Last updated September 25, 2026
Stop creating individual trips and proposals for every traveler in a group. A group booking page gives you one shareable link and your travelers do the rest — picking their package, filling out forms, answering the insurance question, and reserving their spot. You see everything roll in on your dashboard in real time.
Everyone books independently. One traveler choosing a package never closes it out for anyone else, and each booking creates its own trip and its own invoice. A package only becomes unavailable if you deliberately cap it with Available Spots, which is blank (unlimited) unless you set it.
Perfect for: destination weddings, group cruises, family reunions, corporate retreats, church trips, bachelor/bachelorette parties, sports team travel, and any trip with multiple travelers who need to book independently.
The group type can be General, Cruise, Wedding, or School. It supplies editable organizer notes and rooming context. The unchecked Add suggested planning questions option adds an optional, editable form: cruise dining/bedding requests; wedding events and arrival/departure dates; school roles, guardian contacts and permission questions; or general roommate/transport requests. Review and edit it in Forms before sharing. Permission questions are notes, not consent or signed permission. Answers do not automatically assign room-planner roles or rooms, and the preset does not change financial terms. Change it later in the group’s Overview → About this group. The proposal editor’s group setup choices below are separate settings.
If you already have a group, open it and click Create booking page in the header. The setup dialog offers an unchecked option to add suggested traveler questions for the group type. Confirm Create booking page to create the linked trip and proposal. (A brand-new group with nothing in it yet shows a Self-Service Booking Page card with a Create Page button instead — same thing.) Once the page exists, the header button reads Edit booking page.
There is no "Group Booking Mode" toggle in the proposal builder. A group booking page is always created from Group Trips, using one of the two paths above — creating it that way is what puts it in group mode. If you start a proposal from Proposals or from a trip's Proposal tab, you get a standard one-client proposal, and the builder's layout picker will not convert it. (Older help articles and videos mention a toggle; it was replaced by the Group Trips flow.)
A trip belongs to a group through its booking, not on its own. A trip with no booking attached cannot be in a group yet, and attaching a booking to it later does not join the group by itself. You always link it deliberately, one of two ways:
Don't add a traveler's booking on the booking page's own trip. Creating a booking page also creates a trip to hold it, which stays off your Trips list. A booking or invoice added to that trip does not appear on your Trips list, under the client, or on the group page. That trip's Bookings and Payments tabs say so, with an Add a traveler to the group button that opens Create new. Create new gives the traveler their own trip, booking and invoice, all linked to the group.
When a booking shares a supplier and a start date with a booking already in a group, JourneyFuse points that out so you don't have to go looking.
Suggestions are never applied for you. A group's shared itinerary shows on every trip in the group, and travelers can see it, so linking a booking to a group is always your decision rather than something the software guesses at.
Some bookings are never suggested: bookings with no supplier, bookings with no start date, and cancelled bookings. Archived groups are left out of suggestions entirely, in both directions.
Cruise agencies usually know a group by the number the cruise line or consortium gave it, such as TLN 4471, rather than by a name. And who is in a group is not the same as who dines together. JourneyFuse keeps the two apart.
A group's number is its Contract number: open the group and edit its block details (the summary card shows it as Contract). Wherever a booking's groups are shown, the chip reads the number when there is one and the group name when there isn't.
A booking can be in more than one group. That's normal for a family that ran out of cabins in one block and booked the rest into another.
On the sailing list, tick the cabins you want, then click Add to group in the bar that appears.
A group made here is a plain group record. It does not create a booking page, a proposal, a shared itinerary or any client emails. If you pick an existing group that has its own journey set up, the new cabins join that journey, exactly as they would if you linked them from the group page. A cabin that's already in the group is skipped, never added twice.
Only the cabins you tick go in. Putting a whole sailing into one group is never automatic, because a group isn't a dining arrangement.
A dining party is a short label on a cabin, like "Rodriguez". Cabins on the same ship and sail date with the same dining party dine together, whatever groups they're in. Capitals and extra spaces don't matter: "Rodriguez" and "rodriguez " are the same party.
The sailing list has three views, chosen at the top right:
Each dining party keeps the same chip colour everywhere on the list, so a split party is easy to spot.
From Group Trips, click New group, pick the kind of group, enter a name, choose Travelers book online from a link, and click Create group. That creates the group, a trip, and the booking page in one step and drops you into the booking page editor. (Already have the group? Open it and click Create booking page in the header.)
Fill in the basics that every traveler will see:
Because you created it from Group Trips, group mode is already on — the public page is a self-service checkout rather than a standard accept/decline, and the layout is fixed for that reason.
Open the Group setup section of the builder. Start with Who is this trip for? — under A group someone is organizing: Destination wedding, Hotel · room block, Cruise group, School · org group, or Independent; under Anyone can join: Open departure. Your choice sets sensible defaults for the rest of the panel (wording, whether the page leads with a per-person or total price, and so on), all of which you can override. Open departure replaces the old "Tour · set departure" and "Sell an itinerary" choices, which behaved identically — pages saved with either still work and now read as Open departure.
Group setup then asks one more question, When, and how many? — the trip's start and end, total seats, how many travelers one booking may hold, and whether the trip is adults only. Two folds underneath hold the settings you read once: What travelers see (whether the page leads with a per-person or party price, and what the options section is called) and Advanced (the linked Group Trip, hiding the page from your landing page, infants).
The rest of what used to live here moved to the section that owns it: the one-line hook and the included / not-included lists are in Trip story, next to the description, in both the classic and the new look (the description box takes photos and a YouTube or Vimeo video too); Who pays and How do you collect are in Money; the traveler-field checklist, forms and passport photo are in What to collect, which now offers three presets (Just the basics · International trip · Full profile) above the detailed grid. Each package card opens on Price & rooms (how you charge, room types, spots), with Basics (name, dates, photos, description), Extras (flights, add-ons) and Overrides (payment plans and travel protection for this package only) one tab away. In the new look, a package uses the same tabs as any other option: its first tab (Property, Sailing, Basics…), its price tab, Photos & story, Add to this option and Terms & protection, which is where you set payment plans and the package's own travel protection. It opens on its price tab, where How do the guests pay? offers three answers: Each pays their own rate (by room sharing, by age or a rate sheet), They pick from a block (held rooms or cabins by category, or nights from a rate card) and One package price (package parts, or a grid by sharing and group size). The collapsed Group setup row tells you how many seats are booked ("12 of 28 booked"), the dates and the deposit per traveler. Preview & publish shows a readiness list — dates, destination, package prices, terms — with a link to fix each, so nothing is a surprise at the last click.
Tip: Hover over any ⓘ icon in the settings panel for a quick explanation of what each field does.
Under Group setup, open Trip snapshot — wording and visibility. The traveler preview shows the summary exactly as it will appear after saving.
Click Save snapshot to publish your changes to the booking page. Blank text fields use automatic values. Reset to automatic clears custom wording and visibility settings in the preview; click Save snapshot to apply the reset. Changes are specific to this booking page and are preserved when you duplicate it.
Booking Group — Link this proposal to a booking group so all travelers appear together on your dashboard. If you haven't created a group yet, go to Group Trips → New group first, then come back and link it. (You can also start from the group side: New group → Start from a proposal I built, then paste this proposal's URL.)
Max Travelers — Set a hard cap if you have limited supplier allocations (e.g., only 30 cabins available). Leave blank if there's no limit.
