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, 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. The group progresses through stages from initial inquiry to departure, and you can track payments, communicate with participants, and manage everything centrally.

The group detail page adapts as you progress through stages -- more sections become available as the group advances, so you only see what's relevant at each phase.

Viewing Groups

The groups list offers two ways to view your groups:

Board View

The default view shows a Kanban board with columns for each stage. 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 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

Key Concepts

Group Stages

Groups move through five stages that reflect the booking lifecycle:

• Lead -- Initial inquiry or interest. You're gathering information and discussing options.
• Planning -- Actively planning the trip. Participants are being identified and details are being worked out. The Orders section becomes available.
• Booked -- Bookings have been made and orders are associated with the group. The Payments section becomes available.
• Confirmed -- Everything is confirmed and ready. The public customer portal becomes available for sharing with the group.
• Departed -- The group has departed on their trip.

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.

Financial Tracking

The group detail page shows four summary cards at the top:

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 Payments

Groups have their own payment system, separate from individual order payments. When the group contact makes a payment on behalf of multiple travelers, you record it as a group payment.

Group payments can optionally be distributed across all orders in the group. When you enable distribution, the payment amount is divided evenly among all non-cancelled orders and recorded as individual order payments. This keeps each order's payment status up to date automatically.

You can also reverse and redistribute group payments if orders are added or removed from the group.

The group detail page shows both types of payments:

• Group Payments -- Payments recorded at the group level, with their distribution status. Click any group payment to edit it.
• Order Payments -- Individual payments made directly on orders within the group. Click any order payment to navigate to that order's payments page.

A dedicated payments page (accessible from "View all payments") provides a full paginated list of all order-level payments across the group.

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

Once a group reaches the Confirmed stage, a public portal link becomes available. Open it from the group header using the external link button. Share this 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

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) or a trip
6. Add a description with important details about the group's plans
7. Click Save

The group starts in the Lead stage.

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)

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.

As you advance through stages, new sections appear on the group detail page:

• From Planning onward: Orders section with the ability to add orders
• From Booked onward: Payments section for recording group payments
• From Confirmed onward: Portal link for sharing with the group

Adding Orders to a Group

From the group detail page (Planning stage or later):

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 Group Payment

From the group detail page (Booked stage or later):

1. Click Add in the Group Payments section
2. Enter the payment amount, date, and any notes
3. Choose whether to distribute the payment across orders -- when enabled, the amount is divided evenly among all non-cancelled orders in the group
4. Click Save

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.

Sharing the Public Portal

Once the group reaches the Confirmed stage, click the external link button in the group header to open the portal. Share this link with the group contact, who can forward it to participants.

How It Connects

• Orders -- Orders are associated with groups. Adding or removing orders updates the group's financial totals, participant counts, and readiness score.
• Clients -- Groups can be linked to a client record. You can change the client and optionally cascade the change to all orders in the group.
• Trips -- Groups can be linked to a specific trip when everyone is booking the same experience.
• Traveler Questions -- When group orders have assigned questions, the group readiness score includes a questions factor tracking answer completion across all orders.