The system calculates the number of nights automatically
6 Choose Date Flexibility
How flexible is your client with dates?
Fixed (±0 days)
Must travel on exact dates
±1 day
Can shift by 1 day either direction
±3 days
Can shift by up to 3 days
±7 days
Flexible within a week
Tip: More flexibility often means better flight prices!
7 Click "Create Project"
You'll be taken to the Workspace where you'll build the itinerary.
Working with Itineraries
An itinerary is a complete trip plan. You can create multiple itineraries for the same project to give your client options.
Understanding the Workspace
The workspace has two main areas:
Left Sidebar
Project summary (destinations, dates, travelers)
Itinerary selector dropdown
Navigation menu (Flights, Accommodations, Activities, etc.)
Cost summary (always visible)
Main Content Area
Shows the section you're currently working on
Changes based on what you select in the navigation
Creating Multiple Itinerary Options
Want to offer your client a choice? Create multiple itineraries!
In the sidebar, click
Enter a descriptive name (e.g., "Budget Option", "Luxury Experience")
Click "Create"
Switching Between Itineraries
Use the dropdown menu in the sidebar to switch between itinerary options. Each itinerary maintains its own flights, accommodations, activities, exclusions, and cost calculations.
Note: You cannot delete the last remaining itinerary. Every project needs at least one.
Adding Flights
Flights connect your client from their home to destinations and back.
Types of Flights
Type
Description
Example
Outbound
Home to first destination
New York → Paris
Internal
Between destinations
Paris → Rome
Return
Last destination to home
Rome → New York
Adding an Outbound Flight
Navigate to the Flights section in the sidebar
Select flight type: "Outbound"
Enter Origin (client's departure city/airport)
Enter Destination (first destination)
Select Date (should match project start date)
Select Cabin Class (Economy, Premium Economy, Business, or First Class)
Click
Review results and click "Add" on your preferred flight
Add airport transport details (optional but recommended)
Airport Transport Options
Transport Type
When to Use
Private Transfer
Luxury service, direct to hotel
Shared Shuttle
Budget-friendly, may have stops
Taxi
Standard option, pay on arrival
None
Client arranges their own
Tip: For multi-destination trips, remember to add internal flights between cities before adding the return flight.
Adding Accommodations
Hotels and accommodations are where your clients will stay each night.
Searching for Accommodations
Navigate to the Accommodations section
Click "Search Accommodations"
Enter search criteria:
Destination City: Where they're staying
Check-in Date: Arrival date at this destination
Check-out Date: Departure date from this destination
Number of Guests: Usually matches traveler count
Click
Browse results and click "Add" on your preferred property
Confirm room type and meal plan
Meal Plan Options
Plan
Includes
Room Only
No meals included
Bed & Breakfast (B&B)
Daily breakfast
Half Board (HB)
Breakfast + Dinner
Full Board (FB)
All three meals
All Inclusive (AI)
Meals + Drinks + Some activities
Tip: For beach resorts, All Inclusive is often best value. For city hotels where clients will explore, B&B allows dining flexibility.
Multi-Destination Accommodations
For trips with multiple cities, add a hotel for each location:
Example: Paris-Rome-Barcelona Trip (10 nights)
Paris
June 15-19
4 nights
Rome
June 19-23
4 nights
Barcelona
June 23-25
2 nights
Adding Activities
Activities make the trip memorable - tours, excursions, experiences, and adventures.
