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TravPilot Documentation

website·Indexed 30 days ago

https://docs.travpilot.com

Documentation for TravPilot, a platform for travel agents to create structured itineraries, manage customer databases, and handle trip pricing and payments. Includes guides on using the itinerary editor, managing agency-level organization settings, creating reusable templates and blocks, and tracking business performance via analytics.

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What's inside TravPilot

  1. Overview of Agency Pages

    Agency Pages are reusable, customer-facing pages used to introduce a travel agency (e.g., About Us, team stories, service highlights, and credentials). They are available on Starter and Custom plans.

    Key roles and permissions:

    • Administrators: The only users who can create, edit, archive, or permanently delete pages in the organization library.
    • Agents: Can attach active pages from the library to individual itineraries via Settings.

    Each page has two names: a Library name (internal for team organization) and a Page title (customer-facing).

  2. Overview of the TravPilot Trip Guide

    The Trip Guide is a customer-facing layer within an itinerary used to provide practical guidance, weather notes, and travel context. It generates content based on the current version of the itinerary. It is typically used after the main itinerary structure is finalized and the customer is close to booking.

  3. Overview of the TravPilot itinerary editor

    The itinerary editor is used to transform raw trip content (notes/drafts) into a structured plan consisting of sections, entities, and a specific order. It is the stage where a trip becomes a customer-facing itinerary. Key capabilities include converting drafts into structured content, importing templates, reordering activities/hotels/transfers, and previewing the final customer view.

  4. Generate a Trip Overview using AI

    The 'Generate with AI' tool creates a first draft of the Trip Overview by reading the current version of the itinerary. For the best results, use this feature after the itinerary is finalized or nearly complete.

    Available formats include:

    • Quick & Simple: Short and concise.
    • Standard: Balanced detail, suitable for most proposals.
    • Detailed: A longer narrative with more trip context.

    Users can preview the AI-generated text before applying it and manually edit the result afterward.

  5. Choose a manual page structure

    When creating a page manually, you can choose from four predefined structures. These structures can be modified by adding, removing, or reordering blocks:

    • Blank page: Starts with a story block.
    • About the agency: Starts with story, features, and statistics.
    • Founder or team story: Starts with story, people, and a quote.
    • Trust and credentials: Starts with statistics, features, a timeline, and logos.

  6. Use the Draft tab for raw trip planning

    The Draft tab is used to collect and refine trip content before structuring it in the itinerary editor. It is the most efficient place to make significant changes because it handles raw text rather than arranged entities. Use Draft for big rewrites, raw planning, and cleaning up trip details before building the final itinerary.

  7. Manage Agency Pages in an itinerary

    Agency Pages (e.g., 'About Us', team stories, or credentials) are reusable customer-facing pages. In Settings, agents can attach active pages from the organization library, reorder them, or detach them. The selected pages appear in the specified order on both the customer itinerary link and the proposal PDF. Note that pages marked as 'defaults' are automatically attached to new blank itineraries but can be manually detached if irrelevant.

  8. Manage team members in the Travpilot agency workspace

    The Team area is used by administrators to manage personnel access to the agency workspace. Key capabilities include:

    • Inviting new team members via email.
    • Reviewing the current list of team members.
    • Modifying user roles (where permitted).
    • Deactivating and reactivating users.
    • Monitoring seat usage against the current subscription plan.

  9. Manage customer profiles in TravPilot

    The Customers section serves as a shared traveler database and relationship workspace. It allows users to maintain a single source of truth for customer information to avoid rebuilding traveler context for every trip. Key capabilities include creating and updating profiles, searching and filtering active/inactive customers, linking customers to itineraries, and bulk importing records.

  10. Analyze sales and customer demand using Analytics

    The Analytics page provides a high-level overview of business performance, loss reasons, and customer demand patterns. It allows users to filter data by specific time periods (This month, Last month, Last 30 days, Last 3 months, or a custom range) and compares current metrics against the preceding period of the same length.

  11. Customize the customer-facing trip experience

    Beyond the day-by-day itinerary, the shared customer experience can be enhanced with the following components:

    • A dedicated Trip Guide
    • Showcases containing photos and reviews
    • Detailed Pricing
    • Documents and approval workflows
    • Custom organization branding and presentation settings

  12. Create and manage a Trip Overview using the Summary feature

    The Summary feature allows agents to create a clean, customer-facing Trip Overview that complements the structured day-by-day itinerary. It is primarily used for creating shareable text for proposals, WhatsApp messages, or emails. The Trip Overview does not replace the structured trip view but provides a narrative context for the customer.