TripMaker User Guide¶
For Travel Agents¶
Welcome to TripMaker - your comprehensive tool for creating professional travel itineraries and quotations. This guide will walk you through every feature step by step.
Table of Contents¶
- Getting Started
- Creating a New Trip Project
- Working with Itineraries
- Adding Flights
- Adding Accommodations
- Adding Activities
- Managing Exclusions
- Cost Management and Pricing
- Generating Quotations
- Tips and Best Practices
- Converting Quotations to Bookings
1. Getting Started¶
Accessing TripMaker¶
- Log in to the administration portal
- Click on TripMaker in the main navigation menu
- You will see the TripMaker Dashboard - your central hub for managing all trip projects
Understanding the Dashboard¶
The dashboard shows KPI cards at the top summarizing your projects by status:
| KPI Card | Description |
|---|---|
| Total | All your trip projects |
| Active | Currently being worked on |
| Quoted | Quotation sent to client |
| Draft | Work in progress |
Below the KPIs, your projects display as cards. Each card shows:
- Card Title - Passenger last names (e.g., "Smith / Johnson")
- Destinations - Where the client is traveling (shown as badges)
- Travel Dates - Start and end dates of the trip
- Travelers - Number of people on the trip
- Holiday Type and Budget Tier
- Status - Current state of the project
- Edit Button - Pencil icon to modify project details
Use the search field to filter projects by traveler names or destinations in real time.
Project Status Types¶
| Status | Meaning |
|---|---|
| Draft | Work in progress - not yet sent to client |
| Active | Currently being worked on |
| Quoted | Quotation has been sent to the client |
| Closed | Project is complete (booked or declined) |
2. Creating a New Trip Project¶
Every trip starts with creating a project. A project holds all the information about your client's trip request.
Step-by-Step: Create a New Project¶
Step 1: Click the "New Trip Project" button on the dashboard
Step 2: Enter Traveler Information
- Set the Number of Travelers (1-20 people)
- For each traveler, specify:
- Full Name: Enter the traveler's full name (e.g., "John Smith")
- Age Range: Child (0-12), Teen (13-17), Adult (18-64), Senior (65+)
- Gender: Male, Female, or Other
Why this matters: - Names are used to identify the project - the card title shows passenger last names - Age ranges affect pricing for flights and activities - Some hotels and activities have age restrictions
Step 3: Select Holiday Type
Choose the type of holiday that best describes the trip:
- Adventure - Active trips with outdoor activities
- Leisure - Relaxation-focused vacations
- Cultural - History, museums, local experiences
- Luxury - High-end accommodations and services
- Beach - Coastal destinations and water activities
- Honeymoon - Romantic getaways for couples
- Family - Kid-friendly destinations and activities
- Business - Work trips with optional leisure time
Tip: The holiday type helps you remember the client's expectations when building the itinerary.
Step 4: Add Destinations
- Start typing a city name in the destination field
- Select from the autocomplete suggestions
- Click "Add" to add the destination
- Repeat for multiple destinations
- Destinations appear in travel order (you can reorder if needed)
Examples: - Single destination: "Bali, Indonesia" - Multi-city: "Paris, France" → "Rome, Italy" → "Barcelona, Spain"
Step 5: Set Travel Dates
- Select Start Date - when the trip begins
- Select End Date - when the trip ends
- The system calculates the number of nights automatically
Step 6: Choose Date Flexibility
How flexible is your client with dates?
| Option | Meaning |
|---|---|
| Fixed (±0 days) | Must travel on exact dates |
| ±1 day | Can shift by 1 day either direction |
| ±3 days | Can shift by up to 3 days |
| ±7 days | Flexible within a week |
Tip: More flexibility often means better flight prices!
Step 7: Click "Create Project"
You'll be taken to the Workspace where you'll build the itinerary.
2.5. Editing an Existing Project¶
You can modify project details at any time from the dashboard.