Travelers don't see the count until it's getting full. On an open departure page, the cap stays private while plenty of seats remain, so a page that just opened never reads "20 seats, 17 left". Once a fifth of the seats are left (at least 2), the facts strip under the photo shows Only 3 seats left, and Sold out when it's full. The same rule applies to a package's own Spots cap on its card, and to capped add-ons and traveler choices: "18 spots left" on a tour that just opened stays hidden until it's nearly full. You always see the exact count on your Group Dashboard.
Max Party Size Per Booking — Caps how many travelers one client can put in a single booking. This is different from Max Travelers, which limits the whole group. Use it when each reservation is a fixed occupancy — a double-occupancy space, for example, where every booking should be capped at 2. Leave it blank for no per-booking limit. When you set a number, the booking page's traveler counter won't let a client go above it (Adults and Children together), and the limit is re-checked when the booking is submitted, so it can't be worked around. Turn on Lock to exactly this number when the party must be exactly that size (not just "up to") — the booking page then opens pre-filled at that count and requires the full party before checkout. Packages that use selectable cabins automatically cap each booking at the chosen cabin's occupancy, so you don't need to set this for them.
How is this priced? — Chooses which number the booking page leads with. Per person puts the per-person price up front (with the party total beneath it) — the right choice for a set-departure tour or bus trip you quote "$1,295 per person, double occupancy," so the headline matches the rate in your marketing. Total for the party leads with the whole-party total (with the per-person price beneath). Either way, the cost breakdown in the sidebar now always shows both a Total and a Per person line, so the price on the left of the page can't disagree with the price on the right. Each group type starts on a sensible default (cruises lead per-person, room blocks lead total); this setting overrides it for one proposal.
Options heading — Your wording for the section where travelers pick an option — the part that says "Choose your package" by default. Type something conversational like "Look at what we're doing" or "Pick your room, King or two Queens" when the default feels stiff. Leave it blank to use the default for your group type. (The button that scrolls travelers down to the options keeps its short standard label so it still reads as a button.)
Ask how many are travelling — On by default, and the right setting for anything priced per person, per occupancy tier, or by cabin: those prices need the headcount, so the page asks for it before it will continue. Turn it off when each package is one flat total for a room you have already priced, which is how most Disney and Universal quotes work. The Who's traveling? step disappears, clients go straight from the packages to their own details, and each package books as one reservation for the person who books it. You still collect the booker's name, email and phone, plus any traveler fields you required, and you can gather the rest of the room's names later with a traveler-info request.
Adults-only trip — Turn this on for trips that aren't suitable for children (e.g. a multi-day walking tour). It hides the Children counter on the booking page entirely, so every traveler is booked as an adult. Leave it off for family-friendly trips where travelers should be able to add children.
Allow infants — Turn this on when families travel with infants. It adds an Infants counter on the booking page next to Adults and Children, and lets you set two things: the age cutoff shown on the label (e.g. "under 2") and a price per infant. Leave the price at $0 to keep infants free (a lap infant on a day tour, for example) — the counter then reads "Infants (under 2, free)" and adds nothing to the total. Set a price to charge a per-infant surcharge: the label reads "Infants (under 2, $200 each)" and the breakdown itemizes a "1 × Infant @ $200" line that's added to the trip total in every pricing mode. Either way, infants never count toward occupancy tiers, room blocks, or the party-size cap — a priced infant is a surcharge, not a seat, so adding one never bumps your party into a higher occupancy tier. Infants always appear on your traveler manifest, so you know exactly who's coming. The counter is hidden on adults-only trips.
Each booking starts at 1 adult. The traveler counter on the booking page always opens at one adult (and zero children) — each person who opens your link is booking their own party, so they bump the count up to match their group. The traveler total you set when building the trip is just your planning estimate; it never pre-fills a traveler's party.
Group Dates — Set the Group Check-in and Group Check-out dates. These define the default travel window travelers see at booking. Enable Allow travelers to choose their own dates if different travelers can arrive or depart on different days within that window (useful for vacation rentals or extended trips — leave it off for cruises and resort packages where everyone travels together).
Attached Forms — Select the forms travelers need to complete during booking. Common choices:
Forms show as pill chips in this section — click + Attach form to add one. Forms completion is tracked per traveler on your Group Dashboard after they book.
Required Traveler Info — Select which data fields travelers must fill in at checkout (the Your details step). Active fields appear in orange. Available fields include:
| Field | When to use |
|---|---|
| Date of Birth | Cruises, international trips |
| Gender | International flights, cruises |
| Nationality / Citizenship | International travel |
| Passport Number · Expiry · Issue Date · Country | Any trip requiring a passport |
| Known Traveler Number | Domestic US trips, TSA PreCheck |
| Redress Number | Travelers on no-fly lists |
| Frequent Flier # | Any trip with air. Travelers type the airline and number together ("Delta SkyMiles 1234567890") and it files under that airline on their profile |
| Dietary Restrictions | Any trip with included meals |
| Medical / Mobility Notes | Tours, active itineraries, accessible travel |
| Email · Phone | When you need to reach each traveler, not just the booker |
| Mailing Address (Street, City, State, ZIP) | Documents by mail — and state-rated travel insurance |
| Past Guest # (cruise) | Cruise line past guest / loyalty numbers |
| Emergency Contact Name · Phone · Relationship | All group trips (recommended) |
Only enable what you actually need — fewer required fields means higher booking completion rates.
Collecting State is how you handle state-priced insurance. Travel protection is rated by state of residence in most of the US. Require the address fields here, set travel protection to Quote on request, and each traveler's state arrives with their booking so you can quote them individually. See Quoting travel protection by state.
Payment Schedule — Define the payment milestones travelers will see after booking. Click Add Payment Milestone for each one:
Cruise for this group (optional) — Selling different cabin types on a single sailing? Set the cruise here once. Search for the sailing (or type the ship name), and JourneyFuse pins the cruise line, ship, dates, and embarkation port to a banner at the top of the booking page. When a cruise is set this way, each package becomes a cabin category instead of its own trip — the per-package cruise line, ship, and travel-date fields disappear, so you never repeat the cruise details on every option. Leave it blank for a normal group proposal where each package is its own separate trip or sailing. To switch back, click Remove on the selected cruise.
Changing the ship or sailing date. Click Remove on the selected cruise and pick the new sailing. Every cabin category on the page moves to the new sailing's dates automatically, so there is nothing to update package by package. If travelers have already booked, an amber note under the cruise lists how many are still on the old dates, for example "3 travelers are booked on Apr 12–16, 2027, not this sailing's Apr 5–9, 2027." Click Move them and confirm: each traveler's trip and booking move to the new sailing, and their scheduled emails (travel documents, pre-trip checklist, welcome home) move with them. A traveler who bought an extra night before or after the cruise keeps it. Invoices, payments and your payment plan's fixed due dates stay as they are, so review the final payment date if the cruise line's deadline changed with the sailing.
Hotel stays (optional) — Building an FIT-style package with hotel nights around the cruise — two nights in Rome, the sailing, three nights in Barcelona? Click Add hotel stay under the cruise, search for the hotel, and set its Check-in and Check-out (plus an optional room name like "Deluxe Double"). Add as many as the trip has. You don't need a cruise for this either: a land-only group with several hotels uses the same list.
Pre- or post-cruise hotel on a regular (non-group) proposal? Open the cruise option while the proposal is still a draft and click Add pre-cruise hotel or Add post-cruise hotel. JourneyFuse switches the proposal to the Package layout (so the hotel and cruise book together as one trip instead of being alternatives) and adds a hotel dated just before or just after the sailing. It never changes the cruise's own dates.
