Itineraries are the heart of Tourwriter. This article covers how to create one, configure its settings, and manage it from the itinerary list.

Creating a new itinerary

To get started, navigate to Itineraries in the main sidebar.

1. Click New itinerary.
2. Enter an Itinerary title. The title appears in all communications sent to travellers, so make it descriptive. For example: "John and Joan McLean's Italian Escape."
3. Set the Start date and End date to define the travel duration.
4. Click Next to access additional setup options.

Tip: If you adjust dates after creating the itinerary, tick the Automatically move end date checkbox to maintain the original duration.

Itinerary settings

Once you have created an itinerary, the Setup tab gives you access to the following settings.

Itinerary ID

Each itinerary has an automatically generated ID, taken from the first eight characters of its URL and displayed in capitals. For example, a URL ending in 1446e453-66d1-4508 produces the ID 1446 E453. The itinerary ID appears in PDF exports and supplier emails, and you can use it to find an itinerary quickly via global search (Ctrl + K).

Changing the itinerary owner

1. Go to the Itinerary owner field on the Setup tab.
2. Delete the existing owner's name.
3. Select a replacement from the dropdown.

The previous owner is automatically added as a Contributor. The owner field cannot be left blank. If you delete a name without selecting a replacement, the previous owner retains ownership.

Status

Use the Status drop-down to track where an itinerary is in the sales and delivery process. There are 11 options:

• Proposal
• Duplication / Sample
• Pre-confirmed
• Confirmed: not yet paid
• Confirmed: deposit paid
• Confirmed: fully paid
• Completed: pending invoices
• Completed
• Not booked
• Cancelled
• Postponed

Sale date

The Sale date field records when the itinerary was sold. It auto-populates with today's date when you set the status to Confirmed (any variant). You can also enter a date manually.

Adding contributors

By default, non-admin agents can only access itineraries they created themselves. Adding a contributor gives another user edit access to the itinerary.

1. On the Setup tab, click Add contributor.
2. Enter the user's name.
3. Click Save.
4. Click Send invitation.

The contributor receives an email. Once they click Access itinerary, they have full edit access.

Adding travellers

1. On the Setup tab, click Add traveller.
2. Enter the traveller's first name, last name, and email address.
3. Drag and drop travellers to set their display order.

The order you set here carries through to the Preview, PDF export, traveller list export, and any shared itinerary links.

Adding notes

Use the Notes field to record private information about the trip, such as traveller preferences or internal reminders. Notes are not visible on the client-facing itinerary preview.

The itinerary list view

The itinerary list shows all itineraries you have access to. Use the filter tabs to narrow the list by:

• Proposals
• Accepted itineraries
• Finals
• Alerts

You can also search by itinerary title or keywords.

Alerts

Tourwriter flags itineraries that are approaching their start date without a confirmed status.

• An orange alert appears 28 days before the start date.
• A red alert appears 14 days before the start date.

Check the Alerts filter regularly to catch any unconfirmed bookings before it is too late.

Once you have created your itinerary and configured the Setup tab, the next step is adding services. See Building itineraries for a step-by-step guide.

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