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How-to: Transfer Travelers from a Brochure Mode Trip to a Booking Mode Trip

When you use a Brochure Mode trip as an ongoing trip to collect expressions of interest, you'll typically want to keep that trip open. Once travelers decide to join the tour, you can transfer them to a separate Booking Mode trip where payments and trip management are handled.

 

1. Build Your Brochure Mode Trip and Booking Mode Trip

  • Create a trip in Booking Mode.

  • Add the required pricing packages with the correct package names and pricing.

  • Connect your payment gateway and save the trip.

  • Copy this trip. The copied trip will become your actual booking trip that you use to take payments from travelers.

  • Convert the original trip to Brochure Mode and use it to collect interest registrations.

Why do you need to build the Booking Mode trip first?

There are two reasons:

  1. Package is currently required when transferring travelers between trips. This is a known limitation that we plan to address in a future update. Once this limitation is removed, planners will be able to transfer travelers directly from a Brochure Mode trip without assigning a package first. The system will automatically create a hidden $0 "Transferred" package in the destination trip and assign transferred travelers to it.

  2. Creating the Booking Mode trip first ensures both trips share the same package structure. By building the Booking Mode trip and then converting the original trip into a Brochure Mode trip, the package names and configuration remain consistent across both trips. This makes traveler transfers much smoother, as travelers can be automatically assigned to the corresponding package in the destination trip when matching package names exist. 

2. Gather Interest and Prepare Travelers for Transfer

Once travelers have registered on the Brochure Mode trip:

  • Go to Manage People.

  • Edit each traveler.

  • Make sure the Package field is not empty.

  • If you already know which package the traveler will be joining, assign the appropriate package.

Note: In Manage People, the Package column may still display "-" even though a package has been assigned. This is expected behavior.

3. Transfer Travelers to the Booking Trip

Transfer the traveler from TripBoard to the Booking Mode trip.

  • If the destination trip contains a pricing package with the same name as the package assigned in the Brochure Mode trip:

    • The traveler will automatically be assigned to the matching package in the destination trip.If no matching package exists

  • If the destination trip does not contain a package with the same name:

    • The system will automatically create a hidden package named "transferred" with a value of $0.

    • All transferred travelers will be assigned to this package.

After the transfer, verify that:

  • The traveler appears in Manage People.

  • The package assignment is correct.

  • The invoice amount displays correctly.

4. Clean Up Package Assignments and Notify Travelers

If packages were assigned correctly, the traveler can continue as normal. 

However, their old Magic Link will no longer work after the transfer. If they attempt to use it, an error message will be displayed.

You should:

  • Send a message or invitation to the traveler.

  • Let them know that they must use the new Magic Link generated from the Booking Mode trip.

  • Ask them to use the new link to complete payments and outstanding tasks.

If travelers were assigned to the "Transferred" package

  • Manually assign the correct pricing package to each traveler.

  • Keep the Transferred package active until you are confident that no additional travelers will be transferred from the Brochure Mode trip.

  • Once all transfers are complete and package assignments have been corrected, the Transferred package can be removed if no longer required.