Build an Itinerary from a Proposal

When a client accepts a proposal, JourneyFuse reads the approved option and builds the trip itinerary for you. The days, bookings, and overview all appear immediately, ready to review and customize. There is no need to re-enter anything you already put in the proposal.

What Transfers Automatically

Days across the trip's date range

A day entry is created for every date in the approved option's date range. If the option does not have explicit dates yet, JourneyFuse uses the trip's start date, or creates numbered days starting from Day 1 if no start date is set.

Hotel and resort bookings

Hotel and resort bookings from the option appear on their check-in day as a hotel block. Check-out appears at the end of the stay.

Cruise port schedule

Cruise bookings expand into a full day-by-day port schedule pulled from JourneyFuse's sailing data. Each sea day and port call gets its own day entry with the correct location. No manual entry needed.

Flights

Flight bookings from the option appear as flight blocks on their departure day.

Selected add-ons

Any add-ons the client selected during checkout are included in the itinerary as additional blocks on the relevant day.

At a Glance overview card

An "At a Glance" card is created from the option's description, inclusions, and exclusions. This card appears at the top of the itinerary's overview view so clients can quickly see what is covered. It does not appear as a block on a specific day.

Running It Manually

If a trip was accepted before this feature existed, or if the itinerary was started before the client accepted the proposal, a Build itinerary from proposal button appears on the trip page.

Clicking it runs the same process described above. It is safe to run more than once:

• Days and blocks you added or edited manually are never overwritten.
• Only missing days and blocks are filled in.
• If a day already has a matching block (for example, a hotel block for the same property), it is not duplicated.

Filling the Day by Day Before the Client Accepts

A Package proposal is often written alongside its day by day: the client sees the components as a stack and the itinerary underneath. You do not have to wait for the approval to get the components onto their dates.

Open the proposal, click Options in the builder sidebar, and in the box titled The client's day by day click Fill from the components. The same button appears as a banner at the top of the trip's itinerary while any dated component is still missing from it. Either one:

• puts each hotel on its check-in day, with the checkout on the stay's last date,
• puts each flight leg on its departure day, with times and airports,
• puts each transfer, tour, excursion and ticket on its own date,
• leaves anything without a date, and any cruise, for you (a cruise gets its full port schedule at acceptance).

It creates itinerary items only. No bookings are created, so nothing on the trip's Bookings tab changes and no booking emails go out. Run it as often as you like: a component already on the itinerary is never placed twice, even if you have since moved or renamed its item, and nothing you added or edited by hand is touched.

When the client accepts, the approval build described above recognises the items you already placed, links the new bookings to them and fills in only what is missing.

A flight on an Itinerary-led proposal

On an Itinerary-led proposal you write the day by day yourself, so the hotels and activities are already on it. A flight you entered on its own option, often by importing the airline confirmation, is the one piece that is not. While the proposal has exactly one flight option, the top of the trip's itinerary shows a banner: The flight on "…" is not on the day by day yet. Click Add the flight and each leg lands on its departure day with its flight number, airports and times.

• Only the flight is placed. Nothing else on the proposal is touched, and no booking is created.
• If the return is after the trip's last day (one traveler staying on, say), that one day is added for it. No empty days are added in between.
• With two or more flight options the banner does not appear, because those are usually choices for the client. Add the chosen flight by hand, or wait for the approval.

A flight the client accepts alongside the main option also arrives with every leg on its own day, not as a single summary card.

After the Build

The itinerary is yours to edit freely. Add blocks, upload photos, write day descriptions, attach guides, or rearrange the order. Nothing is locked.

If you want to share the itinerary with your client right away, open the Share menu on the trip page to get a client-facing link.

Giving Each Option Its Own Itinerary

Sometimes two options on the same proposal are genuinely different trips — a Canadian Rockies rail journey versus a Cape Cod coach tour, say. One shared itinerary cannot describe both, and a client clicking "Itinerary" under the wrong option would see the other trip's days.

For non-package proposals, an option can have its own day-by-day. Choose Build a day-by-day for this option, or Edit option itinerary when one exists. Use Open trip itinerary to manage the combined plan instead. A Package proposal uses the trip’s shared itinerary. A separate option itinerary is optional:

• Ignore it and nothing changes. Every option keeps showing the trip itinerary, exactly as before.
• Click it and you get the full itinerary builder — days, blocks, AI import, cruise search — scoped to that one option. A banner at the top reminds you which option you are editing.

Options with their own itinerary show a day count and a Draft or Published badge on their card. Once published, a Copy link button gives you the client-facing itinerary URL, so you can share a specific option's day-by-day before the client has accepted anything.

On the public proposal, each option's Itinerary tab shows its own days. An option you did not build one for falls back to the trip itinerary as usual.

What Happens at Acceptance

When the client accepts an option with its own itinerary, JourneyFuse keeps the existing trip plan and adds the option’s content. If the trip does not have an itinerary yet, the option itinerary becomes its first one:

• Shared links stay available. The existing trip link continues to show the combined plan. A separate option link still shows that option’s plan.
• Existing work stays in place. New content is added on matching dates without deleting earlier bookings or hand-edited items. Repeating the build does not copy the same source items again. Empty option itineraries contribute nothing.

Accepted components also create their Not booked reservation records, including when the option has an authored itinerary. See From Proposal to Confirmed Booking for the full process.

Tips

• Cruises with no sailing data: If JourneyFuse cannot match the sailing, the cruise appears as a single block on the embarkation day rather than expanding day by day. You can add port days manually.
• No option dates set: If the approved option has no start date, set one on the trip before building so the days land on the right calendar dates.
• Group trips: The same automatic build applies when a group booking option is approved. Each traveler's accepted option contributes to the shared group itinerary.