Creating Itineraries

This article will help you understand how to create a new itinerary. Once you log in, you will see the Itinerary List page which will show all the itineraries created by you and your organisation.

Itinerary list view

The Itinerary list view displays all your itineraries. On the navigation bar select Itineraries to access the Itineraries list view. The default view is to display all itineraries which is showcased by the All column displaying in bold. You can filter your itineraries by Proposals, Accepted itineraries, Finals or Alerts. Selecting either of the filter options limits your itinerary view just by that category. You can further search an itinerary by its name. Click on Search and type the itinerary title (or one or more words within the itinerary title) in the Search field.

Alerts count

Apart from itinerary statuses, you can also filter itineraries by Alert counts. If an itinerary is not confirmed 14 days before its start date, the itinerary is marked inactive. Filtering itineraries by alert counts displays inactive and to-be inactive itineraries along with their count. An itinerary is highlighted by an orange alert symbol if the itinerary will be inactive 28 days before the itinerary start date. And is highlighted by a red alert symbol, and subsequently becomes inactive, 14 days before the itinerary start date. The itinerary will be grayed out and messaging informing you that this itinerary is inactive will show when attempting to access the itinerary.

Creating new itinerary

A new itinerary is created by clicking the Create itinerary button in the top right corner. You are then directed to a new Create itinerary page.

1. Enter an Itinerary title.
2. Add a Start date and an End date to your itinerary. This will establish the travel duration.
3. Once you have added the Itinerary title and chosen the travel dates, click Next for additional options.

Tip: The Itinerary title will appear in the proposal itinerary that is sent to your travellers, and as such we recommend that you choose a title that you are happy to share with them, e.g. John and Joan McLean’s Italian Escape.

Note: If you wish to move the itinerary dates after establishing the itinerary duration, ensure the Automatically move end date checkbox is ticked to retain the itinerary duration, as shown below.

Changing Itinerary Owner

The itinerary owner or an organization admin is able to change the itinerary owner on the setup page, and the previous owner will automatically become a contributor to that itinerary.

1. Navigate to the Itinerary owner field on an itineraries Setup tab
2. Delete the existing owner
3. Select new owner from the visible drop down field
4. The old owner becomes a Contributor

Note: The Itinerary owner field can not be left blank. If a replacement Itinerary owner is not selected the previous owner retains ownership.

Adding Contributors

A non-admin user (an agent) in Tourwriter has access to view only the itineraries that they create. To let agents access itineraries that they have not created, you, as an admin, can add them to the itinerary as a contributor. To add contributors to your itinerary:

1. Click Add contributor from within the ‘setup’ tab in an itinerary
2. Enter an existing user’s name to add them as a contributor.
3. Click Save contact after you configure permissions for the contributor.

Adding Travellers

1. Click the Add traveller button to open a new window.
2. Add the traveller’s first name, last name and email address. Once saved, the details will appear under the Travellers section.

Adding Notes

The Notes section can be used to include additional travel information including the travellers’ likes and dislikes. These notes are for your own use (i.e. private) and are not published on the proposal itinerary.

Now that you have added the initial information to your itinerary, move on to Building your itinerary