How to Edit a Project¶
- On the dashboard, find the project card you want to edit
- Click the pencil icon (edit button) in the card footer
- The Edit Project modal opens with all current information pre-filled
What You Can Edit¶
- Traveler Information: Change names, add/remove travelers, modify age ranges and genders
- Holiday Type: Update the trip category
- Destinations: Remove existing destinations (click X on badge) or add new ones (type and press Enter)
- Travel Dates: Adjust start and end dates
- Date Flexibility: Change the flexibility setting
Saving Changes¶
- Make your modifications in the edit modal
- Click "Save Changes"
- The modal closes and a success message appears
- The project card updates to reflect your changes
- If you changed passenger names, the card title updates with the new last names
Note: Editing project information does not affect any itineraries or components you've already added. Those remain unchanged.
3. Working with Itineraries¶
An itinerary is a complete trip plan. You can create multiple itineraries for the same project to give your client options.
Understanding the Project Hub¶
After clicking a project card on the dashboard, you enter the Project Hub — a single-page overview of your entire project.
Header: Project title (traveler last names), status badge, destinations, dates, traveler count
Itinerary Strip: Horizontal pills showing all itineraries. Click a pill to switch the view to that itinerary. The first itinerary is auto-selected.
Section Cards (2×2 grid): Four cards showing component summaries for the selected itinerary: - Flights — shows route lines (e.g., "DXB → DPS, EK, 15 Mar") with a count badge - Hotels — shows property names with city (e.g., "The Ritz-Carlton (Bali)") - Activities — shows date and name (e.g., "15 Mar — Temple Tour") - Exclusions — shows exclusion text as light-pink pills
Each card has a "Manage" button that navigates to the full sub-page for that section.
Cost Summary Sidebar: Shows base cost, margin, final price, and per-person price for the selected itinerary.
AI Brief Panel: AI-generated travel overview (see AI Brief section below).
Creating Multiple Itinerary Options¶
Want to offer your client a choice? Create multiple itineraries!
Step 1: In the sidebar, click "New Itinerary"
Step 2: Enter a descriptive name: - "Budget Option" - "Luxury Experience" - "Family-Friendly Route" - "Quick 5-Day Version"
Step 3: Click "Create"
The new itinerary opens as a blank slate. Now you can build a different version of the trip.
Switching Between Itineraries¶
Click a different pill in the itinerary strip to switch. When you switch: - Section cards refresh to show the new itinerary's components - Cost summary re-fetches - AI brief links update to reference the new itinerary - Each itinerary maintains its own flights, accommodations, activities, exclusions, and cost calculations
Deleting an Itinerary¶
- Switch to the itinerary you want to delete
- Click "Delete Itinerary"
- Confirm the deletion
Note: You cannot delete the last remaining itinerary. Every project needs at least one.
4. Adding Flights¶
Flights connect your client from their home to destinations and back.
Types of Flights¶
| Type | Description | Example |
|---|---|---|
| Outbound | Home to first destination | New York → Paris |
| Internal | Between destinations | Paris → Rome |
| Return | Last destination to home | Rome → New York |
Step-by-Step: Add an Outbound Flight¶
Step 1: Navigate to the Flights section in the sidebar
Step 2: Select flight type: "Outbound"
Step 3: Enter flight details: - Origin: Client's departure city/airport (e.g., "JFK" or "New York") - Destination: First destination (e.g., "CDG" or "Paris") - Date: Should match project start date - Cabin Class: Economy, Premium Economy, Business, or First Class
Step 4: Click "Search Flights"
Step 5: Review the results. Each flight card shows: - Departure and arrival times - Flight duration - Number of stops (Direct, 1 Stop, 2 Stops) - Airline name - Price per person
Step 6: Click "Add" on your preferred flight
Step 7: Add Airport Transport (optional but recommended)
A modal appears asking about ground transportation:
| Transport Type | When to Use |
|---|---|
| Private Transfer | Luxury service, direct to hotel |
| Shared Shuttle | Budget-friendly, may have stops |
| Taxi | Standard option, pay on arrival |
| None | Client arranges their own |
Enter the cost per person and any notes, then click "Confirm".