Each proposal option becomes a bookable package. Think of these as the choices travelers pick from:
For each package:
Getting photos onto a package, fast. The Photos box takes images four ways, so use whichever is nearest to hand: drag files straight onto it from your desktop, paste a screenshot or copied image with ⌘V (hover the box first), click to browse and pick several at once, or paste an image URL into the "Or paste an image URL" field on the Upload tab to pull a photo in from another page — your own trip landing page, for example. A pulled-in photo is copied into your workspace library wherever the source site allows it, so it keeps working even if that page later changes. If the site blocks copying, JourneyFuse links the photo where it sits instead. You can also reuse anything already uploaded from the Library tab, or search free stock photography under Unsplash.
Where you set the price. Enter it once, in the Package Price block at the top of the package. That is the only place a group package's fare is entered — whether you are typing a single price or per-occupancy tiers (Single/Double/Triple). The Pricing section further down carries only Taxes and Fees, which sit on top of whatever you entered above. A package priced entirely through occupancy tiers is fully priced: it will show its "from" rate on the booking page, and it will not be flagged as missing a price.
Showing a category you can't price yet. Some tiers you want on the page but can't quote up front — suite and penthouse categories held outside your group block, a villa priced on request. On that package, tick Inquire only — show this without a price. Travelers see the photo, description and an Ask about this button in place of Select, and their question lands on the proposal and emails you with their name and address. Nothing on an inquire-only package can be booked, so nobody reserves a suite you never quoted. Leave it off for packages that are genuinely free or billed to a company: those still price at $0 and stay bookable.
Add-ons work the same way — add excursions, upgrades, or extras that travelers can optionally select alongside their package. Add-ons can also have inventory limits. For per-person add-ons, choose who it's for — Everyone, Adults, Children, or Infants — so the price scales to just that group (e.g. a "$25 crib" that only bills per infant, or a "$89 drink package" that only bills per adult). An add-on scoped to a group nobody booked (an infants add-on with no infants, say) simply hides itself.
An add-on that's a room: price it by room type. A pre-tour hotel stay has the same shape as the tour itself: one price if you have the room to yourself, another each if you share. When the package uses Price by room type (Single / Double), the add-on editor offers a By room type pricing choice with a rate for each of the package's room types. Enter, say, $2,600 for Single and $1,750 per person for Double. One add-on covers everyone: a traveler on their own is charged $2,600, a couple $3,500, and a solo traveler you're matching with a roommate the shared $1,750. Each booking pays the rate for the room it chose on the package, and the invoice line shows the same figure.
Use this instead of building "Rome, single occupancy" and "Rome, double occupancy" as two flat-priced add-ons. A flat price is one amount per booking, so a couple who ticked the single row would pay one single price for two people.
Letting travelers pick one extra or the other. When two extras can't both happen (a pre-tour stay in Rome and a day excursion at the tour's starting point on the same dates), give both the same Choice group name, such as "Before the tour". Travelers then pick one, or neither. See Add-on Choice Groups.
Collecting a deposit on an add-on. Some add-ons — contracted charter flights especially — need money up front but not the whole amount. On the add-on, set a Deposit and JourneyFuse collects only that at booking instead of the full price. The deposit is stated in the same units as the add-on's price: on a per-person add-on, a $100 deposit means $100 per traveler; on a fixed add-on it's a flat $100 for the booking. It can never exceed the add-on's own price.
Leaving the Deposit blank keeps the old all-or-nothing behavior: Due at booking on collects the full add-on price up front, off collects none of it.
Giving the balance its own deadline. When your supplier's balance is due on a date that has nothing to do with the trip's payment schedule — a charter contract due in December for a March departure — set a Balance due date on the add-on. The unpaid remainder then becomes its own line on the invoice's payment schedule, dated to that deadline and named after the add-on ("Cincinnati Charter Flight balance"), so you can see at a glance whether that specific flight is paid.
Leave Balance due date blank and the remainder just folds into the trip's normal payment schedule alongside everything else. That's the right choice for most add-ons — insurance, excursions, upgrades — where there's no separate supplier deadline to hit.
The traveler is never billed twice. The invoice always shows the add-on's full price as its own line item. The deposit and the balance are simply how that one amount gets split across the payment schedule.
Shortcut: import packages from a supplier confirmation. If you have a group confirmation PDF that lists cabin categories (Riviera River Cruises group manifests, Royal Caribbean group amenity confirmations, and similar), open the group, click Import Group Confirmation, and after reviewing the extracted cabins choose Bookable cabin options. Each cabin category becomes its own package on the booking page, with per-person pricing and available spots set from the manifest's quantity. Choose Individual trip bookings instead when the cabins are already reserved and you just want to track them for commission.
Quick room choice: Single vs Double. Want travelers to pick a private (single) or shared (double) room on one package? You don't need a second package. Open the package and click Price by room type (Single / Double) — or, on a one-package group page, click Add room choices (Single / Double) right on the prompt above your package. Both seed a Single and Double rate row that travelers choose between when they book.
Click Send to Client to email the link and mark the proposal as live. You can also click Copy Link to share it anywhere — group chats, social media, your website, wherever your travelers are.
Teasing a trip before you are ready to take deposits? Point your marketing straight at the booking page and let people raise their hand first.
While it is on, travelers see the whole page (photos, packages, itinerary, pricing) but the booking button reads Registration opens soon and cannot be pressed. In its place sits a short Join the interest list form asking for name, email, phone and party size. Nobody can book, even with a direct link.
Every sign-up becomes a lead. It lands in Leads assigned to the trip's advisor, enrolls in your "new lead" automations, and gets a branded confirmation email ("You're on the interest list"). If your client email is on hold for review, that confirmation waits in your Outbox like any other client email.
Opening registration. Open the group and go to the Waitlist tab. Everyone who signed up is listed with their party size, which list they joined, and whether they have been invited. Click Open registration and invite: JourneyFuse switches Registration opens soon off and emails each person who has not been invited yet a Reserve your spot link to the booking page. You can also turn the setting off yourself and invite people one at a time with Invite.
The same tab holds your sold-out waitlist. Once a group fills up, the booking page offers a Join the waitlist form instead. Those sign-ups land on the Waitlist tab too, marked Waitlist rather than Interest list, and become leads the same way.
Your group booking link opens a polished, branded page with your hero image and trip details. Travelers are guided through five steps, shown as a progress bar across the top:
1. Customize — Browse the available packages with photos, pricing, and spots remaining. Packages that are full show a Sold Out badge; ones you can't price yet show Ask about this instead of Select. Travelers pick one package and set their party with the Adults / Children / Teens / Infants counters (only the counters that apply to your trip appear). If the package uses selectable cabins (Room Blocks with "Let travelers choose a cabin" on), a "Choose your cabin" picker appears so they pick their stateroom category — the total updates to that cabin's price and they can't continue until one is selected. If flexible dates are on, they choose their own check-in and check-out here.
2. Add-ons — Optional extras you offered: excursions, upgrades, insurance-adjacent items, charter flights. This step is skipped automatically when the selected package has no add-ons.
3. Your details — The booker's name, email, and phone, then the per-traveler fields you required (passport, date of birth, address, and so on) for every person in their party, plus any forms you attached. The travel protection panel appears on this step, showing whatever settings apply to the package they chose.
4. Payment — A summary of package, add-ons, and total, with the payment schedule. They choose Pay deposit now or Pay in full — or pick between your named payment plans if you attached two or more. The button reads Pay deposit, Pay in full, or Confirm spot depending on what's due.
5. Confirmation — If a card is required and not yet on file, they see One last step with a Complete payment authorization button that takes them to the secure card page. Otherwise they land on Deposit received! (or Spot reserved! when nothing is due today) with their next steps and a link to their trip portal.
