Reservation Tracker

Open a trip and choose Bookings → Reservation Tracker (Customer View). The tracker brings linked advisor bookings and customer-added restaurants, tours and activities into a day-by-day list.

A tracker reservation records a plan or a reservation you have arranged. It does not book the venue, take payment or create commission. Financial booking details remain in Advisor Bookings.

Find a reservation

Use All, Confirmed, To book, Requested, No reservation needed, Consider or Cancelled to filter the list. Advisor and personal traveler views also have a separate High priority only filter. Pending times are labeled as targets and times use the destination’s local time.

Cards is the default view. Choose Table for compact rows with the same reservation details, photos and available actions. On phones, table rows stack into a compact list. The family page also lets you search by reservation name, location, confirmation or contributor.

Expand Details to see notes, confirmation numbers, the shared photo and available confirmation documents. Source labels distinguish Managed by advisor from Added by customer.

When you have asked for a table or tickets and are waiting to hear back (an email to the restaurant, a request form), choose Requested. It no longer counts as To book, so nobody sends a second request, and the summary shows how many are waiting. When the confirmation arrives, add it and the reservation becomes Confirmed. A requested reservation with a Booking reminder date stays in When bookings open, so you can still book online on the day if the reply never comes.

For walk-ins, sightseeing and flexible stops, choose No reservation needed. These plans do not count as To book, offer a confirmation action or show a booking reminder. Their optional time is labeled Planned. Use this status for plans without a linked financial booking.

Record a confirmation

Select Mark as confirmed or the empty confirmation circle beside an unconfirmed reservation. Review the date, confirmed local time and guest count against the supplier confirmation. The prefilled time may have been a target, so check it before saving.

Choose Time not provided if the supplier has not given a time. A confirmation number and a PDF or image attachment are optional. Select Save as confirmed to record the result. A confirmed circle does not switch the reservation back to pending; use the reservation’s edit controls to change its status deliberately.

Confirmation documents support PDF, JPG, PNG and WebP files up to 4 MB. A document added through quick confirmation stays private until shared. Advisors can manage document sharing in the reservation editor. Travelers can choose family access when using their reservation’s separate attachment form.

Photos and itinerary visibility

In the advisor reservation editor, use the photo picker to search for a photo or change the current photo. Save a new reservation before uploading your own image. The selected photo is shared with the reservation’s itinerary entry.

Photos from the linked itinerary item also appear in the reservation gallery. Click the thumbnails at the bottom-right of a card, or the Photos control in table view, to browse them. Reservations without photos do not show a gallery. Confirmation attachments remain separate and keep their existing sharing settings.

The family page uses the trip’s saved cover image. View itinerary appears when the trip has a single published primary itinerary; the itinerary keeps its own password protection.

Adding a booking to the tracker does not put it on the itinerary or take it off. An advisor booking is already on the trip's itinerary, and the client sees that itinerary once it is published: open the itinerary and use Publish on the draft banner, or Share → Published. A draft itinerary shows the client nothing at all, whatever each booking is set to.

Show on itinerary defaults to on. Dated reservations can appear as pending plans before they are confirmed. Turn this setting off to hide the itinerary entry while preserving its details. It is independent of cancellation and of Show on the family reservations page. Hiding a reservation from the family tracker does not automatically hide it from the itinerary.

Reservations and the itinerary stay in step

A reservation and its itinerary stop share their details, and an edit on either side updates the other:

• Change a reservation's date, time, name, address, notes or confirmation number, on the tracker or on the family page, and its itinerary stop updates.
• Move a stop to another day in the itinerary builder, or change its time, name, address, notes or confirmation number, and the reservation updates too, so the family page and the cost split show the same thing.
• Reordering stops within a day or changing a stop's photo leaves the reservation alone.

On the family page, a reservation's address opens in Maps when tapped, and Directions uses the stop's map pin. Add an address to every reservation you can, so nobody is left searching for the meeting point on the day.

Times in reservation lists use AM/PM and remain local to each destination.

Share the tracker

Choose Share tracker, enable the family link and select View only or Can contribute, then save the sharing settings. Copy the resulting link to share it yourself. You can add a password and choose whether prices and paid amounts appear. Changing a password replaces the old link. Turn sharing off and save to revoke access through the current link.

View only lets family browse plans. Can contribute asks visitors for their name when they first add a reservation, then remembers editing access on that device. Contributors can manage only their own reservations; typing the same name on another device does not grant access. Advisor bookings and other travelers’ entries remain protected. Switching to View only, changing the password, or revoking the link removes contributor access.

Only reservations and confirmation documents explicitly shared with family appear there. Advisor-only financial fields and personal invitation links are not included.

Sending it by text

The family page is built for phones. A long trip opens as a list grouped by day: each row shows the full reservation name, its time, whether it still needs booking, and the confirmation number, which anyone can tap to copy. Tap a row for directions, notes, files and the calendar button.

When you paste the link into a text message, the preview shows the trip name, its dates, how many reservations are booked and how many are left to book, and the trip photo. A password-protected link previews without those details. Anyone on the page can tap Share under the trip photo to forward the link from their phone.

