Groups

Groups let you manage multiple related bookings together in one place. Whether you're coordinating a corporate retreat, a family reunion, or a tour group, you can track all orders, payments, coverage commitments, and communications through a single group interface instead of managing each booking separately.

Groups require the Groups feature flag to be enabled in your workspace.

How It Works

You create a group, link it to a client, and assign a contact person who coordinates the bookings. As travelers make their bookings, you associate their orders with the group. You move the group through stages that describe your own coordination work, and you can track payments, configure coverage (how much the group pays toward participant costs), communicate with participants, and manage everything centrally.

The stage is a coordination label you set by hand -- it does not change what you can do. Every section (Orders, Payments, the portal) is available from the start; sections simply stay empty until you populate them. A group's payment and financial state is read separately from the financial summary cards and the readiness score, not from the stage.

Viewing Groups

The groups list offers two ways to view your groups:

Board View

The default view shows a Kanban board with columns for Lead, Setup, Registration, and Finalizing. Each group appears as a card showing its name, contact person, travel dates, order count, and financial summary. You can drag and drop groups between columns to change their stage. Groups within each column are sorted by their travel date.

The Travelling stage is excluded from the board columns because groups in that stage are typically completed. To see Travelling groups, add the Travelling filter -- matching groups appear in a supplemental view alongside the board.

The board gives you a visual pipeline of your group business. At a glance you can see how many groups are in each stage, which ones have upcoming travel dates, and where revenue is concentrated.

List View

Switch to a traditional table view for a sortable, paginated list of all groups. This is useful when you have many groups and need to search or filter efficiently.

Filtering

Both views support filtering by:

• Stages -- Show only groups in specific stages
• Active -- Toggle between active groups and all groups (including inactive)
• Assigned to Me -- Show only groups assigned to you

Group Detail Tabs

When you open a group, you see seven tabs:

Key Concepts

Group Stages

Groups move through five stages that describe where you are in coordinating the group. Each stage is a label you set deliberately; it does not gate any behavior, and the names deliberately avoid order-status words so "confirmed" never means two different things on the same screen.

• Lead -- Initial inquiry or interest. You're gathering information; there may be no trip attached yet.
• Setup -- The group is real and a trip is attached. You're configuring it before opening signups.
• Registration -- Signups are open. Orders flow in as travelers self-register through the customer portal.
• Finalizing -- Registration is closed and the roster is set. You're chasing remaining details and payments.
• Travelling -- The group is on its trip. This is the terminal stage; nothing follows it.

You move groups between stages either by clicking the stage indicators on the group detail page or by dragging the group card on the Kanban board. Stage changes are always a manual decision -- order statuses evolve independently underneath, driven by the system.

Financial Tracking

The group detail page shows a row of summary cards at the top. The four core cards are always present:

When coverage is configured, an additional Covered by group card appears alongside them, showing coverage-specific metrics — committed, paid, and outstanding (see Group Coverage).

A progress bar below the cards shows the payment percentage, giving you an at-a-glance view of how close the group is to being fully paid.

Group Readiness

Groups receive a readiness score from 0 to 100% that aggregates the state of all orders in the group. The readiness breakdown appears below the financial summary cards and tracks up to four factors:

Each factor shows a percentage, progress bar, and count (e.g., "3 / 5 confirmed"). The weights adjust automatically depending on whether the group's orders have traveler questions. A color-coded indicator (green, amber, or red) summarizes the overall readiness level.

The readiness score updates automatically when orders, payments, participants, or question answers change.

Group Coverage

Coverage determines how much the group contributes toward its participants' order costs. When coverage is configured, the group takes on a portion of each order's total price, reducing what individual customers owe.

The group overview displays a dedicated coverage card showing the current mode, commitment amount, and a link to the full coverage editor. Coverage-specific financial metrics (committed, paid, outstanding) live in the Covered by group card alongside the other financial summary cards at the top of the group detail page.