Authorization is not a charge. The secure card step records encrypted card details and permission to charge. It does not itself process payment or mark the invoice paid. Run the payment through your supplier or processor, then Mark Charged for the amount collected.
You receive an in-app New Group Booking notification and an email for every new booking, with links to that traveler's invoice and card authorization.
Under Deposit / Payments, you can build named plans travelers choose between at checkout, instead of the single deposit-or-pay-in-full toggle. A typical cruise group offers three: "Deposit Only", "Deposit + Monthly Payments", and "Pay in Full Today". Attach any subset to each cabin from that cabin's editor. A cabin with one or zero attached plans keeps the standard toggle.
⚠️ A plan replaces your deposit terms, it does not add to them. The moment a traveler picks a named plan, that plan's rows are the whole schedule: the deposit you set under Deposit / Payments, and any per-package deposit override, are both ignored for that booking. So every plan needs its own due at booking row, or the page will ask for nothing today. The plan's summary line says so in plain terms, reading “Nothing due today, then 6 monthly payments” when the up-front row is missing. To collect a deposit and then bill monthly, put both rows in the one plan: a Deposit row due at booking (flat, percentage, or per person), followed by the monthly rows. Quick add: Monthly seeds it in that shape already.
Building a monthly plan. Click Quick add: Monthly to seed a deposit plus six dated monthly payments starting the 1st of next month, then edit the deposit amount, the number of payments, and the dates to suit the trip. The last row is always a "remaining balance" row, so the schedule adds up to the trip total exactly no matter how the price changes later. The same generator lives inside any plan under Edit milestones → Custom, where you can also choose weekly or every-two-weeks.
Pitching the plan. Each plan has an optional description box: how you would explain the plan to a client. It shows under the plan name at checkout, right next to the numbers. Leave it blank and the plan renders with just its name and schedule.
Which plan opens first. The page opens on the plan that asks the least today, whatever order you attached them in. Offer "Payment in Full" alongside a deposit plan and travelers still see the deposit as Due today while they browse; paying in full is theirs to choose at checkout.
What travelers see. Each plan card shows what is due today, the cadence ("$200.00 today, then 5 monthly payments"), your description, and the first few dated payments with real amounts. The full schedule appears below the picker once they choose.
How the later payments get collected. Scheduled milestones are written to the traveler's invoice with their due dates, and automatic reminder emails with a pay link go out on the offsets set in Settings. JourneyFuse does not charge a saved card on its own. If you hold a card authorization, you get an email on each due date prompting you to run that charge. Word your plan description around that, so a client does not expect an automatic withdrawal.
⚠️ A plan built on fixed calendar dates goes stale as those dates pass. A milestone whose date has already gone by is flagged in the editor, and the traveler sees "was due October 1, 2026" with the catch-up amount at checkout. For a proposal you expect to keep open for months, Days before travel timing holds up on its own, since it is calculated from the trip date.
For groups with a mix of adults and children — family reunions, school trips, Disney groups — you can charge different rates based on traveler age without any manual math.
Each package has a Pricing Mode selector with these options:
| Mode | Best For |
|---|---|
| Per person, by room (Flat) | Simple per-person pricing where everyone pays the same rate (optionally with occupancy tiers — see below) |
| Per person, by age (Adult/Child) | Groups with age-based pricing (e.g., adults $2,400, children $1,800) — plus an optional Teen band and 3rd/4th-guest rates |
| Rate sheet | Suppliers whose adult fare changes with the party mix — $1,801 for two adults, $1,528 with an infant, $1,980 with two children. One row per family shape. See Rate Sheet Pricing |
| Per night (Nightly) | Accommodations or rentals where the total varies by length of stay |
| Cabins from a block (Room Blocks) | Cruises and resorts where you've negotiated a held inventory of cabins or rooms and want to track pickup against the block |
| Package parts | One fixed package built from pieces: a cruise cabin, a hotel, tours and transfers, flights. Every part is included and the price is the sum of the parts |
| Group package grid | Student and tour group quotes: a price per person for each room sharing (Quad, Triple, Double, Single) at each group size. You mark which group size is the current price |
Use Package parts when you sell one package made of different pieces, such as an FIT Europe trip with a cruise cabin, three nights in Rome, tours and transfers paid in euros, and round-trip flights. Travelers don’t choose between the parts. Everything is included, and the package price is the total of the parts.
Setting it up
The running total under the table becomes the package price. Reorder parts with the arrows. Travelers see them in date order, with undated parts last.
Already built it as room types? If the package used By room type rows to stand in for flights and tours, switch it to Package parts and click Convert room types to package parts. Each row becomes a part: the row name becomes the title, and the description, image, price and "Supplier: …" note carry over. A cruise cabin becomes a Cruise part, names with "flight" or "air" become Flights, and tours and transfers become Tours. Everything else becomes a Hotel. Check the types after converting. Your room type rows stay saved, so switching back to room types restores them.
What travelers see
On the booking page the package card shows the package total and "Package · N items included". Below it, What’s in your package lists each part with its type, dates, description, image and price. Parts quoted in another currency show that amount with an estimate in your currency and the exchange-rate note. Supplier names are never shown to travelers. There’s no room to pick, so travelers go straight on to their details.
Pricing rules
After booking
Use Group package grid when a supplier quotes the way tour operators do: a price per person that depends on how travelers share a room and on how big the group ends up. A school band trip quote might look like this:
| Room | 265-269 · 5 coaches | 150-154 | 135-139 |
|---|---|---|---|
| Quad | $560 | $575 | $605 |
| Triple | $630 | $641 | $675 |
| Double | $690 | $701 | $735 |
| Single | $940 | $952 | $985 |
Each column is a scenario: a range of paying participants, with an optional note such as "5 coaches". The ranges don’t have to touch (gaps are fine) and can be in any order. Paying participants never include free places.
Setting it up
Optional extras travelers can add at checkout still go under Add-ons, as with any package.
The editor warns you when two scenarios overlap, when the current scenario is missing prices, when two rows sleep the same number of travelers, or when a bigger group costs more per person than a smaller one.
What travelers see
The package card lists the current scenario’s price for each room. Below it, Group package pricing shows the whole grid with the current column highlighted, the free places rule, and the included and not included lists. On a phone, each scenario becomes its own card with the current one first. The PDF prints the same grid and lists.
When booking, travelers answer How will you share a room? and pick a room. Every paying traveler in that booking pays that room’s price from the current scenario, so one student booking a place in a Quad pays the Quad price. Until they pick, the price is based on their party size (a party of 2 is priced as Double) and the page says so.
Pricing rules
If you normally price a group in a separate trip calculator or spreadsheet, the Costing sheet does that work inside the package and fills in the grid for you. It sits under the grid on any Group package grid package.
The costing sheet is internal. Your costs, markup and commission are never shown to travelers, on the booking page, the PDF or the portal. Only the prices it calculates reach the grid, and only when you click Apply to pricing grid.
