Finalizing the Trip

DO NOT edit the Client Trip Proposal Agreement Form in the Library.

​

Click on CONTACTS  

Search your client’s name or email  

Click on your client’s name or email

Click SEND FORM

Search for your agency’s Client Trip Proposal Agreement Form

• Open the Client Trip Proposal Agreement Form

• Beside INCLUDE A CUSTOM MESSAGE click SAVED MESSAGES

• Search CC AUTHORIZATION and click CC AUTHORIZATION​

​

• The following message  should appear in the custom message description below:

​​​

•  Hello,

• Thank you for approving the proposal itinerary. Kindly complete the cc authorization form for your trip. This form does not require immediate payment but serves as your authorization for the total trip price and enables me to accept payments on your behalf. 

• Under AUTHORIZATION DESCRIPTION: Use Your Approved Trip Summary to complete for description

​​​

• Description Example: 

• # of Travelers: 

• Destination: 

• Meet & Greet Service: 

• RT Private Airport Transfer: 

• # Of Nights: 

• Accommodation Type: 

• # Of Rooms: 

• Excursion/Tour:

​​​

• Please review the payment schedule below:

• All pricing and availability listed may be subject to change until full payment is received from the entire group. 

​​

• Trip Payment Schedule

• Deposit Due by 00/00/2024:  $200 per person

• Next Payment Due by 00/00/2024: $370 per person     

• Next Payment Due by 00/00/2024: $300 per person

• Remaining Balance Due by:  July 15, 2024

• Trip price per person: $1,675.00 *Pricing Based on 6 Adults

• Total Trip Price: $10,050.00 *Pricing Based on 6 Adults

​​

• Your Cancellation Policy

• Cancellation Fee after 00/00/2024: $200 per person

• Cancellation Fee after 00/00/2024: $570 per person

• Cancellation Fee after 00/00/2024: $870 per person

• 100% Non Refundable after: July 15, 2024

Under AUTHORIZATION AMOUNT type: Deposit Amount

Example:

Authorization Amount: $920.00

 

Ensure all information is correct before sending it to your client, as you will not be able to delete it later. Click SEND FORM

​

Repeat the same steps if your Lead Client is inviting multiple travel guests, but use GROUP TRIP PROPOSAL AGREEMENT FORM​​

Once the client has completed the cc authorization open the form to view and pay the vendor.

​

Click on CONTACTS  

Search your client’s name or email  

Click on your client’s name or email

Click FORMS

Under THE CLIENT TRIP PROPOSAL AGREEMENT FORM

Click View Responses

Click View Details

Open another tab on your laptop

Go to your agent portal

Click on your travel partner

Log-in and use the credit card authorization information to pay the deposit on your client’s trip.

Scenario: 

Lead Client: Sarah 

Completed Tasks: Approved Trip Proposal and Signed Client Trip Proposal Agreement Form

Guest Traveler: Kevin

Tasks: Approve Proposal and Sign Group Trip Proposal Agreement Form 

​

1. Locate the Approved Trip Proposal:

   - Go to Trips on Travefy.

   - Click on the trip approved by your lead client, e.g., “Sarah’s Jamaica 40th Birthday Trip Experience.”

 

2. Copy the Approved Trip Proposal:

   - Click Copy to duplicate the approved trip proposal.

   - Click “X” to exit out of the trip.

 

3. Open the Copied Trip Proposal:

   - Under Trips, click on the new proposal titled “Sarah’s Jamaica 40th Birthday Trip Experience Copy.”

   - The trip itinerary will open up.

 

4. Rename the Proposal:

   - Click on the title and update it to include the guest's name. For example, change “Sarah’s Jamaica 40th Birthday Trip Experience Copy” to “Sarah’s Jamaica 40th Birthday Trip Experience - Kevin.”

 

5. Change the Type:

   - Click on “Type” and change it to “Proposal.”

 

6. Edit the Itinerary:

   - Click Edit to modify the itinerary for the guest.

