You can then:

• Give the group a title and description
• Configure shared accommodation for the whole group
• Set meals globally (same for all days) or per day

Introduction and Conclusion

Frame your proposal with a personal welcome message at the top and an optional closing note or call to action at the bottom.

• Introduction and Conclusion are inline sections at the very top and very bottom of the unified scroll.
• Each section has its own visibility toggle in the left sidebar: turn it on to add content, off to hide it from the public proposal.
• Each section also accepts an optional Title field shown as a heading above the content on the public proposal and the PDF.
• Both editors support rich text, so you can format headings, lists, and links.

Included and Legal Terms

What’s included and excluded from the trip price lives in the Included section, organized into two cards: What's Included and What's NOT Included. Default legal terms set in Settings → Legal Terms apply to every trip; in the Legal Terms section, each card (Payment Terms, Cancellation Policy, Passport & Visas, Insurance) has a three-mode selector: Default (use the agency-wide content), Custom (write trip-specific content, requires a Premium plan), or Hidden (hide the section from the client). The left sidebar reflects each card’s status as Visible or Hidden.

Cover Image

The cover image shown at the top of your client-facing proposal sits in the Overview section at the top of the editor. Click the ✎ Cover pill on the cover image to open the image selector dialog, which gathers every option in a single popup. A small source badge in the bottom-right of the image shows where the current cover comes from (Unsplash, Upload, or Agency default):

• Agency cover image: apply the default cover image configured in Settings → Public Design.
• Upload: drag and drop your own photo (up to 15 MB) or click to browse.
• Unsplash. Search a library of free, high-quality travel photos.

Pick a tab, choose an image, and the trip switches to that source. To revert to the agency default, reopen the dialog and select Agency cover image.

A great cover image creates a strong first impression when clients open their link.

Map

The Map section sits between Included and Legal Terms in the unified scroll. It shows an illustration of the agency’s chosen map style (a stylized world silhouette with a fixed sample route), and lets you control whether the map appears on the public trip page. The actual interactive map, with the pins from your itinerary, is generated on the client-facing proposal once your days have locations set.

Under the cover, the trip’s real stops appear as chips (Bern, Fribourg, and so on), one per located day or day group. If any day still needs a location, a + N day(s) without a location chip closes the row so you know exactly how many pins are missing. Click any chip to jump straight to that day’s card in the editor.

The trip map is a Professional and Premium feature. On Starter, opening the Map section shows an upgrade prompt instead of the preview.

• The cover at the top of the Map card is the visibility toggle. Click it to show or hide the map on your client’s proposal. A pill names the state (Visible to your client — click to hide or Hidden from your client — click to show); on Starter the pill reads Hidden from your client — upgrade to unlock and the click opens the upgrade prompt instead of toggling.
• The map auto-updates as you add or reorder locations in the itinerary, no manual setup needed.
• The map theme is set agency-wide in Settings → Public Design: Light and Dark are available on Professional; Streets, Outdoors, and Satellite require Premium.
• Built-in map controls help your client navigate the itinerary: a Recenter button (bottom-right) re-fits the whole trip back into view after panning or zooming, and a scale bar (bottom-left) shows distances directly on the map.
• Directional chevron arrows along the route line show your client which way the journey flows; arrows scale smoothly with zoom and stay readable at every level.

Pricing and Payments

The Pricing card renders exactly what your client sees: its head is the client’s own Price Breakdown panel: the same rows in the same order (Subtotal (excl. VAT), VAT n%, Total (incl. tax)*), and every figure is edited in place. Type into the total and the panel recomputes as your client will read it.

Configure your quote from the rows below the panel:

• Quote amount and Currency: the total price shown to your client.
• Pricing model. Choose how commission is presented: no commission, Commission on top (added to your cost), or commission already included in the quote. A unit toggle switches the commission input between % and a flat fee.
• VAT rate. Pick a preset rate or enter a custom value. VAT is extracted from the tax-inclusive total, never added on top. Leave the rate blank to inherit your agency’s default from Settings → Payments, or set it to 0 to zero-rate this quote.
• Payment records: log individual payments with amount, date, and method. Payment status (unpaid or paid) updates automatically as records are added.
• Payment link. Paste an external payment URL (e.g., Stripe, PayPal). The visibility selector lets you choose whether the link appears as a button on the client’s proposal.

Payment Tracking

The Payment column in the trips list shows a visual indicator for confirmed trips with a quote amount:

• Solid color square = paid
• Dashed-border square = unpaid

When total payments reach the full quote amount, the trip is automatically marked as Confirmed and you’ll be prompted to convert the contact from Lead to Client if they haven’t been already.

Cost Breakdown

The Cost Breakdown view is your internal pricing tool. Open it from the Financial report card in the right-rail inspector. It opens in a dedicated full-width screen (the inspector is hidden) and shows a detailed cost breakdown for every block in the trip. Use the back arrow in the header to return to the Overview:

• Name: Block title
• Type: Category (Activity, Accommodation, etc.)
• Pax / Units: Editable quantity per row. Shows Pax for blocks billed Per person, and Units for blocks billed Flat or Per unit.
• Cost: Base cost (per person or per unit, depending on the block’s billing basis)
• Comm.: Your commission (percentage or fixed)
• Total: Final amount including commission

Day subtotals (in a table footer subtotal row) and a grand total are calculated automatically for blocks that have pricing enabled. Use it to verify your margins before sending the proposal.

Status

Each trip moves through a clear workflow:

• Draft (Work in progress), not yet shared with the client
• Sent (Proposal sent), the client has access to the sharing link
• Confirmed. Trip is booked and confirmed
• Canceled. Trip has been canceled

Change the status from the Status card in the right-rail inspector.

Saving and Sharing

• Click Create Trip (first save) or Update Trip to save your changes.
• Click Preview to see exactly what your client sees when they open the proposal.
• Click Copy URL (or use the Share button from the trips list) to copy the unique proposal link to your clipboard. Send this to your client via email, WhatsApp, or any other channel.

The client can view the full proposal without needing a TravelBuilder Pro account.

Downloading as PDF

Clients can download the proposal as a PDF directly from their proposal page, no account required. The document renders in one of two variants depending on your chosen template: Editorial opens with a full-bleed cover and a two-row header (contact name, trip date label), while Carnet opens on a masthead meta line only. Both share the same body: the full itinerary, pricing rows (if visible on the public page), your legal terms, and your agency branding.

Multi-Language Trips

If your agency has multiple languages enabled in Settings → Agency, you can write block content in each enabled language from within the same block. The client sees the proposal in the language set for the trip. Up to 66 languages are supported. Pick the ones that match your audience.

Common Questions