Setting it up
| Basis | Use it for | How it is counted |
|---|---|---|
| Hotel, per room per night | Hotel rooms | Enter a rate per room per night, the nights, tax % and porterage. If the hotel quoted one rate whoever shares the room, type it once in Any room / night and every room type fills in; otherwise enter each room type's own rate. Each traveler pays the room cost divided by the people sharing it, so one rate still prices a quad cheaper per person than a double. Porterage is per person or per bag for the stay. |
| Per person | Meals, show tickets, attractions | Amount x times, per traveler. |
| Flight, per person | Airfare | Amount per traveler. |
| Per vehicle | Motor coaches | Amount x days or trips, for every vehicle in the scenario. |
| Per staff member | Tour director fee, their hotel and meals | Amount x days, for each staff member. |
| Fixed, whole group | Rehearsal space, add-ons for the group | One amount for the whole group. |
How a price is worked out
For each scenario and room:
Checking and applying
Room Blocks pricing has two flavors, controlled by the "Let travelers choose a cabin" toggle in the package editor:
Selectable cabins are what make mixed-occupancy group cruises self-bookable. Instead of modeling every cabin as its own package, set one Room Blocks package, turn on "Let travelers choose a cabin," and add a block per cabin category. Each block can carry its own deposit (cruise lines often set different deposits per stateroom category) — the chosen cabin's deposit is what gets authorized at booking, overriding the package's default deposit rule.
On the booking page the package card shows a "From $X · N cabin choices" summary, and once the traveler selects the package they see a "Choose your cabin" picker listing each category with its guest count and price. The trip total and deposit update to match the cabin they pick, and Continue is disabled until a cabin is chosen. The cabin they booked appears next to their name on the group roster (and you can still override it with a specific room number there).
11 for "under 12")Example: Adult Price $2,400 · Child Price $1,800 · Age Cutoff 11 A family of 2 adults + 1 child (age 8) would see: 2 × $2,400 + 1 × $1,800 = $6,600
On the Customize step, travelers enter the number of adults and children in their party. The page updates the total in real time as they adjust the counts. If a traveler enters ages that straddle the cutoff, the system automatically applies the correct rate to each person.
The cost sidebar itemizes each category live as they adjust the counts, so the math is never a mystery — and the same breakdown appears again on the Payment step before they commit:
2 × Adult @ $2,400 $4,800
1 × Child @ $1,800 $1,800
───────────────────────────
Total $6,600
12 (age 12 and under = child rate).Cruise-line group contracts (MSC, NCL, Royal Caribbean, Carnival) usually discount the 3rd and 4th guest in a cabin — and discount children in those positions even further. Adult/Child pricing supports this directly.
In an Adult/Child package, the 3rd & 4th Guest Rates card sits directly below the Adult/Child rate fields with two fields:
The first two guests in a cabin always pay the Adult/Child rate above (the 1st/2nd-guest cruise fare). Guests 3 and beyond pay the additional rates. Adults fill the first two positions first, so children land in the discounted 3rd/4th slots — exactly how the cruise line fares a family cabin. The fields are optional: leave them blank (they show the base rate as a hint) to charge every guest the base rate, and use Clear to reset both.
Example (MSC Deluxe Balcony): 1st/2nd guest $652.80 · 3rd/4th adult $512.80 · 3rd/4th child $201.80 A cabin of 2 adults + 2 children books at 2 × $652.80 + 2 × $201.80 = $1,709.20. The cost sidebar shows each category, and the total updates live as the traveler adjusts the party.
This is a per-cabin calculation, so it applies to the traveler's own party (their cabin). It's available in Adult/Child mode only — Nightly and Room Blocks price differently.
Shortcut: AI import fills these for you. Paste or attach a cruise-line group sales contract (the allotment contract with a rate table showing 1st/2nd Guest and 3rd/4th Guest columns) into the proposal's AI import on a group proposal. Each cabin category becomes a package with the 1st/2nd guest rate as the Adult/Child rate and the contract's discounted 3rd/4th Adult and 3rd/4th Child rates applied automatically — review them on the import preview card before confirming.
Some resort and cruise group contracts split children into two age bands: young children ride free (or at a low rate), but teens pay their own rate — often the same as an extra adult. Adult/Child mode has an optional Teen rate for exactly this.
In an Adult/Child package, enter a Teen rate (13-17) beside the Adult and Child rates (and, if your contract discounts a 3rd/4th teen, an Additional teen (3rd/4th) rate in the guest-position card). Leave the Teen rate blank when a package has no teen band — teens then price as adults and the teen counter stays hidden.
How seats fill. A room covers two base guests at the base rate; a third guest and beyond spill to the additional rate. The two base seats are filled by the highest-priced guests first, so a free or low-priced child never bumps a paying adult or teen out of a base seat. This solves the usual traps:
Extra adults at the teen rate. When a contract prices additional adults at the same amount as teens (common on resort sheets), set the 3rd/4th Adult rate to your teen rate. Third-and-beyond adults then spill at that rate, matching the contract without a separate age band.
Example (resort group): Adult rate $450 · Teen rate $81 · Child $0 (free) · 3rd/4th adult $81 · 3rd/4th teen $81 A room of 2 adults + 1 teen + 1 child books at 2 × $450 (base seats) + 1 × $81 (teen) + $0 (child) = $981. A room of 1 adult + 1 teen fills both base seats at $450 + $81 = $531. The cost sidebar itemizes an Adult, Teen, and Child line, and the total updates live as the traveler adjusts each counter.
On the booking page a Teens (13-17) counter appears next to Adults and Children whenever the selected package has a teen rate set; it's hidden on adults-only trips and on packages with no teen rate. Teens are priced at checkout and included in the traveler's total.
Teen pricing works in Adult/Child and Nightly modes. In Nightly mode the teen rate bills per night like the adult and child rates, and each rate-card date range can carry its own Teen/Night rate (see Rate Cards). The 3rd/4th-guest rates remain Adult/Child only. Room Blocks never charge a teen separately — the cabin price already covers everyone in it.
Cruises and all-inclusive resorts often charge different per-person rates based on how many people share a cabin or room — double occupancy at one rate, triple at a lower rate, quad even lower. Without occupancy tiers, you'd need a separate package for each combination.
Occupancy tiers let you define multiple per-person rates on a single flat-priced package. One "Interior Cabin" package can offer Double, Triple, and Quad pricing. Travelers enter their party size and the system automatically applies the right rate — no manual math, no separate option cards.
| Guests | Price/person | Label |
|---|---|---|
| 2 | $1,299 | Double |
| 3 | $999 | Triple |
| 4 | $849 | Quad |
Tip: Labels are what travelers see — feel free to use your supplier's exact terminology like "Inside Stateroom — Double" or "Balcony — Triple Occupancy."
When a traveler enters their party size at checkout, the system finds the best matching tier automatically:
Children count toward occupancy — a party of 2 adults + 1 child occupies 3 spots and gets the triple-occupancy rate.
By default every traveler in the room pays the same per-person rate, so 3 adults and 2 adults plus 1 child cost the same. Resorts rarely price that way, and high school graduation groups almost never do.
Click Price by age under the tier table and each row gains a Teen and a Child column:
| Guests | Adult | Teen | Child | Label |
|---|---|---|---|---|
| 2 | $795 | $720 | $540 | Double |
| 3 | $710 | $640 | $480 | Triple |
| 4 | $665 | $600 | $430 | Quad |
Each traveler is now priced individually: the row still comes from the party size, and the column comes from their age. That 2 adults plus 1 child lands on the Triple row and bills $710 + $710 + $480, while 3 adults on the same row bills $710 each.
A few things worth knowing:
Cruise cabins price by everyone in the room, which is how the grid works by default. Many resort and tour operator contracts (Sunwing, for example) price the other way: the adult rate depends on how many adults share the room, and each child or teen adds their own rate on top.
For those, set Adult rate set by under the grid to Adults in the room. Row labels that still read Single, Double and so on change to "1 adult", "2 adults". Now a family of 2 adults and 2 children lands on the 2 adults row and bills two adult rates plus two child rates, instead of landing on the 4-person row.
