Trips

Trips are the packaged travel experiences you offer to your customers. Each trip defines a complete travel product — from accommodation and activities to flights and pricing. When customers visit your public booking portal, they browse your trips, select products, and complete their booking. Internally, you manage products, pricing, availability, and booking rules for each trip.

How It Works

You create a trip by defining its basic details, adding products organized into groups, setting pricing and availability, and configuring booking rules. Customers then book through your public portal where they choose a departure date, select products, enter participant details, and make payment. Each completed booking creates an order linked to the trip.

Trip Detail Tabs

When you open a trip, you see four tabs:

The trip header displays key statistics: departure date, trip length, tags, total turnover, page views, and participant count.

Key Concepts

Trip Types

Static Trips have a fixed departure date that you define. This is the standard type for scheduled tours and group departures. When you copy a static trip, all product dates shift to match the new departure date.

Dynamic Trips allow customers to choose flexible dates based on availability. This option requires the Dynamic Trips feature flag to be enabled in your workspace.

Products

Products are the individual components that make up a trip — hotels, tours, flights, transfers, and more. The available product types are:

• Accommodation — Hotels, vacation rentals, lodges
• Activity — Tours, excursions, experiences
• Flight — Air travel
• Transportation — Transfers, shuttle services
• Rental Car — Vehicle rentals
• Ticket — Event tickets, attraction passes
• Insurance — Travel insurance
• Item — General items or miscellaneous services
• Accessory — Add-on items

Each product type can have type-specific attributes (for example, flights have departure/arrival details, accommodation has room information).

Every product tracks:

• Name, code, and public description (shown to customers)
• Dates (either fixed dates or relative day offsets from the trip departure)
• Supplier and VAT category
• Pricing (see Rate Calculation below)
• Availability and capacity (see Occupancy and Capacity below)
• Pre-selected status (whether the product is checked by default during booking)
• External product number (for supplier reference)
• Confirmation status (Draft, Active, etc.)

Products can be reordered within their group using drag-and-drop.

Product Groups

You organize products into groups that control how customers interact with them during booking:

• Included — Pre-selected products that are part of the base trip. Customers see these but cannot deselect them.
• Select One — Customers must choose exactly one product from the group (e.g., choose your room type).
• Select Many — Customers can select multiple products from the group (e.g., add optional excursions).
• Hidden — Products that exist in the trip for internal tracking but are not displayed to customers during booking.

Each group has a name, code, and order index. Groups can be reordered, and products within groups can be reordered separately.

Products not assigned to any group appear as ungrouped items on the products page.

Product Variants

Within each product, you can offer variants — different options like room types, meal plans, or ticket categories. Each variant has:

• Name and display name (shown to customers)
• Public description
• SKU and external variant ID
• Tags and attributes
• Its own availability tracking (capacity, blocked, reserved, available)
• Participant combinations (controlling which participant type combinations can select the variant)

Variant pricing can be calculated in three ways:

• Base — Uses the product's base rates directly
• Transform by Percentage — Adjusts the product's base rates by a percentage (e.g., +20% for a premium room)
• Transform by Number — Adjusts the product's base rates by a fixed amount (e.g., +5,000 for an upgrade)

When a product has variants, customers choose a variant instead of the product itself during booking.

Rate Calculation

Product pricing supports seven rate calculation methods:

For per-person methods, you set separate rates for adults, children, and infants. For per-unit and fixed methods, you set a single rate.

Occupancy and Capacity

Products can optionally track occupancy to limit how many bookings are accepted:

• Capacity — The total number of spots available
• Blocked — Spots held back from sale (e.g., reserved for staff)
• Reserved — Spots already booked by customers (updated automatically)
• Available — Calculated as Capacity minus Blocked minus Reserved

Capacity can be counted in two ways:

• Per Unit — Each booking unit counts as one against capacity
• Per Participant — Individual participants count against capacity, with control over which types (adults, children, infants) are counted

When a product has variants, capacity is tracked at the variant level rather than the product level.

Products can also set specific availability limits per participant type (available adults, children, infants, total).

Duration Options

Trips can offer multiple trip lengths instead of a fixed duration. When you enable duration options, you define the available lengths (e.g., 7 days, 10 days, 14 days). Each product can then have different configurations for each duration — different dates, availability limits, and capacity.

When duration options are enabled, the products page shows a duration selector, and products that are not part of the selected duration appear dimmed.

