Last updated October 10, 2026
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.
The approval link opens a quote, not a booking page: 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. The booking parts are left off: there is no price summary on the side, no traveler count, no room or date choices.
| The approver can | The approver cannot |
|---|---|
| Read every price in the grid | Book a spot, check out or pay |
| Choose the group size they expect, like 40-49 paying participants | Fill in traveler details or forms |
| See the payment plan families will be asked for | Change anything on the page |
| Approve the quote, with their name, title and a confirmation tick | |
| Ask for changes, with a note saying what to change |
A banner at the top tells them they are reviewing it for approval, and its Approve or request changes link jumps to the short form at the bottom of the page. Typing their name and ticking the box serves as their signature.
When the grid has more than one group size, the approver picks the one they expect before they approve: "we think 40-49 will go". They can click a column in the price table or one of the group-size buttons in the form; the chosen column is highlighted in the table. Approving needs a group size. Asking for changes does not.
Under the group-size choice, the page states the payment plan you set on the group page, for example: If you approve, families pay $100 per person at booking, then the balance monthly on the 1st through 60 days before travel. A worked example follows for one traveler in the cheapest room at the chosen group size, with the number of payments, about how much each is, and the dates for someone booking today. It is read only, and families book on exactly that plan.
They get a short email from you with the trip name, dates, your note and a Review and approve button. Their name and email are already filled in on the approval form when they open it, and the card shows who it was emailed to.
Prefer to send it yourself? Click Copy a link instead and paste it into your own email. The page does not have to be published first. If your agency has a custom domain, the link uses it.
You get a notification and an email the moment they decide. The Send for approval card in the editor then shows:
The group size they chose is recorded with the approval; it does not change your grid. If it is not already the column marked current, set it as current in the grid before you open registration, so families are priced at that size.
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.
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 Email it to someone else, Copy approval link to send it yourself, or Turn off to stop it working. Anyone who opens a turned-off link sees a message saying so.
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 PDF prints the full price grid, per person by room and group size, and describes the payment plan per person. It prints no single trip total, because a group quote has none.
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:
When any row is set, families are asked Who are you signing up? 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.
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 The group 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.
This is part of JourneyFuse’s travel proposal software: branded proposals clients can review, choose from and pay on.
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