If the contract says child prices only apply with a minimum number of adults, set Child rates need to 1 adult or 2 adults. Below that minimum, the first children pay the adult rate (teens first). A parent travelling with one child is then priced as 2 adults sharing.
Some contracts charge the 2nd child (or 2nd teen) more than the 1st. Click + Separate 2nd child and teen rates under the grid. The Teen and Child columns split into 1st and 2nd, and a 2nd cell left blank charges the 1st rate, so turning it on changes nothing until you type a number.
The pricing summary updates as travelers enter their party size:
Interior Cabin · Double occupancy · $1,299/person
2 guests × $1,299 = $2,598
With age pricing on, the breakdown itemizes each band instead of one lump sum:
2 × Adult @ $710.00 $1,420.00
1 × Teen @ $640.00 $640.00
1 × Child @ $480.00 $480.00
Total $2,540.00
The option card on the package selection screen shows the full range at a glance: $849–$1,299/person.
| Use occupancy tiers when… | Use separate packages when… |
|---|---|
| Same room type, different occupancy levels | Genuinely different room types (balcony vs. interior) |
| Agent wants one option card with multiple price points | Travelers should see and compare options side by side |
| Cruise/resort charges per-person rates by headcount | Different inclusions at each level (e.g., VIP adds spa access) |
Note: Occupancy tiers are only available on Flat pricing mode. Adult/Child and Nightly pricing modes have their own per-person rate structures.
By default a group page offers one travel protection setting (configured in the Travel insurance section) to every traveler, no matter which package they pick. That works when protection is a single flat number. It does not when the protection cost depends on the package, for example a solo room that costs more than a shared room, so its coverage is priced higher too.
Each package can carry its own travel protection rate. When a traveler selects that package, they see its protection settings instead of the group default. A package without an override simply inherits the group-level default, so you only set this on the packages that need a different rate.
Repeat on each package that needs a different rate. For example, put a higher per-person plan on the Solo package and a lower one on the Double package.
Note: This override controls travel protection only — there is no per-package payment-schedule switch here the way standard proposals have one. Payment terms still vary by package, just through the other two controls: attach different Payment Plans to each package, and give a selectable cabin its own deposit under Selectable Cabins. A package with neither bills on the group-level deposit and schedule.
On the Your details step, the travel protection panel reflects the package the traveler chose. Picking the Solo package shows the Solo rate; switching to Double swaps to the Double rate automatically. Optional protection is recorded with the booking as a selection (or a logged decline); required protection is added to the trip total.
Most US travel protection is rated by the traveler's state of residence, so you often can't publish one premium that's right for everybody on the page. Set the protection Mode to Quote on request — group-wide, or on the individual packages that need it.
In that mode travelers see a Get a quote button (or a button named after your provider, linking to your quote URL) instead of a price. When they click it:
To make sure their state actually reaches you, turn on the Mailing Address fields under Required Traveler Info so State is captured at checkout.
Turn on the decline acknowledgement. In the same panel, Require an explicit decline acknowledgement blocks checkout until the traveler either takes coverage, requests a quote, or types their name to decline. That gives you a signed, dated record for every traveler in the group rather than a silent skip.
For accommodations, vacation rentals, or any booking where the total depends on the number of nights, use Nightly pricing. You can define different rates for different date ranges (e.g., peak season vs. shoulder season), and optionally let travelers pick their own check-in/check-out dates within a window you control.
Every band bills per night. Leave Teen/Night blank and teens fall back to the package's Teen rate, then to the Adult rate for those dates — so a teen is never accidentally free.
Example rate card for a beach house package:
- May 1–May 22: $180/night
- May 23–May 26 (Memorial Day weekend): $240/night
- May 27–June 14: $180/night
The system calculates the correct total by multiplying each night by the rate that applies to that date.
In the proposal settings under Group Dates, set the Group Check-in and Group Check-out dates. This is the default window travelers see when the proposal loads.
If you want travelers to arrive or depart on different days (e.g., some people stay 5 nights, others stay 7), toggle Allow travelers to choose their own dates on. When enabled:
Tip: Use flexible dates for vacation rental or villa bookings where not every family arrives on the same day. For a group cruise or resort package where everyone checks in together, leave flexible dates off — it keeps the booking flow simpler.
On the Payment step, travelers see a line-by-line breakdown:
May 1–22 (22 nights × $180) $3,960
May 23–26 (4 nights × $240) $960
May 27–Jun 3 (8 nights × $180) $1,440
──────────────────────────────────────
Total (34 nights) $6,360
This transparency helps travelers feel confident they're getting exactly what they discussed with you.
| Situation | Recommended Mode |
|---|---|
| Everyone pays the same flat rate per person | Flat |
| Same room type, different rates by occupancy (cruise cabins, resort rooms) | Flat with occupancy tiers |
| Different cabin categories on one sailing, traveler picks one (mixed occupancy) | Room Blocks with "Let travelers choose a cabin" on |
| A held block of cabins/rooms you're tracking pickup against | Room Blocks (selectable off) |
| You have different adult and child rates | Adult/Child |
| Total price depends on number of nights stayed | Nightly |
| Nightly rates vary by season or date range | Nightly with multiple rate entries |
| Mix of age tiers AND variable nights | Nightly — each rate period takes its own adult, teen, and child per-night rate |
An open departure is a trip with fixed dates that anyone can join: an escorted tour, a retreat, a festival trip. Travelers who may not know each other book from anywhere, arrive on the same day and leave on the same day. The itinerary is the product, seats are priced per person, and each traveler pays their own deposit. Choose Open departure under Who is this trip for? in Group Booking Settings and the page leads with the per-person price.
Don't create one package per room type. Build one package for the trip and give it Occupancy Tiers: a Single row (1 guest, your single rate), a Shared twin row (2 guests, your per-person rate) and a Double row for couples. The booking page prices each party at the row matching its headcount, so a couple choosing the package pays the double rate without you doing anything. Add a Triple row if you sell one.
On any tier with 2 or more guests, tick Solo travelers can book this and ask to be matched with a roommate. A traveler booking alone then sees two choices on the booking page — the shared room at that tier's per-person rate, or their own room at the single rate — instead of being charged the single supplement by default. When they choose to share, their seat is marked Wants a roommate: it shows as a column on the group roster, in the Full roster CSV and on the Rooming List report, so you can pair people up and set their room assignment. The matching itself is yours to do; the system only records who asked.
Set the deposit as per person in the payment schedule (the amount kind selector offers $ / person). Three travelers on one booking then owe three deposits today, and the confirmation says so.
If you take payment through your own bank or processor, turn Require card authorization off. Travelers still reserve a seat on the page; the confirmation reads Your seat is reserved and explains that you will send payment instructions. On your dashboard the seat shows as Reserved (its own filter chip) rather than Pending or Paid. Record the deposit with Record payment when it arrives and the seat moves to Partial, then Paid in Full as the balance lands. Reminders still run on the schedule you set.
Student, church and company groups often pay with one instrument: a school sends a single $20,000 check and every student should be credited $100. On the group's Roster, click Record group payment, enter the amount, method, reference (the check number), the date you received it and who paid, then choose how to split it:
The preview shows each traveler's credit, their balance now and after, and warns in amber when a share would overpay someone. Even splits never lose a penny: if the amount doesn't divide exactly, the leftover cents go one each to the first travelers on the list. The payment can't be saved until the shares add up to the amount exactly.
Each traveler gets their own paid payment, labeled with the reference ("Check #4417 from Lincoln High (group payment)"), so it shows in their payment history and updates their invoice and balance exactly as if you had recorded it by hand. Receipts are off by default because the school paid, not the family; tick Email each traveler a receipt to send them. If the check bounces, open Record group payment again and click Undo next to it under Group payments recorded: every traveler's share is removed together.
