Managing Trips

The Trips page is where you live. It's the command center for every trip in your workspace — from the family who just inquired about Hawaii to the honeymoon couple who's mid-flight right now. Every trip, every status, every deadline, all in one place.

Viewing Your Trips

Navigate to Trips in the sidebar. You'll see two view modes — pick whichever fits your brain:

Cards View — visual cards that show you the important stuff at a glance:

• Destination and client name
• Travel dates and traveler count
• Booking confirmations and payment status
• A departure countdown badge so you never miss a deadline sneaking up on you

Table View — a flat, sortable list for when you've got 50+ trips and need to scan fast. Table view also lets you select multiple trips for bulk deletion when it's time to clean house.

Toggle between views with the Cards / Table tabs in the top right.

Searching and Filtering

The search bar finds trips by name, destination, or client name. The status dropdown lets you filter by where trips are in the pipeline.

Once you've tagged at least one trip, a tag filter appears alongside status (see Tagging trips below).

Running a team? You'll also see:

• Agent filter — narrow trips to a specific agent on your team
• My View / Agency View toggle — switch between seeing just your trips or the entire team's book of business

Hit Clear all to reset every filter at once.

Tagging Trips

Statuses are fixed, and two of them move on their own: recording a deposit or a final payment advances a trip to Booked or Paid, and departure and return dates move it to Traveling and Completed. That keeps the pipeline honest, but it means status can't double as your own to-do system.

Tags are where your own workflow lives. Name them whatever you actually say out loud — Follow up, Waiting on client, Insurance pending, Air not ticketed, Docs sent — and use as many as you like.

• Add them from the trips list or the trip itself. The tag icon on any trip card (or in the Tags column in table view), or Tags in the banner at the top of a trip, opens the picker. Type a name in New tag name and click + to create one, then tick it to put it on the trip.
• They show on every trip row, so you can scan the list and see who's waiting on what without opening anything.
• Filter by one from the Filters panel to get a working list for the afternoon.
• A trip can carry several at once, which is the real difference from status. A trip can be waiting on air and missing insurance at the same time.
• Tags can trigger automations. If an automation is set to enroll on a tag, adding that tag to a trip starts it, and the tasks and emails come with it.

Tags are shared across your workspace, so pick names your whole team will read the same way.

Trip Stages and Hints

Some workflow steps are one-at-a-time rather than several-at-once: a trip is either In research, Waiting on client or Under watch, never two of those. That's what trip stages are for.

• Owners and admins set up the list in Settings → Trip Stages. Add a stage, pick a color, and reorder with the arrows. Until the first stage exists, nothing about stages appears anywhere, so a solo advisor who doesn't want this never sees it.
• Set a stage on any trip you can edit. Click the dashed Set stage chip next to the status on the trip page, on a trip card, or in the Stage column in table view.
• Stages work before anything is booked, too. Every proposal lives on a trip, so a stage like In research or Waiting on client set while you build the proposal stays with it through booking. The same chip shows under each proposal's status on the Proposals list and under the status badge in the proposal builder's sidebar, and the Proposals list has its own stage filter.
• Filter by stage from the Filters panel, including No stage to find trips nobody has sorted yet.
• Use the Board view on the Trips page to see open trips (Lead, Planning, Booked, Paid) in a column per stage. Drag a trip to another column to change its stage. The Board tab appears once your agency has at least one stage, and it shows the trips on the current page of your list.
• A stage never changes the status, sends nothing to your client, and doesn't start automations. It's a label for your team only, and clients never see it.
• Removing a stage asks where its trips should go: another stage, or no stage.

JourneyFuse also adds two hints beside the status on its own, so you don't have to track them by hand:

Hints disappear by themselves once the deposit comes in or a booking is added. They're for your team only.

Trip Statuses

Every trip moves through six stages, plus one exit. Think of it as a pipeline — each status tells you (and your team) exactly where things stand:

Cancelled/Lost is the seventh status and it sits outside the pipeline, because it isn't a stage a trip passes through — it's where a trip goes when it stops. It's also the answer to "how do I archive a trip": see Archiving a trip below.

Change a trip's status from the status pipeline at the top of any trip detail page — just click the stage you want to move to. No save button. Click and done.