Step-by-Step: Add Internal Flights¶
For multi-destination trips, add flights between cities:
Step 1: Select flight type: "Internal"
Step 2: Enter: - Origin: Current city (e.g., "Paris") - Destination: Next city (e.g., "Rome") - Date: Day of travel between cities
Step 3: Search, select, and add transport as before
Step-by-Step: Add Return Flight¶
Step 1: Select flight type: "Return"
Step 2: The system suggests: - Origin: Last destination - Destination: Client's home city
Step 3: Select the return date (project end date)
Step 4: Search, select, and add transport
Viewing Your Flight Schedule¶
The Flights section displays all added flights in chronological order:
OUTBOUND
New York (JFK) → Paris (CDG)
June 15, 2025 | 7:00 PM - 8:30 AM (+1)
Air France AF007 | Business | 7h 30m
Transport: Private Transfer ($80/person)
Cost: $2,400/person
INTERNAL
Paris (CDG) → Rome (FCO)
June 19, 2025 | 10:00 AM - 12:15 PM
ITA Airways AZ123 | Economy | 2h 15m
Transport: Taxi ($40/person)
Cost: $180/person
RETURN
Rome (FCO) → New York (JFK)
June 23, 2025 | 11:00 AM - 3:30 PM
Delta DL456 | Business | 9h 30m
Transport: Private Transfer ($60/person)
Cost: $2,600/person
Removing a Flight¶
- Find the flight card in the list
- Click the "Remove" button
- Confirm the removal
5. Adding Accommodations¶
Hotels and accommodations are where your clients will stay each night.
Step-by-Step: Search for Accommodations¶
Step 1: Click "Manage" on the Hotels section card in the project hub (or navigate to the Hotels page)
Step 2: The search form auto-fills from your project: - City: First destination (resolved to supplier city code using best-match: exact → starts-with → first result) - Check-in / Check-out: From project travel dates - Adults: From traveler count (adults + seniors)
Step 3: Adjust if needed and click "Search"
Step 4: Results appear as grouped hotel cards in a responsive grid (up to 4 columns)
Each hotel card shows: - Thumbnail image (or placeholder icon) - Hotel name - Star rating (filled star icons, 1-5) - City name - "From" price (lowest room option) - Room count badge (e.g., "3 options")
Step 5: Use pagination (Page 1 of N) to browse more results
Tip: If you clicked an area card in the AI Brief (e.g., "Seminyak"), the hotel page opens with that area pre-filled as the city search.
Step-by-Step: Add an Accommodation¶
Step 1: Click on a hotel card to open the room selection modal
Step 2: The modal shows the hotel name with star rating and a table of all room options:
| Column | Description |
|---|---|
| Room Type | Room description (e.g., "Superior Double Room") |
| Board | Meal plan (Room Only, B&B, Half Board, etc.) |
| Beds | Number of beds |
| Cancellation | Free cancellation (green), Non-refundable (red), or Unknown |
| Price | Total price for the stay |
Step 3: Click "Add" on the desired room option
Step 4: The button changes to "Added" confirming the accommodation is saved
Meal Plan Options¶
| Plan | Includes |
|---|---|
| Room Only | No meals included |
| Bed & Breakfast (B&B) | Daily breakfast |
| Half Board (HB) | Breakfast + Dinner |
| Full Board (FB) | All three meals |
| All Inclusive (AI) | Meals + Drinks + Some activities |
Tip: For beach resorts, All Inclusive is often best value. For city hotels where clients will explore, B&B allows dining flexibility.
Multi-Destination Accommodations¶
For trips with multiple cities, add a hotel for each location:
Example: Paris-Rome-Barcelona Trip (10 nights)
| City | Dates | Nights |
|---|---|---|
| Paris | June 15-19 | 4 nights |
| Rome | June 19-23 | 4 nights |
| Barcelona | June 23-25 | 2 nights |
Repeat the search and add process for each city, ensuring dates align with your flight schedule.
Viewing Added Hotels¶
The "Added Hotels" table below the search results shows all accommodations for the current itinerary:
| Column | Description |
|---|---|
| Hotel | Property name |
| City | Destination city |
| Check-in / Check-out | Stay dates |
| Room Type | Selected room description |
| Cost | Total amount |
| Actions | Delete button |
Removing an Accommodation¶
- Find the accommodation card
- Click "Remove"
- Confirm the removal
6. Adding Activities¶
Activities make the trip memorable - tours, excursions, experiences, and adventures.
