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 the following tabs. The Departures tab only appears on dynamic trips, so static trips show eight tabs and dynamic trips show nine.

The trip header displays key statistics: departure date (static trips only), trip length or durations, total turnover, page views, and participant count. You can also assign a team member to the trip directly from the header.

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. Dynamic trips use departures to define which dates are bookable and how many participants each date can accept.

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
• Markup — Additional charges or fees that are always pre-selected and included in the booking
• Discount — Order discounts
• Amadeus Ticket — Amadeus airline tickets

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)
• Quantity multiplier settings (see Quantity Multiplier below)
• Availability and capacity (see Occupancy and Capacity below)
• Pre-selected status (whether the product is checked by default during booking)
• Upsell eligibility (whether the product is available as an upsell option during the booking process)
• External product number (for supplier reference)
• Confirmation status (Draft, Active, etc.)

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

Quantity Multiplier

Products can optionally enable a quantity selector that lets customers choose how many units they want during booking. When enabled, the line total becomes the product's calculated rate multiplied by the selected quantity. This is useful for products where customers may want more than one unit, such as extra luggage, meal packages, or equipment rentals.

You configure the quantity multiplier in the Pricing section of the product edit panel:

• Enable quantity selection — Turns the quantity selector on or off for this product
• Default — The quantity pre-filled when the customer first sees the product
• Min — The minimum quantity the customer can select
• Max — The maximum quantity the customer can select

When a trip uses duration options, the minimum and maximum quantity bounds move to each duration instead of the product level. The enable toggle and default value remain on the product. You set per-duration min and max in the Durations section of the product edit panel. This lets you vary the allowed quantity range by trip length -- for example, allowing up to 3 extra bags on a 14-day trip but only 1 on a 7-day trip.

Product Groups

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

• All Included — All products in the group are pre-selected and included in the booking. 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).

Each group has a name and code. Groups can be reordered using drag-and-drop, and products within groups can be reordered separately.

Products not assigned to any group appear under Other products (or simply Products if there are no groups) 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, capacity, and quantity bounds.

When duration options are enabled, the products page shows a duration selector, and products that are not part of the selected duration appear dimmed. If a product has quantity selection enabled, the minimum and maximum quantity values are set per duration rather than on the product itself, letting you vary the allowed range by trip length.

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 that control what customers must do before they can complete a booking.

Booking Cutoff

Set the number of days before the departure date when booking closes. For example, setting this to 14 means customers can no longer book the trip within 14 days of departure. You can add a custom message that is shown to customers when booking is blocked, explaining why the trip is no longer available.

Each section has its own Save button and a Clear button that resets the values for that section.

Deposit Overrides

Override the workspace default deposit settings for this specific trip. Leave any field blank to inherit the workspace value.

• Allow deposit — Choose whether this trip allows deposits (Allow), disallows them (Disallow), or inherits the workspace setting
• Calculation type — Override how the deposit is calculated: per participant or per order
• Deposit amount — A custom deposit amount that replaces the workspace default
• Deposit day count — The number of days before departure by which the deposit must be paid
• Final payment day count — The number of days before departure when the remaining balance is due

This is useful when a particular trip has different payment terms than your standard settings.

Minimum Product Requirements

Require customers to select a minimum number of specific product types before they can complete their booking. You can set minimum counts for each product type individually:

• Accommodation, Activity, Flight, Transportation, Rental Car, Ticket, Insurance, Item, Accessory, and Markup

You can also add a validation message that is shown to customers when they have not met the minimum requirements. For example, you might require at least one accommodation and display the message "Please select at least one hotel for your trip."

Trip Settings

The Settings tab lets you configure:

• Basic Information — Name, code, series, category, labels, and duration options (multiple lengths or a single fixed length)
• Booking Process — Active status toggle, booking page URL, widget embed code, trip ID, and slug with a regenerate button. The booking page URL and widget embed code appear in separate tabs so you can quickly copy whichever you need.
• Segment Selection — Control which customer segments can view and book the trip (only visible when your workspace has the Segments feature enabled)
• Price Display Settings — Show total trip price or per-participant price to customers
• Data Collection Override — Customize which client and participant fields are collected during booking. When the override is off, the workspace defaults are used. When you turn the override on, the workspace defaults are pre-filled so you can adjust from there.

Trip Slugs

Every trip has a slug -- a URL-friendly version of the trip name used in public-facing links such as the booking page and the registration page. When you create a trip, the slug is generated automatically from the trip name (for example, a trip named "Summer in Spain" becomes summer-in-spain). If another trip in the same workspace already uses that slug, a short random suffix is appended to keep it unique.

You can view the current slug on the Settings tab under the Booking Process section. If you rename a trip and want the slug to match the new name, click the regenerate button next to the slug field. Regenerating creates a new slug from the saved trip name and ensures it remains unique within your workspace.

The slug appears in two key URLs:

• Booking page — The direct link customers use to start booking the trip
• Registration page — The self-service link participants use to register (when registration is enabled)

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. When a product inherits availability from inventory, the Capacity section of the edit panel shows the pool values (capacity, reserved, available) as read-only. You can drop the availability link at any time to manage capacity independently on the trip product.

