Proposal Templates

If you sell the same kind of trip again and again, you shouldn't rebuild the same proposal every time. A proposal template captures everything about how your proposals are set up — and none of the things that belong to one client.

What a template saves

• Layout — itinerary-led, standard, package, and the rest
• Travel insurance setup — offered/required/optional, the explicit decline and its wording, plans and rates
• Add-ons — onboard credit, drink packages, prepaid gratuities, WiFi, with their pricing and "recommended" picks
• What to collect — passport details, dates of birth, emergency contacts, loyalty numbers, attached forms
• Deposit and payment schedule — deposit type and relative milestones like "60 days before travel"
• Terms — agency terms, supplier terms, and how acceptance is captured
• Options — your option structure, with each option's own add-ons and flights

What it never saves: client names, travel dates, prices tied to a specific sailing, or anything the client already responded to. Applying a template starts you configured, not pre-sold.

Save a proposal as a template

1. Open a proposal you're happy with in the proposal editor.
2. Choose Save as template and give it a name (for example, "RCCL 7-night standard").
3. On a team, admins also see Save for the whole agency, which shares the template with every advisor. Everyone else's templates are personal — visible only to you.

Start a proposal from a template

There are two places to start from one.

• On a trip. Open the trip, go to Overview, and expand Proposals. When you have templates, Create Proposal opens a short menu: Blank proposal, then your templates. Pick one and the new proposal opens in the editor, already configured and addressed to the trip's client.
• On the Proposals page. Create a new proposal as usual. If you have templates, a Start from a template section appears. Pick one and the new proposal comes out configured.

Either way, dates and prices stay blank for you to fill in for this client.

Add-on offer templates

An add-on offer saved as a template (for example, the excursions you offer on every Alaska sailing) is started from Offer add-ons on the trip, not from Create Proposal. Click Offer add-ons, then pick the template under From a template. The new offer comes with the saved add-ons, ready to adjust and send. Add-on offer templates don't appear on the Proposals page, because an add-on offer always belongs to a trip you've already booked. See Post-booking Add-on Offers.

Templates apply only to new, empty proposals. A proposal that already has options, or that has been sent, can't have a template applied over it — that protects work you've already done and terms a client may have already accepted.

Change a template

Templates are edited from a proposal, not from a form — the proposal editor is where all that setup lives. In the new proposal editor, Save as template is in the ⋯ menu at the top of the proposal, and the settings a template carries live in the Deposit & payments, Details & terms and Travel protection cards.

1. Open a proposal that is set up the way you now want the template to be. That can be one you built from the template and improved, or any other proposal.
2. Choose Save as template, then switch to Update existing.
3. Pick the template to overwrite, and choose Update template.

The template keeps its name and its usage count, and proposals you already built from it are untouched — applying a template copies its setup, it doesn't stay linked.

Admins see agency templates in that list too. A personal template never becomes an agency one by being updated, or the other way round.

Manage your templates

Go to Library → Templates → Proposals to rename or delete templates. Personal templates are yours alone; agency templates are managed by owners, admins, and anyone your agency has granted template management.

Tips

• Save one template per product you sell repeatedly, not one giant template — picking the right starting point beats un-configuring the wrong one.
• The usage counter shows which templates earn their keep. Delete the ones that don't.
• Improve a template as you go. When a proposal teaches you a better default, push it back with Update existing rather than starting a second template.