Two Ways to Add Activities¶
- Search Activities - Find experiences via the Tiqets integration
- Add Custom Activity - Manually enter any activity
Navigating from AI Brief¶
If the AI Brief recommends sights or activities (e.g., "Visit the Sacred Monkey Forest"), clicking the card navigates you directly to the Activities page with the search pre-filled. The system automatically extracts the key search term by stripping common prefixes like "Visit the" or "Explore the", so "Visit the Sacred Monkey Forest" becomes a search for "Sacred Monkey Forest".
Step-by-Step: Search for Activities¶
Step 1: Click "Manage" on the Activities section card, or navigate to Activities page
Step 2: Click "Add Activity" → select the Search tab
Step 3: The system searches Tiqets by the destination city name, matching the city ID automatically
Step 4: Browse Tiqets experience results showing name, description, and price
Step 5: Select an experience, set the date and time period, and confirm
Step-by-Step: Add a Custom Activity¶
For activities not in the system, or when you have specific arrangements:
Step 1: Navigate to Activities section
Step 2: Click "Add Activity"
Step 3: Select "Add Custom Activity"
Step 4: Fill in the details:
| Field | Description | Example |
|---|---|---|
| Activity Name | What the activity is | "Private Louvre Tour" |
| Description | Details for the client | "Skip-the-line guided tour with art historian" |
| Date | When it takes place | June 16, 2025 |
| Time Period | Part of the day | Morning, Afternoon, Evening, or Full Day |
| Duration | How long it lasts | 3 hours |
| Transport Included | Is transport provided? | Yes/No |
| Guide Included | Is a guide provided? | Yes/No |
| Cost per Person | Price | $95 |
Step 5: Click "Save"
Time Periods Explained¶
| Period | Typical Hours | Good For |
|---|---|---|
| Morning | 8 AM - 12 PM | Museums, tours before crowds |
| Afternoon | 12 PM - 6 PM | Outdoor activities, excursions |
| Evening | 6 PM - 10 PM | Dinner cruises, shows, nightlife |
| Full Day | 8 AM - 6 PM | Day trips, comprehensive tours |
Building a Daily Schedule¶
You can add multiple activities per day (except Full Day activities):
Example: Day in Paris
Morning: Louvre Museum Tour (3 hours)
Afternoon: Seine River Cruise (2 hours)
Evening: Eiffel Tower Dinner (3 hours)
Viewing Your Activity Calendar¶
Activities are displayed organized by date:
JUNE 16, 2025 - PARIS
Morning | Private Louvre Tour
3 hours | Guide: Yes | Transport: No
$95/person
Afternoon | Seine River Cruise
2 hours | Guide: Yes | Transport: Yes
$65/person
Evening | Eiffel Tower Dinner Experience
3 hours | Guide: No | Transport: Yes
$180/person
JUNE 17, 2025 - PARIS
Full Day | Versailles Palace Day Trip
8 hours | Guide: Yes | Transport: Yes
$150/person
Editing an Activity¶
- Click the "Edit" button on the activity card
- Modify any details
- Click "Save"
Removing an Activity¶
- Click "Remove" on the activity card
- Confirm the removal
7. Managing Exclusions¶
Exclusions clarify what is NOT included in your quotation. This prevents misunderstandings and protects both you and your client.