Common Tasks

Creating a New Trip

From the trips list, click Create Trip to open the trip creation page:

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

A date preview panel shows the start and end dates based on your settings. 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 Product to open the product creation panel
2. Choose to create a manual product or add one from your inventory catalog
3. For manual products, select the product type and group, then fill in the basic details
4. For inventory products, pick a product and optionally select which variants to include

After creation, click a product's Edit Details action to open the edit panel. The edit panel is organized into collapsible sections that you can expand one at a time:

• General -- Name, code, public description, type, group, supplier, VAT category, pre-selection and upsell settings
• Product Attributes -- Type-specific fields (e.g., flight details, accommodation info). Only shown for typed products.
• Pricing -- Rate calculation method, rate amounts, and the quantity multiplier toggle
• Schedule -- Date settings. For static trips, pick calendar dates. For dynamic trips, set relative day offsets from the departure date. An optional "Show time" toggle adds time-of-day inputs.
• Capacity -- Occupancy restrictions, counting type, and capacity/blocked values. When the product has variants, each variant gets its own capacity row.
• Durations -- Only shown when the trip uses duration options. Select which durations the product participates in, with per-duration dates, availability limits, and quantity bounds.

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. Click Add Group to create a product group
2. Choose the group type (Select Many, Select One, or All Included)
3. Enter a name and code for the group
4. Click Save
5. Assign products to groups from the product's General section in the edit panel
6. Reorder groups and products within groups using drag-and-drop

Groups can be collapsed and expanded individually, or all at once using the Collapse All and Expand All buttons below the product list.

Duplicating a Trip

From the trip header action menu, select Duplicate to another date (available for static trips only):

1. Choose the new departure date
2. Click Duplicate

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 action menu, select Change departure date (available for static trips only):

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

Creating an Order from a Trip

From the trip header action menu, select Create Order to go directly to the order creation page with this trip pre-selected. You can also create orders from the trips list using the same action.

Downloading Trip Data

From the trip header action menu, 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
• Labels — Filter by one or more labels
• 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 — When a trip's registration is configured to assign orders to a group, it becomes a "contributing trip" for that group. Contributing trips provide the product catalog for group coverage configuration, and all registration orders are automatically added to the group.
• Inventory — Trip products can be linked to inventory products for synchronized availability tracking.
• Clients — Customers who book trips become clients in your system.
• Suppliers — Each trip product tracks a supplier. You can generate and deliver supplier reports directly from the trip's Supplier Reports tab.
• Assignments — Assign team members to trips to track who is managing each departure.

Registration Portal

Trips can offer a self-service registration portal where participants sign up independently via a shareable link. You enable registration from the trip's Registration tab.

When enabled, you get a unique registration URL based on the trip's slug that you can share with participants. Anyone with the link can fill out the registration form and create a booking. The registration page shows the trip name, departure date, trip length, and description so participants know what they are signing up for.

Registration Settings

The Registration tab has three settings:

• Enable Registration — Turns the registration portal on or off for this trip. When off, the registration URL returns an error.
• Assign to Group — Optionally select an existing group to assign all orders created through registration. When a group is assigned and has a client, that client is used for every registration order. When no group is assigned, the system creates or matches a client from the primary participant's details (name, email).
• Welcome Text — A custom message displayed at the top of the registration page. Use this for instructions, event details, or greetings.

How Registration Works

When a participant submits the registration form, the system automatically:

1. Resolves the client -- uses the group's client if a group is assigned, or creates/matches a client from the primary participant's email and name
2. Creates an order linked to the trip
3. Adds all pre-selected products from the trip to the order, with pricing calculated based on the participant's party size
4. Creates participant records from the submitted form data
5. Sends an order confirmation email to the client
6. If a group is assigned, adds the order to that group
7. Updates trip statistics (turnover, participant count)

The registration page collects participant data based on either the trip's data collection override settings or the workspace defaults if no override is set.

Setting Up Registration

1. Open a trip and go to the Registration tab
2. Toggle registration on
3. Optionally select a group to assign registration orders to
4. Copy the registration URL and share it with participants
5. Optionally add welcome text for the registration page

Trip Questions

The Questions tab lets you attach custom questions to a trip or to individual products within a trip. These questions are presented to customers during the booking process to collect additional information beyond the standard participant details.

Trip-Level Questions

Questions added at the trip level appear on every order for this trip, regardless of which products the customer selects. Use trip-level questions for information that applies to the whole booking, such as dietary requirements, arrival details, or emergency contacts.

Product-Level Questions

Each product in the trip has its own question section on the Questions tab. Questions added to a product only appear when a customer books that specific product. Use product-level questions for product-specific information, such as wetsuit size for a diving excursion or room preferences for a hotel.

When you add a product from inventory, any questions already defined on the inventory product are automatically copied to the trip product.

Adding Questions

You can add questions in two ways:

• From a template — Select a question from your traveler question library. The label, field type, and settings are pre-filled from the template. You can adjust the scope and required setting before adding.
• Custom — Create a one-off question by entering a label and selecting a field type. Custom questions are not saved to your question library.

