Itinerary Templates
Learn how to create, manage, and reuse itinerary templates to speed up your booking process.
What Are Templates?
Templates are reusable itineraries that you create once and use repeatedly for similar trips. Instead of building the same itinerary from scratch every time, create a template and customize it for each customer.
What You Can Do
TravPilot's template system helps you:
- ✅ Create reusable itinerary structures
- ✅ Save time on repetitive bookings
- ✅ Maintain consistency across similar trips
- ✅ Import templates into new itineraries instantly
Templates vs Regular Itineraries
Key Differences
| Feature | Regular Itineraries | Templates |
|---|---|---|
| Dates | Specific start and end dates | Number of days and nights only |
| Customers | Linked to specific customers | No customer linking |
| Preferences | Can collect customer preferences | Not available |
| Tabs Available | Draft, Itinerary, Summary, Pricing, Preferences, Customers | Draft, Itinerary, Summary, Pricing only |
| Purpose | Specific customer booking | Reusable blueprint |
What's the Same
- AI-powered generation from drafts
- Drag-and-drop itinerary builder
- Pricing calculator with profit margins
- Summary generation
- All entity types (activities, accommodations, transfers, flights)
Viewing Your Templates
Access all your templates by clicking Templates in the left navigation panel.
Your template list displays:
- Title - Name of the template
- Duration - Number of days and nights
- Active/Inactive - Whether the template is currently in use
When to Use Templates
Perfect For:
Popular Destinations
- 7-day Bali honeymoon packages
- 5-day Thailand cultural tours
- 10-day European city breaks
Recurring Packages
- Weekend getaways
- Anniversary trips
- Group tour itineraries
Seasonal Offerings
- Summer beach holidays
- Winter ski packages
- Festival season tours
Standard Routes
- Airport to hotel transfers
- City tour packages
- Multi-city combinations
Creating Templates
Step 1: Plan Your Template
Decide on:
- Duration (days and nights)
- Destination(s)
- Standard activities and accommodations
- Typical pricing structure
Step 2: Create the Template
- Click Templates in the navigation
- Click New Template or Template + button
- Enter template details:
- Title (e.g., "7D/6N Bali Honeymoon Package")
- Number of Days
- Number of Nights
Step 3: Build Your Template
Use the same tools as regular itineraries:
Draft Tab
- Write or paste your template content
- Include standard activities and accommodations
- Add typical transfers and logistics
Itinerary Tab
- Use AI chatbot to structure from draft (60-90 seconds)
- Or build manually with drag-and-drop
- Add all standard entities
Pricing Tab
- Set baseline pricing
- Include typical expenses
- Calculate standard profit margins
Summary Tab
- Generate template summary text
- Create standard descriptions
Using Templates in Itineraries
When creating a new itinerary, you can import from an existing template:
Import Process
- Create a new itinerary with specific dates
- Navigate to the Itinerary tab
- Click Import from Template
- Select your template from the list
- All entities are instantly imported:
- Sections
- Activities
- Accommodations
- Transfers
- Flights
- Pricing information
After Import
Once imported:
- Link customers to the itinerary
- Adjust dates to match customer travel dates
- Customize activities based on customer preferences
- Modify pricing as needed
- Add or remove entities as required
Importing from a template brings in your complete itinerary structure in seconds. Simply customize the dates and details for your specific customer.
Managing Templates
Edit a Template
Click on any template in the list to open and edit it.
Update Template Content
Make changes to your template anytime:
- Add new popular activities
- Update pricing based on season
- Modify standard accommodations
- Adjust typical transfers
Changes to templates do not affect itineraries already created from them.
Mark as Inactive
Archive templates you no longer use:
- Click the three-dot menu (⋯) on the template
- Select "Mark as Inactive"
- The template is hidden from your active list
To view inactive templates:
- Use the filter dropdown
- Select "Show Inactive"
Delete a Template
Permanently remove a template:
- 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 template for future reference.
Filter & Search
Quickly find templates using search and filter options:
Search by:
- Template title
- Destination
- Duration
Filter by:
- Active/Inactive
- Number of days
- Destination
Best Practices
Creating Effective Templates
Be Generic Yet Complete
- Include standard activities that apply to most customers
- Use general descriptions that can be personalized later
- Set baseline pricing that can be adjusted
Stay Organized
- Use clear, descriptive titles ("7D/6N Bali Cultural Tour")
- Include duration in the title for quick reference
- Group similar templates together (all Bali packages)
Keep Updated
- Review templates quarterly
- Update pricing seasonally
- Add newly popular activities
- Remove outdated attractions
Using Templates Efficiently
Start Specific
- Create templates for your most common bookings first
- Build one perfect template for each popular package
- Test with real customers before expanding
Customize Wisely
- Import template first, then personalize
- Don't recreate what's already in the template
- Save major customizations as new templates
Maintain Quality
- Ensure all templates are complete and professional
- Include high-quality descriptions
- Double-check pricing calculations
- Preview customer-facing view before saving
Template Organization Tips
Naming Conventions
Use clear patterns:
- "7D/6N Bali Honeymoon - Luxury"
- "5D/4N Thailand Cultural - Budget"
- "10D/9N Europe 3 Cities - Standard"
Include:
- Duration
- Destination
- Trip type
- Price tier (if applicable)
Categories to Consider
By Duration
- Weekend (2-3 days)
- Short break (4-5 days)
- Week-long (6-8 days)
- Extended (9+ days)
By Style
- Luxury packages
- Budget-friendly
- Adventure tours
- Cultural experiences
- Romantic getaways
By Season
- Summer packages
- Winter holidays
- Festival tours
- Off-season deals
Common Questions
Can I create a template from an existing itinerary? Not directly, but you can duplicate an itinerary, remove customer-specific details and dates, and save it as a template.
Do changes to templates update existing itineraries? No. Templates and itineraries are independent. Changes to a template don't affect itineraries already created from it.
Can I import from multiple templates into one itinerary? Currently, you can import from one template at a time. However, you can manually copy entities from other templates after the initial import.
How many templates can I create? There's no limit to the number of templates you can create in TravPilot.
Should I create separate templates for different seasons? Yes, if pricing or activities vary significantly by season. For example, "Bali Summer Package" vs "Bali Monsoon Package."
Can I share templates with team members? Yes, templates are shared across your organization, allowing consistent offerings across all team members.
Quick Tips
For Efficiency
- Create templates for your top 5 most-booked trips first
- Use templates as starting points, not rigid structures
- Update templates based on customer feedback
For Quality
- Include detailed activity descriptions
- Set realistic pricing baselines
- Add practical information (what to pack, weather notes)
- Preview customer-facing view before saving
For Growth
- Create premium and budget versions of popular templates
- Build templates for new destinations before marketing them
- Use templates to standardize your offerings
Ready to create your first template? Click Templates → Template + to get started!