How-to: Copy a traveler to another trip - for easy booking of repeat customers - or Transfer to a new Trip to avoid refunding

Transfer or Copy a Traveler from their TripBoard to another Trip

Look for this icon on your Traveler TripBoard:

Click to open the popup:

There are two options in the popup:

Transfer - move their payments and close the booking on the current Trip
Copy a Repeat Traveler - just copy their profile for easy re-booking, leave current booking intact

What does it mean to "Transfer" or "Copy" a Traveler?

The following sections of a Traveler's TripBoard is affected depending on if you Transfer or Copy them:

Payments
Invoice Line Items
PDF Confirmations
Documents & Links
Optional Itinerary & Add-on Responses
Task Responses (Responses & Submitted Files)

How Do They Differ? A Comparison Chart!

Action/Impact	Transfer	Copy
What happens to the Traveler	The Traveler is now transferred from the old/from trip *to the new/to* trip.** A copy will remain on the old/from trip with 'Transferred' status: When a Traveler is in the Transferred state: They will see a message directing them to the new trip if they use their old magic link They will NOT receive reminders from the old trip Their status on the new trip determines if they get reminders on the new trip (if Registered or Booked) Planners cannot use the VIEW AS or get Magic Link feature for those Travelers	The Traveler is now copied from the old/from trip to the new/to trip. This Traveler exists in both the old/from and new/to trip. The Traveler doesn't have to re-fill out the same Tasks/Forms, emails, questionnaires etc. if the questions and fields between the old and new trip are the same.
Traveler status after action	A new Profile with the current Registration Status will be added to the new/to Trip	A new Profile with ‘INVITED’ Registration Status will be added to the new/to trip
Trip Package	Will be matched on name ✅ If no match is found, a 'Transferred' package will be created	Will be matched on name ✅ If no match is found, the lowest-priced package will be assigned Please double-check the assigned package for the copied traveler
Payments, Refunds, Credits, Coupons & Allocations	Transferred to new trip ✅	Not copied to new trip ❌
Invoice Line Items	Copied to new trip ✅	NOT copied to new trip ❌
PDF Confirmations	NOT copied nor transferred to new trip ❌	NOT copied to new trip ❌
Documents & Links	Transferred ✅ (ie. the files the Traveler uploaded will only be viewable by the Planner *in the new/to* trip, not** the old/from trip)	NOT copied to new trip ❌
Optional Itinerary Items & Add-on Responses	NOT transferred ❌ (ie. they will remain on the old/from trip)	NOT copied to new trip❌
*Tasks/Forms Responses -'Response'	Copied ✅ (ie. they exist in both the old/from trip and the new/to trip)	**Copied if possible ✅
Tasks/Forms Responses - 'Submitted Files'	Transferred ✅ (meaning the files the Traveler uploaded is only viewable by the Planner *in the new/to* trip,** not the old/from trip) This applies when the Task Type is: ***Passport Upload ***Document(s) Upload ***Custom Form > ****Avatar Upload, or File Upload	**Copied if possible ✅

NOTE:

*: Tasks & Forms Responses > 'Response' vs. 'Submitted Files' refer to these sections

**: "if possible" means if the from/old trip and the to/new trip have the SAME Tasks, ie that they match.

***: under Manage Tasks & Custom Forms > Add Task > scroll to bottom > Required Response Type is 'Document(s) Upload', 'Passport form + Upload' or 'Custom form (building your own)'

****: in a Custom Form > when the Field Type is Avatar Upload, or File Upload:

What does it mean to "Transfer" someone?

It's not exactly a move, and it's not exactly a copy, it's a little bit of both.

A copy will remain on the current trip with “TRANSFERRED” status
A new Profile with current Registration Status will be added to the selected Trip
Package will matched on name
- If not matched, a "Transferred” package will be created
Add-ons & Optional Items are NOT copied - they will remain on the old trip
Task/Form Responses are copied
Documents & Links are moved
Payments, Refunds, Credits, Coupons and Allocations are moved

What does it mean to "Copy" someone?

The source booking will remain on the current trip with no change
A new Profile with ‘INVITED’ Registration Status will be added to the selected trip
Trip Package will be matched on name
- If no match is found, the lowest-priced package will be assigned
  - Please double-check the assigned package for the copied traveler
Add-ons & Optional Items will NOT be copied
Task & Form Responses will be copied if possible

Personal documents will be copied if possible
Payments, Refunds, Credits, Coupons and Allocations will be NOT be moved

➡️ Transfer - Avoid refunds, just transfer them!

Use this feature when your customer needs to be rebooked on another trip, there can be many reasons for this:

You had to cancel a trip and need to move people to another one
They have requested to change their dates to another departure (or private one)
There's an incident in the destination and some travelers don't feel safe, so you are giving them to the option to rebook another date or destination to avoid a cancellation

👯 Copy Repeat Travelers to support easy re-booking, just copy their profiles to another trip!

If you'd like access to this feature, contact sales about upgrading to Platform White Label

Tip: Available to Affiliates for Travelers they have registered 😊

How to Copy a traveler to another trip

From Trip CRM, open the TripBoard and select the trip board of the traveler you want to copy to another trip. This traveler is fully booked for the Galapagos Islands trip.
He has also filled out the task form for this trip
Click on the icon shown below in the green box
Select Copy a Repeat Traveler feature
Choose the trip to which you are going to copy their profile
Click on COPY
If successful, you will see this green box. The profile and task responses will be copied. Please note that this action cannot be undone.
If there are any issues (packages/forms that don't match between the trips) you'll be prompted to accept the mismatch and continue or cancel the copy.
Then, you can view the traveler's new trip board via NEW TRIPBOARD
The copied traveler will have the Invited status and be marked as Not Responded and Not Booked for the new trip
If the new trip has the same task field, the response will be copied
From here, you can easily send an invitation to the traveler, allowing them to access the new trip and pay the deposit without refilling their profile and task forms

Need more help?

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