The pipeline only moves forward, so use Edit trip → Status to move a trip back a stage (or to set Cancelled/Lost from the same place you set everything else).

Changing a status never emails your client on its own. When you move a trip to Paid or Traveling in Edit trip, a tick below the status offers to send them a short "Payment Confirmed" or "Bon Voyage!" note. It starts unticked, so the client hears about it only if you tick it. It isn't offered when the client has no email address or the trip's Automations switch is off.

Archiving a Trip

There's no separate "archive" — Cancelled/Lost is it. Setting it takes the trip out of Active & Upcoming immediately while keeping the trip, its bookings, invoices, documents and history exactly as they are. Nothing is deleted, and it's reversible.

Three ways to set it, depending on how many trips you're clearing:

• One trip, from the trip itself. Open the trip. At the bottom right of the status bar across the top of the page there's a Mark as Cancelled/Lost link.
• One trip, from Edit. Open the trip's Edit button (pencil icon) and pick Cancelled/Lost in the Status row, to the right of the six pipeline stages.
• Several at once. On the Trips page, switch to Table view, tick the trips you want, then use Change status and choose Cancelled/Lost.

To get one back: on the Trips page open Filters, set Status to Cancelled/Lost, open the trip, and click Reopen on the red banner at the top. That returns it to Lead, and you can move it forward from there.

If the trip actually happened, use Completed instead. Completed trips drop off Active & Upcoming on their own about a week after you close them, so you don't need to do anything else — the short delay is deliberate, so a trip you closed by mistake this morning doesn't vanish before you notice.

Completed too early? If a trip shows Completed but its travel dates are still ahead (for example, it was saved with last year's date and you fixed the year afterward), open the trip. Under the pipeline you'll see Marked Completed, but travel hasn't happened yet with a Move back to button. It returns the trip to Planning, Booked or Paid, depending on the payments recorded so far. Changing the dates alone doesn't move a trip out of Completed.

Creating a Trip

Two ways to get a trip started:

The Classic Way

Click New Trip on the Trips page. The three pills at the top of the form, Trip, Insurance policy and Activity, set what kind of record this is. Leave it on Trip for anything your client travels on. Insurance policy and Activity are for standalone sales you want to track and get paid on (an annual Allianz plan, a Viator excursion sold on its own) and they deliberately have no itinerary, proposal or group. Picked the wrong one? Open Edit on the record and switch the pill. Nothing is lost either way, an itinerary built on a trip stays saved and comes back when the record is a Trip again. Switching an existing trip to a policy or activity asks you to confirm first, because its Itinerary tab and Proposals (including Offer add-ons) are hidden while it is one. To add excursions or add-ons to a booked cruise, keep it a Trip and use Offer add-ons. If a record with a cruise, hotel, flight or package booking, an itinerary or a proposal is saved as a policy or activity, the top of its page says so and offers Switch to Trip.

Then fill in:

• Trip Name — "Johnson Anniversary — Santorini 2026" beats "Trip 47." Be descriptive.
• Client — search your client list or quick-add a new one right from the form
• Destination — start typing and geocoding suggests locations
• Dates — start date, end date, deposit due date, and final payment date. The final payment date is one date, wherever you change it: re-dating the Final Payment milestone in the Command Center, or a booking's own deadline on the Bookings tab, updates the trip's date, and the trip page, dashboard and payment reminders all follow. A date the supplier template guessed stays in step with the earliest deadline your bookings actually carry; a date you typed yourself is left alone. Bookings already marked paid in full never set it.
• Supplier Template — choose a category (Disney, Cruises, Resorts, Theme Parks & Adventures, Custom, Other) to pre-load relevant booking fields
• Notes — first impressions, client preferences, budget range, anything useful
• Hero Image — add a cover photo that shows on the trip card
• Internal Name (Details tab) — your own label for the trip, which clients never see. Type it, or click the Year, Month #, Month, Destination, Client and Trip Name buttons to build a format like {Year}{Month} | {Client} | {Trip Name}; the placeholders fill in when you save, and a preview under the field shows how it will read. It appears above the title on the trip card and under the name in the table, Sort by → By internal name orders the list by it, and the search box matches it.

