Sending a Group Quote for Approval

Many group trips need a yes before anyone books. A band director approves the trip and the price per student, then the families sign up. A club leader or a wedding couple signs off on the package before the link goes to their guests.

Send for approval gives that person a link to your group booking page with its full pricing and exactly two choices: approve it, or ask for changes. They cannot book or pay, and nothing they do opens the page to families. You decide when to publish and share it.

What the approver sees

The approval link opens your group booking page exactly as families will see it: the trip story, the itinerary, what is included and not included, and the group package grid with the price per traveler for each room type at each group size.

A banner at the top tells them they are reviewing it for approval, and the Approve or request changes button jumps to the short form at the bottom of the page. Typing their name and ticking the box serves as their signature.

Send it

1. Build the group page as usual, including the price grid. The Group Costing Sheet can fill the grid in from your hotel, coach, meal and activity costs.
2. Open Preview & publish in the group page editor.
3. Under Send for approval, click Create approval link. The link is copied for you.
4. Email it to the person who approves the trip.

The page does not have to be published first. If your agency has a custom domain, the link uses it.

When they answer

You get a notification and an email the moment they decide. The Send for approval card in the editor then shows:

• Approved by Ms. Smith, Band Director, on Oct 6, 2026, with any note they left, or
• Changes requested by Ms. Smith, with their note.

When they approve, the prices they saw are saved with their approval. If you change a price afterwards, the card warns Prices changed since they approved, so you know to send it again before families see different numbers. Switching which group size is current does not count as a change, since that is the normal next step once the group's size is known.

Asking again

Click Send for approval again to create a fresh link, for example after you make their requested changes or update a price. Earlier answers stay on record.

While a link is waiting for an answer, you can Copy approval link to send it again, or Turn off to stop it working. Anyone who opens a turned-off link sees a message saying so.

After approval

Once they approve, the Send for approval card shows Open family registration. Click it to publish the page, then share the client link with families. Approval does not publish anything by itself, so you stay in control of when families can book. Until you open registration, families cannot see the page.

The approver can click Download this quote as a PDF on their page to keep a copy, or to pass it to administrators who will not open the link. The page they see is a quote: it asks them nothing about travelers or rooms.

Students and chaperones

On a school trip, students and chaperones usually pay from different rows: every student in a quad, chaperones in a double or a single. In the price grid, each room row has a Who books this setting:

• Anyone books this (the default)
• Students only
• Chaperones only

When any row is set, families are asked Who are you registering? first and see only that role's rooms. If a role has one room, like every student in a quad, it is picked for them. The grid on the page labels each row Students or Chaperones, and the "From" price is the cheapest student room.

No seat counts on a grid page

A page priced by one grid takes its group size from the grid's traveler ranges, so it shows no "spots left" count, and the Seats field in Group setup becomes a note. The package also needs no name: the page shows the grid, not "Package 1".

For someone who should only look, like a principal or a school board, use the view-only review link instead. It has no approve button.