Coverage Modes

Groups support three coverage modes:

Coverage Editor

The coverage editor is a dedicated full-page view where you configure and preview coverage in detail. Access it from the coverage card on the group page or via the "Set up coverage" button if no coverage is configured yet.

The editor lets you:

1. Choose a coverage mode and configure its settings
2. For flat fee: Set the per-order amount
3. For rule-based: Select a participant coverage policy (All participants or Members only) and pick which products from contributing trips are covered
4. Preview the impact: A live preview panel shows per-order coverage amounts, customer balances, and totals -- updated in real time as you make changes
5. Manage participant roles: Bulk-assign roles (Member, Guest) to participants across all group orders directly within the editor

In rule-based coverage, the product picker draws only from products on contributing trips. Orders that were manually added to a group from a non-contributing trip will still be included in the preview and coverage calculations (their participants count toward the participant policy), but the products from those orders' trips are not selectable in the picker. To make those products available for coverage, register the source trip to the group (so it becomes a contributing trip) -- see Contributing Trips.

When you save coverage changes, the system recomputes every order's group-covered amount and updates group aggregates (total committed, total paid, total outstanding).

Contributing Trips

A trip "contributes" to a group when its registration settings are configured to add new orders to that group. Contributing trips appear in a dedicated section on the group overview page showing trip names and dates. In rule-based coverage mode, the covered products selection draws from all products across all contributing trips -- allowing a single group to span multiple trips.

Financial Impact of Coverage

When coverage is active, the group's financial summary reflects both the customer-facing view and the group's commitment:

• Total Covered Committed -- The sum of per-order coverage amounts across all group orders
• Total Covered Paid -- Exclusively tracks payments applied to coverage. Every group payment increments this figure in full; no portion of a group payment is recorded as an individual order payment, so group payments never appear in Total Paid.
• Total Covered Outstanding -- Committed minus Paid -- the group's unpaid balance

These three metrics are displayed in the Covered by group card alongside the other financial summary cards at the top of the group detail page.

Each order's customer balance is reduced by its group-covered amount, so individual travelers see a lower outstanding balance.

Contributions

The Contributions tab provides a two-sided financial view of the group. One side tracks what the group sponsor owes and has paid; the other side tracks what individual customers owe and have paid. Together they account for the full group price.

Summary

Six tiles at the top break the group's finances into two halves:

A progress bar visualizes how each half splits between paid and outstanding amounts.

Coverage Ledger

Below the summary, the coverage ledger is a paginated list of all payments received from the group sponsor. Each entry records a description, date, and amount. Negative amounts represent refunds. You can add, edit, and delete entries from this list.

You can also issue receipts for sponsor payments directly from the coverage ledger.

Order Payments

A second read-only list shows all payments recorded against individual orders in the group. Each row shows the order code (linking to that order's payments page), payment method, date, status, and amount. This gives you visibility into customer-side cash flow without leaving the group context.

Costs

The Costs tab tracks internal operational expenses for a group. Costs are never shown to customers or sponsors -- they exist purely for your agency's internal profitability tracking.

Cost Summary

A summary box at the top shows three figures:

Managing Costs

Below the summary, a paginated list shows all cost entries. Each cost records:

• Description -- What the cost is for (e.g., "Hotel block booking", "Charter bus transfer")
• Supplier Reference -- An optional reference to a supplier invoice or purchase order
• Paid On -- The date the cost was incurred
• Foreign Currency -- If the cost was in a different currency, the original amount and currency code
• Amount -- The cost in your workspace currency
• VAT Category -- Optional tax categorization

You can add, edit, and delete costs from the action menu on each row.

Invoices

The Invoices tab lets you generate invoices to bill the group's sponsor (client) for coverage. Each invoice captures the change in coverage since the last invoice, so invoices are incremental rather than cumulative.

A group must have a sponsor (client) assigned before you can create invoices. The Add button is disabled until a client is linked.