When bookings open

Some restaurants and tickets only release seats a set time ahead: 15 days, 30 days, or two days before. Set a reservation's Booking reminder date (under More details) to the day it opens. The family page then lists every upcoming opening in a When bookings open card near the top, soonest first, with how many days are left, and the reservation's own row says Opens Oct 15 instead of To book. On the day, it changes to Booking open now. Reservations that are already booked, or whose date has passed, drop off the list.

On a Can edit everything link, each reservation still to book has a Booked it? Add confirmation button. It opens one short form for the confirmation number and a screenshot, photo or PDF of the confirmation email. Mark booked saves it for everyone. When cost splitting is on, the same form also asks what it cost and which family paid.

Let travelers add their own plans

Travelers often book a dinner, a snorkel tour or a spa morning themselves. Invite them to put those on the itinerary so everything lives in one place.

1. Open the trip's itinerary and go to At a glance.
2. On Let your travelers add their own plans, choose Invite travelers.
3. Everyone on the trip with an email address is ticked. Untick anyone you want to leave out, edit the note if you like, and check the email preview.
4. Choose Send. Each traveler gets their own branded email with an Add a plan button. No login needed.

Prefer to text it? Choose the copy icon next to a traveler to get their personal link instead. Sending or copying again makes a fresh link, and the old one stops working.

What the traveler sees. The link opens a short form built for a phone. They can paste the confirmation email, or a screenshot of it, and the form fills itself in. Or they tap a type (Dinner, Tour, Spa, Transfer, Tickets, Other), pick the day and add the time. When they save, the plan lands on the right day of the itinerary marked Booked by with their name, so it's clear your agency didn't arrange it.

What you see. Once invites are out, the card on At a glance becomes Traveler plans. It shows who opened their link and how many plans each person added. On a cruise, a plan timed after all-aboard, or before the ship arrives in port, shows a warning on the card and on that day in the builder. Only you see the warning. The traveler's itinerary does not.

Invite a traveler from the tracker

Choose Invite traveler, enter a traveler’s name and create their personal invitation. Copy the link when it appears and share it directly with that traveler. This route does not send an email; use Invite travelers on the itinerary to email it.

A personal link lets its holder add and edit their own reservations, review confirmation details and attach documents. It does not let them edit advisor bookings or another traveler’s reservations. Keep personal links private. Use the ordinary view-only tracker link for everyone else, and revoke personal access from the invitation controls when needed.

Add a reservation

Enter the name, status, date, local time and guests first. Expand More details for time zone, priority, location, booking reference, payment information, photo and visibility settings. If an empty tracker belongs to a trip with existing bookings, choose Add from existing bookings to link them without recreating the services.

Split costs between families

Traveling with another family? Turn on Let families split costs in Share tracker, and the family page gets a Split view that works out who owes whom.

Each reservation card also shows its split in one line, such as $163.80 · Petersons paid · Streveys owe $77.22, Each paid their own or Cost not split yet. On an editable link, tap that line, the Split button on the card, or Cost & split in Edit to change what it cost, who paid and how it splits, without leaving the reservation. This is the quickest way to swap an estimate for the real card charge.

1. Add each family with its number of adults and kids. For example, Petersons: 2 adults, 3 kids and Strveys: 2 adults, 2 kids.
2. Tap a reservation and pick who paid it. Then choose how it splits:
   • Per person: by headcount, so a $900 dinner splits $500 / $400 between five and four people.
   • Adult / child price: enter the price per adult and per child. Each family pays for its own people, and the total fills itself in.
   • Even split: equal shares per family, such as 50/50.
   • Payer only: the family that paid keeps the whole cost.
   • Each paid their own: pick this under Paid by when every family bought its own share, like 5 tickets and 4 tickets. It shows in the list and never creates a debt.
3. Use Who's going when only some people take part. Set the adults and kids per family for that one reservation.

The Settle up card at the top nets everything into the fewest payments, such as Strveys → Petersons $390.00. It also shows what each family paid, its share, and what it gets back or owes.

When one family pays another back, tap Mark paid on that line. The amount fills in for you, and you can change it for a partial payment and add a note like "Venmo". The payment appears with a check mark under Paid back, and the balance drops. Once everything is paid, the card reads All square. Use Record a payment for any other payback, and the trash icon to undo one that was marked by mistake.

The Split view sorts everything into three groups so a long trip stays manageable:

• Needs a split: tap a family's name on the row to say who paid. If the amount isn't known yet, a short form opens to enter it.
• Split: finished items, each showing who paid and each family's share.
• Not shared: tap Not shared on things like flights that each family handles alone. They fold away at the bottom.

Use Add expense for shared costs that aren't a reservation, such as groceries, gas or a ride. Switch to By family to see one card per family listing what it is paying for, its share, and what it owes or gets back. Send summary opens your phone's share sheet so you can text the whole result to the other family. On a computer it copies the text instead.

With splitting on, a Who owes what card sits at the top of the family page, showing who owes whom and how much. Tap it to open the Split view.

Only people with Can edit everything access can change the split. Families type in the amounts themselves, so the split never shows or changes your booking prices and payments, even when Show reservation prices is off.