Why Exclusions Matter¶
Clear exclusions: - Set proper client expectations - Avoid disputes about what was promised - Maintain professional transparency - Comply with travel industry standards
Common Exclusions¶
Here are typical items to exclude from most packages:
Always Consider Including: - International travel insurance - Visa fees and passport costs - Meals not specified in the itinerary - Personal expenses (minibar, laundry, phone calls) - Tips and gratuities - Optional activities not listed - Excess baggage charges
Situation-Specific: - Travel vaccinations (for certain destinations) - Airport taxes (if not in flight price) - Resort fees (common in USA) - City tourist taxes (common in Europe) - Single room supplement (for groups) - Peak season surcharges
Step-by-Step: Add an Exclusion¶
Step 1: Navigate to the Exclusions section
Step 2: Click "Add Exclusion"
Step 3: Enter the exclusion text
Tip: Be specific! Instead of "extras," write "Minibar consumption, in-room movies, and telephone charges"
Step 4: Click "Save"
Recommended Exclusion Set¶
For most trips, start with these:
1. International travel insurance (strongly recommended)
2. Visa fees, passport costs, and travel documentation
3. Meals not specified in the itinerary
4. Personal expenses including minibar, laundry, and telephone
5. Tips and gratuities for guides, drivers, and hotel staff
6. Optional activities and excursions not listed
7. Any items of a personal nature
8. Travel vaccinations and medical expenses
Editing an Exclusion¶
- Click "Edit" on the exclusion item
- Modify the text
- Click "Save"
Reordering Exclusions¶
Put the most important exclusions first: 1. Use the up/down arrows or drag-and-drop (if available) 2. Insurance and visa information typically go first 3. Personal expenses can go near the end
Deleting an Exclusion¶
- Click "Delete" on the item
- Confirm the deletion
8. Cost Management and Pricing¶
This is where you review all costs and set your selling prices.
Understanding the Cost Breakdown¶
Navigate to Cost Review to see a complete breakdown:
COMPONENT BASE COST MARGIN FINAL PRICE
────────────────────────────────────────────────────────
FLIGHTS
Outbound Flight $2,400 15% $2,760
Internal Flight $360 15% $414
Return Flight $2,600 15% $2,990
────────────────────────────────────────────────────────
Flights Subtotal $5,360 $6,164
ACCOMMODATIONS
Hotel Le Marais $1,200 20% $1,440
Roma Luxury Suites $2,400 20% $2,880
────────────────────────────────────────────────────────
Accommodations Total $3,600 $4,320
ACTIVITIES
Louvre Tour (×2) $190 15% $218.50
Seine Cruise (×2) $130 15% $149.50
...
────────────────────────────────────────────────────────
Activities Total $640 $736
════════════════════════════════════════════════════════
GRAND TOTAL $9,600 $11,220
Key Terms¶
| Term | Meaning |
|---|---|
| Base Cost | What you pay the supplier |
| Margin | Your markup percentage |
| Final Price | What the client pays |
Formula: Final Price = Base Cost × (1 + Margin%)
Step-by-Step: Apply Margins¶
Option 1: Individual Component Margins
Different components may warrant different margins:
- In the cost table, find the component
- Click on the Margin % field
- Enter your margin (e.g., 15)
- Tab or click away to apply
- Final price updates automatically
Suggested Margins:
| Component | Typical Margin | Notes |
|---|---|---|
| Flights | 10-15% | Lower margin, high volume |
| Hotels | 15-25% | Standard industry margins |
| Activities | 15-20% | Good markup opportunity |
| Luxury items | 20-30% | Higher value perception |
Option 2: Global Margin
Apply the same margin to everything:
- Click "Apply Global Margin" button
- Enter your margin percentage
- Click "Apply"
- All components update at once
Note: Manual overrides may be preserved. Check individual items.
Step-by-Step: Manual Price Override¶
Sometimes you need to set a specific price:
When to use: - You negotiated a better rate with supplier - You want to round to a clean number - You're offering a special discount - You need to match a competitor's price
How to override:
- Click the pencil/edit icon next to the final price
- Enter your desired price
- Optionally add a reason (e.g., "Negotiated rate" or "Loyalty discount")
- Click "Save"
The component will be marked as "manually adjusted" so you remember.
The Cost Summary Sidebar¶
While working on any section, the sidebar shows:
┌─────────────────────┐
│ COST SUMMARY │
├─────────────────────┤
│ Base Cost: $9,600 │
│ Margin: $1,620 │
│ ─────────────────── │
│ FINAL: $11,220 │
│ │
│ Per Person: $5,610 │
└─────────────────────┘
This updates in real-time as you add or remove components.