Two Ways to Add Activities
Search Activities
Find activities through the system's database (integrated with Amadeus Tours & Activities API)
Custom Activity
Manually enter any activity with custom details and pricing
Adding a Custom Activity
Navigate to Activities section
Click
Select "Add Custom Activity"
Fill in the details:
Activity Name: What the activity is
Description: Details for the client
Date: When it takes place
Time Period: Morning, Afternoon, Evening, or Full Day
Duration: How long it lasts
Transport/Guide Included: Yes/No
Cost per Person: Price
Click "Save"
Time Periods
Period
Typical Hours
Good For
Morning
8 AM - 12 PM
Museums, tours before crowds
Afternoon
12 PM - 6 PM
Outdoor activities, excursions
Evening
6 PM - 10 PM
Dinner cruises, shows, nightlife
Full Day
8 AM - 6 PM
Day trips, comprehensive tours
Example: Day in Paris
Morning: Louvre Museum Tour (3 hours)
Afternoon: Seine River Cruise (2 hours)
Evening: Eiffel Tower Dinner (3 hours)
Managing Exclusions
Exclusions clarify what is NOT included in your quotation. This prevents misunderstandings and protects both you and your client.
Why Exclusions Matter
Set proper client expectations
Avoid disputes about what was promised
Maintain professional transparency
Comply with travel industry standards
Common Exclusions
Recommended Exclusion Set
International travel insurance (strongly recommended)
Visa fees, passport costs, and travel documentation
Meals not specified in the itinerary
Personal expenses including minibar, laundry, and telephone
Tips and gratuities for guides, drivers, and hotel staff
Optional activities and excursions not listed
Any items of a personal nature
Travel vaccinations and medical expenses
Adding an Exclusion
Navigate to the Exclusions section
Click
Enter the exclusion text
Click "Save"
Tip: Be specific! Instead of "extras," write "Minibar consumption, in-room movies, and telephone charges"
Cost Management and Pricing
This is where you review all costs and set your selling prices.
Understanding the Cost Breakdown
Navigate to Cost Review to see a complete breakdown of all components:
Term
Meaning
Base Cost
What you pay the supplier
Margin
Your markup percentage
Final Price
What the client pays
Formula: Final Price = Base Cost × (1 + Margin%)
Applying Margins
In the cost table, find the component
Click on the Margin % field
Enter your margin (e.g., 15)
Tab or click away to apply
Final price updates automatically
Suggested Margins
Component
Typical Margin
Notes
Flights
10-15%
Lower margin, high volume
Hotels
15-25%
Standard industry margins
Activities
15-20%
Good markup opportunity
Luxury items
20-30%
Higher value perception
Manual Price Override
Sometimes you need to set a specific price:
You negotiated a better rate with supplier
You want to round to a clean number
You're offering a special discount
Click the icon next to the final price to enter a manual override.
Generating Quotations
The quotation is the professional document you send to your client.
Before Generating - Checklist
Generating a PDF
Review your itinerary one final time
Click
Wait for generation (usually a few seconds)
Preview or download the PDF
What's in the PDF?
Company name/logo
Quote reference number
Destinations with dates
Number of travelers
Detailed itinerary (flights, hotels, activities)
Pricing summary
Exclusions list
Terms & Conditions
Emailing to Client
Click
Enter recipient's email address
Add a personal message
Click "Send"
Tips & Best Practices
Workflow Efficiency
Start with the Skeleton
Create project with basic info
Add all flights first (establishes dates in each city)
Add accommodations (match to flight dates)
Fill in activities
Add exclusions
Review costs last
Creating Compelling Itineraries
Balance the Schedule
Don't over-pack with activities
Leave free time for exploration
Consider jet lag on arrival day
Light schedule on departure day
Mix Activity Types
Day 1: Arrival + Light tour
Day 2: Full day excursion
Day 3: Morning activity + Free time
Day 4: Cultural + Beach
Pricing Strategy
Round final numbers: $5,995 looks better than $6,012.47
Bundle value: Emphasize what's included, not just the price
Track what works: Note which margins work for your market
Common Mistakes to Avoid
Mistake
Solution
Forgetting internal flights
Check multi-city trips have connecting flights
Date gaps in accommodations
Ensure hotel dates connect without gaps
Missing return transfer
Always add transport for return flight
Generic exclusions
Be specific to avoid disputes
No margin on some items
Review cost breakdown before quoting
Sending without review
Always preview PDF before sending
Auto-Save Feature
The system saves automatically every 2 minutes. Look for the "Saved" indicator in the sidebar. No need to manually save constantly!