Participant Combinations

Products and variants support participant combinations — rules that control which combinations of adults, children, and infants can select the product. For example, you might restrict a room to "2 adults" or "2 adults + 1 child". This ensures customers select products appropriate for their group size.

Booking Conditions

From the Conditions tab, you configure three types of rules:

Booking Cutoff

• Set the number of days before departure when booking closes
• Add a custom message explaining why bookings are no longer available

Deposit Overrides

• Override the workspace default deposit amount for this trip
• Override the number of days before departure when full payment is due

Minimum Product Requirements

• Set minimum counts for each product type (e.g., at least 1 accommodation, at least 1 activity)
• Add a custom message shown when customers haven't met the requirements

Trip Settings

The Settings tab lets you configure:

• Basic Information — Name, code, URL slug, series, and category
• Tags — For filtering and organization
• Segments — Control which customer segments can view and book the trip
• Duration Options — Enable multiple trip lengths or set a fixed length
• Active Status — Whether the trip appears on the public portal
• Price Display — Show total trip price or per-participant price to customers
• Allow Deposit — Whether customers can pay a deposit instead of the full price
• Auto-Add to Group — Automatically add new orders to a linked traveler group
• Data Collection Override — Customize which client and participant fields are collected during booking (overrides workspace defaults)
• Public Booking URL — The link to the trip's public booking page (with copy-to-clipboard)

Adding Products from Inventory

If you use the Inventory system, you can add products to a trip directly from your inventory catalog. This links the trip product to the inventory product, keeping availability synchronized. You can also unlink a product from inventory if you need to manage it independently.

Common Tasks

Creating a New Trip

From the trips list, click Add to open the creation panel:

1. Enter the trip name and code
2. Select the trip type (Static or Dynamic)
3. For static trips, set the departure date
4. Choose a fixed trip length or enable duration options with multiple lengths
5. Optionally assign to a series and category
6. Optionally set segment access
7. Click Save

The trip is created as active and you are taken to the products page to start adding content.

Adding Products

From the Products tab:

1. Click Add to create a new product
2. Select the product type and enter its details (name, code, supplier, dates, pricing)
3. Set whether the product is pre-selected for customers
4. Optionally assign it to a product group
5. Configure pricing and occupancy settings

You can also add products from your inventory catalog, which links the trip product to the inventory product for synchronized availability.

Organizing Products into Groups

1. Create a product group with a name, code, and type (Included, Select One, Select Many, or Hidden)
2. Assign products to groups
3. Reorder groups and products within groups using drag-and-drop

Copying a Trip

From the trip header, select Copy to another date:

1. Choose the new departure date
2. Click Copy

Itsy creates a new trip with all product groups, products, and variants copied over. Product dates are shifted to match the new departure date. Reservation counts are reset to zero on the copy.

Changing the Departure Date

From the trip header, select Change departure date:

1. Set the new departure date
2. Choose whether to update all product dates in the trip
3. Choose whether to update all booking dates in existing orders
4. Click Save

Downloading Trip Data

From the trip header, select Download order data to export all order and participant data for the trip as a ZIP file containing CSV files.

Managing Series

From the Series page (under Trips in the sidebar):

1. Click Add to create a new series
2. Enter the series name, code, and slug
3. Set whether the series is bookable and active
4. Click Save

Series automatically track aggregated statistics: trip count, total turnover, total participants, and first/last departure dates.

Managing Categories

From the Categories page (under Trips in the sidebar):

1. Click Add to create a new category
2. Enter the category name, color, and description
3. Set whether the category is active and whether it's the default
4. Click Save

Each workspace has one default category that new trips are assigned to if no category is specified.

Filtering and Finding Trips

The trips list supports filtering by:

• Name — Search by trip name
• Series — Filter by trip series
• Category — Filter by trip category
• Tags — Filter by one or more tags
• Active Only — Show only active trips (default)
• Assigned to Me — Show only trips assigned to you

How It Connects

• Orders — When customers book a trip, an order is created with the selected products as booking line items. The trip's Orders tab shows all orders and their statuses.
• Groups — Trips can auto-add new orders to a linked traveler group, useful for group departures. You can also manually link a trip to a group.
• Inventory — Trip products can be linked to inventory products for synchronized availability tracking.
• Clients — Customers who book trips become clients in your system.