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.

Set one destination on many trips. Select trips in table view and click Destination in the bar that appears. Type the place once, for example the resort all 30 guests of a destination wedding are going to, and it lands on every selected trip. By default it only fills trips that don't have a destination yet, so a select-all never overwrites one you typed. Untick Only trips without a destination yet to replace them all. The destination shows on each trip and fills {{destination}} in your client emails.

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

Status tabs

The row of tabs above the search box takes you straight to one step of the trip's life: All, Leads, Planning, Booked, Traveling, Completed and Archived. The number beside each tab is how many of your trips sit there.

• Booked holds trips with the Booked and the Paid badge.
• Archived holds everything that's done, one way or another: Completed trips plus Cancelled/Lost ones.
• Picking a status tab looks across All dates, so past and finished trips show up too. You can still narrow it with Active & Upcoming, Current or Recent next to the search box.
• All puts the page back the way it opens: every status, Active & Upcoming.

The tabs work in both Cards and Table view, alongside search and Filters.

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.

Sorting

Open Filters and pick a Sort by: Recently updated, Recently created, Recently booked, By departure date, By status or By internal name.

Recently booked puts the newest sales first. It uses the date the trip was booked, not the day the trip was added to JourneyFuse, so imported trips land where they really belong. The date comes from the trip's earliest active booking (its booking date, or the day that booking was added if none was typed). A trip with nothing booked yet sits at the bottom.

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.
• Hand a trip to a teammate when it reaches a stage. Edit a stage and pick someone under When a trip moves here, give a task to. Every time a trip moves into that stage, from the chip, the Board or the bulk bar, they get a task on that trip, a bell in the app and an email with a link straight to the trip. Set In research to hand off to your researcher, for example, and flipping the stage is the handoff. The task is named after the stage (or your own Task title) followed by the trip name. Moving a trip out and back while their task is still open doesn't create a second one, and moving many trips at once sends them one email listing all of them.
• 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 click the Archived tab, 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 closing it out cancelled its bookings, Reopen offers to restore them, commission included.

Cancelling a trip's bookings when you close it out

A booking keeps its own status when its trip is closed out, and your reports, goals and expected commission count every confirmed booking as a sale. So when you pick Cancelled, JourneyFuse lists the trip's live bookings, all ticked:

• Untick any booking that is still going ahead.
• Commission on each booking defaults to being written off, since a cancelled booking usually pays nothing. If the supplier has already paid it (a cancellation inside the penalty window often still pays), it defaults to Keep tracking instead. You can change either, or pick Keep part of the commission and enter the reduced amount the supplier will still pay.
• Payments are left alone. If the client paid, record any refund on the booking itself.
• The open invoice can be voided in the same step, but only when every booking on the trip is being cancelled.

Setting Cancelled/Lost from Edit trip asks the same questions when you save. Closing out several trips at once with Change status in Table view does not, so cancel those bookings from each trip's Bookings tab.

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 → Internal Name Format 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:

The bar at the top of the trip. A slim bar across the top of every trip names the client and the trip, and it stays in place as you scroll, so you always know which trip you're in. On the right it holds everything you can do to the trip from any tab:

• + Add opens one menu for everything that goes on this trip: a Booking (or Booking from a confirmation to import one), a Card request, a Payment you've received, a Task or a Document. Each one opens the same form you'd find on its tab.
• The icons next to it are Email client, Schedule a meeting, Tags, Share and Pin to sidebar. Hover over one to see its name.
• The ⋯ menu has the rest: edit the trip, change or attach the client, reassign it, add it to a group, duplicate, merge, close out or delete it.
• Itinerary on the far right opens the itinerary builder and shows whether it's Live or still a Draft.

On a phone the bar keeps + Add, ⋯ and Itinerary, and the other icons sit on the trip's cover photo instead. As you scroll down, the trip's tabs pin just under the bar.

Where they're staying, at a glance. When a trip has one hotel or resort booking (an all-inclusive stay, say), the header names it next to the destination, with a bed icon, so you can see where the client is staying without opening Bookings. It comes from the Property on the booking, so fixing the name there fixes the header. A trip with two or more hotels, or a cruise, doesn't show one, since a single name would only tell part of the story.

Overview

This is the tab you'll use most. It opens with two cards:

• Trip checklist — the five things every trip needs, with a count of how many are done. Each step shows a green check when it's done, an amber alert when something needs fixing, or an empty ring when it hasn't started. Click a step to go where it's fixed.
  1. Bookings priced — every active booking has a total price. Package components and bookings paid directly to the supplier don't need one.
  2. Commission — every commissionable booking has a commission, shown as "Commission on 3 of 5". Bookings marked Not commissionable don't count. Clicking it opens the first booking that's missing one.
  3. Final payment date — the trip has one, it's before the trip starts, and it hasn't passed while money is still owed. A date after the trip starts is almost always a typo in the year.
  4. Invoice sent — the trip has an invoice that isn't a draft or void. A trip with nothing to collect counts as done and says Nothing to collect: the client owes nothing and every booking is marked Paid in Full or Client pays on their own (say, a cruise your client paid the cruise line for directly). You don't need to send an invoice for it.
  5. Client approval — the client accepted the invoice's terms, or accepted a proposal.
• Needs you — only what's wrong right now, each with the one button that fixes it. Bookings with no commission ("Add commission") and a final payment date after the trip starts or already overdue ("Fix date") show up here too.

