Overview
This guide is the first of a three-part series covering everything about groups, group booking pages, and managing bookings. Within each guide, you'll find a number of "Learn more" links which will dive deeper into individual features. If you're looking for information on group booking pages or managing your existing bookings, check out the other two guides below:
- Create and use a group to organize your trips (this guide) explains the purpose of groups, how to create and edit your first group, and the basic functionality of groups and group trips
- Build a page for clients to book their group trip provides a step-by-step walkthrough to build a landing page where your clients can self-register for your group
- Manage and track your group's bookings details all of the ways you can work with client bookings after they've booked via your group booking page
Contents
- Introduction
- Set up a group
- Add trips to a group
- Manage trips in your group
- Communicate with your group
Introduction
A group is a collection of trips, like a destination wedding or a company retreat. Typically, this means that the travelers are all going to the same place, around the same time, and with a shared theme of some kind.
You might create a trip when booking a family of four in one hotel room, but you would want to create a group if that same family is booking four separate rooms. This allows you to track and communicate with each trip individually as well as track and communicate with the whole group all at once.
When in doubt, create a group. If plans change later, it's much easier to merge trips together than it is to split them up.
Set up a group
Create a new group
To create your group, click the pink "Create" button at the top-left corner of TravelJoy and select "Group." You'll have an opportunity to choose a default cover photo for the group along with the group's name, dates, and destination. Learn more here.
View your group
You'll find your new group on the Dashboard, and you can get to the group's "Welcome" page by clicking the "View group" button on the dashboard or clicking the "All travelers" tab at the top-left of any trip in the group. You can also use the search box at the top of TravelJoy to locate your group.
Edit an existing group
You can change the default cover photo, group name, dates, and other details at any time. To do so, visit the Welcome page and click the Action button, which is a white button with three dots located to the left of the blue "Create" button. Choose "Edit group," then make and save your changes. Learn more here.
Add trips to a group
Using a group booking page
This is the primary way to add trips to your group, as it allows you to create the booking page once and share it with prospective travelers. They can choose their preferred package and add-ons, fill out their forms, and pay their deposit. It also unlocks a host of features, such as inventory and group management.
Because it is such a powerful set of tools, group booking pages have their own section on our Help Center, which you can check out by clicking here.
Add a new trip to your group
You can also create new trips directly within your group. To get started, open any trip in the group or go to the group's Welcome page. Just below the cover photo, to the right of the "Select a Trip" dropdown, click the + plus sign to open the "Create Trip" page. This trip will automatically be added to the group. Learn more.
Move an existing trip into your group
💡 Some features, such as moving trips between groups, will not be available if direct invoices have been created, as trip and group Funds balances cannot be split or combined. |
If you've already created a trip and need to move it into your group, you can do that from the trip's "Edit trip" page. Using the same page, you can also move your trip from group to group, or remove it from a group so that it is treated as an individual trip. Learn more here.
Convert a trip into a group
While there are some limitations, it is possible to convert a trip into a group later. This involves creating a group, moving the existing trip into that group, and making some other changes such as moving travelers to their own new trips in the group. Learn more.
Manage trips in a group
💡 Trips created via group booking pages offer much greater customization. Check out the "Manage your group bookings" guide if this applies to your group. |
Edit a trip
Editing a trip's details works the same regardless of whether that trip is part of a group. You can open the trip, click the three dots to the left of the blue "Create" button, and choose "Edit trip." Learn more.
Merge trips
Manually-created trips can be merged together. This places all travelers, messages, and files from both trips into one trip. This cannot be undone! Learn more.
Archive or delete trips
While we always recommend archiving rather than deleting, both options are available, and work the same regardless of whether the trip is part of a group. Both options are located in the Actions menu to the left of the trip's blue "Create" button.
Communicate with your group
Send a group message
A group message is an announcement, and a copy of that announcement is sent to every selected primary traveler in the group. You can also configure your trips in the group so that additional travelers will receive these email announcements as well. Learn more.
Send a group form
If you need to collect information from a lot of travelers at once, you can send a form to every selected primary traveler in the group. Learn more.
Publish a group registration form
This is a great option if you don't have enough information to build a group booking page yet. You can publish any existing form template, which will provide you with a link to share with prospective travelers. Anyone who visits and submits information from that link will have a trip created for them in the group. Learn more.
Create and send a group invoice template
A group invoice template is a reusable "invoice" that can be copied to members of trips within that group. You can create the invoice template just once, and each time you choose to send it to someone, they will get their own unique copy of the invoice to pay. Learn more.
Smart proposals and groups
Smart proposals are primarily designed for individual trips rather than groups, as groups often have just one itinerary for all travelers and this only needs to be approved by the lead traveler. However, if you find yourself wanting to share a smart proposal or itinerary across multiple trips, this can be accomplished by duplicating the proposal or itinerary. Learn more.
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