Question Settings

Each question has the following settings:

Editing and Removing Questions

You can edit any question's label, field type, scope, and required setting after adding it. You can also delete questions that are no longer needed. Changes to trip or product questions do not affect the original template in your question library.

Sending Emails to Trip Participants

From the trip header action menu, select Send email to participants to open the email panel.

Audience Selection

Choose who receives the email using one or more audience options:

You can combine multiple audiences — for example, send to both clients and all participants.

Composing the Email

The email uses the Trip Email managed template as a starting point, but you can edit the subject and body before sending. Available template variables:

Recipient Preview

Before sending, review the recipient list showing each person's order code, name, email, type (client or participant), and whether they are the primary contact.

Sending

Click Send Email to queue the email for delivery. The panel confirms how many recipients the email was sent to. Delivery tracking follows the same flow as other actions — you can monitor delivery status in your action deliveries.

Supplier Reports Per Trip

The Supplier Reports tab on each trip lets you generate and deliver supplier activity reports scoped to that specific trip. For each supplier with active bookings in the trip, you see:

• The supplier name and configured recipient email address
• The number of active bookings for that supplier on this trip
• The current delivery status (Pending, Sent, or Failed)

Previewing and Sending Reports

Before sending a report, click Preview to see the exact data that will be delivered. The preview shows a table with the configured report columns and rows for each booking (or participant, depending on the supplier's row mode setting).

When you are satisfied with the preview, click Deliver to send the report by email to the supplier's configured recipient. The delivery status updates in the list so you can track whether the report was sent successfully.

Delivery History

After reports have been sent, you can view the delivery history for each supplier. Each delivery shows the timestamp, recipient email, delivery status (Submitted, Delivered, or Failed), and allows you to download the delivered report or resend it if delivery failed.

This is useful for sending trip-specific manifests to hotels, transport providers, and activity operators ahead of a departure.

Seating Layouts on Trips

Trips that include products with seating (flights, buses, venues) can use seating layouts to manage seat assignments.

Setting Up Seating for a Trip Product

From the Products tab, you can assign a seating layout to a product:

1. Click the seating action on a product row
2. Choose to create a new layout or copy an existing layout from your templates
3. The seat map appears showing all rows and seats in the layout

Managing Seats

Once a layout is assigned, you can:

• View the seat map -- See all seats with color-coded availability (available, reserved, blocked)
• Set seat pricing -- Assign rate categories to seats to control pricing by seat position (e.g., window seats, exit rows)
• Block seats -- Mark seats as unavailable for booking (e.g., crew seats, maintenance holds)
• Unblock seats -- Release previously blocked seats back to availability

Seat assignments for individual participants are managed from the order's bookings page.

Readiness Score

Every trip with at least one active order has a computed readiness score -- a percentage from 0 to 100 that tells you how close the trip is to being fully prepared for departure. The score is displayed in the trips list as a small doughnut chart with a color-coded RAG (Red / Amber / Green) indicator, and on the dashboard in the Trip Readiness widget.

RAG Status

How the Score is Calculated

The readiness score is a weighted average of up to four factors. If the trip has traveler questions, all four factors are included. If there are no questions, the first three factors are re-weighted to compensate.

Viewing Factor Details

On the dashboard Trip Readiness widget, click any trip row to expand it and see a breakdown of each factor with its individual percentage, a progress bar, and a count (e.g., "12 / 15 complete" for participant details, or the collected vs. total amount for payments). Each factor row links to the trip's orders page so you can take action.

The widget lets you filter trips by departure window -- Next 7 days, 14 days, 30 days, 60 days, or All upcoming -- so you can focus on the most urgent departures first.

When the Score Updates

The readiness score recalculates automatically whenever an event affects one of the underlying factors -- for example, when a payment is recorded, a participant's details are updated, an order status changes, or a question answer is submitted. If a trip has no orders, the score is cleared (shown as blank) because there is nothing to measure.

Cloning Products

You can duplicate a product within a trip by selecting Clone from the product's action menu. This creates a copy of the product with all its settings, pricing, and variant configurations. The cloned product appears in the same group as the original and can be renamed and adjusted independently. This is useful when you need similar products with small variations (e.g., the same hotel in different room blocks).

Trip Timeline

The Timeline tab provides a chronological activity log of everything that has happened on the trip. Each entry records the timestamp, the event description, and who performed it (for user-initiated actions).

Event Types

Timeline entries are categorized by type, each shown with a distinct icon:

Action Sources

Each entry is tagged as either a user action (performed by a team member) or a system action (performed automatically by Itsy). A toggle at the top of the timeline lets you show or hide system actions so you can focus on changes made by your team.

What Gets Logged

The timeline automatically records events such as:

• Trip created, archived, or cloned (with links to source or destination trips)
• Trip properties changed (name, category, series, departing/returning locations, segments)
• Departure date changed (including whether product dates were cascaded)
• Products added, edited, removed, or cloned
• Pricing and capacity updates on products
• Duration settings updated for products
• Emails queued for delivery to trip participants
• Supplier reports sent

Each entry is immutable — once recorded, timeline entries cannot be edited or deleted, ensuring a reliable audit trail.