Below those you'll find:

• 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

The Bookings Tab

Each booking on a trip is a card that reads left to right:

• Date tab — the month, day and weekday the booking starts, with the supplier status underneath. The cap is green when the booking is confirmed, amber when it is pending and grey when it is not booked yet. Click the day to change the date, or the status to change it.
• The booking — the supplier, then labelled details: confirmation number, guests, what was booked, the time, and whether it came from a proposal. A booking with no confirmation number shows a dashed Add number chip; type the number there and the booking is marked confirmed.
• Price and commission — the price with where the client's money stands, over the commission you earn. Click either figure to edit it.

A line appears along the bottom of a card only when something needs attention: the client is overdue, or the supplier has a deposit or final payment date. Collect on that line lets you request a payment, add the booking to the draft invoice or log money you received.

Click a card to open it. The card grows to show a checklist (customer approval, supplier confirmation, payment due, documents) and four tabs: Details, Money, Documents and Travelers. Preview as client, beside the tabs, shows the booking the way your client sees it. Notes and History are in the ⋯ next to it. In the side panel the tabs stay pinned at the top while you scroll.

The Money tab answers three questions, each in its own block:

• The client pays: the price (click it to edit), what has been paid and what is still due, with a label saying which invoice the booking is on. An overdue amount sits in red with its Collect button beside it. Customer approval and the card on file are here too, with Open the invoice and See the trip's payment plan. A booking that is not on an invoice also shows Payment status, which you set by hand.
• You pay the supplier: the supplier's Deposit due and Final payment due dates. Click either to set it.
• You earn: the commission rate or amount (both editable), then the split as a sum, for example $420.00 − $126.00 agency keeps = $294.00 your share. Four steps show where the commission is: Expected, Submitted, Received and Paid to you. Mark received, Splits and the commission's documents are underneath.

In the side panel, the price, the payment state and Collect live only on the Money tab, so the panel's header shows just the booking, its dates and its checklist.

The top of the tab is a summary card. It shows how many bookings the trip has, what they add up to and the commission you earn. Under the figures, a bar splits the bookings into confirmed, waiting on supplier and not booked yet, with the count of each below it. Click a count to show only those bookings, and click it again to show everything. See paid and due on Payments takes you to the Payments tab. Add booking and the ⋯ menu sit at the top right of the card.

When something is still missing, a To finish row counts it: for example 16 need a price or rate, 7 need a confirmation # and 7 need a supplier. Each chip shows just the bookings it counts. Click it again to show everything.

2 don’t say how the client pays counts priced bookings that are on no payment plan and were never marked as paid another way, so it is unclear whether the client should be billed. Imported bookings are left out, since those are usually already paid. Click it to open How does the client pay?, a list with one dropdown per booking. Each answer saves as you pick it.

A trip with more than one booking opens as a list: one line per booking with its type, date, confirmation number, price, commission and an Invoice pill. Search, the All / Advisor / Customer switch and the sort sit in the list's own top row. Click a line to open that booking in a panel on the right. The list stays where it is, with the open booking highlighted. Click another line to move the panel to it, or step through with the arrows at the top of the panel (or the up and down arrow keys). Close it with × or Esc. A trip with a single booking opens as its card. Switch with Show as cards or Show as a list in the ⋯ menu beside Add booking; once you choose, that choice is remembered on that browser. Selecting bookings to combine and dragging to reorder are in the cards view.

The list is grouped by where each booking stands: Confirmed, Waiting on supplier, Not booked yet and Cancelled or replaced. Each heading shows the section's own price and commission totals. The last two start folded, with the first few names shown on the heading; click a heading to open or close it. A room or cabin group always stays together, in the section of its most advanced booking.

A booking that is missing something says so in one line under its name, for example Needs a supplier, a date and a price. Empty cells stay blank. A booking with no supplier yet is named for its type, such as Flight or Dining.

The Invoice pill says what the invoice says about that booking: Paid, an overdue amount, what is still due (for example $1,180.00 due), Not invoiced, On a draft invoice or Pays supplier. It is blank when there is nothing to say. Paid and due totals, and the gaps between bookings and the invoice, are on the Payments tab.

Money collected for the trip but not applied to a booking, such as park tickets billed as invoice lines, appears as a This trip line at the foot of the list, with Open on Payments.

Add booking holds everything that adds one: a booking proposal, an existing booking, and the imports (AI import, flight, cruise search and cruise paste). Trip proposals, Reset saved order to date and Mark all confirmed are in the ⋯ menu.

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."