Calculating Per-Person Costs¶
For components priced per person (flights, activities): - System multiplies by traveler count automatically
For components priced per room/total (accommodations): - System uses the total price as-is
Example (2 travelers):
Flight: $500/person × 2 = $1,000 base cost
Hotel: $800 total = $800 base cost (not multiplied)
Tour: $75/person × 2 = $150 base cost
9. Generating Quotations¶
The quotation is the professional document you send to your client.
Before Generating¶
Checklist: - [ ] All flights are added (outbound, internal, return) - [ ] All accommodations cover every night - [ ] Activities are scheduled appropriately - [ ] Exclusions are complete - [ ] Margins are applied - [ ] Final prices look correct
Step-by-Step: Generate PDF¶
Step 1: Review your itinerary one final time
Step 2: Click "Generate PDF" button
Step 3: Wait for generation (usually a few seconds)
Step 4: Preview or download the PDF
What's in the PDF?¶
The PDF title reads "Itinerary Summary" and is entirely client-facing — no internal costs, base prices, or margins are shown anywhere.
Header: - Destination(s) - Traveler names and count - Travel dates - Holiday type - Itinerary name
Flights Table (6 columns, no cost column):
| Column | Example |
|---|---|
| Route | DXB - DPS |
| Departure | Mar 15, 2026 08:30 |
| Arrival | Mar 15, 2026 18:45 |
| Airline | EK |
| Flight # | EK368 |
| Cabin | Economy |
Accommodations Table (6 columns, no cost column):
| Column | Example |
|---|---|
| Hotel | The Ritz-Carlton |
| Location | Bali |
| Check-in | Mar 15, 2026 |
| Check-out | Mar 22, 2026 |
| Nights | 7 |
| Room Type | Deluxe Ocean View |
Activities Table (simplified 2-column layout):
| Column | Example |
|---|---|
| Date | 16-Mar |
| Description | Temple Tour — Guided visit to Tanah Lot and Uluwatu |
Note: Activity dates use the compact DD-MMM format (e.g., "16-Mar").
Other Services Table (simplified 2-column layout):
| Column | Example |
|---|---|
| Date | 16-Mar |
| Description | Airport Transfer — Private car from airport to hotel |
Trip Schedule: A chronological timeline of all trip components sorted by date/time. Includes flights (departure), accommodation check-ins and check-outs as separate entries, activities, and other services — giving the client a day-by-day overview of the entire trip.
Exclusions: Bullet list of excluded items
Cost Summary: Component type and description only (e.g., "FLIGHT: DXB - DPS — EK, 15 Mar 2026"). Flight descriptions are enriched with airline code and date. Final total price and per-person price shown at the bottom.
Step-by-Step: Download PDF¶
Step 1: After generation, click "Download PDF"
Step 2: Save to your computer
Step 3: You can now: - Email as attachment manually - Print for in-person meetings - Archive for records
Step-by-Step: Email PDF to Client¶
Step 1: Click "Email PDF" button
Step 2: Enter recipient details: - To: Client's email address - Subject: (auto-filled, can modify) - Message: Personal note to the client
Step 3: Click "Send"
Example Message:
Dear Mr. and Mrs. Johnson,
Thank you for considering us for your honeymoon trip to Bali!
Attached is a detailed quotation based on our conversation.
I've included both the beachfront resort option and a
villa alternative for your consideration.
Please review at your convenience and let me know if you
have any questions or would like to make adjustments.
I'm available at your convenience to discuss further.
Warm regards,
[Your name]
Tracking Your Quotations¶
The system tracks: - When PDFs were generated - How many times downloaded - When emails were sent - Expiration status
This helps you follow up with clients who haven't responded.
Regenerating a Quotation¶
If you make changes after generating:
- Make your updates (add activity, change hotel, etc.)
- Click "Generate PDF" again
- A new version is created
- Previous versions remain in history
Customizing PDF Templates¶
PDF templates are loaded from the server's TLINQ_HOME/templates/tripmaker/ directory. If no external template exists, the system uses built-in defaults. To customize the layout:
- Locate the template files in the
config/templates/tripmaker/directory - Edit the HTML/CSS — templates use
%PLACEHOLDER%syntax for dynamic content - Changes take effect on the next PDF generation (no server restart required)
Available templates:
- pdf-quotation-template.html — The pricing quotation document
- pdf-brochure-template.html — The travel brochure (no prices)
9b. Generating a Travel Brochure¶
The brochure is a visually appealing travel document that combines the AI-generated brief with the trip schedule. Unlike the quotation, the brochure contains no prices — it's purely a "travel story" for the client.