Invoice List

The paginated list shows all generated invoices with:

• Number -- Auto-generated invoice number
• Fiscal Sequence -- Tax filing reference number
• Date -- When the invoice was issued
• Credit -- An orange badge appears on credit notes (invoices with a negative amount, generated when coverage decreases)
• Amount -- The invoice total

Click the download button on any row to save the invoice as a PDF.

Creating an Invoice

1. Click Add on the Invoices tab
2. Set the Invoice Date (defaults to today)
3. Choose the Language for the PDF
4. Optionally enter a Customer Reference (e.g., the sponsor's purchase order number)
5. Optionally add Notes to include on the invoice
6. Click Create

The system calculates the coverage delta since the last invoice and produces an invoice for that amount. If coverage has decreased, a credit note (negative amount) is generated instead. If nothing has changed since the last invoice, creation is blocked.

Receipts

The Receipts tab manages proof-of-payment documents for sponsor payments. Receipts are separate from invoices -- an invoice is a request for payment, while a receipt confirms that a payment was received.

You issue receipts from the Contributions tab when recording or viewing a sponsor payment. The Receipts tab provides a centralized list of all issued receipts with their status.

Receipt List

The paginated list shows all receipts with:

• Number -- Auto-generated receipt number with a status indicator (green for issued, red for void)
• Fiscal Sequence -- Tax filing reference number
• Payer -- The name of the sponsor who made the payment
• Date -- When the receipt was issued
• Amount -- The payment amount

Managing Receipts

From the action menu on each receipt row:

• Download PDF -- Save the receipt as a PDF document
• Void -- Mark a receipt as void if it was issued in error. A confirmation dialog warns before voiding. The receipt number is preserved and the document is marked void. Voided receipts remain visible in the list with reduced opacity and a void indicator.

Messaging

The messaging system creates a threaded conversation between three types of participants:

• Travel Agent -- Your staff members
• Group Contact -- The person coordinating the group
• Group Participant -- Individual travelers in the group

Messages are visible in both the admin interface and the public group portal, keeping everyone informed and communication transparent. You can edit or delete messages after they are posted.

Customer Portal

Each group has a public customer portal that you publish on your own schedule, independent of the group's stage. New groups start unpublished, so customers cannot see them on the public portal until you are ready. Use the Portal toggle in the group header to publish or unpublish it at any time. While unpublished, the portal link is not reachable; once published, an external link button appears in the header so you can open and share it. Share the link with the group contact and participants so they can:

• View all orders in the group
• See who else is traveling
• Read and send messages
• Track payment status

Unpublishing takes the portal offline again immediately -- useful while you're still setting the group up, or once the trip is over.

Common Tasks

Creating a Group

1. From the groups list, click Add
2. Enter a descriptive name (e.g., "Smith Family Reunion 2026" or "Acme Corp Team Building")
3. Add the contact person's name, email, and phone number
4. Optionally set a group email (a shared address for the group, separate from the contact's personal email)
5. Optionally link to a client (for corporate groups)
6. Add a description with important details about the group's plans
7. Click Save

The group starts in the Lead stage with the portal unpublished.

Editing a Group

From the group detail page, open the action menu and select Edit Group. You can update:

• Group name and description
• Group email
• Contact name, email, and phone
• Active/Inactive status (inactive groups are hidden from default filters)

Deleting a Group

From the group detail page, open the action menu and select Delete. Deleting a group removes it from the system. The orders that were associated with the group remain in the system but are no longer linked to it.

Moving Through Stages

From the group detail page, click the stage indicators at the top to advance (or move back) through stages. On the Kanban board, drag the group card to a different column.

Stages are coordination labels only -- moving a group between them never hides or reveals sections. Orders, Payments, and the portal are all available at every stage; they simply stay empty until you populate them.

Adding Orders to a Group

From the group detail page:

1. Click Add in the Orders section
2. Search for and select existing orders to associate with the group
3. The group's financial summary and readiness score update automatically

Removing Orders from a Group

From the group's Orders page, use the action menu on any order row and select Remove from group. The order remains in the system but is no longer associated with the group. The group's financial summary, participant count, and readiness score update automatically. If group payments were distributed to that order, you may want to redistribute payments after removing it.