   - Update any necessary details, including:

     - Flights (if they need to be changed)

     - Room type (if applicable)

   - Ensure that the total price and deposit amount, along with dates, are updated in Information & Documents.

 

7. Send the Proposal:

   - Once all updates are made, press the blue send button in the right-hand corner.

   - Click “Email Invite Clients.”

   - Type the guest's email in “Type someone’s name.”

 - Under “Saved Messages,” search for “Approve Proposal.” A custom message should populate.

   - Click “Send Email.”

 

8. Post-Approval:

   - After the guest has approved the trip proposal, send the “Group Trip Proposal Agreement Form.”

 

9. Deposit Payment:

   - Follow the same instructions in Section 5 (Pay Trip Deposit).

Send E- Receipt

Once you have paid the deposit towards your client’s trip, please send a receipt.

Click on LIBRARY  

Search E-Receipt Example

Click on box with three dots

Click COPY

Edit TITLE, type: Clients Name

Example:

E-Receipt: Sarah Brown

Under QUESTIONS

Click Blue Pencil

Enter your Agent Information and your Client’s Trip Details

Click PREVIEW

MAKE SURE ALL INFORMATION IS CORRECT!

ONCE YOU SEND YOU CANNOT EDIT!

Click SHARE

Click EMAIL FORM TO CLIENT

Type your client’s email

Click SEND FORM

BE SURE TO TELL YOUR CLIENTS THAT RECEIPTS MUST BE REVIEWED AND SIGNED.

​

IMPORTANT: The credit card authorization form and the electronic receipt are two of the most important documents. Payments should not be accepted in any other way without these forms being filled out and signed by the client. Before sending this to your clients for signature, please ensure that all information is accurate. Should you think you made an error, please resend. This is a formal document that legally authorizes you to make payments on behalf of your clients. You will both be protected if there are ever any disagreements between you and your client regarding what they agreed to. In the event that you are audited or a vendor/supplier requests a copy of the client's credit card authorization form, you could be penalized financially or your business may be shut down.

It is now time for your client's trip experience. You have planned the trip, and your client has approved the proposal. They have completed their travel forms and made their payments, and the vendor/supplier has issued their travel documents. It is now time to send the final itinerary along with the updated travel information, documents, and vouchers needed for their trip.

 

Instructions for Updating Itinerary and Inviting Clients

 

1. Click on "Trips."

2. Select "Edit."

3. Review your itinerary:

 - Add all confirmation details from your supplier's travel documents.

   - For flights:

     - Click on the flight.

     - Under "Confirmation," enter the record locator.

     - Under "Seat," input the flight seat details.

   - For hotels or resorts:

     - Click on the hotel.

     - Under "Confirmation," enter the hotel reservation number.

   - For excursions and tours:

     - Under "Attached Documents," upload your tour vouchers.

     - If the tour has a specific start time, enter that along with the duration of the tour.

   - For hotels, if there’s a specific check-in time, make sure to enter that as well.

4. Once all travel information is updated, look in the right-hand corner and press the blue Send button.

5. Select "Email Invite Clients."

6. Type your client's email address under "Type someone's name."

7. Click on "Saved Messages" and type "Time for Your Trip Experience" in the search box. A custom message will appear.

8. Edit the message to include the details of your client's trip.

9. Press the “Send Email” button

Scenario: You want to schedule a call with your clients two weeks before their trip to address any questions and ensure they are prepared for their travel experience.

 

Email Subject: Scheduling a Call: Two Weeks Until Your Trip

 

Hey Kevin,

 

I hope this message finds you well! As we approach your upcoming trip in two weeks, I wanted to reach out to schedule a call to ensure that you are fully prepared and address any questions or concerns you may have.

 

Please let me know your availability for a brief call, and I will do my best to accommodate. I want to make sure you feel confident and excited about your trip experience!

 

Looking forward to hearing from you soon.

 

Best regards,

 

[Your Name]  

[Your Title]  

[Your Company]  

[Your Contact Information]