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Managing Trips & Bookings

Trips are the core of your travel planning workflow. Each trip combines traveler information, itineraries, and specific bookings.

Trip Lifecycle

A trip typically moves through several statuses:

  • Planning: The initial discovery and design phase.
  • Quoting: Presenting options to the client.
  • Confirmed: All bookings are secured.
  • Completed: The travel has concluded.
  • Cancelled: The trip was not fulfilled.

Booking Types

You can add various booking types to a trip, including:

  • Flights
  • Accommodations
  • Transfers
  • Tours & Activities
  • Insurance
  • Custom items

Each booking tracks its own cost, supplier, and commission details.

Payment Milestones

Manage payments for each booking using milestones. Track due dates, amounts, and statuses (Paid, Due, Due Soon) to ensure you never miss a payment deadline.

Professional Quotes & Proposals

The system allows you to generate professional cost breakdowns and proposals for your clients:

  • Preliminary Quotes: Mark a quote as preliminary to enable gap reporting (checking for missing TSA-required traveler info).
  • Daily Breakdown: Assign dates to quote sections to show a chronological itinerary of costs.
  • Passenger Snapshots: Quotes automatically capture the current traveler list, ensuring pricing is tied to specific passenger groups.
  • Terms & Disclaimers: Each quote includes professional legal text, which can be customized per proposal.

Smart Trip Reminders

Wanderbolt.AI automatically sends AI-personalized countdown reminders before upcoming trips:

Reminder Schedule

  • 7 days before: Trip preparation reminder
  • 3 days before: Final details and packing reminder
  • 1 day before: Safe travels message

Configuration

  1. Navigate to the Logistics tab of any trip.
  2. Toggle Send Advisor Reminders to enable notifications to yourself.
  3. Optionally toggle Also Notify Client to send reminders to the traveler.

Reminders are only scheduled when the trip has a start date set. Messages are AI-generated based on the destination and client name.

Cloning Trips

Save time by cloning existing trips as templates for new journeys. This is ideal for repeat clients, annual vacations, or similar group experiences.

How to Clone a Trip

  1. Open the trip you want to clone.
  2. Click the Clone Trip button (yellow button in the action group).
  3. Adjust the trip details (client, title, dates, destination).
  4. Select which elements to copy:
  5. Travelers: Toggle on/off, then select individual travelers
  6. Proposals: Select individual proposals to clone (includes all pages, categories, and items)
  7. Bookings: Select individual bookings to clone
  8. Itinerary: Toggle to include the full itinerary structure

Date Defaulting

When you set new trip dates during cloning:

  • Booking dates automatically default to the new trip's start and end dates
  • Proposal item dates automatically default to the new trip's start and end dates

This makes it easy to shift an entire trip to new dates without manual editing.

What Stays Fresh

When cloning, certain items are intentionally reset:

  • Trip status resets to "Planning"
  • No public sharing links are copied
  • New proposal statuses default to "Draft"

Exporting Itineraries