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Every trip in Localflow follows the same path. You start from the customer’s enquiry. Then you work through the four steps at the top of the trip: Trip details, Route, Costing and Review & issue. When the customer says yes, the trip moves to Operations.
Screenshot to add: a trip page with the four numbered steps in the header.

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1. Start the trip

You can start from Home or from Trips.

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From Home

1

Paste the enquiry

In Start a trip, paste the customer’s message: an email, a WhatsApp message, anything they sent.
2

Choose the team

In For, choose your team.
3

Start

Click Start. Nothing is saved until you choose how to plan.
You can also click a usual trip under Or start from a usual trip.

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From Trips

Click New enquiry. You see three ways to start:
  • Build it step by step: answer short questions about days and towns, then click Show the route.
  • Start from a usual trip: pick one of your company’s usual trips. Click Make the route and a first costing.
  • Plan it myself: go straight to the route.
To keep the customer’s message with the trip, use Paste the message, then Keep the message.

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Save the trip

A new trip is not saved yet. The header says Not saved yet. Plan the route, then click Save trip at the top.
The other steps open once the trip is saved.

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2. Trip details

The Trip details step holds the trip title, the customer’s requests, and the enquiry. It saves by itself.
  • Trip title and Requirements and clarifications.
  • Draft message to customer writes a first reply.
  • If the enquiry has details to check, the heading says To check. Decide each one.

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The party, rooms and meals

These are in the header, not on this step. Click the party button (Add the party, or for example 6 guests). The box Party, rooms and meals opens.
  1. Under Who is travelling?, set Adults, Children and From (their country).
  2. Set Room type, Room occupancy and Meal plan.
  3. Click Done.

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The dates

Once the trip has a saved route, you set the first day on Route. Click Set the first day on Route. In When do they travel?, choose Exact day or Month only, then Set the day.

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3. Route

The Route step is the plan, day by day.
  • Each day shows Day N and its town. Use Choose a town to set it.
  • Arrival and Departure are the start and end of the trip.
  • The hotel line shows Hotel: not chosen yet. Hotels are chosen in Costing: Choose in Costing.
  • To add a day, open the day’s ⋯ menu and choose Add a day after day N. Answer Which town is the new day in? and click Add the day.
  • To remove a day, choose Remove day N from the same menu.
Click Save route when you are done. Nothing is saved until you press it.
Choose the vehicle from the vehicle button in the header: Add a vehicle or Choose a vehicle.

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4. Costing

The Costing step prices the trip. Costing saves by itself: you see Saving… then Saved.
1

Check Before you price

In Before you price, check Rooms, Beds and Meals. You need at least 1 adult.
2

Choose the hotels

In Hotels, click Choose on each row. A row with no hotel shows Not priced.
3

Choose the vehicle

In Logistics, click Choose a vehicle.
4

Add entries and extras

Fill Entries and Extras. Extras are for the Whole group or Per person.
5

Check the total

The Total section shows Cost, Margin, Customer price and Per person.
A fully priced option shows All priced. Use Add option to price a second choice, for example with other hotels. The header shows what is left, for example Choose the hotel or Add the rate.
A costing that is under review or already sent does not save by itself. Press Save costing. A sent costing then makes a new version.
Questions: A night with no hotel, The customer books all the hotels, Transport only.

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5. Review & issue

The Review & issue step checks the trip and sends the proposal.
1

Read the status line

It says, for example, Ready to send V1 or 2 to check.
2

Fix what blocks

Rows with Open Route or Open Costing stop you issuing. Fix them first.
3

Write the day text

On Day by day text, click Write and edit ›. See Day text with the assistant.
4

Issue

Click Issue V1. Choose how to show prices: Total only, Section totals or Every line. Nothing is sent yet.
5

Send to the customer

Click Email V1 to the customer, or Link only to make a link.
Items under Notes do not stop you issuing. Your team may need a check first. Then you see Request review, and a team lead clicks Approve.

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6. The customer says yes

1

Record the yes

In Review & issue, click The customer said yes.
2

Answer the questions

Answer: When do they arrive?, Which option did they choose?, When did they say yes?, How did they tell you?, Which Operations team will run it? and Who in Operations will run it?
3

Book it

Click Book it. You see Booked!. Click Open in Operations, or Stay here.
If the trip changed after the version was issued, you cannot record the yes. Issue a new version first.
Booked by mistake? Click Undo the booking.

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7. Operations

Operations shows in the sidebar when your company uses it. The Operations team books the services.
  • The booking has tabs: Overview, Services and suppliers, Day by day, Travellers and needs, Documents, Changes and Invoices.
  • On Services and suppliers, each service has a status: To ask, Asked, Held, Confirmed, Waitlisted, Declined, Cancelled or No booking needed.
  • Click Ask supplier, then Record answer when they reply.
  • A voucher is made when a supplier says yes. Find it on Documents. Send it with Send by WhatsApp.
Screenshot to add: a booking on Services and suppliers.