Large groups are credited in batches, and the button counts up ("Crediting 50 of 200…") while it works. If you close the page or lose your connection part-way, the payment is listed as Incomplete with how many travelers were credited. Click Resume to finish it (nobody is ever credited twice), or Undo to remove the shares that did land.
An open departure often sells an extra night before the group meets or a few days after it ends. Create these as add-ons on the package and set Extends the trip to before or after with the number of nights. The add-on card on the booking page shows "Before the trip · 1 night" so travelers know it changes their own dates. When someone buys one, those nights are written onto their own itinerary as dated days with a stay block named after the add-on, and their trip's start or end date moves to match. The group's shared itinerary does not change for anyone else, and the traveler sees both layers together in their portal and the app.
Build the day-by-day once, on the proposal or on the package. When you publish the page, that itinerary is copied into the group's shared itinerary, so every traveler who books sees it in their portal and in the app from the moment they book, with their own flights and room layered on top. From then on the group's Itinerary tab holds the live copy; a note under the package's day-by-day link takes you there. Pages published before this change get the same treatment the first time someone books on them. A group that already has a shared itinerary is never overwritten.
Each cabin in a group is its own trip, so details like destination or trip type can drift apart — one cabin says "Punta Cana," another names the resort, a third is blank. Instead of opening Edit Trip on every cabin, use the group-wide editor:
A few safeguards are built in:
Navigate to Group Trips in the sidebar → select your group. The Group Booking section shows four summary cards:
| Card | What It Shows |
|---|---|
| Spots Booked | Filled spots vs. your max (e.g., "24 of 60") |
| Collected / Recorded | Payments collected or agent-recorded vs. total expected revenue |
| Forms | Per-form completion progress with a bar for each attached form (e.g., "Emergency Contact 5/12") |
| Quick Actions | Payment Reminder and Form Reminder buttons — one click sends a reminder to every traveler who is behind |
Below the summary cards, each booking appears as a row:
Use "Have bookings outside this page? Link them here →" to connect trip bookings that were created manually (outside the self-service flow) to this group for unified tracking.
The Roster shows every traveler added to the group — both self-booked and manually added — with:
If you add a warm lead by hand and that same person later books through the public link, the roster recognizes them by email address and keeps them as a single row — no duplicates. Any room assignment, logistics statuses, or notes you'd already set on the manual entry carry over onto their booking automatically.
The Ready column holds up to five icons in fixed places, so each one lines up down the roster: an ID card (travel details, from the details request), a shield (insurance), a car (transfers), a plane (flights), and a page (travel documents). When all of a row's icons are green it collapses to All set; click it to see them. Click any one to open its menu and pick a status, or Clear to blank it again. The icon's color is the at-a-glance version, and hovering shows the exact status in words.
Grey means nothing is set yet. Amber means it's on your list, sky blue means the ball is in your court, violet means you're waiting on the traveler, green means done, and red means there's a problem.
You can also set these in bulk: tick several travelers and use the Set Insurance, Set Transfer, Set Flights, and Set Docs menus in the bar that appears at the bottom of the screen. All four are on the member detail panel too, which opens when you click a roster row.
Insurance runs as a pipeline so you can see who still owes a quote at a glance:
| Status | What it means |
|---|---|
| Offered | You've mentioned coverage to them |
| Quote requested | They asked you for a quote |
| Quote sent | You sent the quote and are waiting on them |
| Accepted | They took the coverage |
| Declined | They turned coverage down |
| No coverage | They're traveling without protection |
Two of these fill themselves in. If your booking page shows a travel insurance panel, whatever a traveler answers at checkout lands on their shield automatically: asking for a quote sets Quote requested, and declining coverage sets Declined. This applies to bookings you already took, not only new ones, so groups you booked before this existed fill in as soon as you open the roster.
Hovering an auto-filled shield says "from checkout" so you always know where it came from. The moment you pick a status yourself, yours wins and the traveler's checkout answer stops overriding it. A traveler who skipped the insurance question entirely leaves the shield grey, since a skipped question isn't an answer.
The Rooms tab (called Cabins on a cruise and Rooming on a school trip) has two parts: a supplier room-block tracker at the top and the rooms below it, in three views: Board, List and Room planner.
Room-block tracker (held vs. picked up). This replaces the spreadsheet agents keep alongside a group cruise or resort contract. Track your held inventory per cabin category — how many of each category you're holding with the supplier and how many have been picked up so far — right next to your cut-off and release dates, group record locator, and contract number.
Board. Rooms as cards, grouped by block category, each with its number, who's in it and where their payment stands. Dashed cards are held rooms nobody has booked. On a ship, By deck groups cabins by deck (read from the cabin number, so 9242 is deck 9). Off a ship, several bookings in one room (four students in "Quad 1") show as one card. On a wedding or resort group, a blank number reads Number at check-in rather than as work to do. Moving a booking here moves the whole booking; placing individual people is the planner's job.
List. The rooming list a supplier asks for: cabin or room, category, occupancy (Single, Double…), travelers, Bedding, Dining and Requests. Click any of the last three to type; Enter saves. Dining is the booking's own dining time, so it changes the booking too. Requests travel with the rooming list, so keep anything private in the traveler panel. Export rooming list downloads the same columns as a CSV.
Room planner. Select this view and click Create room plan. Enter the property or ship and arrival/departure dates. Add rooms with their own label, category and capacity, then place linked travelers individually. The same linked person appears once even when they have multiple bookings. Names-only companions must be linked to traveler records before individual placement.
Use New stay for a different property or date range; identical room numbers in different stays remain separate. For resort planning, check Property assigns the room number at check-in instead of implying a physical number is confirmed. Room plans do not confirm accommodation with a supplier.
Traveler roles and rooming notes lets you set a linked person’s role (Traveler, Student, Adult or Chaperone), record a Guardian or payer note, and add Bedding, arrival or event preferences. Record agreed rules under Organizer’s rooming rules. These are editable notes for manual review, saved with the stay’s plan; a payer note does not change who is billed.
Select a room beside an unplaced traveler, or move/unassign someone using the selector beside their name. The planner checks capacity and valid stay dates. School roles, chaperone arrangements and other organizer rules need your review; conflicts between separate stays are not automatically checked.
Click Save room plan to keep changes. Discard edits returns to the saved version; Undo last save restores the preceding saved plan when available. Save or discard before switching stays. After saving, Rooming list opens a preview showing the stay and included columns: property, arrival/departure, room label, category, room-number status, capacity and names. Choose Download rooming CSV after reviewing it for the intended recipient. Passport, birthday, contact, guardian, payment and internal preference details are excluded.
Individual planning assignments are separate from the booking room numbers. Moving someone in the planner does not move their booking or change their payer, invoice, package price or payment schedule.
When all spots are filled, a waitlist form automatically appears on the public booking page so interested travelers can add themselves without bothering you. You see all waitlist entries here and can promote a waitlisted traveler to a booking if a spot opens up (e.g., someone cancels).
Pick one itinerary to share with every traveler in the group. Go to Group Trips → your group → Itinerary and click Use This next to the itinerary you want. Every traveler in the group sees it in their portal and in the mobile app, layered on top of their own trip itinerary — group dinners and sea-day events from the shared plan, their own flights and hotel from their trip, merged into one day-by-day view. Add something to the shared itinerary and it appears for everyone. See Shared Itineraries for how the two layers work and which one the builder is editing.