Use the same format on every trip: open Settings → Agency & Branding → Defaults → Trip Naming and put your format there once. Every new trip then starts with it filled in (you can still change it on any trip), and trips you already named are left alone.

The Fast Way

Click AI Import, paste a booking confirmation email, and let JourneyFuse extract everything — supplier, dates, confirmation number, pricing, booking type. Review what it found, tweak if needed, and save. The trip and booking are created in one shot.

You can also create a trip from a lead. When you convert a lead, JourneyFuse creates the client record automatically — then you create a trip and assign it.

The Trip Detail Page

Click any trip to open its detail page. Everything about the trip lives here, organized into tabs:

Overview

This is the tab you'll use most. It has:

• Trip info — destination, dates, pricing, assigned agent
• Status pipeline — click to advance the trip through stages
• Travelers — household members attached to this trip. On international trips, a Docs for this trip bar counts everyone's passports as ready, too soon, expired, or missing against the departure date (the six-month validity rule) — click a count to filter the party, or click a traveler's warning badge to open them with the passport scanner ready
• Tasks — pre-trip to-dos like "collect passport copies" or "send final payment reminder" (see Trip Tasks)
• Notes — internal notes with timestamps, visible to your team but not clients
• Documents — upload and manage trip-related files

Other Tabs

Editing and Reassigning

Click the Edit button (pencil icon) to update trip details — name, destination, dates, pricing, or client assignment. When you move a trip's start date and it already has an itinerary, you're asked whether to move the itinerary's days along with it (see Itinerary Builder). Admins and agency owners can also reassign trips to different agents, handy when someone goes on vacation or a client relationship shifts.

Tips for Trip Management

1. Update statuses religiously. Your Trips page is only as useful as the data in it. When the deposit hits, move it to "Booked." When they're traveling, move it to "Traveling." Your future self (and your team) will thank you.

2. Use the departure countdown. Sort by upcoming departures in Cards view. If a trip is 30 days out and still in "Planning" status, something needs attention.

3. Set deposit and final payment dates when creating the trip. These dates power payment reminder automations. Skip them and you're back to manually tracking deadlines.

4. Use AI Import for speed. When a booking confirmation lands in your inbox, don't retype it. Paste it into AI Import and let the system do the data entry.

5. Add travelers early. Attaching household members to the trip means their info is ready when you need it for bookings, forms, and invoices.

6. Keep notes conversational. "Client mentioned wanting a room away from the elevator — has a light sleeper in the family" is the kind of note that saves a trip six months from now.

7. Clean up finished trips. Once a trip is done and commissions are reconciled, mark it Completed — it drops off your active views a week later. For a trip that never happened, use Cancelled/Lost, which takes it out straight away. Either way nothing is deleted. See Archiving a trip.

FAQ

Can I delete a trip? Yes. Open the trip's action menu (three-dot icon) and select Delete. This permanently removes the trip and all associated bookings, invoices, and data. There's no undo, so be sure.

How do I mark a trip as Booked? Move it to the Booked stage — that's the one that means the client has committed and you've booked it. If you've come from TravelJoy, TESS or Tern, this is the stage their "Booked" maps to. Recording a deposit moves a trip there on its own, so if the money is already logged the trip is likely there already. Your client sees this stage worded as "Deposit Paid" in their portal.

Can I move a trip backward in the status pipeline? Yes, but not from the pipeline itself — it only moves forward. Open the trip's Edit button (pencil icon) and pick the earlier stage in the Status row. If a client's payment bounces and you need to go from Paid back to Booked, that's where to do it.

Can I archive a trip? Yes. Set it to Cancelled/Lost and it leaves your active list without deleting anything, and you can bring it back at any time. Full steps in Archiving a trip.

What's the difference between creating a trip and creating a proposal? Creating a proposal also creates a trip behind the scenes. If you're building a proposal for a client, start there — you'll get both. If you're just logging a trip that's already booked (no proposal needed), create the trip directly.

Can multiple agents work on the same trip? A trip is assigned to one agent, but any agent in the workspace can view it when using Agency View. Admins can reassign trips between agents as needed.

What are supplier workflows? When creating a trip, you can pick a supplier workflow category (Disney, Cruises, Resorts, etc.) that pre-configures the trip for that type of travel. It's optional — you can always use "Custom" or "Other."