Step 1: TRIP REQUEST RECEIVED

You'll always find your trip requests in the 'Trips' section under the 'Requests' tab. Click on the request to open it and review all the details given to you by your client. Once you have reviewed it, click the red button 'Create Trip from this Request'. This will save the client information and create the trip.

START PLANNING THE TRIP

Step 2: You would then go to the 'Upcoming' tab and find the trip you just saved. Click on the button 'go to planner'.

DESTINATION, TRIP NAME & TRIP STATUS

Step 3: On the planner page you can make several changes, ex. change the Trip Title, adjust the destination, change your 'new request' to 'proposal' on the drop-down list, and change Trip Information details. See video below to see how to change the trip status from New Request to Proposal.

SETTING TASKS FOR THE TRIP (Optional)

Step 4: Adding Tasks. On the planner page on the left, you will click on the red '+Add Task' caption which will open a smaller window on the same page and allow you to name your task. Put the date you want the task to be completed by and assign the advisor you want to be in charge of this task. Your new tasks will now be found on your dashboard and you will receive an email at 8 a.m every morning to remind you of the tasks due that day and the next day. Your tasks can be anything you like.

COLLABORATORS (Optional)

Step 5: While still in the Planner page, you can add collaborators (advisors). On the left-hand side under 'Collaborators', click on '+Add' and you'll be able to select up to 2 advisors for your trip and their roles.

RESERVATIONS: Select what services you require

Step 6: While still in the Planner page, click on the 'Reservations' bar, then click on the white button Specify services for each day to select what services you want for each day.

If you have a service that begins one day and ends on another day (flights, hotels, airport transfers), then you only have to select the first day because you will add the last day on the reservation itself.

If you are booking multiple hotels for the trip, then you only have to tick the box for the dates that you are checking in to each hotel.

If a service begins and ends on the same day (tours, dinners, events), click on each of those dates that you require that service.

Click update services after selecting your services. This action will produce long tab reservation reminders in your planner indicating that you need to make reservations for each of these services.

RESERVATIONS: Input information into your reservations

Step 7: Your daily services have now made long tabs under each day of your trip reminding you that you have to enter your reservations. Click onto +add at the far right of your tab and select a service so that the specific reservation opens. You'll now be able to input all the details for that reservation, including prices, fees, markups, and commission rates to name a few.

RESERVATIONS: Entering Flight Details

Step 8: The flight and hotel reservation pages are the only pages you do not have to enter the reservation title at the top.

A. Select the 'rate type' at the right-hand side of the page. Ex. commissionable, net rate, etc

B. Your flight date is already pre-entered unless you have a layover somewhere, in which case, you would select +add flight to add the layover.

C. Enter the flight number leaving a space between the abbreviations and the numbers. Ex. DL 334 or AA 774. Your flights will automatically fill in the fields.

NOTE: If the dates are not showing, then the flight will not automatically show.

D. Add your prices at this time either by 'Total Price' or 'Per Person' and click save.

RESERVATIONS: Entering Hotel, Transfer, Dining and Tour info

Step 9: The remaining reservations are very similar when entering information. You must enter the reservation title at the top, choose your rate type ( commissionable, net rate, etc.) from the drop-down list on the right, and enter the name of your location under hotel name, place name, restaurant, etc. The details of each location will then be auto-filled by google including 10 photos.

NOTE: Remember to enter your dates and times correctly so that they can appear correctly in chronological order on the itinerary and then proceed to ADD YOUR PRICES! All pricing is similar (Total price, Per person price) except for hotels which give you a 'Price Per Room' option.

NOTE: If you are choosing the Price Per Room option then add your prices in the 'Rooms & Prices' tab and NOT the 'Price' tab. If you forget, no worries, our system will prompt you to do it anyways.

DAILY ITINERARY (Optional)

Step 10: Once you have added all your reservations, then you can go to the Daily Itinerary if you'd like to add extra daily information or pictures illustrating each day.

Click "Itinerary Builder" on the left side.

REVIEW THE CLIENT ITINERARY

Step 11: Click the itinerary that has been created under "Client Itineraries" on the left hand side.

Now that you are in the Client Itinerary page, you can review and select what to keep in your itinerary or not by toggling the on-off green buttons on the left-hand bar. You can choose to show or not show prices, suppliers, summaries, and many other fields.

SHARING YOUR PROPOSAL/ITINERARY

Step 12: Once you have decided what to leave in and out of your itinerary, you would press the 'share' button at the very top and choose how to send it. You can either send it as a link in the body of another email, you can email it directly from our platform or you can send it as a PDF.

SENDING THE TRAVELERS INFORMATION FORM

STEP 13: Once your client approves your proposal, then you would send the travelers' information form. You will find this in the left-hand side of the planner page of your trip. Under the Request Client Details, you will see a red +request form caption. Click on that and press the 'select' button under form fields. Then tick the boxes that you need answering on the travelers' information request form. Press save which will close that and then you can add the recipient's name and email address as well as the number of travelers. Then you would 'send' it.

STEPS AFTER RECEIVING THE TRAVELERS INFORMATION

STEP 14: Once your receive your travelers' information, it will automatically be added to your client profiles. You would then go to the Planner page of your trip and next to the 'Travelers Information' tab in the middle of the page, you would start typing each name in the 'Add travelers here' section. Add all the travelers here and also in each and every reservation under the travelers tab by pressing the '+Add traveler" button and press save. It's very quick and easy. See image below.

ACCOUNTING AND CLIENT INVOICING

STEP 15: Once you have entered all the travelers onto all the reservations, you would then select the 'Accounting' bar in the middle of the Planner page. Click onto the red + Create Client Invoice button and it will open the client invoice.

At the very top you will see a 'Pay as' drop down list so you can choose between group or individual.

Under 'Client Information' you will see a drop-down box where it says 'Select Client'.

All your travelers will be listed there. From here you'd select one of them.

NOTE: Directly below the name you can check the name(s) of any other travelers this primary traveler will be paying for. If all the travelers are paying for themselves, then you can select the red '+Create Multiple Invoices' and send each an invoice. You will see that all prices correspond to their names because you previously added prices to your reservations

ADDING DEPOSITS OR INSTALLMENTS TO YOUR INVOICE

STEP 16: At the bottom of your invoice you will be able to add any planning or credit card fees and finish up by adding your deposit amount, due dates, and any additional monthly installments to complete your payment. You will also be given the option to turn on the 'Include Pay button' which will activate your default credit card authorization form. Press save once you are done.

SENDING YOUR INVOICE

STEP 17: When you open the accounting bar in the planner section, you'll see your invoice there. All the way to the right you will see an 'Action' wheel in blue. Click on that to reveal your options. You can copy your invoice Url, add it to an email and send it, or you can send it from our platform by selecting 'view invoice'. If everything is to your liking, press send at the bottom, at which time, it will give you a last look and opportunity to add any T&A's, Insurance Waiver forms, or any other form you'd like.

You can apply a payment button to your invoice in case you want them to pay through the PIE platform at a 3.4% card charge and a 2 business day transfer fee to your bank.