Published itineraries are usually the best choice — drafts are still being edited. If you don't have an itinerary yet:
You do not need any clients or bookings to build and publish a group itinerary. This is the normal way to set up a cruise or tour — build the booking page, build the shared itinerary, publish it, and let travelers see the day-by-day plan before anyone has booked. A booking page's trip deliberately has no client attached, and publishing works anyway. (If you hit "This itinerary has no client" on a group itinerary, that was a bug, fixed 2026-08-08 — reload and try again.)
Send messages to the whole group from the Messages section at the bottom of the group detail page:
All messages and notes are logged in order so your whole team stays on the same page.
Use "Travelers book online from a link" for the fastest setup. From the Group Trips page, click New group and choose it under How will people book? — it creates the group, trip, and booking page in one step.
Name packages clearly. "Ocean View King — Deck 7" beats "Option 1." Travelers share these names with each other.
Set inventory to match your supplier hold. If the resort gave you 15 rooms, set Available Spots to 15. This prevents awkward "sorry, we're actually full" conversations.
Attach passport forms at booking time. Travelers are 3x more likely to fill out forms during the booking flow than when you chase them later.
Include a personal intro message. A warm "Hey everyone! So excited for this trip..." converts better than a generic description.
Share the link everywhere. Text it, email it, post it in the Facebook group, pin it in the WhatsApp chat. The easier it is to find, the faster people book.
Check your dashboard weekly. Send payment reminders to anyone falling behind, and form reminders to anyone who skipped the paperwork.
Double-check your child age cutoff against the supplier. A one-year difference (under 12 vs. under 13) can mean a meaningful price delta — confirm before you publish.
Sometimes one of your travelers wants to see who else has booked — a bride organizing a destination wedding, a team captain, a reunion coordinator, or a band director and their chaperone on a student trip. Normally only you (the agent) see the group roster. Roster sharing lets you give one or more travelers a read-only view of the party, without exposing anyone's private details.
It's off by default — nothing changes for your existing groups unless you turn it on.
To turn it on:
What the lead sees: each booker's name, party size, room/cabin, and a status pill — Booked, Deposit paid, or Paid in full. They never see dollar amounts, invoices, or card details — and they don't see contact info unless you turned that on.
Two places it shows up:
On the roster, each lead sees their own booking marked (You) and any other leads marked (Group lead), so a chaperone knows who the director is.
To stop sharing with one person: remove them from Group leads. Their link stops working right away; the other leads keep access. If you add them back later, they get a brand-new link — send them the new one, because the old link stays dead.
To stop sharing with everyone: flip Share roster with group leads back off. Every lead's link stops working and the portal cards disappear immediately.
Every lead needs a booking in the group. A lead who isn't traveling (and so has no booking) isn't supported yet.
Should I use a group booking page for a regular 1-on-1 client? No. A standard proposal — created from Proposals or a trip's Proposal tab — gives a cleaner accept/decline experience for an individual client. Group booking pages are for multiple travelers who book independently. The two are chosen at creation time and you can't convert one into the other, so start from the right place: Group Trips for a group, Proposals for one client.
If one traveler picks a package, is it gone for everyone else? No. Every traveler books independently, and each booking creates its own trip and invoice. A package is only limited if you set Available Spots on it — leave that blank and any number of travelers can choose the same package. The same is true of Max Travelers (whole group) and Max Party Size Per Booking (one reservation): all are optional and blank by default.
What happens when a package sells out? It shows "Sold Out" on the booking page and no one can select it. If more spots open up (e.g., you negotiate additional rooms), just increase the Available Spots number in the proposal editor.
Can I add more packages after people have started booking? Yes. Add new options in the proposal editor — they'll appear on the booking page immediately. Existing bookings are not affected.
Can travelers change their package after booking? Not directly. They should contact you, and you can manage changes from the group dashboard (cancel the old booking, have them rebook).
What if a traveler needs to cancel? You can update their booking status to "Cancelled" from the group dashboard. Their inventory spot is released automatically.
Does the booking page collect a card? Yes — a card authorization, automatically. On the Payment step the traveler chooses deposit or pay-in-full, and checkout creates a card authorization for that amount (plus the insurance premium if you collect it at booking) and hands them straight to the secure card page. Every traveler also gets their own invoice.
What JourneyFuse does not do is charge the card by itself. You get an email on each due date prompting you to run the charge, and you update the payment status on the group dashboard. Turn the card step off entirely by switching Who pays? to Company — master bill. See Card Authorizations for the full card-on-file flow.
My travelers need different quotes — different states, different components. Can one group page do that? Partly, and usually enough. You can't publish a different price to one named traveler than to another — everyone sees the same package list. But what each person pays varies plenty: by package, cabin, party size and occupancy, adult/child/teen mix, add-ons, dates, and payment plan. Three tools cover the rest:
If almost every traveler needs genuinely bespoke numbers, individual proposals per household are the cleaner tool. Reach for the group page when most people are choosing from a common menu.
Can travelers see who else booked? Not by default — the roster is yours alone. If you want one traveler (e.g. the bride or a group organizer) to see the party, use roster sharing: designate them as the group lead and turn sharing on. They'll see names, party sizes, rooms, and booked/paid status — never amounts, and contact info only if you opt in. See Sharing the roster with a group lead above.
Can multiple agents in my agency use the same group booking? Yes. Any agent in your workspace can view and manage the group dashboard. The proposal is tied to the workspace, not an individual agent.
Can I mix pricing modes across packages in the same group booking? Yes. Each package has its own independent pricing mode. You could have one package as Flat (e.g., a basic cabin) and another as Adult/Child (e.g., a family suite with age-tiered pricing) — travelers just see the relevant pricing for whichever package they select.
What if my rate card dates don't cover every night in a traveler's stay? A warning will appear in the package editor if there are gaps in your rate card coverage. Fill in all date ranges to ensure accurate totals for travelers.
I have a cruise with 6 cabin types and double/triple/quad pricing on each — do I need 18 option cards? No. Create one option card per cabin type (6 total), then add occupancy tiers to each one. Each option card holds all the occupancy variants — travelers see "Interior Cabin · $849–$1,299/person" and the rate adjusts automatically when they enter their party size.
Can travelers pick their own cabin on a group page, with different cabins priced differently? Yes. Set the package's Pricing Mode to Room Blocks, turn on "Let travelers choose a cabin," and add one block per cabin category (each with its own guest count, price, and optional per-cabin deposit). On the booking page the traveler gets a "Choose your cabin" picker, the total updates to whichever cabin they select, and they can't continue until they've chosen one. The cabin they booked shows on your group roster. This is the simplest way to sell mixed-occupancy cabins (e.g. a 2-guest Interior next to a 4-guest Quad) on a single self-service link without making each cabin its own package.
Can I use occupancy tiers with Adult/Child pricing? Not in the same package — occupancy tiers are only available on Flat pricing mode. If you need both age-based and occupancy-based pricing, create separate packages for each combination, or use Flat + occupancy tiers and note in the description that children under a certain age travel free (or at a discounted rate that you handle separately).
What happens if a group of 5 books a package that only has tiers up to 4 guests? The system silently applies the largest defined tier (4-person rate). No error is shown to the traveler. If you want to prevent parties larger than a certain size, set the Available Spots field or add a note in the package description.
Your command center for every trip — create, track, and manage from first inquiry to final payment.
Create stunning day-by-day itineraries your clients will love — with drag-and-drop blocks, image carousels, and a reusable template library.
The overview of Groups — coordinate multiple travelers under one record with a roster, shared itineraries, messaging, and an optional self-service booking page.