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Welcome! This template is a complete operating system for a travel agency — from the first client enquiry to the final payment. Take 5 minutes to read this guide and you'll know exactly how everything fits together.
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How everything is linked
Everything revolves around one central database: Trips. Every other database connects to it:
- Clients — your CRM. Each trip belongs to one client, and a client can have many trips. Lifetime Value and Trip Count are calculated automatically from their linked trips.
- Itinerary Items — the building blocks of a trip: flights, hotels, activities, transfers. Each item has a Cost Price and Sell Price; the trip's Total Cost, Total Sell Price, and Profit calculate themselves from these items.
- Payments & Invoices — money in and out (set the Direction). The trip's Amount Received and Balance Due update automatically as you mark payments Paid.
- Suppliers & Partners — airlines, hotels, DMCs. Link each itinerary item to its supplier to track who provides what.
- Documents — passports, visas, tickets, vouchers. Linked to both the client and the trip, with expiry-date tracking.
- Tasks — operational to-dos, linked to trips and clients, with assignees and priorities.
- Destinations Library — your reusable knowledge base of places you sell.
The golden rule: always link new records to their trip and client. The links are what make the rollups, the dashboard, and the page layouts work.
The magic: self-updating page layouts
Every database has a default page template. Open any trip and you'll see its itinerary, payments, documents, and tasks as tables filtered to that trip automatically. Same for clients, suppliers, payments, tasks — every new entry gets this layout with zero setup.
That means you rarely need to leave a trip's page: add itinerary items, log payments, and create tasks directly from the tables at the bottom, and they arrive pre-linked to that trip.
Your daily workflow
- Start on the home page. The Dashboard shows your live numbers: active trips, revenue received, outstanding balances, open tasks — plus who's departing soon, which payments are overdue, and what's due this week.
- New enquiry? Hit the New Client button, then New Trip and link it to the client. Move the trip through the pipeline: Inquiry → Consultation → Quote Sent → Booked → Finalized → Traveling → Completed.
- Build the trip from inside its page: add itinerary items with cost/sell prices (profit calculates live), then create the payment schedule.
- Work the exception views. "Overdue", "Due This Week", "To Book", "Expiring Soon", and "Passports Expiring Soon" surface only what needs attention — check them, not the full lists.
Set up your team