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      Configured Trip Reports - Get the Trip CRM data you need, your way

      Tailor your trip reports to view and organize real-time data exactly how you need it, per package or individual.

      Overview

      This feature is for anyone needing specific data at the trip level, whether it’s for organizing room assignments, tracking payments, or managing leads. These reports can be set up during your Onboarding or at any time with YouLi.

      Once configured, the report applies to all trips in your account!

      If you’re imagining the possibilities, this feature might be perfect for you!

       

      Where to Find Custom Trip Reports

      1. Go to any trip from the TRIP DASHBOARD
      2. Select the MANAGE PEOPLE & REPORTS icon on the left
      3. Click the REPORTS tab

      Here’s an example view when Configured Reports are available:


       

      What Data Can Be Included?

      Any information in the Trip CRM can be configured into a report, customized to your needs. While you can view all data through the Trip Reports UI, configured reports aggregate and filter it specifically as required.

      TIP: For payment-specific reports, use Manage Payments or the Global Payments Report. 

       

      How Many Reports Can I Create?

      You can set up unlimited Trip Reports, though scoping fees may apply depending on the number and complexity of reports.

       

      Example Reports

      1. Airport Manifest

      Keep your group leader updated on arrivals.

        • Status Filter: "Booked & Fully Paid"
        • Fields: Name, Email, Phone Number While Traveling, Passport Number, Arrival Flight Number, Arrival Date, Arrival Time 
        • Sort Order: Arrival Time

      2. Prospects List

      Track leads to assist your sales team.

        • Status Filter: "Not Booked"
        • Fields: Name, Email, Phone Number, Last Viewed Trip Page 
        • Sort Order: Last Name

      3. Rooming Report

      Plan room assignments for the hotel.

        • Status Filter: "Booked"
        • Grouped by: Package Name or Room, with counts
        • Fields: Name, Email, Room Number, Dietary Preferences
        • Sort Order: Last Name

       

      Configuration Options

      ✅ Status Filter Options

      Choose who to include in the report:

      • Not Booked
        • Registered, but no payments made
          • works well for Brochure trips
          • See how many are interested but have not paid (also available under Manage Payments)
      •  Booked
        • No Payment Required
        • Pending
        • Booked & Fully Paid
        • Booked & Owing (partially paid)
          • Includes any "Pending"
      • Canceled
        • aka Declined
      • Refunded

      📋 Included Fields

      Choose from any data field in the TripBoard:

      • Any field you can see on the Trip Board
        • First Name
        • Last Name
        • Email
        • Phone number
        • Planner Notes
        • Room
        • etc
      • A field for any optional item / add-on
        • Add a field that indicates the travelers' response to an optional itinerary item OR paid add-on
        • Great for airport transfers
      • Any field defined in a task
        • Passport Number
        • T-Shirt Size
      • Pricing (excludes credit card and refund protect surcharges)
        • Total Price
        • Amount Paid
        • Amount Owing

      👥 Grouping Options

      Group data by Package Name or Room (or none) to see counts and room assignments in reports.

      For example: this is a configured "Rooming Report" for "Booked" people grouped by Package, and including the assigned Room as a field. This will also automatically generate a count at the top of the report:

      example-aggregated-report-rooming

      🔀 Sort Order Options

      In addition to the ability to group by Package and Room, the data can also be sorted by almost any of the included fields. 

      For example, the data could be sorted by:

      Arrival Time, Traveler Last Name

      By default, data is sorted by Invitation Group.

       

      Ready to Get started?

      Submit a Report Request - COMING SOON!

      Need even more customization than what's described so far?

      Submit your request for a potential product enhancement.

       

      Troubleshooting

      Problem: Fields aren’t appearing in the report.
      Solution:

      1. Check if the field label contains double quotes, replace them with single quotes and request a revision to the report.
      2. Ensure that your field names are consistent between trips, even an extra space in the label could cause the field to not be included in the report.
      3. If you have changed your field labels between trips, you might need to submit a request to update all form field labels - or update your configured report to include both labels.
        1. If a field label is not found on the trip, it simply will not appear in the report, even if it is in the configured report definition.

         

        Need more help? 

        Reach out to the YouLi support team via a chat box at the bottom of your screen or submit a Support Ticket. If you need more advanced support, schedule a 1:1 Consulting session with one of our experts, as we will walk you through the features and best practices.