Before Generating¶
Requirements: - [ ] The AI Brief has loaded successfully (destination and dates must be set) - [ ] At least some trip components are added (flights, accommodations, activities)
Step-by-Step: Generate Brochure¶
Step 1: Open your project dashboard
Step 2: Click "Generate Brochure" in the PDF section
Step 3: Wait for generation (usually a few seconds)
Step 4: The brochure downloads automatically
What's in the Brochure?¶
Cover Header: - Destination, travel dates, traveler details - Timing badge (how good the travel dates are for this destination)
AI Brief Content: - Narrative overview of the destination - Recommended areas with highlights - Sights and activities grid - Practical information (visa, currency, transport, safety, etc.)
Trip Schedule: - Chronological day-by-day timeline of all components - Same schedule as the quotation PDF
Note: The brochure never includes costs, margins, or pricing information.
AI Brief¶
The AI Brief is an AI-generated travel overview that appears in the project hub panel. It loads automatically when you open a project that has destinations and dates set.
What the AI Brief Shows¶
- Headline: A catchy trip summary
- Timing Score: 1–5 rating of how good the travel dates are for the destination (with explanation)
- Narrative: Overview of the destination and what to expect
- Recommended Areas: Clickable area cards (e.g., "Ubud", "Seminyak") — clicking navigates to the Hotels page with that area pre-filled
- Sights & Activities: Clickable cards for recommended experiences — clicking navigates to the Activities page with the search keyword extracted (see below)
- Practical Information: Expandable section with visa notes, currency, transport, safety, etiquette, connectivity, and health tips. Visa requirements are tailored to the traveler nationalities and country of residence entered in the project — make sure to fill these in for accurate visa advice.
How Activity Links Work¶
When you click a sight or activity card (e.g., "Walk through the Tegallalang Rice Terraces"), the system strips common action words to extract the core keyword:
| AI Brief Text | Search Keyword |
|---|---|
| "Visit the Sacred Monkey Forest" | "Sacred Monkey Forest" |
| "Explore the Ubud Art Market" | "Ubud Art Market" |
| "Tegallalang Rice Terraces" | "Tegallalang Rice Terraces" |
Itinerary-Aware Links¶
All area and activity links include the currently selected itinerary. When you switch itineraries in the pill strip, the AI brief re-renders so all links point to the correct itinerary.
Feedback¶
Use the thumbs-up/down buttons below the brief to provide feedback, which helps improve future briefs.
Caching¶
Briefs are cached for 7 days. The same project parameters will return the cached version instantly.
10. Tips and Best Practices¶
Workflow Efficiency¶
Start with the Skeleton 1. Create project with basic info 2. Add all flights first (establishes dates in each city) 3. Add accommodations (match to flight dates) 4. Fill in activities 5. Add exclusions 6. Review costs last
Use Auto-Save - The system saves every 2 minutes automatically - Look for "Saved" indicator in the sidebar - No need to manually save constantly
Name Itineraries Clearly Good names: - "Option A - Luxury Beach Resort" - "Budget-Friendly Alternative" - "Extended 14-Night Version"
Bad names: - "Option 1" - "New" - "Test"
Creating Compelling Itineraries¶
Balance the Schedule - Don't over-pack with activities - Leave free time for exploration - Consider jet lag on arrival day - Light schedule on departure day
Mix Activity Types
Day 1: Arrival + Light walking tour (ease in)
Day 2: Full day excursion (big adventure)
Day 3: Morning activity + Free afternoon (balance)
Day 4: Cultural morning + Beach afternoon (variety)
Day 5: Departure (no activities)
Consider Logistics - Activities near each other on same day - Travel time between locations - Hotel proximity to attractions
Pricing Strategy¶
Know Your Margins - Track what margins work for your market - Higher margins on unique experiences - Competitive margins on commodity flights
Round Final Numbers - $5,995 looks better than $6,012.47 - Use manual override to clean up totals - Per-person pricing often cleaner than total