Changing the Group Client

From the group detail page, open the action menu and select Change Client:

1. Search for and select the new client
2. Optionally enable Apply to all orders in this group -- when checked, every existing order in the group is also reassigned to the selected client
3. Click Save

This is useful when a different person or company takes over responsibility for the group, or when you need to correct a client assignment.

Recording a Sponsor Payment

From the Contributions tab:

1. Click Add in the Coverage Ledger section
2. Enter a description, the date paid, and the amount
3. For refunds, enter a negative amount
4. Click Save

The payment appears in the coverage ledger, and the summary tiles update to reflect the new balance.

Issuing a Sponsor Receipt

After recording a sponsor payment in the Contributions tab, you can issue a receipt as proof of payment:

1. From the payment's action menu in the coverage ledger, select Issue Receipt
2. The receipt is created with an auto-generated number and a PDF is produced
3. View, download, or void the receipt from the Receipts tab

Recording a Cost

From the Costs tab:

1. Click Add in the Costs list
2. Enter a description of the expense
3. Set the amount and the date paid
4. Optionally add a supplier reference, foreign currency details, and VAT category
5. Click Save

The margin summary updates automatically.

Creating a Sponsor Invoice

From the Invoices tab:

1. Ensure a client (sponsor) is assigned to the group
2. Click Add
3. Set the invoice date, language, and optional notes or customer reference
4. Click Create

The invoice captures the coverage delta since the last invoice. If coverage decreased, a credit note is generated.

Sending a Message

1. Click Add Message in the Messages section
2. Write your message
3. Select the author type (Travel Agent, Group Contact, or Group Participant)
4. Enter the author's name and email
5. Click Save

The message appears in both the admin interface and the public portal.

Assigning a Group to a Staff Member

Groups can be assigned to specific staff members for ownership and accountability. Assign a group from the detail page header, then use the "Assigned to Me" filter to quickly find your groups.

Configuring Coverage

1. Open the Coverage tab on the group detail page
2. Choose a coverage mode: Flat Fee or Rule-Based
3. For flat fee, enter the per-order amount
4. For rule-based:
   • Select a participant policy (All Participants or Members Only)
   • Select which products from contributing trips should be covered
   • Optionally assign participant roles in the Covered Participants panel
5. Review the live preview panel on the right to verify per-order impact
6. Click Save

The system recomputes coverage amounts across all orders in the group and updates financial summaries.

Removing or Disabling Coverage

To turn coverage off for a group:

1. Open the Coverage tab on the group detail page
2. Select the No coverage mode
3. Click Save

Saving propagates the change across the group: each order's group-covered amount is cleared, the Covered Participants panel state is no longer applied, and financial summaries (committed, covered paid, covered outstanding, and each order's customer balance) are recomputed accordingly. Existing group payments remain on record under Total Covered Paid -- clear or refund them separately if needed.

Sharing the Public Portal

Flip the Portal toggle in the group header to publish the portal. Once published, click the external link button that appears beside it to open the portal, then share the link with the group contact, who can forward it to participants. Flip the toggle off to take the portal offline again.

How It Connects

• Orders -- Orders are associated with groups. Adding or removing orders updates the group's financial totals, participant counts, and readiness score. When coverage is configured, each order's balance reflects the group's contribution.
• Clients -- Groups can be linked to a client record (the sponsor). You can change the client and optionally cascade the change to all orders in the group. A client must be assigned before you can generate invoices.
• Trips -- Trips contribute to a group through registration settings. Contributing trips provide the product catalog for rule-based coverage configuration.
• Segments -- Groups can be assigned to segments to control which team members can view and manage them.
• Traveler Questions -- When group orders have assigned questions, the group readiness score includes a questions factor tracking answer completion across all orders.