Creating Itineraries

This article will help you understand how to create a new itinerary, which can be accessed after clicking Itineraries in the main sidebar. 

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 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.

ItineraryID

As a User I want to share a unique ItineraryID  with Travellers and Suppliers so it is easy for them and the User to identify which Itinerary they are discussing or working on together. Though there is an unique ItineraryID in the URL, it is not user friendly.

A user friendly ItineraryID is now added to the Itinerary setup tab. This ID is based on the first 8 characters in Capital from the itinerary URL. 

Example, if the url is https://app.tourwriter.com/itineraries/1446e453-66d1-4508-a3ff-df5f4bd53bcf/ then the Itinerary ID will be 1446 E453

This ItineraryID can be displayed in Itinerary PDF export and Supplier booking emails. This ItineraryID can also be used in Global search (Ctrl + K) and Itinerary search

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.

Status

User can now change the Itinerary status directly from the Setup up. Use the dropdown and select the appropriate Itinerary Status.

Sale Date

User can now set a Sale date for an Itinerary. This date will indicate when the Itinerary was sold. User can manually set the date or it will set todays date if the Sale date is blank(not set) and:

1. Itinerary is Confirmed or
2. Itinerary Status is changed to “Confirmed – Deposit paid” or
3. Itinerary Status is changed to “Confirmed – Fully paid”

Adding Contributors

An Agent(non Admin user) only has access to the Itinerary that he has created. He cannot access Itineraries created by other Users.
Adding a Contributor(an Agent) to an Itinerary makes the Itinerary accessible to that Agent for making any changes.

To add contributors to your itinerary follow below steps:

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.
4. Once the Contributor is added, click “Send invitation”
5. Contributor will receive an email notification to Access the Itinerary. Only after the Contributor clicks “Access itinerary” from the email, he/she will be able to access the Itinerary.

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.
3. If more than one Traveller is added, you can drag and drop the Traveller’s to set the order in which they should be displayed in the Itinerary.

Note: The order in which the Travellers are displayed in the Itinerary Setup tab, it will appear in the same order on the Preview tab, Itinerary PDF export, Travellers list export and Privately shared Itinerary.

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 itinerary preview.

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

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.