Bundle Value - Instead of itemizing everything, present package value - "Includes all transfers, tours, and breakfast daily" - Emphasize what's included, not just the price
Common Mistakes to Avoid¶
| Mistake | Solution |
|---|---|
| Forgetting internal flights | Check multi-city trips have connecting flights |
| Date gaps in accommodations | Ensure hotel dates connect without gaps |
| Missing return transfer | Always add transport for return flight |
| Generic exclusions | Be specific to avoid disputes |
| No margin on some items | Review cost breakdown before quoting |
| Sending without review | Always preview PDF before sending |
Handling Changes¶
Client Requests Changes 1. Open the project 2. Make requested modifications 3. Review new cost summary 4. Regenerate PDF 5. Send updated quotation
Supplier Price Changes 1. Update the affected component 2. Decide: absorb change or pass to client 3. If passing to client: - Update base cost - Regenerate quotation - Notify client of change
Following Up¶
Track Quote Status - Check PDF download/email metrics - Projects without activity may need follow-up - Set reminders for quotes nearing expiration
Moving to Booked Once client confirms: 1. Update project status to "Quoted" then "Closed" 2. Archive quotation for records 3. Proceed with actual bookings
Converting Quotations to Bookings¶
Once you are satisfied with the cost review and have set the project status to QUOTED, you can convert it into a formal booking:
- Open the Cost Review page for your itinerary
- The Convert to Booking button appears in the page header (only visible when the project is in QUOTED status)
- Click the button — a confirmation dialog explains that the project will be closed after conversion
- Click Convert to proceed
The system will: - Create a new booking in ENQUIRY status - Import all itinerary components (flights, hotels, activities, other services) as booking service lines, preserving your margin settings - Create a lead passenger from the first traveler in the project - Set the TripMaker project status to CLOSED
You will be redirected to the booking detail page where you can: - Review and adjust service lines - Add additional passengers - Change the booking status as needed - Proceed with the standard booking workflow (quoting, confirmation, payment)
Note: Once a project is converted, it cannot be edited further in TripMaker. Make sure your cost review is final before converting.
Service Line Mapping¶
The conversion maps TripMaker components to booking service lines:
| TripMaker Component | Service Type | Details |
|---|---|---|
| Accommodation | HOTEL | Hotel name, room type, check-in/out dates |
| Flight | FLIGHT | Route, airline, departure/return |
| Activity | ACTIVITY | Activity name, provider, date |
| Transfer | TRANSFER | Pick-up/drop-off, vehicle type |
| Other Service | OTHER | Miscellaneous services |
All costs, sell prices, quantities, and currencies are preserved. Margin overrides from the cost review page are embedded in the sell price.
Managing the Booking¶
Once converted, the booking follows the standard lifecycle. See Managing Bookings for the full workflow including status transitions, amendments, and payment collection.
Quick Reference Card¶
Keyboard Shortcuts (if available)¶
| Shortcut | Action |
|---|---|
Ctrl + S |
Manual save |
Ctrl + P |
Generate PDF |
Tab |
Move to next field |
Esc |
Close modal |
Status Workflow¶
Cost Formula¶
Final Price = Base Cost × (1 + Margin ÷ 100)
Example: $1,000 base × (1 + 20/100) = $1,000 × 1.20 = $1,200
Checklist Before Sending Quote¶
- [ ] Traveler count and details correct
- [ ] All destinations included
- [ ] Dates are accurate
- [ ] All flights added (outbound, internal, return)
- [ ] All accommodations cover every night
- [ ] Activities scheduled logically
- [ ] Exclusions are comprehensive
- [ ] Margins applied to all components
- [ ] Final price reviewed and approved
- [ ] PDF generated and previewed
- [ ] Personal message prepared for email
Getting Help¶
If you encounter issues:
- Check this guide for step-by-step instructions
- Review the FAQ section (if available)
- Contact your system administrator
- Report bugs through proper channels
Document Version: 1.0 Last Updated: November 2025 For: TripMaker Module v1.0