Itineraries Overview
Learn how to create, manage, and share professional travel itineraries in TravPilot.
What You Can Do
TravPilot's itinerary system helps you:
- ✅ Create structured, professional itineraries
- ✅ Use AI to generate itineraries from drafts
- ✅ Calculate pricing with profit margins
- ✅ Share with customers instantly
Viewing Your Itineraries
Access all your itineraries by clicking Itineraries in the left navigation panel.
Your itinerary list displays:
- Title - Name of the trip
- Dates - Trip start and end dates
- Customer - Point of contact for this itinerary
- Status - Current stage in your workflow
- Badge - Visual indicator for completed trips
- Active/Inactive - Whether the itinerary is currently in use
Understanding Itinerary Status
Track where each itinerary stands in your sales process:
| Status | Meaning |
|---|---|
| Inquiry | Initial customer request received; gathering requirements |
| Follow Up | Additional information needed; awaiting customer response |
| Proposal Sent | Itinerary shared with customer; awaiting their decision |
| Proposal Approved | Customer has approved the itinerary; ready for booking |
| Booked | Trip is confirmed and booked; payment received |
Update the status as you progress through each stage to keep your pipeline organized and track conversion rates.
Completed Badge
Itineraries in "Booked" status automatically show an additional "Completed" badge when:
- Current date is greater than the trip end date
The itinerary displays both:
- Status: Booked (the actual status)
- "Completed" badge (visual indicator that trip has ended)
The "Completed" badge is an additional visual indicator. The status remains "Booked" - you'll see both "Booked" status and "Completed" badge together.
Active vs Inactive Itineraries
Active Itineraries
- Currently being worked on or in progress
- Shown by default in your itinerary list
- Included in searches and reports
- Includes completed trips (shown with a "Completed" badge)
Inactive Itineraries
- Archived or cancelled trips
- Customer declined the proposal
- No longer pursuing the opportunity
Trips that have ended (current date > end date) remain Active and display a "Completed" badge. They stay in your main list unless you manually mark them as inactive.
When to Mark as Inactive
Mark an itinerary as inactive when:
- Customer declines the proposal
- Booking was cancelled
- No longer pursuing this opportunity
- Need to archive old inquiries
Completed trips don't need to be marked inactive. They remain searchable and accessible with a visual "Completed" badge for easy identification.
Managing Itineraries
Edit an Itinerary
Click on any itinerary in the list to open and edit it.
Update Status
Click the status dropdown on any itinerary to change its current stage:
- Move from "Inquiry" to "Follow Up" when gathering more details
- Change to "Proposal Sent" when sharing with the customer
- Update to "Proposal Approved" when customer confirms interest
- Mark as "Booked" when confirmed and payment received
Archive an Itinerary
Mark an itinerary as Inactive to remove it from your active list:
- Click the three-dot menu (⋯) on the itinerary
- Select "Mark as Inactive"
- The itinerary is hidden from your main view
To view inactive itineraries:
- Use the filter dropdown
- Select "Show Inactive"
Delete an Itinerary
Permanently remove an itinerary from the system:
- Click the three-dot menu (⋯)
- Select "Delete"
- Confirm the deletion
Deletion is permanent and cannot be undone. Consider marking as inactive instead to preserve the record for future reference or reporting.
Filter & Search
Quickly find itineraries using the search and filter options:
Search by:
- Trip title
- Destination
- Customer name
Filter by:
- Status (Inquiry, Booked, etc.)
- Date range (This week, This month, Custom)
- Active/Inactive
- Completed (trips past end date)
- Customer
Complete Workflow
Here's the step-by-step process for creating and managing itineraries:
- Creating an Itinerary - Start with basic trip details
- Collect Preferences - Gather customer requirements (optional)
- Create Draft - Upload documents, use AI, or write manually
- Build Itinerary - Use AI chatbot or drag-and-drop editor
- Calculate Pricing - Add expenses and profit margins
- Generate Summary - Create shareable text summaries
- Link Customers - Associate with your customer database
- Share - Send via WhatsApp or copy link
Quick Tips
For Speed
- Use the AI chatbot to structure itineraries instantly in ~60 to 90 seconds
- Keep template drafts for popular destinations
For Quality
- Collect customer preferences first for better personalization
- Preview the customer-facing view before sharing
- Add personal recommendations and local insights
- Include practical information (what to pack, meeting points)
For Professionalism
- Double-check all pricing calculations before sharing
- Use consistent formatting across all itineraries
- Update status promptly as you progress
- Keep completed trips active for easy reference and follow-ups
For Organization
- Use clear, descriptive trip titles
- Update status regularly to track your pipeline
- Use filters to view completed trips separately
- Archive (mark as inactive) only when necessary
Common Questions
How long does AI take to structure an itinerary? About 60-90 seconds for a complete week-long trip with accommodations, activities, and transfers.
Can I edit an itinerary after sharing it with a customer? Yes! Changes sync in real-time. Customers see updates immediately without needing a new link.
Do I need to collect customer preferences? No, it's optional. However, collecting preferences helps AI generate more personalized recommendations for activities, accommodations, and pace.
What happens to trips after the end date passes? Trips with "Booked" status automatically show an additional "Completed" badge when the end date has passed. The status stays as "Booked" but you'll see both indicators. They remain in your active list and are fully searchable.
Should I mark completed trips as inactive? It's optional. Many agents prefer to keep completed trips active for easy reference, follow-up opportunities, and future bookings. Mark as inactive only if you want to archive them from your main view.
Can I recover a deleted itinerary? No, deletion is permanent. We recommend marking itineraries as "Inactive" instead of deleting them.
Ready to create your first itinerary? Go to Creating an Itinerary →